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Cataloging procedures

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Step 1: Updating the bibliographic record in Alma (optional)

Updating the bibliographic record for a GOBI ebook is similar to cataloging a print book except in a few key ways:

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1. Search Alma for the ebook. (tip: search using the ISBN from the NOA)
2. Edit the bib record if necessary, following the PN guidelines.
3. If copying/pasting data from OCLC Connexion, remember to change subfield indicators from ǂ to $$.
4. Save and Release the bib record.
5. If you accidentally Save instead of Save and Release, you may get a pop-up window that says "An external process has changed the original record. It is recommended to reload the original record." You can ignore the message and click Close to close the pop-up. Go to Record Actions > Release Record to release the record.

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Step 2: Updating the bibliographic description for the PO line (optional)

This step is only necessary if you made any significant changes to the 1XX or 245 fields in the bib record.

Ebook portfolios are often attached to a vendor- or minimum-level bib record, which means that the bibliographic information associated with the PO line may be inaccurate. Updating the PO line makes it easier for library staff to understand order records. 

1. Search Alma for the title.
2. Click on the number of orders
3. Click the Change Bib Reference button.
4. A confirmation message will appear. Click Confirm.
5. Click the round radio button next to the bib record you just updated (or use the search box to find the bib record) and then click Select.
6. You should see a green message on the right side of your Alma screen confirming that the POL bib reference has been updated.

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Step 3: Editing the portfolio

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1. In Alma, find the title on the Electronic Resource Activation List by clicking on the clipboard icon Image Removedat the top of your Alma screen and selecting Electronic Resources > Activation - unassigned.
2. Locate the title on the list, then click the ... button and select Edit Resource. This will open the Electronic Portfolio Editor.
3. Make the following edits: 
   • General tab
     • Electronic material type = Book
     • Access type = Perpetual
   • Acquisition tab
     • Take note of the access model (e.g. unlimited access, 3 concurrent users, etc.)
   • Notes tab
     • Click on Add Note, enter the access model (e.g. "Unlimited access", "3 concurrent users", etc.), and click Save.
   • Click Save. This should return you to the Electronic Resource Activation Task List.

Note: Once you interact with a title on the Electronic Resource Activation List, it will move from the Unassigned tab to the Assigned to Me tab:

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Step 4: Verify that the publisher has given us full-text access

Check that the publisher has turned on full-text access.

1. Go back to Find the title on the Electronic Resource Activation List by clicking on the clipboard icon at the top of your Alma screen and selecting Electronic Resources > Activation - assigned to you unassigned.
2. Locate the title on the list, then click the Click the ... button and select Test Access. This will load an Online Services page.
3. Click the link that appears after "Full text available at:"
4. Verify that you have full-text access to the entire ebook (and not just previews of the chapters or access to only certain chapters).
5. For Ebook Central titles, verify the number of copies available to us. If the number is something other than 1 or Unlimited, note it for a later step.
6. If you have full-text access, proceed to the next step. If not, notify eresources@rice.edu for troubleshooting.

Note: Once you interact with a title on the Electronic Resource Activation List, it will move from the Unassigned tab to the Assigned to Me tab:

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Step 5: Activating the portfolio

"Portfolio" is a term used in Alma to refer to, essentially, item records for online resources.  Activating a portfolio makes it available to users in Primo.

1. Find the title on the Electronic Resource Activation Task List .(it will have moved to the Electronic Resources > Activation - assigned to you tab)
2. Click the ... button and select Activate. 
3. Confirm that you want to activate the portfolio by clicking Confirm.
4. A window will pop up asking if you want to edit the portfolio. Click Confirm again to open the Electronic Portfolio Editor.

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Step 3: Editing the portfolio

If the copies available to us is 1 or unlimited, make the following edits:

1. General tab
   • Electronic material type = Book
   • Access type = Perpetual
2. Acquisition tab
   • Highlight and copy the portion of the PO Line details that includes the access model and two-letter code. For example, "Unlimited Access (UU)"
3. Notes tab
   • Click on Add Note and paste the text. Click Save.
4. Click Save. This should return you to the Electronic Resource Activation Task List.

If the copies available to is something other than 1 or unlimited, make the following edits:

1. General tab
   • Electronic material type = Book
   • Access type = Perpetual
2. Acquisition tab
   • Highlight and copy the portion of the PO Line details that includes the access model and two-letter code. For example, "Unlimited Access (UU)"
3. Notes tab
   • Click on Add Note and paste the text. Click Save.
4. Click Save. You already did that in a previous step so click Cancel. This should return you to the Electronic Resource Activation Task List.

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