yes we can! implementing digitization requests in alma

Yes, we can! Implementing digitization requests in Alma

Yes we can! Implementing digitization requests in AlmaIGeLU 2016 Conference TrondheimSeptember 5-7, 2016Franois Renaville, University of Liege LibraryHelen Brownlie, University of Otago Library Simon Read, University of Otago Library Chris Jones, University of Sheffield Library

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AbstractEnabling patron digitization requests is one of those (new) exciting services that end users appreciate! Alma allows patrons and staff members to request the creation of a digital file for any physical or electronic item. Alma digitization request workflow is configurable according to the librarys requirements: created via Alma or Primo, partial or full, limited to some user groups, limited in numbers, with or without approval process, digitized materials added to collections and made accessible to registered and/or guest users via Primo, etc. So Alma libraries can deal with a lot of different options to satisfy their patrons' needs.This session will present the development and launch of digital fulfillment from the perspective of 3 institutions (the University of Otago Library, the University of Liege Library, and the University of Sheffield Library) focusing on the strategic choices that were made, the implementation, and the final delivery of the services to their communities.2Yes we can! Implementing digitization requests in Alma

ContentsIntroduction

Implementation and Experience at:University of Otago LibraryUniversity of Liege LibraryUniversity of Sheffield Library

General Conclusions3Yes we can! Implementing digitization requests in Alma

IntroductionPatron digitization requests ?Just meeting end users needs and expectationsAlready largely implemented in many institutions

Alma workflow configurable according to the librarys requirements: created via Alma or the discovery interface?partial or full digitization requests?limited to some user groups, limited in numbers?with or without approval process?digitized materials delivered or deposited?

Here is a description of the development and launch of digital fulfillment from the perspective of 3 institutions 4Yes we can! Implementing digitization requests in Alma




New Zealand6Yes we can! Implementing digitization requests in Alma

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University of OtagoFounded in 1869 New Zealands first UniversityFour academic divisions: Humanities, Sciences, Health Sciences and Business20,601 students (18,421 EFTS)3,803 (FTE) staffMore than 185 undergraduate and postgraduate programmes.

Campuses located inInvercargillDunedin (Main campus)ChristchurchWellington Auckland7Yes we can! Implementing digitization requests in Alma

8 Universities in NZMain campus at Dunedin recognised as one of the 16 mots beautiful campuses in the worlHome of NZs first medical school and of NZs only schools of Dentistry and Surveying7

University of Otago LibraryDunedin campus6 libraries and 2 storage buildings. One includes the binderyEducation Library is a joint library with the Otago PolytechnicLibraries atSouthland campusChristchurch Medical campus + 2 branch libraries at the District Health BoardWellington Medical campusLibrary systems1988 Dynix2003 Voyager + Serials Solutions products including Summon2013 Alma + Primo + Primo CentralLibrary services to University staff and students, Otago Polytechnic2 district health boards8Yes we can! Implementing digitization requests in Alma

Libraries - Central, Law, Health Sciences, Education, Science, and Hocken (NZ published and unpublished collections)8

Vision for Digitisation RequestsOne process for requesting items irrespective of: FormatPhysicalDigitalLocationOn campusOff-campusStreamline staff workflows9Yes we can! Implementing digitization requests in Alma

Our goal was to simply the process for both users and Library StaffWe were hoping that wed be able to enable all requesting to take place within Alma/Primo and the workflows for processing the requests could also take place inside AlmaWe were also hoping wed be able to make use of Home Delivery so Distance users could request both physical items and digitisation within the same interfaceAlongside that we had the opportunity to evaluate who we offered the service to and the types of material we made available for requesting9

Where we came fromWeb forms used to enable digitisation requests for:Distance studentsStaffItems in Storage

Library staff retrieve the items from shelves, scan and deliver via emailDifferent teams were responsible for different workflows10Yes we can! Implementing digitization requests in Alma

