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ERM LibGuide

Searching for E-Resources

Searching Best Practices

The first step to create an order record and purchase order line is to select the resource for acquisition in the Community Zone. It’s helpful to use CZ records as these records are automatically updated by Ex Libris as content and platform changes are made by publishers.

It can be challenging to search and select a resource from the CZ because oftentimes multiple versions of a package are available. For example, PsycINFO is available from APA, EBSCO, and ProQuest. When activating journal content, it’s important to find portfolios that match full-text coverage and the title list of a given package.

Acquiring eBooks

 

eBooks - Single Title 

1. Acquisitions will provide ERM with a list of titles to be ordered. 

2. ERM will search for the title in Alma, assign it to an electronic collection, and start the ordering process.  Once the correct eBook title has been found and paired with the correct electronic collection, click on the "..." to the right of the title and choose "Order".

 

3. ERM will start the order process by filling in the PO Line type  and PO Line Owner.  When these two fields are filled out click "Create PO line"

 

On the next screen, ERM will record the POL # that is created on our shared spreadsheet for Acquisitions.  Under the "Vendor Information" section, enter in the Access Provider that correlates to the platform the eBook is being purchased on.  Enter no other information and click on "Save" in the upper right corner of the page.  

 

4. ERM will then assign this title over to Acquisitions (Catherine Shilka).  Start by clicking on "..." to the right of the title and choosing "Assign To"

 

next, click on Catherine's name in the drop down menu and then click on "Assign to" in the bottom right.  **If this a a RUSH eBook, make the appropriate note in the notes field.  

 

5.  Acquisitions will then run a job that will combine all the POL's into a PO to be given to the vendors.  

6. Acquisitions will fill in the fund and vendor information on the screen back in Step 3 and click "Order Now" when that information is ready.  

7. ERM will activate and catalog the title after being notified by Acquisitions or by the Vendor through a notification of access (NOA) email.  

8. Find the title in one of the tabs in the "Electronic Resources Activation Task List" and click on the "..." to the right of the title and choose "Edit Resource" from the dropdown menu.   

 

You will work through the following tabs: General, Acquisitions, Notes, and Under the "General" tab, change the Portfolio Availability field to "Available", then click over to the "Acquisitions" tab.

 

 

In the "Acquisitions" tab, please select from the dropdown menu to assign the Public Access Model.

  • unlimited user - UU
  • Non-L - UA
  • 3SU - 3SU
  • 1SU - 1SU

After the Public Access Model is set then click over to the "Notes" tab.

 

Under the "Notes" tab, please make the note "DRM-free" or any other applicable note in the Internal Description field.  If desired, you can go to the "Linking" tab and Test Access to make sure the eBook is active and working properly.  When you have gone through all of the tabs and the field are filled out as desired, then click "Save" in the upper right corner.

 

You should be taken back to the Electronic Resources Activation Task List page.  Find your title again in one of the 3 tabs (probably under the "Assigned to Me" tab since you were the last one to touch the record.  Click on the "..." off to the right of the title and choose "Done" from the dropdown menu.  

Acquiring Journals

Journals - Single Title

1. Acquisitions will provide ERM with a list of journals that are being subscribed to.

2. ERM will search for the title in Alma's Community Zone (CZ), assign it to an electronic collection, and start the ordering process.  Once the correct eJournal has been found and paired with the correct electronic collection click on the "..." to the right of the title and choose "Order".  

 

 

 

 

 

 

 

 

 

 

 

 

 

3. ERM will start the order process by entering  the PO Line type and PO Line Owner.  When these two fields are filled out click "Create PO line"  On the next screen, ERM will record the POL# that is created on our shared spreadsheet for Acquisitions.  Under the "Vendor Information" section, you can enter in the Access Provider that correlates to the platform the eJournal is being subscribed to on.  Enter no other information and click on "Save" in the upper right corner of the page.  

 

 

 

 

 

 

 

 

 

 

 

 

 

4. ERM will then assign this title over to Acquisitions (Connie Mead).  Start by clicking on "..." to the right of the title and choosing "Assign To".  Next, click on Connie's name in the drop down menu and then click on "Assign to" in the bottom right.

 

 

5. Acquisitions will then run a job to combine the POL into a PO to be given to the vendors. 

6. Acquisitions will fill in the fund and vendor information on the screen back from Step 3 and click "Order Now" when that information is ready.  

7. ERM will activate and catalog the title after being notified by Acquisitions or by the Vendor through a notification of access (NOA) email. 

8. Find the title in one of the tabs in the "Electronic Resources Activation Task List" and click on the "..." to the right of the title and choose "Edit Resource" from the dropdown menu.  You will work through the following tabs: General, Acquisitions, Notes.  Under the "General" tab, change  the "Portfolio Availability" field to "Available", then click over to the "Acquisitions" tab.  Under the "Notes" tab, please make any applicable notes in the Internal Description field.  If desired, you can go to the "Linking" tab and Test Access to make the eJournal is active and working properly.  When you have gone through all the tabs and the fields are filled out as desired, then click "Save" in the upper right corner.  You should be taken back to the Electronic Resources Acvitvation Task List page.  Find your title again one one of the 3 tabs (probably under the "Assigned to Me" tab since you were the last one to touch the record.  Click on the "..." off to the right of the title and choose "Done" from the dropdown menu.