ERM Workflow: Activating Open Access E-Resources

Owned by Joe Marciniak
Last updated: Sept 02, 2022 by Kevin ConnellVersion comment

Resource format: E-Book, E-Serial, Website
Access model: Open access (Free)

Scenario: Use this workflow to activate freely available electronic resources. Free resources do not require a PO Line or funding/renewal information.

Required Alma roles: Electronic Inventory Operator

Ex Libris documentation on this process can be found HERE.
Alma Glossary can be found HERE.

Workflow;

  1. Resource request is received.
  2. Search for the resource in the IZ to confirm that a record is not already present.
  3. Search for the resource in the CZ:
    1. Search by Electronic Title and if a match is found, expand the portfolio list.
    2. Select a portfolio from a collection that is specifically for free resources. Prefer a collection that is already active (look for blue house icon). The miscellaneous "Free Ejournals" and "Free Ebooks" collections are the best choices if unsure whether the title belongs to any more specific collection.
    3. If no appropriate portfolio is found, use the workflow "Creating a Local Electronic Portfolio".
  4. If you have located a matching portfolio in the CZ, click "activate" in the upper-right corner
    :
  5. Choose "Technical Services" as the library and click "activate":

  7. The newly activated portfolio should appear in the IZ with a blue people icon indicating that it is active and linked to the CZ.
  8. Click "Edit Portfolio" in the upper-right corner to check/edit the URL (and if a serial, coverage information). Public and/or non-public notes can be added if needed.
  9. Test linking and full-text access by selecting "Test Access" from the overflow menu and following the link.
  10. View the bib record by clicking on the title. If brief or incorrect in some way, it may be enhanced or replaced:
    1. For minor changes, the bib record may be edited directly in the MDE. Click "copy to catalog" and update as needed. Once a bib has been localized, it will not receive any future CZ updates, though other elements of the portfolio (e.g. URL or coverage) may change.
    2. If a better record exists in OCLC, see Cataloging Workflows: Import OCLC Records Into Alma. Be sure to run any applicable normalization rules in the MDE before saving & releasing record (for ebooks: "General EBOOK edits" rule).
  11. The e-resource will be available to patrons shortly.