How do I create a local collection for Perpetual Access AVON titles?
Answer
Build by Choice Perpetual Access Titles
Now that SUNY has a central purchase agreement with Proquest/Alexander Street Press for Academic Video Online (AVON), all SUNY campuses will have the opportunity to participate in the AVON "Build by Choice" program, as described on the Academic Video Online Build By Choice website:
What is Build by Choice?
Your subscription to Academic Video Online includes an automatic annual benefit whereby your library can select individual video titles within the collection for perpetual rights ownership at no additional cost.*
How does it work?
The number of titles your library can select for ownership is based upon your current annual subscription cost. You can choose from over 65,000 titles and find those available in this program through your admin portal. These titles have been visible to your users as part of your subscription, and COUNTER usage data is available at the title level to help you choose which titles to keep in perpetuity.
What does "Perpetual Ownership" really mean?
By taking advantage of this subscriber benefit, your library will retain access to as well as the rights to the videos you select, even if at some point in the future you choose to no longer subscribe to the overall collection. What you are doing today is securing the rights to keep these titles accessible to your users via your library in perpetuity.
How often can I select titles for ownership?
This is an annual benefit – the longer you subscribe, the more titles you keep.
Why Manage Titles Separately in Alma?
The titles that you select for perpetual access start off as part of the AVON CZ collection, but the package changes titles regularly as AVON adds and removes content. It's not unusual for a title that you selected in December to be removed by the following June. Because the CZ collection is an aggregator collection, titles will be added and removed automatically, without your intervention, so anything that you've "purchased" could disappear from Alma and would therefor no longer be searchable in Primo.
SUNY Library Services is managing access to the AVON CZ package for SUNY campuses in the NZ, but it is expected that campuses manage their own purchased titles in their own Alma IZs. If you run into any problems with this process, please contact us at info@sunyolis.libanswers.com. In addition, see the How-to video linked at the bottom of this FAQ.
To Create a Local Collection:
- Log into Alma
- Go to Resources>Create Inventory>Add Local Collection
- Call it whatever you'd like and save the collection
- Make sure to activate the default proxy at the service level
You can find your purchased titles in the Alexander Street Press Admin Portal but the site does not give you easy access to purchased title MARC records or to an Excel file that you could bulk load into your Alma local collection. After discussion with Alexander Street tech support, the following is our best practice method for adding titles to your local collection:
Find purchased titles:
- Login to your Alexander Street Admin Portal
- Under Menu in top left, go to Account Settings and click the Orders tab
- Open an order, and copy the title id in parentheses, e.g. Falstaff (913380)
Add local portfolio:
- Log into Alma, search for your local collection under Electronic Collection search by Electronic Collection Name (note that a title search in this area may not work)
- From the results list, click the three dots to the right of the collection and choose Edit Service
- Go to the portfolios tab and choose Add>Add Local Portfolio
Reuse bib record from the CZ:
- In the first line, creation type, choose "Use existing title" because you want to reuse a bibliographic record from the CZ so that you don't have to manually copy and paste or type in bib record data
- In the second line, choose title, click the Choose from a list box to open the search area
- Choose keyword search, paste in the title id from Alexander Street admin order area, and search the CZ for the bib record
- If the bib record still exists in the CZ (if it hasn't been fully removed from AVON), you should get a result for the search that included Electronic packages like AVON, or Music Online, or another Alexander Street package. If the title looks correct, click on it to select it.
- If the title no longer exists in the CZ, you'll need to either copy and paste the bib information into the Add Local Portfolio form, or figure out a way to get a MARC record for that title and import it into Alma
Add Electronic Material Type and Static Link:
- Scroll down to the Inventory and Linking area
- Under Electronic Material Type, choose Streaming Video
- Linking:
- Because you're managing the proxy at the service level, you don't need to include your proxy in your static link. You want the most basic link that you can get, so that you don't have to go back and edit it if you ever change your proxy method, for example if you change from self-hosted EZproxy to hosted, or to Open Athens, etc.
- Proquest does not make it easy to find a basic static link in AVON. Both the address bar URL and the permalink include the proxy as part of the base url, Permalink example: http://dbsearch.fredonia.edu:2048/login?url=https://video-alexanderstreet-com.dbsearch.fredonia.edu:2443/p/qQ2NxNjPG
- Alexander Street tech support recommends using one of these two formats for your static links:
-
https://video.alexanderstreet.com/view/work/XXXXX (with XXXXX being the unique identifier you see in the order history)
-
https://video.alexanderstreet.com/watch/[title-words], which is the same as the LTI link under Share except that you replace "embed" with "watch"
-
Make Service Available:
- When you're done adding titles and are ready to make the collection live, save it, then go back into Edit Service and change the availability to Available on the Activation tab
University at Buffalo has a slightly different workflow for adding titles to a local collection, which may be easier if you need to add large numbers of titles. See the attached file for more information.