Withdrawing E-resource Records and Electronic Portfolios from Alma

Created by: Renee Chin
Approved by: Cataloging & Metadata Operations Subteam - San Diego, October 12, 2021
Last reviewed: September 7, 2023

TABLE OF CONTENTS:

OVERVIEW
I. WITHDRAWING ELECTRONIC RESOURCE RECORDS FROM ALMA
II. REMOVING ELECTRONIC PORTFOLIOS FROM ALMA
II. OCLC HOLDINGS
III. WHAT TO DO WITH URLs FOR WITHDRAWN ELECTRONIC RESOURCES
IV. OCLC MAINTENANCE FOR ELECTRONIC RESOURCE RECORDS

OVERVIEW

The following procedure is modeled after Withdrawing records in Alma which applies to print resources. This procedure applies to online resources only.

In Alma, UCSD's holdings for electronic resources reside in electronic portfolios in the Institution Zone (IZ), Network Zone (NZ), and sometimes the Community Zone (CZ). When we withdraw electronic portfolios, we may also need to withdraw the record too.

Electronic resource records

Records for electronic resources should not be deleted directly from Alma except when merging and combining records, or relinking portfolios. Instead, the record needs to be coded for deletion, suppressed, and go through a deletion review process.

Electronic portfolios

Electronic portfolios can be deleted directly in the following situations only:

Created or activated by mistake
Open access resource no longer available online
Paid resource no longer licensed (requires notification from CARS)

If you are removing all UCSD electronic portfolios from the record, follow the instructions in section I. If you are removing some (but not all) electronic portfolios from a record, see section II.

I. WITHDRAWING ELECTRONIC RESOURCE RECORDS FROM ALMA

Once it has been determined that an electronic resource record and all of its electronic portfolios should be deleted, make note of the URL(s) in the 856 field(s) and/or electronic portfolio(s). Since there is no single-character code to set a record for deletion, all records for electronic resources that need to be deleted from Alma should be processed as follows:

IZ record actions

NZ record actions

Record held by UCSD only (removing all portfolios)

Unlink the IZ record from the NZ using "Copy to catalog."

Delete all 973s, 856s, and 956s if present.

Add a local 952 note. Example: 952 $$a DEL rmc no longer available online $$9 LOCAL

Suppress the record from Discovery (ALT+SHIFT+S).

Save and Release the record.

Local portfolio(s): Deactivate URLs if applicable. (See What to do with URLs for withdrawn electronic resources). Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Do nothing" (or "Suppress bibliographic record(s)" if not already suppressed) and Confirm.

CZ portfolio(s) on an OCLC IZ record: Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete" (deleting also deactivates the portfolio). Choose "Do nothing" (or "Suppress bibliographic record(s)" if not already suppressed) and Confirm.

CZ portfolio(s) on an OCLC CZ record: Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Delete bibliographic record(s)" and Confirm.

Serials: Delete OCLC CUS holdings.

Go to "Editing Actions" and choose "Enhance the Record." Choose normalization type: "allUC Mark NZ bib for deletion" and click OK. This will add a 902 note and move the 035 OCLC# to a 935 field.

Save and Release the record.

(NOTE: The NZ record cannot be suppressed from discovery but CDL will eventually delete the NZ record based on the presence of the 902 note)

Record held by UCSD and other UCs (removing all UCSD portfolios)

Unlink the IZ record from the NZ using "Copy to catalog."

Delete all 973s, 856s, and 956s corresponding with the portfolio(s) to be removed.

Add a local 952 note. Example: 952 $$a DEL rmc no longer available online $$9 LOCAL

Suppress the record from Discovery (ALT+SHIFT+S).

Save and Release the record.

Local portfolio(s): Deactivate URLs if applicable. (See What to do with URLs for withdrawn electronic resources). Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Do nothing" (or "Suppress bibliographic record(s)" if not already suppressed) and Confirm.

CZ portfolio(s) on an OCLC IZ record: Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete" (deleting also deactivates the portfolio). Choose "Do nothing" (or "Suppress bibliographic record(s)" if not already suppressed) and Confirm.

CZ portfolio(s) on an OCLC CZ record: Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Delete bibliographic record(s)" and Confirm.

Serials: Delete OCLC CUS holdings.

Do nothing.

II. REMOVING ELECTRONIC PORTFOLIOS FROM ALMA

Once it has been determined that an electronic portfolio will be withdrawn, make note of the URL(s) in the 856 field(s) and/or electronic portfolio(s), and edit the Alma records as follows:

	IZ record actions	NZ record actions
Record held by UCSD only, or shared with other UCs (removing only some portfolios)	Delete all 973s, 856s, and 956s corresponding with the portfolio(s) to be removed. Save and Release the record. Local portfolio(s): Deactivate URLs if applicable. (See What to do with URLs for withdrawn electronic resources). Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Do nothing" and Confirm. CZ portfolio(s): Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Do nothing" and Confirm.	Do nothing.

