Good morning, everyone. I'm recording the session over sorry about the technology fail talking about rethinking their records and almost
And I will cover through the end of my slide deck, which was not possible during the live session. Thank you to all who joined and thank you for all who are joining now.
But physical paper records when they are reeling from the POS, it will read link the record with their associate orders holding an item records.
This may be the case you want to really records that the order was placed on the incorrect. They record vendor record something track record or you know your ad rights and it's a single volume of that's part of the multivolume work that really would benefit from being on a
monographic a broker.
And I have down bow a link to actually versus documentation about relinquishing also opening closing POS
With religion physical records. You do not want to overlay the OCLC number in the bib record to link it to the correct fib.
And when I mean overlay it refers to the practice and all of and other systems that people have used where you would just replace the OCLC number and a fib record and it would overlay it
So that is no longer the practice. According to MSP policies. So the only time you would ever do anything within OCLC number is what is a brief Dave and you were adding the OCLC number to the free group so that
When you export the record out from OCLC it will update the record to a full record.
So if you have to, we're going to be focusing on the records that have parallels that need to be re unlinked. In a previous session I had done in the cataloging short course I
Talked about how to reeling from holding or item record if it's on the Bronc if an item or holding on the wrong record today will be focused on records with POS
And also on not just that, but also I'm electronic resources that came over from the peewee and that was also want to link to the community zone.
So when you read link for the POS, it will move the corresponding items and holdings to the correct big record and retain the POS and all the associated items.
Pls that can be really linked from the filing statuses are in my interview deferred auto packaging packaging ready onset one time closed and closed one time POS
If you have a close to Allah does not meet those above criteria, you will need to be open.
The POS, which gets placed into review.
In order to read Lincoln and I will discuss that process.
Further down
So parallels cannot be linked if the peel line has items in a temporary location.
If the P O line has items on loan. If it is linked to communities own record if it is has items that belong to two different bibliographic records and possibly bandwidth. If the peel line for an electronic title does not have an MLS ID these cannot be really linked
Is this option to use change VIP reference. So to change reference it is referring to just changing the reference of the title.
For the PLO, so it was asked, What's the difference between a big record and change good reference. So the record is the mark record itself.
Changed the reference just changes the reference to the mark record when you use this option, it does not actually change the mark record it just changes the reference to it. So the only thing that will change is the PLS title doesn't change the mark record at all.
There may be times when you would want to use this change for reference. If you create a brief babe record because the
The fifth record. Maybe the title is incomplete, something is not as accurate as the full 245 records that will display in the POS
So that would be an option if you want to change your preference is this necessary to change the reference for your brief records. Now, it is not. It is an institutional decision. You can do it if it is something that would impact.
Your job, then maybe you would want to make this part of your workflow. But if it is minor. And it is not a step that you need to do, then I wouldn't worry about it, but it is the possible option of one to use this
When you do not want to use this when you want to read link to a different babe record with the associated POS because it doesn't
Do anything except for change the title on the P. O. It doesn't move any associated records doesn't appear. Well, it doesn't move holdings, it doesn't move item records to the other big it just will update the title and refer it to that record, but it does nothing to link them.
I'm going to discuss rethinking physical babe records that have the real options. So when you have physical babe records that meet the criteria that have this, you can just easily relate them is great.
So you would. I'm just going to show you really quick. You can. I'm going to move to another screen so I can just walk you through this process.
So if I wanted to come in. I do a search for this title. You want to do repository. So true title on hand, it will bring up the record and you will want to click on the order number
If you click on the order number
And then you will see here is the edit. There's an edit link, because I can still edit this because it's on able to edit this record.
And if I click on Edit here. What's nice is I get the reading button up here, but I also have this nice free link button here. So I don't really have to go to the Edit unless you choose to. So if I click on reading here.
What fills up this repository search
Is the title, an ISP and of the record, I just searched for. So we really don't want this. So typically you would use some really good identifiers like is bn and then I saw an ID.
OCLC number to get the most accurate record because I'm not really going to do this and this is for an example. I'm just going to do, I'm
I'm just going to use title because I'm not really doing this. I don't have any live examples feel to do this. So I apologize.
