Practice for continued use of 930/973 fields

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Legend: NOT STARTED STALLED DECIDED

Status	IN PROGRESS
Description	Phase 4 assignment. These fields are used by CDL and campuses to pull together e-resource packages. There is a need to evaluate how effective these are and whether Alma has a better alternative, including relying on on e-resource Collection Names instead
Decision summary
Owning group	ERES+ [email contact]
Approver
Consulted
Informed
Decision-making process
Priority
Target decision date	[type // to add Date]
Date decided	[type // to add Date]

Recommendation

The E-Resources group recommends that the use of the 930/973 in the collocation of electronic collections be determined by local Resource Management and Discovery needs at individual campuses. We also recommend the creation of Electronic Collections in Alma to replace the discovery, collocation, and management functions of the 930/973

Impact

Stakeholder group	Impact
Discovery	Local Discovery teams can determine patron and staff use of 930/973 in Primo VE search and in their Database A-Z Lists
Resource Management	Local Cataloging departments can determine the needed campus resources to create and maintain 930/973 in IZ bibliographic records as part of routine maintenance Local Cataloging departments can determine the work needed to create electronic collections from existing standalone electronic inventory using the old 930/973 Using 930/973 for prospective work will primarily pertain to Special Collections, although these can also be organized into IZ collections to automate management
Electronic Resources	In the absence of the 930/973, local e-resources units can activate Community Zone electronic collections and databases without manual changes to Electronic Collection Names Changes to collections are easier to manage when they are in Electronic Collections rather than standalone portfolios

Reasoning

The maintenance of the 930/973 for eBook and eJournal collections for Alma users can be replaced by collocating electronic resource portfolios into electronic collections
Electronic Collections records in Alma provide variable fields in which the older 930/973 can be preserved
The local patron use of/interest in preserving the 930/973 for discovery on Primo VE can be determined by individual campuses
Depending on the bibliographic record policy adopted for multi-part electronic collections, 930/973 can be made searchable in individual campus Primo VE indexing
Alma Analytics Dashboard can be used to create views that collect electronic content for Collection Development purposes without the 930/973
Most bibliographic content in the Network Zone managed by CDL are from the SFX instance and are currently discoverable without the 930/973

Background

Electronic Collection names already exist for CZ-linked records
Electronic Collections activated from SFX and/or linked to the CZ – particularly databases and ebooks – are often attached to poor quality bibliographic records
Electronic Collections names from CZ may differ from 930/973 package names
If 930/973 names differ from CZ-linked Electronic Collections names, they are not currently searchable in the Database name search in Primo VE
For campuses that are newly migrated to Alma and Primo VE, CZ-linked bibliographic records, portfolios, and electronic collections in Alma are created from the SFX data load and duplicate ILS bibliographic records
- These campuses are still dependent on the 930/973 to identify and manage their existing local collections

Dependencies

Discovery Configuration changes are required to make the 930/973 available for patron searches
It is possible to have hybrid records: CZ-linked Electronic Collections/Portfolios attached to non-CZ bibliographic records
- This process is more time-consuming than pursuing an all-CZ or all-ILS electronic inventory policy
It is possible to create local Electronic Collections using local electronic portfolios without linking to the CZ
CZ-linked bibliographic records would need to be un-linked and made local in order to add any local extensions
CZ-linked electronic collections are automatically updated and maintained by vendors and Ex Libris in the CZ and these changes can be manually reviewed in the Community Zone Updates Task List
CZ-linked electronic portfolios and collections can provide accurate article-, chapter-, entry-level linking in Primo VE through the CDI, whereas standalone portfolios from the ILS do not
930/973 fields in MARC records are not recognized by CDI

Questions to consider

Who are the patron groups and staff who use the 930/973 to search in Primo VE?
What are the staff time and resources needed to provide instruction on new search strategies to replace the 930/973, if needed?
1. What changes to communication are required?
2. How will changes be managed on the website, LibGuides, and other public-facing content?
What are the staff time and resources needed to activate and manage electronic resources at the local level?
1. This question will need to be answered for various scenarios:
  1. Standalone portfolios vs Electronic Collections
  2. DDA or purchased content
  3. Community Zone linked content vs non-Community Zone linked content

Notes 3-10-2022
Recommendation to CDL? - CDL could use this for their own internal purposes
Discovery Users, who are they? Faculty, librarians, students, / instructions for new ways of search? education issue?
No E-collection no article level results
Michelle to get CDL rep, and talk with Discovery Ops

Action Log

Action/Point Person	Expected Completion Date	Notes	Status