II. OCLC HOLDINGS

UCSD monographs catalogers (includes analytics for serials catalogers):
The cataloger who codes the Alma record for deletion must also remove the CUS holdings from the OCLC record.

UCSD serials catalogers:
UCSD serials catalogers are responsible for deleting CUS holdings and LHRs from OCLC records for all withdrawn UCSD cataloged titles.

III. WHAT TO DO WITH URLs FOR WITHDRAWN ELECTRONIC RESOURCES

After setting records for deletion in Alma, further processing may be necessary for the URL being retired from the record. The 3 main types of URLs used in UCSD electronic resource records are:

1. BibPURLs: http://bibpurl.oclc.org/web/####
2. PIDs: http://uclibs.org/PID/####
3 All other URLs (includes PURLs, DOIs, ARKs, vendor URLs, native URLs, HathiTrust, etc.): http://......... (varies)

1. BibPURLs: http://bibpurl.oclc.org/web/#### (For more information about the CONSER PURL pilot project, see: CONSER PURL Project and Basic PURL documentation. BibPURLs are used only for open access electronic resources and may require deactivation when an electronic resource is withdrawn. Use the search index "Local URL (956)" to search for the BibPURL in Alma to find all titles associated with the BibPURL to be withdrawn.

If you are deleting an electronic resource with a BibPURL but the resource is still available online, you do not have to do anything with the BibPURL and you do not have to update the OCLC record.

If you are deleting an electronic resource with a BibPURL because it is no longer open access or no longer available online, you will need to deactivate the BibPURL and update the OCLC record. If you are not an authorized user of the CONSER PURL server, contact a serials cataloger to deactivate the BibPURL.

2. PIDs: http://uclibs.org/PID/####
PIDs may require deactivation when an electronic resource is withdrawn.

If a PID is being used for more than one resource (e.g., working papers, government documents, earlier/later titles), do not deactivate it unless you can verify that all the resources associated with that PID are also being withdrawn or no longer available online. Leave the PID alone if it is being used by other campuses (SCP, UCI, UCLA, UCM, UCSD) or for other resources in Alma. Deactivate the PID if it is associated only with the resource being deleted, if no other resources will be associated with it, and if it's not being used by other campuses. Follow the instructions for OCLC maintenance if the resource is no longer available online. If you are not an authorized user of the PID server, contact the SCP PID manager (Kate Garvey-Clasby) to deactivate the PID.

3. All other URLs (includes native URLs, PURLs, DOIs, ARKs, Digital Archive Links, etc.): http://......... (varies)
"All other URLs" do not require deactivation--leave them alone in Alma. If the resource is no longer available online, follow the instructions for OCLC maintenance.

DEACTIVATING BIBPURLs

NOTE: If you are not an authorized user of the BibPURL server, contact Becky Culbertson (SCP) or Renee Chin (UCSD) to deactivate a BibPURL. See: Basic URL documentation

DEACTIVATING PIDs

NOTE: If you are not an authorized user of the PID server, contact the SCP PID manager (Kate Garvey-Clasby) to deactivate a PID.

Deactivate a PID if:

The electronic resource is no longer available online.

A bibliographer requests an electronic resource that has a PID to be removed from the collection.

We no longer have a license or authorized access for an electronic resource (e.g., we did not renew our subscription, there is a copyright violation, an electronic resource that was once free is now by subscription/registration only, etc.). Usually, you will be notified directly by the Electronic Resources Management Unit (CARS) when this happens.

The PID is no longer needed (e.g., duplicates, replaced by BibPURL, website has been reorganized and as a result, portfolios have changed to allow for linking directly to individual resources, etc.)

How to deactivate a PID:

Go to: http://uclibs.org/

Choose Login. Enter your ID/password.

Choose Find PIDs.

Under Find an individual PID or specific group of PIDs, type the PID number in the text box PIDs (one per line) to retrieve the PID in question: (e.g., 1235 not /PID/1235).

Click Search (if you get more than one result, choose the correct PID from the list). NOTE: Do not deactivate PIDs that have more than one maintainer group listed in the Notes box (SCP, UCI, UCLA, UCM, UCSD) because these are shared PIDs. If the URL for the resource underlying the PID is no longer available online, contact the other campus maintainers so they can update their local records.

SCP: Kate Garvey-Clasby kgarveyclasby@ucsd.edu

UCI: Jharina Pascual jharina@uci.edu

UCLA: Kevin Balster kbalster@library.ucla.edu

UCM: Jim Dooley jdooley@ucmerced.edu

UCSD: Renee Chin rmchin@ucsd.edu or Hanley Cocks hcocks@ucsd.edu

Click on the PID number to access the PID information and delete the URL from the URL box (associating the PID with no URL is the action that "deactivates" the PID).