Our previous setup had evolved over time through availability of different technologies and changing policy decisionsWeb forms used to receive requests from users, then form would either emailed the request to Library Staff or store the request in a DatabaseEach user had to identify themselves each time the placed a request and they also had to manually enter the citation into the request formStaff would then retrieve the item from the shelves and send it to the Reprographics Department for scanningIf a title was in a different branch a request might be placed on it in Voyager for the item to be retrieved and scannedThe Distance team was responsible for filling requests for Distance students whereas other teams were responsible for filling requests from Staff or for Storage items or for Interloans

All up it was messy users had to go to different places to request different types of material and different staff used different workflows to fill them10

Alma Implementation PhaseDecision was made to Focus on core functionality onlyOther services to be implemented at a later date

Good decisionImplementation and post go live was a very busy time there was no time to look at value added servicesDigitisation functionality not fully formed at go live (late 2013)11Yes we can! Implementing digitization requests in Alma

We implemented both Alma and Primo at the same time and we realised that we wouldnt have a lot of spare time to implement digitisation requesting within Alma/Primo seeing as it wasnt core functionalityThat was a good decision implementation and the months following it were very busy and we didnt have time for anything other than core functionalityWe were also aware that the Digitisation functionality in Alma was a work in progress and that it might need more development before it was ready for us to use11

Testing Round One (2014)Major issue quickly foundDigitisation requests could not be placed on titles with multiple holdings (of which we have many)Showstopper Testing stopped until issue resolved in August 201512Yes we can! Implementing digitization requests in Alma

We started testing the functionality in 2014 we did some basic setup and started trying to place requests but quickly found a major issue we werent able to place digitisation requests on titles with multiple holdingsWe support 4 institutions and multiple campuses so we had many titles with multiple holdings so this was a significant issue for usTesting stopped while we logged it with Ex Libris and waited for a resolution12

Testing Round Two (August 2015)Testing resumed in August 2015Another issue foundUnable to place requests on titles with holdings but no itemsNot a show stopperMoved into implementation phase13Yes we can! Implementing digitization requests in Alma

A resolution came in August 2015 (10 months after we discovered the issue) so we started testing again with a target of going live at the start of 2016We found another issue (we couldnt place requests on titles with no holdings) but we decided it wasnt a showstopper so we decided to go live in December before the start of the 2016 Academic year13

Go Live (December 2015)Despite all testing another problem was discoveredOvernight job was cancelling some requestsTurned digitisation functionality off while it was investigatedDecided to turn job off until bug could be resolved back up and running two weeks laterBug resolved in February 2016 release14Yes we can! Implementing digitization requests in Alma

We went live in December 2015 and almost immediately struck a major problem we hadnt seen in testingThe Requests Recalculate after Inventory Update job was cancelling some of the unfilled digitisation requests when it ran each nightWe turned off digitisation requesting while we investigatedEx Libris identified the issue as a bugWe decided to try switching off the job and accept the outcomes of that rather than sit and wait for the bug to be fixed as a result of this we were up and running again within a couple of weeksThe bug was resolved in the February release and we were able to turn the job back on before the start of Semester 1Other than that go live was successful!14

Setup Keeping it SimpleChose to keep the process very simple. Not implemented:ApprovalsCopyrightSpecific citation fields in Primo request form

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We chose not to turn on a number of digitisation features because we werent convinced they fit our workflowsThe approvals feature meant that after we retrieved an item form the shelves it would then be put into an approvals workflow before being sent to be scanned we decided to check the request was within copyright limits at the point or retrieval/scanning and respond to the user at that point if it wasntWe decided to put our own copyright statement on the Primo request form and the email that gets sent to the user rather than use Ex Libriss copyright functionalityWe decided to modify the Primo request form to simplify it. When the option to add specific citation fields (title, author, pages) to the request form came along we decided to stick with a single citation box for ease of useWe treat all requests as partial rather than full as a default so we dont offer users the option to choose to request a full scan15

Setup Setting PolicySupporting 4 institutions across 12 LibrariesWanted to enable most types of users to request as much of the collection as possibleNeeded to prevent some material from being requestedAudiovisual (Videos, CDs, tapes etc.)MapsSpecial Collections (rare books)Small branches without scanning capability