But this is I can still walk you through the process. So if I was using some better identifiers. It may only pull up one record or it might pull up a book and visit a book and electronic record. You want to make sure that you click on this next work link so that you can link to the network.
If that is where you would like to link which you should see you can see I have records here they're already linked to my institutional zone.
And if I scroll down, I'm going to say it's actually this book, I need, I need this year the fence. It's a physical book. That's what I want.
And I would just click on this, you see turn yellow. And if I just click on it, it's going to say, Oh, great. You want to read link to this record.
And if I really wanted to link to this record, I would click Confirm, but since I don't. I'm just going to cancel out and if you read linked it, it would then now be associated to the proper title.
So when you have that real link option. It's really, really nice because it makes it simple. You don't have to
Reopen the PLO
And as I was saying in the live session.
That I wasn't able to find a great example of something that needs to be reopen because
Those had been worked on as a pop up and I will just show you pretending the reeling button is not showing up.
So I'm going to use that same title again and I'm just going to pretend
That when I click on the order. I'll do my repository search to find the record. You can also search by PM. Well, if you know the PLO
And say this reeling option does not exist. This one is not good because this isn't closed. So I'm going to actually pick a different title. So I apologize because even in my life sessions and my own life sessions I still have to
Find good examples. If I don't have them readily handle hand, me so sorry about that.
So here we go. We're going to just click on this record, say this is the one I want to read link. Hopefully it's closed. It is closed, but we're going to pretend it doesn't have this free link option.
So I'm going to come in here. I'm going to click on the open because you need to be open to be able to relate. If you do not have this link button up here.
So I click reopen and it will set this in review and I'm going to click confirm. So this means that I now have to go into my acquisitions purchase order lines for view.
It's going to be on the unassigned tab, because it is not assigned to anybody at this point. And here is my title. So what I'm going to do now is I'm going to click
Here and I can read link right now if I want, or I can click Edit
And I can read link. So same process as the other link I would then do a search for the title. And I'm just going to
Get rid of that. Again, I don't have any great I had two fires that I would really use
The question is like how do you know when you would want to read links and the live session. So it was a great question.
Because the person who receives will typically know when an item is linked to the wrong record have the wrong. OCLC number wrong record will have the wrong could be the highest bn could be the wrong material type the pet you know
The page count doesn't match author doesn't match something doesn't match.
That is glaring and it's usually picked up upon receipt or the catalog or sees it and the catalog or them would know what is bn
They really want to search for what title. What other criteria that they need to be able to find the correct record tree link.
Let me see if there's any other Brahman books in Oneonta. I'm not sure if there are. So say I was here. And here's another one. And again, you want to make sure that you are picking the correct
Material type, I do not. You don't want to pick a CZ record.
If, if this is a physical record. So I'm just going to pretend this one and I'm going to say yes, I want that. Perfect.
And then I would click confirm if this is really what I wanted to do.
And now for me to get this book out the POS out of acquisitions review the review. I would click order. Now, it's not really ordering it again. It just is the process of all now bump it out of review.
So I'm just going to show you something. And I'm going to go quickly check because it is migrated from all of if you have migrated with the purchase type purchase, you need to have the correct associated, you need to have them.
Email for the vendor that's active like a real email address, like we didn't have them in a lot of our vendors. So they go into this to review. I can't get rid of them. And I was like, how do we remove them.
And actually versus like well after looking. They're like, you need to update the vendor records email address to do that. So if I come in here and I go to review, hopefully didn't come in review, but there is a record in review. So I wonder if this is it. And I'm going to click Edit
And I want to look at my PL why most because I'm just curious, and it is, it's that book so perfect. I'm glad that this work this way.
Not walking to go and review. So I'm going to click my edit again. And it's Yankee book pillars. So I'm going to have to go into my vendor.
And I'm just going to go to acquisitions vendor and I'm just going to stick in my email address for right now.
Traditionally you would put in a really mail address, I
Don't have it off the top of my head. So I'm just going to come in here because we don't purchase. We're not purchasing directly to the vendor anyway.
This is not part of the process we choose purchase that vendor system instead. So I'm just going to add myself so I can get it out of review.
