[Wactclc-alma] eBook Comparison Work - Quarterly

[Traci Taylor]

Hi Wade and all,

Thank you for sharing this information. It would be great to have a specific meeting setup for going through his process. As an outcome, we could create a deliverable for future use.

Thanks,

Traci

Traci Taylor, MLS
Systems Librarian
Bellingham Technical College
3028 Lindbergh Ave.
Bellingham,WA 98225
Email | ttaylor at btc.edu<mailto:ttaylor at btc.edu>
Phone |360.752.8488




From: Guidry, Wade [mailto:WadeG at bigbend.edu]
Sent: Monday, March 06, 2017 9:15 AM
To: Traci Taylor <ttaylor at btc.edu>; 'Lesley Caldwell ' <LCaldwell at pierce.ctc.edu>; 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: RE: eBook Comparison Work - Quarterly

Traci and all,

This is a follow-up to a discussion from Friday's C1 leads call.

I thought I'd share it on WACTCLC-alma as well, since the topic seems to be of general interest.

In short, the topic is refreshing the accuracy of an electronic collection in Alma using the "load portfolios" workflow in Alma. The near-term focus has been ebsco ebook collections, but the workflow more generally applies to any electronic collection.

If someone would like to go through this learning curve on this one, and lead a future call on the topic, that would be wonderful.

(Lesley and I walked through a specific application of this process at Pierce in December, but we by no means exhausted the learning curve, or the applications, for this approach.)

==================================

All of the magic happens in the "Activation Wizard: File Unload" workflow.

Link to docs: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/050Inventory/020Managing_Electronic_Resources#c.ckb_activation.activation_wizard

And screenshot below.

Meta-instructions for the process would look something like:


1.       Get list of ebook titles from Ebsco, or download from here (if your package is standard): https://www.ebscohost.com/ebooks/ebooks-subscription-listings

2.       Download the list of titles currently in your Ebsco collection in Alma, using extended export (see screenshot below)

3.       Compare the two lists in Excel, on something like the doc id column, using VLOOKUP (http://www.paininthetech.co.nz/?p=1246, or just google comparing columns in excel; plenty of references)

4.       Find the lines in the Alma list that aren't in the Ebsco list

5.       Use those lines to create a separate Excel spreadsheet, and use the "Activation Wizard: File Upload" in Alma to upload that file and delete those portfolios (screenshot below)

That's the basic idea. There are variations on this theme.

You could, for example, start with a fresh Ebsco collection in Alma, and use the process to "Update portfolios", that is, activate the portfolios in Alma that are in the file you upload.

The primary work, and learning curve (if you've never done it) will be in using Excel to compare columns (could also be done in Access, I'm sure, but Excel is probably easier)

Also, this workflow will not add titles to the Alma collection that are actually missing. To do that, you'd actually have to add bib records for those records to Alma first, and then create a file of Excel entries, that look like the ones downloaded from Alma, and then use that file to activate portfolios in Alma.

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From: Traci Taylor [mailto:ttaylor at btc.edu]
Sent: Monday, March 6, 2017 8:39 AM
To: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>; 'Lesley Caldwell ' <LCaldwell at pierce.ctc.edu<mailto:LCaldwell at pierce.ctc.edu>>
Subject: eBook Comparison Work - Quarterly

Hi Wade and Lesley,

Is it possible for you to send me more information on the work you are doing with eBooks. Lesley - if you have time, we can talk on the phone. I am wanting to talk it over with Jane. Also, is this work you are having your cataloger do, or are there multiple staff that work on this?

Best Regards,
Traci

Traci Taylor, MLS
Systems Librarian
Bellingham Technical College
3028 Lindbergh Ave.
Bellingham,WA 98225
Email | ttaylor at btc.edu<mailto:ttaylor at btc.edu>
Phone |360.752.8488



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