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    Managing Collections

    Translatable
    A collection (unrelated to an electronic collection; see Managing Electronic Collections) is an entity that aggregates bibliographic records that have a relationship of some kind. A collection can be based on topic or subject matter, for example a collection titled “The Beatles” (based on the popular rock music band) which holds records of physical items, including biographies and sheet music, digital audio and video of live performances and studio recording sessions, and any number and type of song and record album holdings. A collection has its own bibliographic record. The collection can include records associated with different resource types (physical, digital, and electronic).
    Structurally, collections can be top-level collections or sub-collections. Sub-collections are children of top-level collections or other sub-collections. A collection like “The Beatles” could have sub-collections based on chronology, geography, biography of individual band members, or any other category that your institution finds useful. “The Beatles” collection itself could be a sub-collection of a larger 60s pop music or Rock ‘n Roll genre collection.
    Collections can be used in searches (as facets and as in searching by collections) and in other areas of the system such as publishing. Resources of all types can be published with their collection details, including parent and child collections.
    Collections whose bibliographic records are suppressed are not displayed in Primo.

    Adding a Top Level Collection

    To add a top-level collection to your inventory, you must have the following role:
    • Collection Inventory Operator Extended
    Top-level collections are managed resources that include any number of inventory items grouped together. They provide levels of organization and management to digital collections and other resources.
    To add a top-level collection to your inventory:
    1. Open the Collection Resource Editor page (Resource Management > Search > Resources > Manage Inventory > Manage Collections).
      Collection Resource Editor
    2. Click Add Top-Level Collection. The Add New Collection page opens:
      Add New Collection
    3. Use the following table to enter required and optional fields on the form.
      Add New Collection Fields
      Field Description
      Record Format The type of records that will be in this collection.
      This field appears only if your system supports multiple record formats. Contact Ex Libris support to enable this feature.
      Title Corresponds to 245 $a - Title. Required. This title appears in the Alma search results.
      This title does not have to be unique, but it is recommended that is be the same as the Collection Name.
      Name Internal name for the collection (rather than the bibliographic record name). Required. This name appears when published to Primo and in other locations.
      This name must be unique among all top-level collections.
      Description A description of the collection. Limit 1000 characters.
      Library The library where the collection is stored (select from drop-down options). Required.
      Thumbnail Upload Select a thumbnail image for the collection.
      The image must be in jpg, png, or gif format and have a maximum size of 100K.
      External System When the collection is created automatically by the import job (OAI set), this is the name of the external system
      Place at / before Select to have the collection placed at the top, bottom, or before an existing collection or sub-collection in the list
      External ID When the collection is created automatically by the import job (OAI set), this is the ID of the collection assigned by the remote system. Additionally, users can store IDs in this field to be used later in the published metadata, and Primo can use it during discovery.
    4. Click Save to save your work and move on to another task, or Save and continue to save the collection and open the Collection Resource Editor page, where you can enter further information for the new collection.
    You can also add collections by importing an encoded archival description (EAD) file using the Collections import profile. For more information, see Managing Import Profiles.