And you could select all of them if you want preferred address. Yes.
Hard to type and talk at the same time. And I'm gonna click out and close and then I'm going to save it so now
There is actually now an email address in there so it could pretend it's going to that vendor to take it out in my review. So here is I'm going to go back to my PO and review.
I'm going to click on Edit again and now when we do is save and continue and it should pop it out unless there's something else going on with it. And there, it's gone. Perfect. That is exactly what I wanted to happen.
So we're going to just take a pause, and I'm going to go back to the slide deck to make sure it did not
miss anything.
Sorry, my mouse is doing weird things
I don't know what's going on with mouse right now. All right there we seem to be. There we go. My mouth side to work today must be technology day so I just want to make sure that
All the real thinking we went through this
So yeah, the next thing we're talking about is linking electronic portfolios to the community zone. So this is the case where you brought over a lot of things on the PDA because you wanted to maintain those electronic
And now you don't really want to have to maintain all these anymore. You don't want to have to maintain
Updating the URLs or, you know, linking parameters, any of these other pieces that come along with having institutionally records.
So I have examples. So I'm gonna have to bear with me. I had examples for the live session that I did not have any more, but I'm going to test out on other other ones. She always want to do a electronic portfolio search and you want to do title search
So I'm going to come in and see and I can't guarantee which way I'm going first because I have a few that did not link the way I wanted. And I just want to see if I can find. If not, I will just talk you through the process.
To see what it's going on there. Here's a title. So this title does when I see it will
Determine
Which way I'm going to first
So here's biochemistry and I got to find my portfolio that is local. And here it is a CS get full text. So first I want to go and look at it. So it's the American Chemical Society. That's great. I know that. And I can see up here. I have American Chemical Society journals are ready.
I have some already in the institution zone activated. So what I need to find out is look at the coverage. So I'm just going to click Edit portfolio.
When it migrated from the PDP my notes have the 856 public holding so it's volume 119 62 to present. Now the question is, I don't know why these packages have it and or if
That it's just overtime title change and it doesn't really get represented as
I have to double check it again because I don't like to space what the date was so I apologize but 1962. I don't know if it's going to have one or the title change. So I have to find the best representation to attach this order to and to the CZ if I can
So as you can see, most of them are starting with 1996 so my guess is there was a title change at some point.
And we're just going to do a quick search. So if I didn't see one here, I would then do a search for link community. So this works both ways. So if I did not see one up here. I would click on link you see if I can find the best option now.
I don't know if I'm going to find the package I want because I bet there was a title change there was something different. So you can see there are 30. That's not bad. Some hundreds and you have to scroll through a lot
It's okay she's looking great outhouses they don't, I'm not sure what the great outhouses are but when they're blue. It's kind of like, hey, this one might work. You may want to use this one. This is good. Very cool.
And if there's a blue house here in a blue house here, then that means it's linked to the CZ for you already.
But you can see there are, we're going to have to see and scroll down. So here I have this ACS core. And you can see this is linked to communities zone and and it's it's ours. It's, it's linked to the ice to the community so
Now I'm thinking, there was a title change because unless I can find an ACS that has it from 1962 to present it might be that it was purchased through some roles. I don't really know.
See, perfect. You can see here that at some point it was there was some change in the records that it was available from 60 to 95 so I could
Instead,
Yeah, if I was going to move forward. I could just say, Okay, I'm going to link it
To something already have. And I'm just going to change the dates. This is one of those weird ones. It's not perfect. So I'm going to go back. So this is going to be like this one already exist in my collection.
And it's already in the CZ it's in the ice. All I want to do is move the order record. So I don't want to link it that way. So this is nice and easy. This is so easy when you already have it here.
So what I'm going to do is I want to find the proper one. So this is the one I'm going to use the journals. I'm going to click on here.
And I'm going to grab the POS number, which also appears here much easier to grab then going down to the bottom. And I'm just going to click back
And so I'm going to then go to the collection that I want to link it to that's already going to the seizing and I'm going to click Edit portfolio.
And I'm going to click on my acquisitions time and I'm just going to plunk in the queue line.
