Using Alma Publishing Profiles Ben Grimshaw PMP Project
Using Alma Publishing Profiles Ben Grimshaw, PMP Project Manager © 2019 Ex Libris | Confidential & Proprietary
Welcome and Introductions • Ben Grimshaw • I was one of the first four Alma support analysts in North America • I’ve worked in the Profession Services department since 2016 working with customers implementing Alma. • In my spare time you can probably find me attending a rock, blues or jazz concert in Chicago. • Fun fact: I attended elementary school 7 miles east of this hotel. © 2019 Ex Libris | Confidential & Proprietary 2
Session Objectives • Session Description: Alma has the ability to publish bibliographic and holdings metadata beyond your standard discovery tool. You’ll leave this session with an understanding of how Alma publishes metadata to external sources with an emphasis publishing to OCLC and Google Scholar • Session Objective(s): • By the end of this session, you will know, understand : • Publishing descriptive records via Alma jobs • Configuring a Google Scholar Publishing Profile • Configuring a OCLC Publishing profile and controlling what records are published • Alma Publishing Profiles with Inventory Enrichment © 2019 Ex Libris | Confidential & Proprietary 3
• Publishing descriptive records via Alma jobs • Configuring a Google Scholar Publishing Profile • Configuring a OCLC Publishing profile and controlling what records are published • Alma Publishing Profiles with Inventory Enrichment • Questions and brainstorming © 2019 Ex Libris | Confidential & Proprietary
Export Bibliographic Records © 2019 Ex Libris | Confidential & Proprietary 5
Task Parameters © 2019 Ex Libris | Confidential & Proprietary 6
Review and Confirm before you submit © 2019 Ex Libris | Confidential & Proprietary 7
Managing exports in Alma (outside an FTP) • Files Purged every 30 days • Export Into Folder “Private” viewable only to your user. • Export Into Folder “Institution viewable wide range of roles: Catalog Administrator, Circulation Desk Operator, Selector, Receiving Operator, and many more. © 2019 Ex Libris | Confidential & Proprietary 8
Export Bibliographic records • Simple tool useful for exporting a bibliographic file from a set within a few minutes • Can be performed on resource type electronic or physical • Suggest publishing to an FTP directory if there is a need to retain the files • Only holding not item information can be added in the expand routine © 2019 Ex Libris | Confidential & Proprietary 9
• Publishing descriptive records via Alma jobs • Configuring a Google Scholar Publishing Profile • Configuring a OCLC Publishing profile and controlling what records are published • Alma Publishing Profiles with Inventory Enrichment • Questions and brainstorming © 2019 Ex Libris | Confidential & Proprietary
Publishing to Google Scholar Must have one of the following roles: Catalog Administrator • Repository Administrator • General System Administrator General Notes: • Registration happens prior to Alma go-live as a standard procedure no need to request it • Google picks up list of electronic holdings weekly there is no tool to force this to happen sooner so changes are ideally tested Monday. © 2019 Ex Libris | Confidential & Proprietary 11
What does this file contain? A simple text file is published to Google Scholar containing: • Title • Identifiers - Note that only records with ISSN/ISBN identifiers (coming from the 022/020 fields) are published. • Full coverage, if it exists in the Alma record. • When working with a Network Zone, Alma publishes electronic holdings from the Network Zone and each member institution at the same time combining any centrally activated resources for that institution along with their institutional holding files © 2019 Ex Libris | Confidential & Proprietary 12
Resources > Publishing Profiles © 2019 Ex Libris | Confidential & Proprietary 13
Name, Schedule, Notifications and Status © 2019 Ex Libris | Confidential & Proprietary 14
Registration Parameters © 2019 Ex Libris | Confidential & Proprietary 15
Registration Parameters continued © 2019 Ex Libris | Confidential & Proprietary 16
Considerations • If implementing prior to go-live we recommend creating a different label so that you can distinguish between your old link resolver and Alma results. • “Label of resolver links (when article does not exist electronically)” parameter allows you to give a label that suggests to your researchers you may be able to provide this record physically or through another service. Example: Get. It@My. U. © 2019 Ex Libris | Confidential & Proprietary 17