Setting policy was challenging because we support 4 institutions across 12 branchesOur goal was to enable as many types of user across the 4 institutions to be able to request as many items as possible across the collectionWe had a need to prevent that werent accessible (being mended, at bindery etc.) and items in a format that couldnt be easily scanned (Audiovisual items, maps, rare books) from being requested (we did allow digitisation requests on microforms)We also had a requirement that certain users (Graduates, Public) couldnt place digitisation requestsSome branches were very small and didnt have the resources to scan items so they were excluded too

So despite starting with a principle of allowing as many users as possible to request scans of as much of the collection as possible we soon ended up with a wide range of exceptions16

SetupEach branch that is able to scan is setup as a Digitisation Department no need to transit to a Centralised Digitisation Department


We decided against setting up a stand alone Digitisation Department in Alma but instead opted to enable each branch for digitisation that was capable of offering scanning servicesThis meant staff in each branch could retrieve the item from the shelf, then scan and fill the request rather than having to ship it to a centralised Digitisation Department for processingThis option has worked well for us and has help reduce lost time in sending items between branches17

Setup Fulfillment PoliciesPrinciple of setting up Fulfillment policies straightforward in theory but difficult in practice due to all our exceptions


The number of exceptions we had in our policies came back to bite us when setting up our Fulfillment policiesWe had to specify each location we didnt want to be available for digitisation (AV, Maps, Mending locations etc.) individually within the rulesWe also needed to specify which material types shouldnt be available for digitisation (DVD, CD-ROM, etc.) seeing as we also interfiled AV items into our main book collectionsA bit of trial and error was involved in getting it right and not interfering with physical requesting was required but once it was set up we havent needed to make many adjustments18

WorkflowUser places request (Primo or Alma)


Digitisation requesting is similar to physical requesting in the positioning of the labels and the flowThis is a screenshot of a book request. For a journal request there is an option to place a title level request as well as an item level request (the same as physical requesting)19

Workflow IIRequest goes into Pick List at holding branch

Item retrieved and scanned through returns or scan in items


Once the request has been placed it goes into the pick list at the branch that hold the itemStaff can request both physical and digitisation requests from the shelves at the same time as part of the same workflowWhen items are scanned through returns or scan in items they are sent into the Digitzation workflow20

Workflow IIIRequest goes to the Manage In Process Items queue while the Article/Chapter is being scannedAt this point we determine if there are any copyright issues


The request then appears in the Manage In Process Items queueAt this point wed confirm there were no copyright issues and then scan the appropriate chapter/article21

Workflow IVRequest filled email sent to user


The scanned chapter/article is then attached to the request and submittedAn email is sent to the user with the attachmentThere is a hard coded 10MB limit so if the attachment is larger than 10MB we have to supply it outside of Alma (either via email or a File Drop website)22

End ResultMission accomplishedSimplified workflowsCommon process for physical and digitisation requests Standardised workflow for staff for physical and digitisation requests All staff activity happens within AlmaUptake of service is manageable Approx 200 filled requests per month


Despite the problems we had getting up and running it has been a successful implementationThere were some concerns that opening up digitisation requesting to a wide range of users would lead to us getting overrun with requests but that hasnt been borne out in practice most users are focused on accessing electronic resources and requesting a scan from a physical item is a secondary desire. So far weve been processing around 200 requests a month which is within manageable levels for usIts now much easier for users to request scans than it was before there are no longer a range of different forms to fill out and no need to enter user details into the formsLibrary staff workflows have changed as a result of the implementation with digitisation requests able to be picked up from the shelves alongside physical requests as part of the pick from shelf workflowThe new workflows have led to the disestablishment of the specialist Distance team as most distance activity now happens within standard workflows

All up it has been a worthwhile process and despite the pain endured within the testing and implementation phases the digitisation functionality is delivering the efficiencies we hoped it would23