And I'm going to
Search. I'm going to click Save. It doesn't look like kept the title, but it really did. And I'm going to show you in a quick second second
And if I click on the orders. Now you can see it now has an order associated, which is what we want.
So if I now scroll down to find my institution record. I can delete this. I don't need this. I don't need to have two orders. I don't need to have one of my ice and my end and CZ because then it will duplicate on searching all I have to do is come here to the ellipses. Click on delete.
And this is where I don't want to do nothing, I want to delete the record as well because if I don't delete the record.
It can be brought up in search results in pre Mobi. So here we go. I'm just going to click confirm and that will delete my ice record don't have to worry about it, causing any duplication error issues and primo confusion.
So it's nice and easy. So when you do have records like that. It's awesome so easy to do.
So that would be an example of if it already is connected to the CC because you really it was, you know, updated already from your came from your link resolve are your 363 60 right 360 so I'm so I'm going to see if I can find
Another one to do so here I'm going to click on the title. Let's see what this does. I have a few that are troublesome. So I'm trying to identify them. So I can
Get them resolved for owning okta
So this mathematics of computation. So the American Mathematical Society. Right. So I have publications here. Sometimes I click on this one. This might be another case where
But that's a fairly accessible. We don't really want the freely accessible because this is on the click on the order SMA see it is an order we're paying for. So it's obviously not the free free source. So I'm going to look at linked community.
And hopefully we can find one that works. I'm actually, I'm going to. Sorry, I'm just going to go back. I want to look at the coverage. Like I said, not always. Does the coverage.
Do what I want. And actually, it made me remember I have to go back and change the coverage from 1962 to one for the previous one will do that. Let me just will do that after. So I'm going to click on my community link.
And here we go. Whereas, hopefully see if we can find it.
Sets the free. We don't want the free accessible, see if we can find the right one.
Sometimes it's hard to know which is the best
Option. Oh, here we go. So I can click. I'm like, Oh, this one, this is it. Alright so perfect and I'm I click on Next.
And I'm going, this is where it's very important to decide. Are you going to use the descriptive meta, meta data from the community, which means that if you use this this easy record gets updated by the season. You don't have to do anything to it just so it's a good option to use
Now if you do keep local descriptive metadata should really are tied to your bib record. It's a better babe record, you know, expect you know the season can be a little sparse sometimes are
Not the way that you would catalog them. You can choose to do this and it will even keep your 856 that migrated from the PDA.
But you have to maintain it, it becomes like an institution's own record, even though it's connected to the ice. You then become responsible for the updating of that record.
So just keep that in mind when you make your decision. And now I'm just going to click Next. I'm just going to keep it with the community so there's less
Maintenance and I'm going to click link community because I wanted to do all that I want to link. And I wanted to keep descriptive metadata.
So perfect. So now you can see what it did was the order got linked to this now, which is wonderful. So the next thing I want to do is go in and I want to edit the portfolio, because this portfolio hasn't been set up.
Again, I don't know off the top of my head. If the American Medical if I had this American Mathematical Society journals on the link resolved so
I'm going to update the linking parameters here, even though they go top down, but it doesn't hurt to have them here and test and have access. So here I know it's perpetual
Access, you might have current, you might have current perpetual you might have perpetual I believe there's one other just those three options. Great.
And you can see my activation date here is from the data migration.
So it's already ready to be active, it's all good to go for fully availability says available. Now I'm going to click my linking. And this is where I want to say yes I need proxy enable because
We use proxy for this and it is, you know, paid for service and I'm going to use their purse or parameters. Sometimes a partial parameters don't work. And then you need to change it to a static or dynamic URL. So just be aware of that.
Because sometimes you think it's the right package. It's kind of closer. It's one of those weird ones that are like miscellaneous journals and that linking parameter doesn't work. So I have put in
A dynamic arrow. So I'm just going to click on this link and it takes me to
The page, which is great because, which is what we would expect to see. We want to make sure the linking works. I would check down to the article level.
Um,
Let's see, all
Articles, now I'm looking at this and I think why I did not connect this is because
The linking didn't seem to work. But all articles are freely accessible. Some, which is interesting that they're paying for service that has free
Articles, but it may be for the previous years, but I remember looking at this one. And I think something was a little weird about the access now.
get permission. Because, so I think
Let's just see. Maybe I was wrong. No, it works perfectly.
