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    Locating Items for Resource Sharing

    Translatable
    To locate resource sharing items, you must have one of the following roles:
    • Fulfillment Services Operator (for the resource sharing library)
    • Fulfillment Services Manager (for the resource sharing library)
    The locate process matches a resource sharing request's metadata with a catalog resource.
    The locate process creates a rota list of potential lending partners that are searched to fulfill the sharing request. The rota list is created based on rota templates (see Configuring Rota Templates).
    This process is performed as part of peer-to-peer resource sharing, as follows:
    • Borrowing Locate – Locates a borrowing request in the partner catalogs. Alma searches the catalogs of all rota partners to determine whether the partner owns the requested record. Only partners that own the requested resource are requested for the resource. If the locate fails, the partner is removed from the rota. Borrowing requests are blocked from being sent to lenders if there is a locally owned match for the requested material.
      When configuring a value in the Holdings code field on the Resource Sharing Partner page (Fulfillment > Resource Sharing > Partners, select Actions > Edit from the actions row list for an ISO partner), the locate process completes successfully only if the resource is found at the library specified by the Holdings code value. (For details, see Resource Sharing Partners).
      Alternatively, you can assign multiple holdings codes to a library, so that the locate process completes successfully when any of the assigned holdings codes are matched. For details, contact Ex Libris Support.
      For details on the borrowing locate process, see Borrowing Locate Process.
    • Lending Locate – Locates a lending request in the lender’s catalog. Alma searches the locate catalog to find a local repository match for the metadata of a request from an external requester. Lenders automatically know whether they own the requested resource, and can see the status of the relevant inventory at a glance.
      For details on the lending locate process, see Lending Locate Process.
    • Self Ownership – Locates a borrowing request in the borrower's catalog prior to sending the request to the partner. This type of search determines whether a patron's resource request may be filled by local inventory, or whether the request must be directed to an external resource sharing partner as part of the borrowing locate process.
      For details on self ownership, see Self Ownership.
    This section describes the various stages in the locate process, its monitoring tools, and how the process is configured.

    Borrowing Locate Process

    The Borrowing Locate process is configured as part of the Locate Profiles (see Configuring Locate Profiles). Locate profiles are one of the following types:
    • Z39.50 – If the locate target is not an Alma institution, its catalog may be searched by Alma using the Z39.50 protocol. The target partner must be running an openly accessible Z39.50 server. A search query searches the request's title, author, ISSN/ISBN and year (publication date). If more than one query field has been specified, they must all be true to return a successful result. A successful search in one or more partner databases is considered a success.
      Alma may define locate targets of this type only if the locate target is part of Alma's searchable external target. If a partner is searchable in this manner but the partner's catalog is not in Alma's list of searchable external targets, contact Ex Libris Data Services to make that catalog a searchable target.
    • Alma – If the locate target is an Alma institution, its catalog may be searched using Alma APIs. This supports more precise locate options.
      When using an Alma locate profile, the borrowing locate process’ behavior depends on the following:
      • If the lender and requester share the same Network Zone, there is no locate process, since Alma knows which partner owns the requested title. The locate request is then processed as follows:
        • The request is stored in Alma with the list of network zone members that own the resource.
        • For partners whose institution ID is part of the same network zone as the requester:
          If the institution ID is linked to the requester, the requested record is considered a locate success.
          If the institution ID is not linked to the requester, the requested record is considered a locate failure.
      • If the lender and requester do not share the same Network Zone or Fulfillment Network, the locate process depends on the locate profile configuration:
        • If the Locate by Fields check box is selected on the Locate Profile Details page, the locate process proceeds based on the selected subfields (Title, Author, ISBN/ISSN, Edition, OCLC Number, LCCN, Other Standard ID, Barcode, DOI).
        • If the Locate by Fields check box is not selected on the Locate Profile Details page, or if none of the subfields have been selected, the locate process proceeds based on the following criteria: LCCN, OCLC Number, Title, and ISBN/ISSN.
    • BLDSS - A locate may be performed using the British Library Document Supply Service. For more information on the BLDSS locate profile parameters, see Adding Locate Profiles.
    • Fulfillment Network - If the lender and requester share the same fulfillment network, there is no locate process, since Alma knows which partner owns the requested title. The locate request is then processed as follows:
      • The request is stored in Alma with the list of fulfillment network members that own the resource.
      • For partners whose institution ID is part of the same fulfillment network as the requester:
        If the institution ID is linked to the requester, the requested record is considered a locate success.
        If the institution ID is not linked to the requester, the requested record is considered a locate failure.
    You can configure an Alma locate profile to test for requestability and availability by selecting the Check item availability and Check item requestability check boxes on the Locate Profile Details page (see Configuring Locate Profiles). When selecting Check item availability, the locate process succeeds only if the record is found at the partner and at least one item is available (Status In Place). When selecting Check item requestability, the locate process succeeds only if the item is requestable (the Is Requestable for Resource Sharing policy = True).
    You attach the relevant locate profile to a resource sharing partner (see Resource Sharing Partners).
    You can activate the Borrowing Locate process automatically by selecting the relevant settings when configuring a locate profile, as described in the following procedure.
    To automatically activate the borrowing locate process:
    1. On the Organization Unit Details page (see Configuring Parameters of a Resource Sharing Library), select the Cancel request on locate failure check box for Alma to automatically cancel a request for which the locate process did not find any potential partner.
    2. Select the Automatically activate locate profile check box for the borrowing locate process to be automatically triggered when a borrowing request is created from any interface – Alma, Primo or API.
      Organization Unit Details Page
    The automatic locate process may be activated only if the Automatic Rota Assignment Rules have also been activated to automatically attach a rota to the request. The locate process then runs on the automatically attached rota.
    To manually activate the Borrowing Locate process:
    To manually activate the Borrowing Locate process, do one of the following:
    • On the Resource Sharing Borrowing Request page (Fulfillment > Resource Sharing > Borrowing Requests, click Edit for a request), click the Locate button.
      Resource Sharing Borrowing Request Page – Locate Button
    • On the Resource Sharing Borrowing Requests page (Fulfillment > Resource Sharing > Borrowing Requests), click the Locate Resource action. This link displays only if the request has an assigned partner or rota.
      Resource Sharing Borrowing Requests Page – Locate Resource Link