University of Liege (ULg)Founded in 1817 by William I of the Netherlands10 Faculties and 1 SchoolMore than 20,000 students3,300 lecturers and researchers38 bachelor and 193 master degrees

4 campuses:Lige Sart-Tilman (main campus)Lige City centreGemblouxArlon25Yes we can! Implementing digitization requests in Alma

+ Library services to the University Hospital

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University of Liege Library26Yes we can! Implementing digitization requests in AlmaInfrastructure5 Main Libraries = 15 library branches spread on the 4 campuses+ 1 Remote Storage

Print CollectionsLargest academic print collection in French-speaking BelgiumMore than 2,000,000 booksStill ca 700,000 older books which are not cataloguedMore than 5,000 print subscriptionsMore than 50,000 ceased print subscriptionsMore than 50,000 maps

More than 1,450,000 items in Alma (books, maps, theses, issues)

StaffAbout 115 people(ca 82 FTE)

The Alma AdventureLive with Alma in February 2015 (Alma-P and Alma-E)Using Aleph and SFX since 2006 and Primo since 2013

Some priorities in the implementation phase:Going live with all existing services already existingAdding some new Alma related services at the very beginningPhysical item requests prepared by the library staff (Pick from shelf) When we moved to Aleph in 2006, the idea of such a service was not really appreciated by the library staff (extra load of work, etc.) -> finally not launched10 years later:Times and librarians' conceptions of services have changed! Picking up items from the shelf on behalf of the patrons highly supported by library & staffProgressively launching new additional services for end usersPatron digitization requests with Alma(Patron digitization requests already existed, but only in a limited context)27Yes we can! Implementing digitization requests in Alma

Many questions before starting28Yes we can! Implementing digitization requests in AlmaInternal analysis of what could be done with the Alma digitization processes:Thanks to Hassan Bougrine for this analysis!

Testing Beside the analysis, several tests made on Alma Sandbox (not Premium) and on Alma Production

Tests were important:Being sure the workflow is understoodExperimenting what would be the best for usConfigurationWhat new configuration is necessary? (Letters)Any rethinking of the existing Alma configuration? -> User groupsDiscovering any limit or issue in the digitization processNot an Alma-D customer!Deposit may not be a real optionIssues led to SF cases


Finally30Yes we can! Implementing digitization requests in AlmaFinal report and test results discussed within the Alma Project Team before submission to the Board of DirectorsAlso used within the RS frameworkFor large files (>10 Mo), use of the institutional transfer system Merci Within a pilot phase from March 2016 until end of 2016

Proposal approved by the Library Board of Directors (Sept. 2015)Unknown: any extra load of work for the library staff?

Issue #1Placing digitization requests on holdings without items in Primo (SF #00178623)Titles with no inventory for their holdings do not provide a title-level Digitization Request option in Primo. -> Very problematic because older physical journal holdings where there is no item information cannot be requested with the Digitization service.Gap in the functionality also raised by Univ Otago and Univ Sheffield

Long-term solution:Adding an option for General Digitization Requests is in the current Alma roadmapBut Ex Libris cannot give a timeline for this enhancement

Short-term (and local) solution:Adding a dummy item to SE holdings with no item-> More than 48,000 dummy items createdNot always clear for end users


Issue #2Sending e-mails from Alma with an attachment (SF #00162795)When sending emails from Alma to patron/staff with attachments (Analytics reports, digitization results, fees reports), attachments are accessible on the webmail (Zimbra), but not when using e-mail desktops like Thunderbird or OutlookOutlook: attachment visible when "Attached Security by Mode" is checked and set to "DefaultThunderbird: "Show All Body Parts" and associated plugin activated-> Clearly not a behavior we can expect from the end users! Vey problematic: New Digitization service cannot be launched!