So this is why I have to check. I would say check down to the article level. Make sure that the linking doesn't just take you to the page, it takes you down to the article level because it's really important to make sure
You have your real access. So I'm just going to go back. So for coverage, as I said, just like in the other one. It comes into your notes. So it's great 1943 to present, which is perfect, right.
Because that's exactly what the global coverages which means if it's a global only gets updated.
Local only local will display. So say I had
On I would then click only local I click Add local data and I put in 1950
And whatever the volume is and then I would use that and if I keep it open, if I don't put it until year. It's like saying available from
So I'm just going to leave this because I don't need to do that so it's perfect from. So I'm going to keep it to only global, no problem.
But I want to let you know is that if you do, what happens is the how the statement this coverage statement that's apply shows up in primo be
So if you do global and local and there are different dates or the same dates, you're going to have global on top and it's going to say the dates from
Beginning to end and then the global the local come underneath which might get confusing. So depending on your institution how your users are used to seeing your coverage statement, you're going to want to make this decision, I think.
You know having it very clear and simple is the best way to go. But again, everybody uses primo differently and maybe
It's important to know what the global coverages but you don't have access to all that. So it all depends on how your institution wants to handle that. It's all good.
And like I said, I don't need to keep I didn't need to keep that note in there anymore because I have the coverage here. I don't. Because if I keep that note there.
I will have the coverage statement and then under the coverage statement that public note of the state of the holding statement will show up again. So if you duplication. There's no reason for duplication.
So that's great. So now I can just click Save.
Because now it's active. I know it works. It's all good.
However, if you really wanted to, instead of doing the edit portfolio here. You could have come here and you could create a
Create and deactivation task list. So it all depends on your comfort level of editing the portfolio here or maybe you're gonna do for a bunch and then you'll go into the activation task list and you'll update them all. So I'm just going to click here.
And it's going to now put it in my E activation task list which, if I come up here, it exists.
And it's on the side because nobody's got assigned to it yet. As soon as I now go into it, it will become mine.
So on the ellipses. If I click Edit resource that is where I just did all this work. So you would do the same thing you would just make sure that you have
It's available. The activation date is the date you want it to be active. So it whatever this activation date. The earliest date is the day that it migrated
Maybe you don't want to make it active till later. But since you've already had this active. I don't see any point in changing that. And then you want to make sure the access type is correct, then you would go to your linking you would do the same thing you would decide
You would, you know, do you need to enable your proxy. Then select default currently proxy because that one is the one that is updated and it is current
And it is global. So if you choose the other one. It may not work if there are any changes to your proxy. And then of course you would. Test your access again.
And the notes would have still been there. If I had not edited this previously and then you would just update the coverage statement like we spoke about, and then you would click Save. Once you've done all that work.
And so now it's assigned to me because I touched it.
And you can come in here and you could test your access. So it depends on how you want to do this workflow. There's a couple ways to do it. And I would click here and it takes me to
My journal and I'm going to click on the issues and then I would go down drill down like I just did earlier to the article level.
So I know that everything set up fine nice go back in everything set up fine. It looks the way I want it to snow, I can just come here and click done and it's done.
All those good
So that is the way to handle
Linking portfolios to the community zone.
If it's already linked to the CC or if it is already
There was linked to the CZ already or if it's not, and you want to link it to the season.
So I want to go back and as I forgot to do something with my biochemistry. Remember I said that. Oh, I'm going to put it in the one that fits best. And so I'm going to change the coverage date on that one.
And I know it's this one because it has the number. It has the order record attached. So I'm just going to edit the portfolio and I MAY CHANGE THE COVERAGE TONIGHT 1862 volume one president. I'm going to make it only local
I know that it's not technically right but that's the closest I could get to
How the holdings are done previously, and I would like them to match. I could also I could technically also open up another activate another CZ
Portfolio for 1968 and 1995 that's the other option you can do, but I just wanted to do so that I know that
It matches only altos holdings properly. And then if I wanted to, I could
Test the access and I know it will it will take me down to 1962 because
I've been in this journal. I've been in ACS publications, a lot during the read linking so
And then it will, you know, again, it's always good just drill down, it just as good habit when you're doing any kind of testing, just like checking things in primo to see how they
Show up so you can see they all have access, so
Sometimes you just have to make these decisions and you will do this institutionally and case by case basis. Great.
