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Policy Justification: Interim Policy on use of the “Do not override/merge a non-brief record with a brief version” flag in Alma import profiles


In the December 2014 release Ex Libris has added a flag to the import profile (found in the Match Profile tab) which when checked, will prevent a “brief” record from overlaying a “full” record. However, it has been determined that the existing algorithms for determining what is a brief record is not adequate for Alliance purposes. Therefore, it is Alliance policy for the time being that you should not check this flag.

With the Alma August 2016 release Ex Libris updated the algorithms used for determining the brief level record utilizing the brief level rules established. (see: Alma Brief Level Record Configuration) While testing did show that some of the functionality works as expected, it can be confusing to figure out when to use the setting and when using the setting could cause problems.

TSWG continues to recommend that you should not check this flag until Ex Libris can resolve the issues.

Our testing results have been shared with Ex Libris and the Alliance will work with Ex Libris through the COE Initiative.

Testing results are shared below, including when using the setting may work as expected.


Testing results:

Scenarios where functionality works as expected post August 2016 release:

  • Using the setting in Repository import profiles that have a Merge setting in the Match tab and if the import isn't creating or changing inventory. 

Problems:

  • Testing has revealed that using this setting when importing records to create or change inventory (physical or electronic) causes errors in POL creation and with the portfolio creation/update process. 

How this setting works (see Alliance documentation for more information):

  • When importing records to the NZ, this setting prevents an incoming record with a lower brief level (as assigned by the NZ rules) from overlaying a matching existing NZ record that has a higher brief level.
  • The NZ brief level can be different than the IZ brief level. Only the brief level in the NZ is considered when the import loads to the NZ. 

History:

The 3-month implementation of Brief level rule in Alma has completed with the August release. You can read more about the history and settings of the Brief level rule in the NZ in the Alliance documentation. The brief level rule has been set in the NZ as detailed in the documentation. Brief levels were assigned to existing NZ records and all incoming records from Connexion or imports are assigned brief levels.


Further configuration and testing may result in changes to this policy.


Software: Alma as of August 2016 release

Current phase: Phase 5: Approved Written by: Collaborative Technical Services Team

Approved by: Collaborative Technical Services Team on 12/12/2014; Revised approved by Technical Services Working Group on 8/15/2016
Last updated: 08/15/2016
Staff Contact: Cassie Schmitt Nature of last update: minor update

Document History: Policy first approved in December 2014 and updated after changes to functionality with August 2016 Alma release.