    Working with Collections

    The following roles can work with collections:
    • Collection Inventory Operator Extended – Create, edit, and delete top level collections and promote a sub-collection to be a top-level collection
    • Collection Inventory Operator – Create and edit sub-collection and move sub-collections between parent collections
    • Collection Inventory Operator Extended – Create, edit, and delete sub-collection and move sub-collections between parent collections
    • Digital Inventory Operator – Add/remove titles to/from a collection and move a title between collections
    Because collections allow you to group records of different types (physical, digital, and electronic) and from different sources (internal, external, remote), digital asset management systems often use them to aggregate the many types of resources into organized hierarchical units. As part of this job, institutions may:
    • Create, edit, or delete sub-collections
    • Add thumbnails to collections
    • Add items, sets, and remote digital objects to collections
    • Integrate collection assignment with import profiles
    Alma collections can reference local and remote objects. Remote objects remain in their remote locations. The Alma collection stores object metadata only.
    You work with collections on the Collection Resource Editor page. This page displays the top-level collections in your institution.
    collection_editor_top_level.png
    collection_editor_top_level_new_UI.png
    Collection Resource Editor
    To sort the list of collections:
    Select an option from the Sort By drop-down list. You can select ascending or descending order by clicking the up and down arrows. To save the sort so that it appears the next time you view the page, click Save order. The order appears in your discovery system.
    To reorder the collection list, select a collection or multiple collections and select an option from the Reorder drop-down list to have the collection placed at the top, bottom, or before an existing collection in the list.
    New for July! You can also drag-and-drop the rows to reorder them.
    To download collection information:
    To download collection information as an EAD (Encoded Archival Description) file, select Actions > Download EAD from the row actions list for a top-level collection, or view the collection (Actions > View from the row actions list ) and click Download EAD in the General Details area.
    To view a collection:
    For a top-level collection select Actions > View from the row actions list for the collection on the Collection Resource Editor page. For a sub-collection, after opening the top-level collection, select View for the collection on the parent's page.
    General information about the collection appears in the General Details area. The collections sub-collections appear in the Sub-collections tab. The collections associated titles appear in the Title List tab.
    To edit a collection:
    1. If the collection is a top-level collection, select Actions > Edit from the row actions list for the collection on the Collection Resource Editor page. The Collection Resource Editor page appears.
      Collection Resource Editor, Sub-Collections
      For a sub-collection, after opening the top-level collection for editing, select Actions > Edit from the row actions list for the collection on the parent's page. You can edit collection's information in the General Details section. For information on the fields of this page, see Adding a Top Level Collection.
    2. When you are done, click:
      • Save to save your work and return to the list of collections or
      • Save and Continue to save your work and remain on the Collection Resource Editor page.
    To add a sub-collection to a collection:
    1. Edit a collection (see above) and on the Sub-collections tab click Add Sub-collection. The Add New Collection page appears.
      add_new_top_level_collection.png
      add_new_top_level_collection_new_UI.png
      Add Sub-Collection
    2. Enter the required fields and click Save or Save and Continue. For more information, see Adding a Top Level Collection.
    To move one or more sub-collections to become children of a different collection:
    1. Edit a collection (see above) and on the Sub-collections tabs select Actions > Move from the row actions list for the sub-collection. Alternately, select the check boxes next to one or more sub-collections and click Move Selected. The repository search (for collections only) appears.
    2. Search for the target collection, select it, and click Select. The sub-collection is moved to the selected collection.
    If the target parent collection already has a sub-collection with the same name as the one you are moving, the collection you are moving is given a dummy, unique name. After moving the collection, edit the collection to change the name.
    To make a sub-collection into a top-level collection:
    Only a user with the Collection Inventory Operator Extended role can perform this action.
    Edit a collection (see above) and on the Sub-collections tab select Actions > Make Top-level from the row actions list for the sub-collection. The sub-collection becomes a top-level collection.
    If there is already a top-level collection with the same name as the sub-collection you are promoting, the collection you are promoting is given a dummy, unique name. After promoting the collection, edit the collection to change the name.
    To delete a collection:
    You cannot delete a collection if it has any sub-collections or associated titles. To delete the collection, first delete the sub-collections and remove any associated titles.
    Select Actions > Delete from the row actions list and click Confirm in the confirmation dialog box.
    To delete multiple sub-collections at once, on the Sub-collections tab select the check boxes next to one or more collections, click Delete Selected, and click Confirm in the confirmation dialog box. If you select any collections that cannot be deleted, a warning appears in the confirmation dialog box. Confirming deletes only the permitted collections; the other collections remain untouched.
    To manage titles in the collection:
    Titles are managed on the Title List tab.
    • To add individual titles:
      1. Click Add Title. The repository search (for all titles only) appears.
      2. Search for titles and select the desired titles.
      3. Click Add Titles and click Confirm in the confirmation dialog box. The titles are added to the collection.
    • To add titles by set (if you already have a set containing titles; see Managing Search Queries and Sets):
      1. click Add Titles from Set. The Manage Sets page appears.
      2. Select the set to add.
      3. Click Add Titles, and click Confirm in the confirmation dialog box.
    • To remove individual titles, select the check boxes beside the titles to remove and click Remove Selected. Alternately, select Actions > Remove from the row actions list beside a title.
      Click Confirm in the confirmation dialog box.
      You can remove a title from a collection only if it does not contain digital inventory or if it is assigned to more than one collection. This is to ensure that all digital inventory is managed by a collection.
    • To remove all items, click Remove All and click Confirm in the confirmation dialog box.
    • To move titles to another collection:
      1. Select the check boxes beside the titles to move and click Move Selected. Alternately, select Actions > Move from the row actions list beside a title. The repository search (for collections only) appears.
      2. Search for the target collection and select it.
      3. Click Select. The titles are added to the target collection.
    • You can also edit or view a title using the Actions row actions list menu.

    Working with Collections from the Repository Search

    To work with collections from the repository search:
    Perform a repository search for a collection. The Repository Search page opens to a list of all collections:
    Top-Level Collections
    From the list of available collections, under each brief listing, the following links are consistently available:
    • Edit: View collection in the metadata editor.
    • Edit Collection: View collection in the Collection Resource Editor. For more information, see Managing Collections.
    • View Collection: View collection in the Collection Resource Editor.
    • Delete: Delete the collection if it does not contain any sub-collections or items.
    Additional links may also appear on the same line:
    • Title List (#titles): View all the sub-collections of this collection
    • More info: View related information such as related records and publishing information (available for General System, Repository, and Catalog Administrators) in a pop-up box on the page
    You can click the Requests/Work orders link on the More Info pop-up window to open the Resource Request Monitoring page and view work order information for the item (see Managing Requests and Work Orders).