So,
Next we're going to talk about local
Making a local collection. Now I don't know if I will be able to do this because of my one little example that I have left after creating one is used, but I may try it with government documents. So here is the deal.
Say you have, you could have random odd portfolios that don't really match any of the portfolio interface names that are in the CZ and you're not really sure.
Who the link them to in the communities own maybe you want his makeup collection of misfit titles or you want to make a collection of all one interface name that you
Will want to link to the CZ at some point. So you can do that by creating a local electronic collection. So I individually, which
Took a lot more time and reply, it would have been smarter to have created a local a local collection for all the Wiley titles all the, you know, Sage titles all the
Duke University Press titles that they had it would have been a much smarter way to approach instead of going individually, one by one by one and linking them to the season.
But I had not had the foresight to write down the cold interface name a spreadsheet. So I wasn't, I could, but this is what I could have done so I could have done an advanced search and I'm going to change this to interface name, and I'm going to do government documents.
I don't know if it's document documents and I am going to make sure it is standalone is yes because of it standalone. It just means that it's not connected to the season.
So there was a lot of government documents that came over and that's probably correct because I'm
There multiple links. So there was extra. So, these, these electronic government documents came over, so I can easily save this as a query and I can make a look local collection. So first you have to save it as a query. And I'm going to call it government
And this is for electronic
Donkeys because that's what are you calling so darkies I am going to make this. I don't want to make this final it's I can make this set private, it's fine. So I'm going to click Save.
So now all these government documents that are not connected to the CZ I'm with the interface name of government documents are now in a set
So now that they're in a set, I can create a local collection. So I can create a local collection by going to resources and local collection.
And I'm going to call this government
Government Documents.
And I'm going to make it is full text.
I guess it's a select package and the library is nil.
And then I'm going to make sure. So you want to make sure you get the collection type service type library some public name because you have to
Have a public name that is mandatory click Save and Continue. So now I'm going to get, like, here's my activation. Yes, I want to make this available now. So I'm going to make this collection available day. So maybe it's something you want to
Do in the future, you can do that service description. I'm going to click on this tab, it is full text don't need to have a public description. Everything else should be good. I'm going to click on linking. Um, so it is a free service so I can do linking level to
Government Documents so
I'm going to just grab the URL.
To get
Have to look it up. So you're gonna watch me do this because I can't remember off the top of my head.
Sorry guys that I have to go do that. Yep, got him. It's cheap to. Okay, I just want to grab it, because I couldn't remember
So we're going to come here and I'm going to put linking level and I'm going to put it, who that is the linking level.
didn't save it.
That's weird. Oh, sorry, not only game I'm do dynamic you're on apologize linking levels. What love I want you it to. So I'll see
We can do it down to I mean government documents can be books, they can be articles that can be a lot of things. So
Through down to the article level, I suppose. That's a good question. I'm not sure what, which one would be best here I can always edit this later down it is free.
I do not need a proxy enable cross reference will just say inherit, so if this was one that required you to use your proxy enabled and it wasn't free. You'd click not free, you'd say yes. And you click your default proxy.
And then I'm going to click click on my portfolios want to save yet if you don't click on your port, you need to add your portfolio's right if I click on that, it would just be an empty local collection. So I come here, I can click Add from set
And it will just pull up a few things I want my government document and I'm going to submit it.
I am going to click Confirm say Do you want to add this portfolio and it's going to do a job and I'm going to save it. Perfect. So now another screen pops up the electronic collection editor.
So here's the level URL that I'm going to put in, because that is the base level URL. It is free. There's no plot proxy enable you can choose the language if you want
And then
Make sure there's nothing else, it is full text service, everything is good. And I'm going to click Save.