Structure of Open. URL base • The value is the base URL of the Alma services page. This field is mandatory and has a limit of 1024 characters. • For Primo and Primo VE use the following format: http: //< Primo_domain>/openurl/<Institution_code>/<View_code>? • For Alma-Summon environments use the following format: https: //<Alma_domain>/discovery/openurl? institution=<Alma_institution_code>&vid=<View_code> • Where the base URL includes the following elements: • Primo_domain – Specify the Primo Front End server and port. In the case of multiple FE servers, use the server that serves as the load balancer. • Institution_code – For Primo specify the institution code defined in Primo. For Primo VE specify the institution code defined in Alma. For Primo VE and Alma Summon environments, specify the institution code defined in Alma. • View_code – Specify the code of your services page view. For Primo VE and Alma-Summon environments, specify the code that is defined for your discovery view on the View Configuration page. For example: 01 MY_INST: My. View. • Primo example: http: //primo 2. prod. alma. hosted. exlibrisgroup. com: 1701/openurl/BCL/sp_view? • Primo VE example: https: //mylibrary. primo. exlibrisgroup. com/discovery/openurl/01 MY_INST: VIEW 1? • Alma-Summon example: https: //na 01. alma. exlibrisgroup. com/discovery/openurl? institution=01 MY_INST&vid=01 MY_INST: Services © 2019 Ex Libris | Confidential & Proprietary 18
Activate in Google © 2019 Ex Libris | Confidential & Proprietary 19
Users will select your institution from the display name © 2019 Ex Libris | Confidential & Proprietary 20
Google’s results typically update Wednesday morning © 2019 Ex Libris | Confidential & Proprietary 21
• Publishing descriptive records via Alma jobs • Configuring a Google Scholar Publishing Profile • Configuring a OCLC Publishing profile and controlling what records are published • Alma Publishing Profiles with Inventory Enrichment • Questions and brainstorming © 2019 Ex Libris | Confidential & Proprietary
Configuration Menu > Resources > Record Export > Institution OCLC symbol 1. Contact OCLC and obtain an institution code symbol. If you want a specific library or a specific library and location combination to have its own separate code symbol that overrides the institution-level symbol, you must coordinate this with OCLC 2. Multiple libraries can be mapped to one OCLC Symbol if you have multiple OCLC codes for different libraries see this guide for additional detail. 3. Open a synchronization project with OCLC. 4. Each such project has a project ID, which is used for data transfer activities between the institution/library and OCLC. 5. Contact OCLC and obtain a collection ID © 2019 Ex Libris | Confidential & Proprietary 23
If you need to embed holdings data into bibliographic records • Holdings information can optionally to be mapped to bibliographic field and subfields. These mappings are defined in the Map Holdings fields into Bib record OCLC mapping table (Configuration Menu > Resources > Record Export > Map Holdings fields into Bib record OCLC). © 2019 Ex Libris | Confidential & Proprietary 24
Select a publishing profile to customize • Publish bibliographic record (Data. Sync) to OCLC – Use this profile to synchronize bibliographic records with embedded holdings information with the information available for your institution/library in the OCLC World. Cat catalog. • Publish your local holdings records (LHRs) to OCLC – Use this profile to synchronize holdings information only with the holdings information available for your institution/library in the OCLC World. Cat catalog. • © 2019 Ex Libris | Confidential & Proprietary 25
Publishing Local Holdings file can be scheduled daily or weekly © 2019 Ex Libris | Confidential & Proprietary 26
Publishing Bibs (optionally with embedded holding) © 2019 Ex Libris | Confidential & Proprietary 27
What controls if a record is published? • The record was changed or added since the last export job ran, or a staff user has manually selected the record to be exported, which is also known as forced export. (Select Force export to World. Cat from the MD Editor’s Tools > Set Management Tags menu). • True for both publishing profiles: Publish bibliographic record (Data. Sync) to OCLC Publish your Local Holdings Records (LHRs) to OCLC © 2019 Ex Libris | Confidential & Proprietary 28
Manually flip record tag or force to export in MD Editor © 2019 Ex Libris | Confidential & Proprietary 29
Publishing tag can be found in advanced repository search © 2019 Ex Libris | Confidential & Proprietary 30
Or updated in bulk via a job © 2019 Ex Libris | Confidential & Proprietary 31
What about publishing electronic holdings? First make a set of your electronic records. This approach is actually a specific use case of our final topic © 2019 Ex Libris | Confidential & Proprietary 32
