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Ex Libris Knowledge Center

Best Practice Toolkit: Evaluate and Analyze Content for Acquisition

What is it? 

Directions for the process of evaluating, analyzing, and trialing resources before considering a new acquisition, before signing a license or making a purchase. 

Why evaluate and analyze content for acquisition? 

Electronic resources demand a significant financial commitment, and so it is important to properly evaluate and analyze content before considering a new acquisition or making a purchase. In Alma, an evaluation is the workflow of using and evaluating the material. A trial is an instance of the evaluation workflow, and overlap analysis enables you to compare the content of electronic collections to determine where there may be a subscription overlap before acquiring resources. 

Before You Start 

Make sure the Trial – Start and Notify Participants job is Active, and the Trial Letter is Enabled: 

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If the above are not enabled, the below steps are necessary: 

  • Submit a Support case to request enabling the Trials - Start and Notify Participants job 

  • Customize the Trial Letter sent to users 

  • Navigate to Alma Configuration > General > Letters > Letter Configuration 

  • Enable and customize (Trial Letter) 

  • For more information on how to customize letter, see Configuring Alma Letters 


Evaluate and Analyze Content for Acquisition 

Step 1: Evaluate 

  • Evaluate the resource by setting a survey at a selected language and adding participating patrons to solicit feedback on the resource 

  • Public trial survey details can also be publish using Participant Page URL (on your internal site or send by email)  

  • When the trial end date arrives, analyze, and evaluate the trial survey result. Save it and store it at the Trial where Export Survey Feedback to excel is also available to share the analysis with your peers (see Analyzing Trial Result

Step 2: Analyze 

  • Run Overlap Analysis tool to compare the content of electronic collections to determine where there may be a subscription overlap 

  • Perform Overlap Analysis for a Set or ran Overlap and Collection Analysis for Selected Titles 

  • Review the Comparison Reports from the Overlap Analysis Job Report 

  • Evaluate and Analyze results for new Content Acquisition 

  • Finally, make a library decision to acquire or not the evaluated resource 

Step 3: Content Acquisition 

  • Decide as to whether to purchase the resource 

  • If the decision is to purchase, the PO line continues in the regular PO line workflow described in step 2 of the Purchasing Workflow.  

  • If the decision is not to purchase, the Purchasing Operator cancels the PO line (see Canceling PO Lines).