So now I have this electronic collection, but it only put 14 things in my portfolio and there are a lot. Others pretended work perfectly. Don't know what happened. I'll have to go investigate that later. So
I will click on my portfolio list here, and it says there's only 14
But there's no How interesting. No. Oh, I know why probably is still running the job so
Sorry. Sometimes my my
Get ahead of myself. That's why the number was totally off is still running a job. So if I wanted to come here, I can just test my access, make sure it works.
And there you go. Don't really know why it says address a time of procreation, but OK.
But there you go. There is my collection and they have all been moved into this local collection so that you can go look at them. There are one spot. They can be maintained and lock my portfolio list is going up, which is very nice.
Which is is as expected. So if and I'm not going to do this because the gov docs for whatever reason, and the CC does not have all the titles, it will be so lovely. If they matched, they don't
But say they did. I would click here and I would say link to community. So you don't have to link your local collection to the community zone, you can. So I'm in the present in the live presentation.
Shannon brought up that
The local collection is still stays local like it's still maintained as a local collection, even though it's connected to the CC. The CZ updates the
Records and the linking but it's still maintained as a local collection. So if I wanted to I can click click link to community.
So if I click link to community, I will need to know it's full tax ID number portfolios, I would need to know what collection. I want this to be a part of. So I'm going to do government, government documents. I don't know what it is really called
We'll see if it pops up anything. Here we go. So here's some US government documents.
Here is the package so
Say, I wanted to choose that one. I would just click here.
And it would fill it in. And then I click link click confirm and it would link it. I'm not going to do that, um, because they're not all there.
So unfortunately, but that's a way to create a electronic cult local collection that you can either link to the community zone or not, it's still considered a local community if it's linked. It is also
You know me if it's connected to this easy. It's maintained and updated by the CC. But if it's local it is maintained by you. Just like any institutional zone records.
So we're going to
Go back to our slide deck real quick.
And we're going to just, I just want to move forward.
And as you can see a lot of slides. So unfortunately, I didn't think I'd be able to get through everything and live so gratuitously failure to record.
Allows me to now fill in the plane and go over the information again.
Yeah, you have. So this is the same thing. Memory of just like have portfolios link to season. Now you have electronic collections linked to the season.
So if I go here, I'm just going to close out but want to show you before. What's really cool is if I did a search by my electronic collections.
Oops.
My local collection will now.
But I think I called it vacuum in my collection name now will show up, you'll see there is a linked one because we did link to the government. We did link to this easy one. Then there's our local one, which again.
They don't all have I tried to see if they matched. Unfortunately, they didn't. Um, that would be so awesome. If they did. Okay.
So now, if there is a CZ record that, you know, a database record.
electronic collection.
I'm going to use
Record for some iconic collection news want the collection name is going to pop up though, as you can see
I brought it over when the PD because he was they retain the order record. Very important to be able to retain it. Plus, it is a live order record. So we also activity on the link resolves so you may come into the same kind of situation. So if I click on the
Order record here, you can see it's live, I could just copy the order record number every time that was copying it down here and didn't realize it was up there so much easier to copy it up there.
So now I would just come in here just like on that portfolio, I would come in here and instead, I would edit the service instead of edit collection i'd edit the service and I click on the service description. Whoops, sorry I have to find the right
To find the right place to do this. So give me a second. I apologize.
If I'm in. I might be in the wrong spot so yep I apologize for that. Let me just go back
I'm
So sorry my it's a collection. That's what I meant. I wanted to do so. I'm sorry, went to the wrong one. I knew didn't look right. So if I click here on my general tab, you'll see there's a place to put your P O line. I'm going to pop it in
And there we go.
He will connect it and I'm going to click Save. Sometimes it retains the whole Title I wish it did. I really like that. It doesn't always so I'm going to click Save.
And you can see there's an order now attached to my
electronic collection. I also have it in my institution. I don't need both. But I will show you that if I click here.
Here you go. It is now the order is now attached to the CZ record which is perfect. That's what we want. I'm just going to delete this one because we don't want to have duplication. We don't want to have
Duplication of any of these records and there's no reason to retain them.
Eventually they do take up space. They will cost more money. So any kind of duplication like this.
It's really important to remove. I will remove the delete bibliographic records is important because otherwise, if I don't, that will stay there and it will show up if it's not suppressed.