Solution:Long discussion with Ex LibrisIssue prioritized and fixed in Q1 2016 (Feb 2016 release)


Issue #3Partial Digitization Requests (#00184475)By default, when creating a patron Digitization request in Alma, the request is considered as FULL One has to add a "Partial Digitization" request attribute = additional action required from staff (Alma) or patrons (Primo)

We would have likedCustomers to be able to choose between "Full Digitization" and "Partial Digitization" by default when creating a Digitization requestAlma administrators able to define a default digitization request type

Submitted on Idea ExchangeCompleted by Ex Libris for Primo FE (Alma FF General Config > Other Settings > uresolver_partial_digitization_default_value = true) and effective with Alma May release 2016


Alma configurationExisting configuration updated (December 2015):User Groups were revised to better isolate Faculty and University staff usersUpdate/Notify Users job

New configuration (February 2016):Digitization Workflow RulesNew Fulfillment Unit to allow non-holdable and non-circulable items to be digitally requestedDigitization departments managed by Circulation DeskFulDigitizationNotificationItemLetter.xsl strongly customizedAlma skin for the GetIt tab

Digitization Request Copyright Declaration (May 2016 release)34Yes we can! Implementing digitization requests in Alma

Trainings & CommunicationTraining sessions given to the staff in March 2016Not all Circ Desk Opes are in charge of digitization request fulfillment

Internal communicationPutting the library staffs mind at rest about the new service: fear of extra load of work among some colleagues

External communicationFirst to the 5 libraries management board membersThen to the University Faculty and staff News on the library websiteLink to a User Satisfaction Survey in the Digitization Notification letter

Finally launched on March 23, 2016.35Yes we can! Implementing digitization requests in Alma


c.uresolver.request.part_to_digitizedigitizationRequestCopyrightDeclaration.html is not language sensitive


Digitized fileSurvey linkReminder of the Copyright Declaration

Usage Statistics38Yes we can! Implementing digitization requests in AlmaOnly 306 Completed Digitization Requests in 5 monthsCompared to 4,340 physical item requests for the same period of timeFor journal articles in ca 85%

No real extra load of work!!More Digitization Requests are expected from mid-September (new semester)

Usage Statistics from the surveySpeed delivery?Scan Quality?39Yes we can! Implementing digitization requests in Alma

Conclusions & Perspectives(Major) issues had to be fixed before launching the service

Not so difficult to implement (at our level)

Fear of extra load of work unfounded

Service much appreciated by the University community

Pilot phase is not finished:Expanded to other User groups?Expanded to Full digitization?40Yes we can! Implementing digitization requests in Alma




University of Sheffield42Yes we can! Implementing digitization requests in AlmaStudentsStaff27,000 students: 19,000 Undergraduate 2,700 Postgraduate Research5,300 Postgraduate Taught7,802 total1,366 Academic

University of Sheffield, England, United KingdomUniversity charter in 1905; Firth College founded in 1879 with origins to 1828

6 Faculties: Arts and Humanities; Engineering; Medicine, Dentistry and Health; Science; Social Sciences; and International Faculty, City College, Thessaloniki, Greece.

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University of Sheffield Library43Yes we can! Implementing digitization requests in AlmaLibrary network:Western Bank LibraryInformation CommonsThe DiamondRoyal Hallamshire Health Science LibraryNorthern General Health Science LibraryPrint Collection1,300,000 volumes

StaffAbout 128 staffVisionThe University of Sheffield Library is a world class, dynamic research library inspiring intellectual discovery and learning, and the creation of new knowledge within the complex information universe. We offer engaging experiences with people and content that enrich the Universitys learning and research communities in both physical and digital spaces. We connect with the city and the region, and through our networks, advance global scholarship.

