Purging all portfolios and bibs from an electronic collection

Overview

There are many instances when we have to regularly re-load a set of MARC records to a local Alma collection, usually an e-book collection or a collection of primary source materials.

Instead of attempting to only add new records created since our last record load, we simply re-load the entire set of records. This is because:

• • Some vendors don't offer sets of MARC records that cleanly correspond to packages we have purchased -- we can only get "all or nothing" for MARC records, or selecting the appropriate set is confusing;

  • Re-loading partial sets requires keeping track of the exact date of the previous download;

  • By downloading a partial set, we might accidentally miss some records;

  • By downloading a partial set of new titles added, we will miss the opportunity to delete any old titles that have been removed from the package;

  • By downloading a partial set, we would miss any updated or corrected MARC records for titles already loaded.

The first step to replacing all MARC records in a collection is to delete all the portfolios and MARC records already in that collection, without deleting the service (which often has access notes, etc. that should be preserved.) This procedure shows how to do that.

Note: If POLs are linked to portfolios that will be deleted, the POLs will not be deleted, but will be disconnected from the portfolios. Thus, this process is best for portfolios purchased at the collection level, not at the individual title level. (The POL attached to the collection itself is not affected by this process.)

Note: This process also works for removing all portfolios and associated MARC records from a CZ collection in the Institution Zone.

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Here is how to do the process, using our Project Muse e-book collection as an example.

Purging portfolios from an Alma e-collection without deleting the service

1. Obtain artistic inspiration for the task - https://youtu.be/ZEhon2Se_Lc.

2. Look up the e-collection in Alma, click on "Edit Collection," and note down the Collection ID number, e.g. 61179970000002396.

3. Do an advanced portfolio search for all portfolios in that collection, e.g. (Electronic Collection PID equals "61179970000002396")

4. Save Query.

Note: If this is a set for which you will be re-loading MARC records regularly, name the set something you'll remember, because you can use it again and next time start this process from the following step. Example set name: "Project Muse complete e-book portfolios for regular RELOAD of MARCs"; example set description: "For deleting and regularly replacing Project Muse e-book MARC records and portfolios from our Project MUSE e-books collection in Alma called "Project MUSE e-books (Project MUSE e-books ALL URI ACCESS)" Collection ID 61179970000002396."

5. Admin => Run a Job. Locate job "Delete portfolios." Next.

6. Select the set with the portfolios in the e-collection from Step 4. Next

7. Choose the following options:

Portfolio is linked to an active PO-line: Delete portfolio

Portfolio is linked to an active e-Activation task: Delete portfolio

Handling bibliographic records without inventory: Delete bibliographic record(s)

Next and run job.

8. When the job is complete, all the portfolios from the collection will be deleted, but the service will remain.

9. Load new set of MARC record to the e-collection per procedure.