And cause all other issues as well. It can cause confusion and we're going to click confirm. So now, once that is done. I will just have my CC record, which is what I want.
So those are nice and easy when we've already activated very little to have to do
Now I'm hoping that I have the other example type for
Okay, so I have to figure out what this one is called real quick. And I'm going to go into the link resolve or I'm going to go in and grab the
All system number so I can find it, because sometimes you do a search for these titles and they just don't pop up as you'd like. So you use all kinds of means to do
Find which can so I'm using the Alex system number. It's American history in life, full text, which is weird, right, it should come up. Right. That should not come up. So electronic it should be there. I don't know, sometimes why
Things have trouble, but you have to attack them from different directions. Find them the best way you can fear that
We have this one again. Tim says, Great, so I would just and you can tell because the interface name is as the host EPS co host all important. You want to make sure it's the right interface that you're getting it from and everything works great.
If for some reason, say there was not this collection here, I would have the option.
To link it
Actually, I would. I'd have to go into the community zone. Sorry I ignore that I have to go in the community zone, find the right collection. And I'm going to, I'm going to do it. I'm going to activate it again. Pretend it's not active because I will remove it.
So I would go here, I'd click Activate and it's a very small portfolio list. So it's nothing major. Just ignore that. Because if you didn't really have it activated, you would not get this error message. I'm going to click confirm
So now this is where you go in. Is there a different public name, you'd call this and I would call it.
I would get rid of our bridges called American history and like
I and then I come here and I would select the library. So again, they have one library, you might have multiple libraries and might be associated with and Marcus pressed and electronic collection is enabled, you can say yes, because then it's doing it from the top level down
Now this is important for full text service. Yes, I wanted to activate this question, I want to make it available. And I want to activate new portfolios.
So here's the date I want to do today. Maybe you want to do it in the future but chances are you won't do it today.
There's no active until they don't put it in, because if you do, once that date comes up service will be active and it may just be, you know what I mean.
You don't want to do it from your service subscription period. You don't want to put that end date there because it will then shut that off and then you'd have to manually go and change it so anything to reduce more work and troubleshooting is always good.
So I'm gonna click Next.
And this is where you would need to know
That you yes i want to enable it for the proxies like it. I think in the first one you don't really need to do it. This is the most important one. When you have to do it. And I'm going to click Next.
And I want to activate all activation, please. Yes. I don't want to just dumb.
I don't want to do it from a file. I don't want to manually activated. I want to just activate it all. And I'm going to click next. So I look at everything and I review it. Everything looks as it should. And I click Activate. You do not have to order now because you already have it.
You already have an order record for this. So, there is no reason to do that and you've already activated. So if I click here, there's going to be three. Now, or there should be three.
Maybe just hasn't caught up.
So it's probably. Let's see. I'm monitoring monitor job. See, it's still working. So once that is done, there will be a third one in there but you do not have to go through that whole process.
Of ordering it because you've had an order record already and you don't want to create another order.
So again, you could create any activation task list like we went through before it's a little bit different for a database and it is for
A portfolio. I have included in the slide deck links to Elena and Michelle's sessions on that. So you can learn more about the Create activation tax was but for this. I'm going to just pretend this is the activated when we just did. I'm going to come and I'm going to go look at my orders.
I'm going to grab that number.
And I'm going to go back to the session.
And I'm going to
Edit the collection. And I'm going to add the order number to the General tab.
So I come in here, pop it in
And I'm going to save
So I can now delete.
My
Local collection of this since the order has been attached to the CZ record with the database. The electronic collection. I'm going to delete the bibliographic record that way there's no confusion and then also it reduces the number of bibliographic records.
Perfect. And then I'm going to come in here and I will delete Oneonta thank you for letting me use your system. I will remove anything that should not be there. I promise. So that really is the session. Um, it's a lot of content.
And there's many ways tree link. So if you have any questions after this has been posted
You can post them in base camp and I'll be happy to answer them best I can. I'm Shannon did get half the session recorded live so maybe he will also post that I don't know but i think that
There's a lot of information here the slide deck has step by step processes. So if you have any questions, please let me know. Thank you for bearing with my technical issues today and I hope you all have a great day.