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Collection Management Services


General Tips

  1. If you can, send the user the article/book they need. The other stuff can be dealt with at its own pace
  2. If you have access but the user doesn't, send a proxied link. If they still can't access, send to Sandy to add to proxy server
  3. Do we pay for this? Search in Alma and if we pay for it, contact them and ask for a PDF of the article/chapter while access is being resolved
  4. Is if freely accessible or open access? Plug the name in Google and see if it is there

Right click and drag to move around the diagram

Routine Management of Electronic Resources

Incorporating the Community Zone Updates Task List into Your Workflow

The following procedure is suggested for incorporating the Community Zone Updates Task List into your workflow.

To incorporate the Community Zone Updates Task List into your workflow:

  1. Access the Community Zone Updates Task List once per week.

  2. Review the updates made to your Institution Zone records from the Community Zone updates.

    1. Apply the Community Zone Updates Task List filters that are useful for your particular institutional workflow. You may find it more useful to apply the filters and check the electronic collection-level changes before applying the filters and checking the portfolio-level changes.

    2. As you filter and view the entries, look for:

      • Deleted portfolios - These are portfolios that were deleted in the Community Zone and have become local portfolios. You will need to decide whether the portfolio should be deleted. This decision will most likely be determined by whether there is still access to the resource.

      • Portfolios that were added to the aggregator collection but were not automatically activated - The portfolio is not automatically activated if it was initially chosen on the collection level. You need to decide if the portfolio should be activated.

      • Portfolios where the global coverage was updated and the library has local coverage - You will need to determine if you want to remove the local coverage.

  3. Dismiss the records for which you have accepted the update using Dismiss Selected or Dismiss All. Note that you need to specify a date range when using the Dismiss All option.

    The expectation is that the vast majority, if not all, of the entries will be dismissed.

  • Alma builds the link using the metadata information in the CDI (central discovery index). It looks like there is something incorrect in their data so it doesn't link properly.
  • We can't fix it on our end
  • You will have to submit a case through the Ex Libris customer support portal
    • ProQuest & Ex Libris Support
    • Log into site
    • Platform/Service – ExLibris
    • Next
    • Select your Asset (start typing in the box below) it should be University of Victoria- CDI
    • Next
    • Proceed to fill out form
    • Be sure to include the following in your description
      • A permalink to the record/s exhibiting the issue.
      • A detailed description of the current behavior.
      • A description of the desired behavior.
      • A screenshot or screenshots which will allow us to view the issue on our side, if possible.
    • Record the case # in the LibAnswers
    • Follow up with Ex Libris Support if need be

NA Sept 2022

Activating Electronic Collections:

  1. Search for electronic collection
  2. Active
  3. Opens wizard
    1. Leave public name blank unless a different name is desirable (ie known differently) – the collection name displays
    2. Leave Library blank give we are not restricting to IP ranges
    3. Level URL – blank because we are also suppressing collection level records
    4. Additional descriptive information – leave as is
    5. Mark bib record as suppressed: Check box to suppress collection level records
    6. Electronic Collections Proxy Enabled: YES
    7. Electronic Collection Proxy Selected: Should always be set to “Default”
    8. Full text service:
      1. Activate this e collection service: Check box
      2. Maker service available: Check box
      3. Automatically activate new portfolios: Check box if purchased all titles
    9. Active from date: until date:  leave blank
    10. Service Public Name: can leave blank
    11. Service Public Note: blank – unless necessary to add info
    12. Service Authentication note: blank unless needed
  4. Submit
  5. Confirmation pop up window – Confirm
  6. Step 2 of Activation Wizard
    1. Leave Paremeter Name – Values blank expect for specific databases requiring this information (ie GALE and ProQuest for customer ID or locID)
      1. Patricia Pang has a list of Collections requiring this information
    2. Full text Service – Proxy Set up
      1. Proxy Enabled: click to YES
      1. Proxy Selected: Should be Default
  1. Click Next – Step 3
    1. Activation Type: determine type but typically would be activate all
  2. Click Next – Step 4
    1. Activation Summary
      1. Confirm this looks correct
      1. Activating portfolios
      2. Activating collection Plus service
  1. Click Activate
  2. Test Access in Primo
    1. Click on portfolio List
    2. Click on Linking information
      1. Pop up window appears
      1. Use the hyperlink URL
      2. Check that title matches
      3. Access is available


NOTE: some collections have an additional screen regarding CDI 

We Subscribe to Only Some Titles in this Collection
This is a misleading phrase. This does not necessarily mean how you subscribe to the collection with the vendor. This setting determines the availability statement in Primo VE. 

  • YES -> CDI matches on standard identifier (ISSN/ISBN) to determine if Available or Not Available 
  • NO -> The entire collection is marked as Available 

As we've discussed: when collections have content that have standard identifiers (e.g. books, journals), you may select YES. This tells CDI to perform match on standard identifier. When match is found using standard identifier, this produces accurate availability statement. 