    Lending Locate Process

    The Lending Locate process can be activated automatically or manually after creating a lending request.
    • To automatically activate the Lending Locate process, on the Organization Unit Details page (see To automatically activate the borrowing locate process above), select the Automatically locate resource check box. When a lending request is created, the resource is automatically searched for.
    • To manually activate the Lending Locate process, on the Resource Sharing Lending Requests Task List page (Fulfillment > Resource Sharing > Lending Requests), select Locate from the row actions list.
    The Lending Locate process succeeds if the there is a single matching result, and fails if there is more than one match or no matching results. In either failure case, the search query is displayed on the Repository Search page, and the operator can either manually attach the lending request to the local repository or click the Change Query link to change the search query.
    A resource sharing library may be configured to automatically reject an incoming request if the requested title has no available items. This can be done by selecting the Reject request when no available item, the Reject request when no requestable items and the Automatically Locate Resource switches in the Lending Setup of the Resource Sharing Library. If the switches are not turned on, the operator on the lender side will be able to manually decide whether to request the request if the requested item is not available.
    The Lending Locate process is handled based on the metadata available for the request:
    • If the request has been received with a record ID, the lending request is automatically linked to the identified record. A request can be received with a record ID by ISO ILL if the requester and borrower share the same Network Zone or Fulfillment Network and the request has been placed using the network zone record or a Primo de-duplicated record.
    • If the request has been received without a record ID, the record is located based on the selected Locate by Fields values on the Organization Unit Details page (Fulfillment > Fulfillment Configuration > Configuration Menu > Fulfillment > Library > Opening Hours, click the Summary tab).
    • Selecting Check item availability allows Alma to skip a partner if it the requested item is unavailable.This option is available only for Alma locate profiles. The item will be checked for availability. Using this option will cause the borrower workflow to entirely skip lenders that do not have an available item.
    • Selecting Check item requestability allows Alma to skip a partner if it the requested item is not requestable.This option is available only for Alma locate profiles. The item will be checked for requestability as per the Is Requestable for Resource Sharing policy. Using this option will cause the borrower workflow to skip lenders with items when the policy does not allow for resource sharing requests. 
    • If the Locate by Fields check box is not selected, or if none of the subfields have been selected, the locate process proceeds based on the following criteria (in the indicated order): LCCN, OCLC Number, Title, and ISBN/ISSN.
    • If the Remote Record ID was specified on the request, the locate process will be performed solely on the Remote Record ID.

    Self Ownership

    The Self Ownership check determines whether a requested resource is locally owned at the requester's institution. When creating a new borrowing request in Alma, a warning message displays if the requested resource is owned by the local institution.
    The Self Ownership check is handled as follows:
    • The record is located based on the selected Locate by Fields values on the Organization Unit Details page (Fulfillment > Fulfillment Configuration > Configuration Menu > Fulfillment > Library > Opening Hours, click the Summary tab). See To automatically activate the borrowing locate process above.
    • If the Locate by Fields check box is not selected, or if none of the subfields have been selected, the locate process proceeds based on the following criteria (in the indicated order): LCCN, OCLC Number, Title, and ISBN/ISSN.
    When performed on the Primo Get It tab, self-ownership is determined by resolving the incoming OpenURL to an existing resource, and is therefore based on the resolver's matching mechanism rather than the above mentioned configurations.