Our Services44Yes we can! Implementing digitization requests in AlmaService and collection ethos:Request-led service (at shelf requesting) for many yearsDynamic variable loan (demand reflects loan length)Content strategy favouring e-firstActive print management (ZNCG)

Alma Go live June 2013 (Early Adopter)Implemented auto-renewalRequests drives availability (recall)Launched No More Fines 2015

Sheffield was an Early Adopter of Alma, going live in June 2013.We have traditionally been a very request led service. We saw that Alma could allow us to advance our existing services and provide a platform for new services to be delivered in future.44

Digitisation on Demand45Yes we can! Implementing digitization requests in AlmaPrior to and following Alma go live, we reviewed all potential uses of demand-driven digitisation and delivery for our content, including all service stakeholders/collection holders:

University LibraryCustomer Services Team (myDocuments)Learning Resources Section (Eoffprints course readings)National Fairground Archive (NFA)Special Collections and Archives

facilitated by Digital Services & Systems Team

As we were implementing Alma, we conducted functional reviews of potential new service and workflows in the new system. This included our existing digitisation on demand activity which is quite wide ranging across the library, the National Fairground Archives and the Special Collections and Archives.45

Review Outcomes46Yes we can! Implementing digitization requests in AlmaExcluded:

Deposit workflow (Alma-D) - Digitisation on demand was focused on direct delivery to customers

NFA, Special Collections collection discoverability and item condition assessment workflow challenges not easily addressed for a mass service. Their customer requirements were established and different, so not a core requirement. Eoffprints UK Copyright Licensing Agency provides institutional licence for course readings required by course leaders. Alma did not have necessary reporting/course request management. Though potential overlap with student demand on course materials remains.Sheffield became development partner in CLA/DCS. (Reviewing course reserves/reading list).

The review quickly gathered that the range of digitisation activity would not readily fit into the initial Alma patron digitisation framework.

Special Collections and NFA have lots of material not discoverable on Primo (from Alma); additionally the material listed in Primo may not be in a suitable condition to be digitised. It was also felt that the typical customer base includes many non-University (non-Library) one-time users.

Learning Resources Section requests for Eoffprints follow the requirements of the Copyright Licensing Agencys agreement with the University which stipulate that requests must come from Module leaders only; must be linked to reading lists and comply with the reporting requirements of the CLA Licence - functionality currently not supported by Alma.46

Service proposal (Initial, Autumn 2014)47Yes we can! Implementing digitization requests in AlmamyDocs - Existing MyDocuments service identified as best match to Patron Digitisation Request functionality. Complements existing Customer Services Team work for Patron physical item requests.

Charging model - myDocuments charging model, i.e. 3.00 per request up to 30 pages. The new service would be free

Approval required; scans to be processed and delivered

Customer usergroups - for pilot parallel servicePart-time UndergraduatesPostgraduate Taught studentsDistance Learners

Material types included Monographs at IC/WBL/RHH/NGH/SGL. Excluding Special Collections and National Fairground Archive holdings

The outline of a viable pilot services was in place at an early stage, taking the patron digitisation request functionality and applying it to a pre-existing, though lesser-used scanning service, myDocuments which was not available from the catalogue.A number of workflow challenges emerged from the review...47

Digitisation on Demand48Yes we can! Implementing digitization requests in AlmaDependencies in 2014 - Alma functionality enhancements

1. Primo/Alma Request dialogue - Customer Experience(high priority enhancement case 101137)

Original Primo Get it request dialogue is unclear to potential customers and provided no guidance about the service they may be using, terms of use, etc.

The gaps in the initial digitisation functionality in Alma were felt to be barriers to progress. A number of specific issues were raised with Product Managers, and through Salesforce cases.A simple, unexplained checkbox which users have to actively select to differentiate Full from Partial digitisation.There was no indication of the service a user may expect, timescales, or any obligation to accept terms and conditions of service.

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Digitisation on Demand49Yes we can! Implementing digitization requests in Alma2. Monitoring - the legal and administrative framework (high priority enhancement case: 102441)

Monitoring tools are important to a fully integrated workflow which is copyright compliant and avoids duplication of effort in approval/clash with CLA course readings digitisation.

Initially the level of monitoring/alerting on other requests was very basic, and did not allow a digitization request approver to make a fully informed decision about whether a given request can be approved. The copyrights clearance workflow not relevant to UK CLA workflows.

Analytics reporting could to support some checking of requests being received, but this is not an integrated workflow.