When collections have content that does not have standard identifiers (e.g. videos, conference proceedings, dissertations, etc), you may select NO. In this case, there is no match on standard identifier to produce the availability statement; when selecting NO there is a blanket availability statement applied to all content in the collection. 

If you are not sure what is in the collection, use the defaults, which are explained in the documentation:

  • If type LINK IN RECORD = NO (default setting for LINK IN RECORD type)
  • If type LINKRESOLVER = YES (default setting for LINKRESOLVER type)

LP/PP/DA 9Nov22





Remove Community Zone Electronic Collection from UVic Discovery

If a Community Zone Electronic Collection (and its constituent Portfolios) has been activated but now has to be deactivated (because we no longer subscribe or want to replace with a Local Electronic Collection) do the following:

1. Search for the Electronic Collection in the Institution Zone - this should surface the Electronic Collection you want to delete (it will have the Community Zone icon but this merely means it has been activated at UVic)

2. When you've found the correct collection, click on the ellipses and click on Delete - NOTE : this will only delete our attachment to the Community Zone collection (NOT delete the Community Zone Collection for all Alma Users). W

You will then be prompted to choose how to handle bibliographic records (that will be without inventory because of deletion) that were linked to this collection. Your options are:

  • Do Nothing

  • Delete Bibliographic Records

  • Suppress Bibliographic Records

You will want to choose "Delete Bibliographic Records" as you are interested in removing the collection entirely. 

A job will be run to delete the collection from UVic's system along with its constituent title-level records.

See the following documentation from Ex Libris:


Dean - Aug.23/2022

eBook Collection

System PO


Years of access

Springer Palgrave

46548 COPPUL


Social Sciences Collection 2010 2011 2012 2013

Religion & Philosophy Collection 2003-2009 2010 2011 2012 2013, backlist supplement, extended backlist

Media & Culture Collection 2010 2011 2012 2013

Literature Collection 2010 2011 2012 2013

Political & International Studies Collection 2011 2012 2013

History Collection 2001-2009,  2010 2011 2012 2013, Backlist Supplement,, Extended Backlist

Language & Linguistics Collection 2003-2009 2010 2011 2012 2013, Backlist Supplement

Education  2010 2011 2012 2013

Business & Management 2002-2009 2010 2011 2012 2013, 2006 Archive, Backlist Supplement, Extended Backlist

Theatre & Performance  2010 2011 2012 2013

Economics & Finance 2001-2009 2010 2011 2012 2013, Backlist Supplement, Extended Backlist

Political & International Studies 2001-2009 2010, backlist supplement, extended backlist

Literature & Performing Arts 2003-2009, backlist supplement, extended backlist

Social and Cultural Studies 2002-2009, backlist supplement, extended backlist

Edward Elgar Publishing


Edward Elgar Publishing

Law 2017, 2018, 2019, 2020, 2021, 2022

Business 2017, 2018, 2019, 2020, 2021, 2022

Economics 2017, 2018, 2019, 2021, 2022

Social & Political Science 2017, 2018, 2019, 2020

Sociology, Social Policy & Education 2021, 2022

Geography, Planning and Tourism 2022

Political Science & Public Policy 2022

Indigenous Studies (Subject Specific Collection)

Hart Publishing 106461 Bloomsbury Publishing
E-Duke books scholarly collection 57990 COPPUL
Harvard University Press 82800 De Gruyter 2000-2013, 2020, 2021, 2022
Columbia University Press De Gruyter 2000-2013, 2020, 2021, 2022
Princeton University Press De Gruyter 2000-2013, 2020, 2021. 2022
Stanford University Press De Gruyter 2000-2013, 2020, 2021, 2022
University of Toronto Press De Gruyter

2020, 2021, 2022

(PP to check collection title list)



do we have 2000-2013 backfile?


PP 18Nov22

Also called stable links, persistent URL, permalink, stable URL, durable link. Copying the URL on the browser is a dynamic link, so it changes and may not work for another person. Permalinks should still lead to the desired page even if the dynamic link changes.

For example, 

Then copy and paste this link.

It won’t work and will lead to a log in page.

Now copy and paste this link which has our library-specific ID

and then go to the above link again. It should work now, even though it was the same link you just used that didn’t work.

  • If someone is trying to access something off campus and is having difficult but it seems to be working on campus try adjusting the link to include this at the front of the link

Ezproxy example

NA and PP Sept2022

  • If you ever run into an E-resource issue where a student can’t access a resource, and we can, check the IP ranges on file with the vendor.

Our full list of IP ranges (current as of Sept 2022): - * - * - - – (VPN subnet for students) - - (currently allocated to student wireless connections)

* these are our largest and have the most traffic so if we are limited in # of IP ranges, those these two

Our proxy IPs are and
so if we are limited to a single IP address, chose one of these two.

UVic IPs can be found on this site, but only the above listed need to be given to vendors.


Instructions for UVic VPN can be found here:

VPN is not necessary to access library resources, and students using VPN will still need to log in using the proxy server.