Give a reason for deletion in the Notes box (e.g., No longer available online, Withdrawn from collection, etc.).

Click Save.

REUSING PIDS (i.e., assigning another URL to an existing PID)

As a general rule, do not reuse PIDs belonging to deleted electronic resources because of the idea that PIDs are "persistent" URLs. However, you may modify and reuse a PID if:

You created a PID in error and it has never been used in a catalog record.
You created a PID for something that was never cataloged (i.e., the PID has never shown up in the local record, you were experimenting/testing viability of a PID, etc.).
An existing resource has moved to another publisher (e.g., a title that was previously published by Oxford University Press is now exclusively published by Blackwell-Synergy), you may modify the underlying URL to go to the new publisher site.

IMPORTANT: Before reusing a PID, always do a search in Alma to make sure it is not being used in another record and also do a search in the PID server to make sure it isn't also being used by other campuses (SCP, UCI, UCLA, UCM, or UCSD). If it is being used by other campuses, remove the UCSD or SCP maintainer, but do not modify the PID. Create a new PID instead.

IV. OCLC MAINTENANCE FOR ELECTRONIC RESOURCE RECORDS (See also: Basic PURL documentation and PURL FAQ and examples)

If an electronic resource is no longer available online, you will need to update and enhance the OCLC bibliographic record(s). U.S. federal documents are the exception to this rule since GPO assumes responsibility for the OCLC records and then distributes the changes through MARCIVE. Firstly, search for all OCLC records that contain the URL in question. Use the search index for "access method" (am:) to search for the URLs.

U.S. federal documents: Do not update the OCLC record. Report to AskGPO.

Records with BibPURLs: See: Basic PURL documentation

All other records:

Edit fixed field Date 2: fill in end date for serials or monographic multivolume sets if applicable.

Edit/add 362 field, if applicable.

If applicable, add 500 field: No longer available online.

Change 856 $u to $h. Edit 856 field with note: "$z Electronic address not available when searched on MM/DD/YYYY" and change indicators to 4_.

Replace master OCLC record.

OCLC holdings: Catalogers should add/delete holdings (CUS) in OCLC as appropriate. See OCLC Holdings.

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	IZ record actions	NZ record actions
Record held by UCSD only (removing all portfolios)	Unlink the IZ record from the NZ using "Copy to catalog." Delete all 973s, 856s, and 956s if present. Add a local 952 note. Example: 952 $$a DEL rmc no longer available online $$9 LOCAL Suppress the record from Discovery (ALT+SHIFT+S). Save and Release the record. Local portfolio(s): Deactivate URLs if applicable. (See What to do with URLs for withdrawn electronic resources). Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Do nothing" (or "Suppress bibliographic record(s)" if not already suppressed) and Confirm. CZ portfolio(s) on an OCLC IZ record: Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete" (deleting also deactivates the portfolio). Choose "Do nothing" (or "Suppress bibliographic record(s)" if not already suppressed) and Confirm. CZ portfolio(s) on an OCLC CZ record: Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Delete bibliographic record(s)" and Confirm. Serials: Delete OCLC CUS holdings.	Go to "Editing Actions" and choose "Enhance the Record." Choose normalization type: "allUC Mark NZ bib for deletion" and click OK. This will add a 902 note and move the 035 OCLC# to a 935 field. Save and Release the record. (NOTE: The NZ record cannot be suppressed from discovery but CDL will eventually delete the NZ record based on the presence of the 902 note)
Record held by UCSD and other UCs (removing all UCSD portfolios)	Unlink the IZ record from the NZ using "Copy to catalog." Delete all 973s, 856s, and 956s corresponding with the portfolio(s) to be removed. Add a local 952 note. Example: 952 $$a DEL rmc no longer available online $$9 LOCAL Suppress the record from Discovery (ALT+SHIFT+S). Save and Release the record. Local portfolio(s): Deactivate URLs if applicable. (See What to do with URLs for withdrawn electronic resources). Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Do nothing" (or "Suppress bibliographic record(s)" if not already suppressed) and Confirm. CZ portfolio(s) on an OCLC IZ record: Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete" (deleting also deactivates the portfolio). Choose "Do nothing" (or "Suppress bibliographic record(s)" if not already suppressed) and Confirm. CZ portfolio(s) on an OCLC CZ record: Click on Portfolio list, locate the portfolio(s) to be deleted, and click on the 3-dot menu to "Delete". Choose "Delete bibliographic record(s)" and Confirm. Serials: Delete OCLC CUS holdings.	Do nothing.