• Publishing descriptive records via Alma jobs • Configuring a Google Scholar Publishing Profile • Configuring a OCLC Publishing profile and controlling what records are published • Alma Publishing Profiles with Inventory Enrichment • Questions and brainstorming © 2019 Ex Libris | Confidential & Proprietary
The set is used for the general publishing profile © 2019 Ex Libris | Confidential & Proprietary 34
Publishing parameters. Please see full guide © 2019 Ex Libris | Confidential & Proprietary 35
Other details about general publishing profiles. • You can publish bibliographic and authority records to third-party systems. Alma publishing includes several features: • Incrementally published data through files or OAIPMH (Open Archives Initiative Protocol for Metadata Harvesting). • Optionally enriching the data with non-bibliographic record data (such as inventory-related data). • Normalization (reformatting) of the published data. • Notification about inventory deletion. • Published records are XML files that are encoded using UTF-8. © 2019 Ex Libris | Confidential & Proprietary 36
Example of a bib field in XML • <datafield tag="655" ind 1=" " ind 2="7"> <subfield code="a">Periodicals. </subfield> <subfield code="2">fast</subfield> <subfield code="0">(OCo. LC)fst 0000000</subfield> </datafield> <datafield tag="776" ind 1=" " ind 2=" "> <subfield code="x">0123 -4567</subfield> </datafield> © 2019 Ex Libris | Confidential & Proprietary 37
Two most common publishing formats • Bibliographic level (standard) – Publish records at the bibliographic level. If this option is selected, one bibliographic record is published containing the holdings, portfolio, and item details from the inventory data enrichment. • Item/portfolio level – Publish records at the item or portfolio level. When this option is selected, one bibliographic record is published for each unique item or portfolio associated with the bibliographic record. If one bibliographic record is associated with multiple portfolios or items, the bibliographic record is published multiple times. Alma displays a message to alert you to this method of output processing. This functionality may be useful for integration with external sources such as the Hathi Trust and Aurora (State Library of Queensland). © 2019 Ex Libris | Confidential & Proprietary 38
Publishing at the holdings level • Holdings/portfolio level – Publish records at the holdings or portfolio level. This option is useful if your institution needs to publish holdings records separately from the bibliographic record. When this option is selected, one bibliographic record is published for each unique holdings or portfolio associated with the bibliographic record. If one bibliographic record is associated with multiple holdings or portfolios, the bibliographic record is published multiple times. Additional normalization rules must be applied to remove the bibliographic information from the record. © 2019 Ex Libris | Confidential & Proprietary 39
What types of enrichment are available? © 2019 Ex Libris | Confidential & Proprietary 40
Adding Item information. Define according to your needs. © 2019 Ex Libris | Confidential & Proprietary 41
Flexible scheduling options Is anyone in this room using publishing profiles currently? Tremendous flexibility that could be used here to we hope more institutions will exploit for unique uses. © 2019 Ex Libris | Confidential & Proprietary 42
• Publishing descriptive records via Alma jobs • Configuring a Google Scholar Publishing Profile • Configuring a OCLC Publishing profile and controlling what records are published • Alma Publishing Profiles with Inventory Enrichment • Questions and brainstorming © 2019 Ex Libris | Confidential & Proprietary
Questions or experiences using these tools? • Publishing descriptive records via Alma jobs • Configuring a Google Scholar Publishing Profile • Configuring a OCLC Publishing profile and controlling what records are published • Alma Publishing Profiles with Inventory Enrichment • Questions and brainstorming © 2019 Ex Libris | Confidential & Proprietary 44
Next Steps and Resources Detailed Documentation links: OCLC Google Scholar General Publishing Profiles • Additional support resources from Ex Libris: • Idea Exchange – ideas. exlibrisgroup. com • Developer Network – developers. exlibrisgroup. com • 2019 Knowledge Days Seminar Presentations © 2019 Ex Libris | Confidential & Proprietary 45
We value your feedback! Please complete the session survey in the schedule section of the app. © 2019 Ex Libris | Confidential & Proprietary 46
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