If you have the Voyager bib number, at it to the end of this URL and it MIGHT redirect to the Primo record

If you want to search by locally loaded collection, look at the Index Labels and what field it is called. Then you can do an advanced search for the collection

For example where ( contains keywords "Eighteenth Century Collections Online") will bring up our locally loaded ECCO records.


Migrating from multiple Ex Libris systems into one Ex Libris system often created multiple representations for a single online title. Our goal in Alma is to associate the order for the online version with the title from the Community Zone (when available) rather than the Dummy Acquisitions Record from Voyager. This is most important for open, ongoing orders and less important for closed, one-time orders.

Throughout this document, CZ = Community Zone.

Make note of the POL number and MSS ID you need to relink (active order) and then the MMS ID of the preferred CZ bib record. Record it on Notepad or similar device external to Alma.

  1. Search for the portfolio that corresponds with the order using your preferred search method. If you're not sure which portfolio is associated with the order, ask an eResource staff member or if vendor is Harrassowitz check FOKUS
  2. Edit the portfolio, either by clicking View then Edit, or just Edit
  3. Click on the Acquisitions tab, copy and paste the POL number in the PO Line box. NOTE: If the order has a status of Open, it will appear. If it is Closed (e.g. for an e-book), you will need to click through to an expanded search and deselect the Active filter, so All orders (from this material supplier) will be searched.
  4. Select the order by clicking on it
  5. Save the portfolio

Change the Bib Reference for the Migrated Order

This does not happen automatically; there are often multiple portfolios for a given title, or multiple orders for a title, so they must be linked manually.

  1. Search for the migrated order using the order number.
  2. Click on the PO Line number and click on EDIT
  3. Select Change bib reference from the row action item list,or edit the order and click the Change bib reference link. (There are several methods for this, depending on how you executed your search).
  4. You will be prompted with a question, Click Confirm when prompted.
  5. Alma executes a title/ISSN search. Select the CZ version (confirm with MSS ID) from the results screen (it may be the only option) or edit the search if necessary. 
  6. Save

The acquisitions profile does not have permissions to delete portfolios so for now note the MMS ID and POL in the Excel spreadsheet that is in the eResource Training Teams


These instructions were borrowed heavily from the Harvard Wiki

PP 30Aug22


Created by: PP Aug 8, 2022 

Approved by:  SH


Effective Date: Aug 2022 

Supersedes: n/a 

Last Editorial Change: Sept 29, 2022 

Activate an Electronic Portfolio 


Once a new resource has been acquired and the content provider has confirmed that access is available and active, it’s time to activate the resource in Alma so it’s discoverable in Primo. 

  1. 1. Search the title in the Institution Zone to see if there is already a portfolio activated. Test access. 

  1. 2. If there is no existing record, search the Community Zone by Electronic Title to get a list of Collections  

  1. 3. Determine the correct Collection and change the search to Electronic Portfolio  

Be sure to select the correct vendor and interface that matches the vendor and interface from which you have full text access. We most likely have other single titles activated in the vendors aggregator package (all their titles) so you will see a house icon next to the package name

This means UVic has at least one title activated from this collection. It does not mean this particular book was activated already. 

  1. 4. Click on “Activate” on the top right 

Now there will be a house icon under the portfolio image, meaning this title is activated and available in our institution  

  1. 5. Click … and Test Access to verify users can access full-text content 

  1. 6. Click “Display in Discovery and make sure it looks correct in Primo 

Notable Collections

Canadian Electronic Library (CEL) hosted some government documents, policy documents, ebooks, Irwin Law collection. Their platform was called desLibris.

Info from ExLibris Knowledge Article:

Canadian Electronic Library was sold (see, and titles are now available to libraries on the new Canada Commons platform.  The desLibris platform was closed on June 30, 2022.

The developers of Canada Commons are planning to set up metadata deliveries to linking and discovery services, but they're not ready to do that yet. Each desLibris URL now redirects to the same title on Canada Commons.  

Please note:

 - Canada Commons only offers subscription access, but libraries that previously purchased perpetual access licenses to CEL books can still access those titles on Canada Commons.

 - The Ulysses Travel Guides collection was merged with the main subscription books collection in January 2022.  (The subscribers to the Ulysses collection also subscribe to the main collection, so this did not cause a problem for anyone.)

 - The Irwin Law collection has been discontinued because CEL no longer have distribution rights for those titles.

Why is this Irwin Law title not working / not in the catalogue?

The links to Irwin Law collection through desLibris no longer work, and are not on the Canada Commons site. Search the vLex site or look for the title in the KBART
Also Irwin Law Collection in Alma may be missing some titles that we have access to, mainly titles in Irwin Law Archive. The search in vLex might not find the book. Look for the title in the KBART

PP Oct 2022

The site to download a KBART file for the Irwin Law eLibrary (Current and Archive): 
You can use the download function in the top right so select both the Irwin Law and Archive collections and it will download a KBART file for you.

Use this to check for an Irwin Law title not yet in Alma.

Creative Commons License
This work by The University of Victoria Libraries is licensed under a Creative Commons Attribution 4.0 International License unless otherwise indicated when material has been used from other sources.