Obtain Bibliographic Record from OCLC
1. In OCLC:
a. Search for title in internet (electronic) format
b. Edit record as necessary
c. Update our holding
2. In Alma (only if short record exists, otherwise skip this step)
a. Find short record
b. Add the new OCLC to the ALMA bibliographic record (020 field) in this format:
1. (OCoLC)1234567
c. Save and release record
3. Go Back to OCLC
a. Export record so that it overlays / imports to ALMA.
4. Go back to ALMA
a. Call up record and be sure that the proper information has been overlaid / imported
1. 020 field contains the correct OCLC number
2. 245 field has “$h [electronic resource]” removed
3. There should be a 264 field and not a 260
4. RDA Elements:
336 text $2 rdacontent
337 computer $2 rdamedia
338 online resource $2 rdacarrier
Create Portfolio
From within Metadata Editor, with the bib open, click on the portfolio icon.
OR
Alma => Resource Management => Create Inventory => Add Local Portfolio
Creation type: Use existing title [choose title if necessary by searching by title, OCLC #, MMS ID]
Portfolio type: Part of an electronic collection [search for and select appropriate collection]
Coverage Information: n/a
URL [leave blank for now]
Proxy enabled: Yes
Availability status: Inactive
Electronic material type: Book
Notes: n/a
[If there is a limitation on number of users, in the Public note field, write, for example, "3 concurrent users only"]
Save and Done
Go
File => Save and Release Record to exit Metadata Editor
Create POL
Note: Do not create the POL from within Metadata Editor at this point because it will create a second portfolio. If you skip the Create Portfolio step above, and place the order from the Metadata Editor, only one portfolio will be created, but it will not be in a collection, so you'll have to go back and put it in a collection later, which is an extra step.
Do a Portfolio Quick Search for the title of the portfolio you just created. [You can also search by OCLC # or MMS ID.]
Click on Order
Purchase Type: Electronic Book - One Time
PO Line Owner: Carothers Library
Create PO line
Write down POL number.
License: [select license]
Material Supplier: YBP/3150-50
Access Provider: [select access provider]
List Price: [look up e-book on correct platform in GOBI and enter list price]
Fund: [enter fund]
Acquisition method: Purchase at Vendor System
1st reporting code: E-book
3rd reporting code: Enter selector's last name
Save and continue
Go
Place order for e-book in GOBI
Log into YBP's GOBI.
Search by keyword for the e-book, then locate the e-book version on the specified platform.
Mark the e-book and Add to Cart / Order Cart.
When finished selecting books, click on the Order Cart icon at the top right of the screen.
Mark book and Enter Order Details.
Subaccount: 3150-50 US EBOOKS MONO
PO Number: [Enter POL number in POL-#### format]
Fund Code: [Enter Alma fund code]
Quantity: 1
eBook Purchase Option: [Select appropriate publisher platform]
select: Remove Marked Status on Items in List
Save
Update Portfolio
Once notification is received from YBP that the book is active:
Do a Portfolio Quick Search for the title of the portfolio. [You can also search by OCLC # or MMS ID.]
Click on Edit
Linking Information tab:
URL Type: Static URL
[Enter URL in box.]
Proxy enabled: Yes
Save
Activate Resource
Alma => Resource Management => Manage Inventory => Manage Electronic Resource Activation
Find the e-book on one of the tabs: Assigned to Me, Unassigned, or Assigned to Others.
Actions => Test Access [make sure link to book is working and access is set up by publisher; actually click through to some content]
Go back to Alma browser tab and Back to return to e-resource activation screen. The book will now be in the Assigned to Me tab.
Place check in box to left of book, choose Access Confirmed, and Change Status.
Actions => Activate
You will see a message: "[Title of book] is now available. Do you want to edit it?"
Cancel
Actions => Done
Search for book and confirm that it is active.