The ability to monitor and review approvals on digitisation requests is a challenging area. The ability for Patrons to request digitisation should be on the basis of individual need, not represented by course readings (for which UK institutions can obtain a Copyright Licencing Agency licence).49

Digitisation on Demand50Yes we can! Implementing digitization requests in Alma3. Approval - Workflow practicalities (high priority enhancement cases: 101113 & 101122)

As a physical-request driven service, it was important to prevent requests proceeding to the pickup from shelf stage before being approved; and also good practice - avoiding wasted staff effort for inadmissible requests.

We considered that successful piloting of patron digitisation would be dependent on working with Ex Libris to make the above enhancements live in the system.

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Enhancements and fixes (2015-2016)51Yes we can! Implementing digitization requests in Alma

February 2015 Dedicated part to digitise field

August & November 2015, & May 2016-Digitization Profile Rules and options

A. Digitized Content ManagementDeposit Document delivery Remote digital storageB. Approval/Copyrights Clearance Processingi) Approvalii) Copyrights Clearance

Improving the Patron Digitisation Request form to capture more specific extract data, and being able to control the flow of digitisation requests has been an ongoing process, working with Ex Libris.

The enhanced Digitization Workflow rules allow automation of the workflow on a number of parameters, including:Copyrights Previously Approved - for cases where a similar request has been previously approvedNumber of Requests - checks if a required number of requests have already been processedPartial Digitization - Indicates digitization for part of a resourcePatron Status - checks if the patrons account is active or expiredPublication Date - for records published before or after a given yearRequest Type - Indicates course related digitization, patron digitization, staff digitization, borrowing resource sharing digitization request, and lending resource sharing digitization requestTime Span (In Calendar Years) - the number of calendar years since the creation date of the matched copyright record entriesUser Group - Which user groups are relevant for this rule51

52Yes we can! Implementing digitization requests in AlmaMarch 2016 - Enhanced form for Partial Digitization Requestsdisplay_additional_digitization_attributesChapter/Article TitleChapter/Article AuthorStart PageEnd PageFull Chapter

May 2016 - Request form customizationFulfillment config/Discovery Interface Display Logic

May 2016 - Requesting Copyright Agreement for Digitization RequestsDigitizationRequestCopyrightDeclaration.html

May 2016 Default to partial requests in PrimoFulfillment config/General/Other settings/ row 61 - uresolver_partial_digitization_default_value

The way forward...53Yes we can! Implementing digitization requests in AlmaAfter final staff testing, the service is ready to pilot in academic year 2016-17, from 1 October 2016. Review after Christmas.

Service aims: added value service to our users Staff time: keen to innovate; we are seeing a trend of decreasing physical item requests

Outstanding IssuesMajor drawback that titles with no physical items cannot be requested this prevent opening up our journal collections to requests which is a major use case for a research-led institution.

The alerting for approval and the reporting could be much better for trying to detect potential copyright issues/ not needing analytics.




General ConclusionsAppreciated service and added value service to the users!

Flexibility in Alma for different scenarios and workflows (even if not Alma-D)

Not that difficult to implement, not much to configure, but configuration setup can be complicated depending on the options being implemented

Implementation phase longer than expected because of issuesMany exchanges with Ex Libris (and on Alma-L)Issues had first to be fixed by Ex LibrisOr bypassed by the library

Some experience shows no real extra load of work for the staff55Yes we can! Implementing digitization requests in Alma

Useful referencesEx Libris Knowledge Center - Digitization Processinghttp://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Fulfillment/040Resource_Requests/070Digitization_ProcessingEx Libris Knowledge Center - Digitization Presentation:http://knowledge.exlibrisgroup.com/@api/deki/files/41894/Fulfillment_-_Digitization_Requests_Flow.pptxEx Libris Knowledge Center May 2016 release noteshttp://knowledge.exlibrisgroup.com/Alma/Release_Notes/01_2016/08May_2016/May_2016_Release_Notes56Yes we can! Implementing digitization requests in Alma

57Yes we can! Implementing digitization requests in Alma [email protected] [email protected]

[email protected]@ulg.ac.be

yes we can! implementing digitization requests in alma

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