The process of enabling access to e-resources for patrons. Includes confirming that the library has access to the resource and setting up technical information so that patrons have access. See Activating Electronic Resources.
A type of electronic collection that includes all titles (as opposed to a selective package, which includes only some of the collection’s titles). See Adding a Local Electronic Collection.
All titles (search)
When searching "All titles," that really means "All records," i.e. you're searching all indexed fields in all records, so you can enter an ISBN or other metdata in that basic search box.
The total amount of money initially available for the fund. This amount doesn't change when expenditures are made or encumbrances assigned to the fund; the available balance changes. You can increase a fund's allocated balance by adding money to the fund. See Fund Transaction Terminology.
Alma component that responds to external requests with a menu of physical, electronic, and digital services. For physical resources, requests are offered; for electronic resources, context-sensitive links are provided; for digital resources, direct links to the digital object are provided. The Alma Link Resolver responds to OpenURL requests as well as requests from systems such as Primo.
For more information, see the training video Alma Link Resolver.
An Alma tool for viewing digital representation files. See The Alma Viewer.
Electronic resource that can be accessed via Alma Link Resolver.
The money that is available for use in an allocated fund. [Available balance] = [allocated balance] - [(encumbrances - disencumbrances)] - [expenditures]. See Fund Transaction Terminology.
Bibliographic Material Type
One of seven predefined formats for a bibliographic record as defined by Library of Congress and referred to at www.loc.gov/marc/bibliographic/bd008.html: Books (BK), Computer Files (CF), Maps (MP), Music (MU), Continuing Resources (CR), Visual Materials (VM), and Mixed Materials (MX). For additional information see table "Scope of Bibliographic Format" at Material Types in Search Results. This field is significantly more general that the more specific Bibliographic Resource Type.
A bibliographic record is an entry in the library catalog, which represents and describes a specific resource.
Bibliographic Resource Type
One of several descriptions of the bibliographic record as defined by a combination of fields, predominantly being the LDR and 008. This field is significantly more specific than the Bibliographic Material type, thereby allowing the Alma staff user to search or facet in a more precise manner. For additional information see The Resource Type Field .
A physical book which is referred to as monographic (any nonserial publication) represents a bibliographic unit that is physically attached to or contained in another unit such that the retrieval of the component part is dependent on the identification and location of the host item or container. Book can also be provided as an electronic book which can be referred to as eBook.
A resource sharing request placed by local patron and fulfilled by another institution’s resource. Otherwise known as a resource sharing outgoing request. See Requests in Alma.
A record's brief level (1 to 10) reflects the amount and quality of bibliographic information. A brief record is one that Alma considers to have a less than ideal amount of information. Level 10, intuitively enough, indicates the most complete records – the LEAST brief. See also: Brief record.
Users can define rules that set the brief level of a record based on how much information is present in certain fields of the record. A lower number is more brief; a brief level of 10 is a full record. In addition, an administrator can set the brief level threshold from 0 to 9; any record whose brief level is below the threshold is considered to be brief. See also: Brief level.
Bursar Transaction ID
A unique ID sent to the bursar system together with fines and fees, in order to enable the bursar system to let Alma know when a fine or fee is paid. See Configuring Transaction IDs.
The money that is currently in the fund/ledger. [Cash balance] = [allocated balance] - [expenditures]. Does not count encumbrances or disencumbrances. See Fund Transaction Terminology.
The record repository of information in Alma. The catalog contains all descriptive metadata managed by a library, institution, consortium, or community.
The Institution Catalog contains the institution's local records. The Community Catalog contains records provided to all institutions, by Ex Libris or community-contributed. The Network Catalog contains records centrally-managed in a Network Zone.
CDI is a central discovery index – leveraging existing assets - that supports both Summon and Primo and delivers enhanced discovery, streamlines library management, and provides operational efficiencies.
An item that a student should read or watch in a course. Otherwise known as "reading list citation".
A citation is an element of a reading list. A citation can be a library resource, such as an item in the repository, a URL, an uploaded PDF, or nearly anything else. See Managing Citations.
The delivery of software and storage of data at a location (a server) remote from the physical location of the library, accessed using the internet. Alma is a cloud computing based service.
An Alma feature for configuring a list of items, typically so that they can appear in a drop-down list elsewhere in Alma. See Code Tables.
The overarching concept for all types of collaboration (for example, cataloging, acquisitions, fulfillment) between multiple institutions. In Alma, collaboration may include resource sharing, a fulfillment network, and/or the implementation of a Network Zone.
An Alma catalog entity (top level collection or sub-collection) that groups any number and type of resources together, allowing for enhanced organization of mixed-type materials based on topic-based hierarchical structures. See Managing Collections.
Metadata records stored in the Community Zone, which are updated as required by Ex Libris or by contributions from the community. Inventory records can link to these records; alternatively, the current versions of these records can be copied to the institution and maintained locally. See Introduction to Alma Inventory
Ex Libris maintained resources available to all Alma institutions. Incorporates the Knowledge Base, the Community Catalog, and Global Authority Files. Can be accessed by any institution that is part of Alma for cataloging purposes. See Introduction to Alma Inventory
Includes both standing orders and serial orders. See Subscription.
The institution that manages its own sandbox, or its own sandbox and the sandboxes of other institutions. See Alma Sandbox Environments.
Controlled Vocabulary (CV)
A list of acceptable values for a subfield in the Metadata Editor. For example, a controlled vocabulary offers options when selecting Library of Congress subject headings. See Configuring Controlled Vocabulary Registry.
An area in the library where dedicated physical inventory actions take place, such as receiving acquired physical material and digitizing physical material. See Configuring Departments.
The Deposit feature allows patrons to submit digital content to Alma to be added to the repository. For more information, see Deposit.
Descriptive Metadata, which appears in records in the Metadata management system (MMS).
Request to receive an item in digital format, typically as a scanned digital file, a.k.a ‘document delivery’.
A file or group of files with metadata that exists on a local network, a server, or in the cloud. It may include, among other possible formats, streaming media, e-books, video, or images. Digital resource files can be stored and managed externally, but the metadata is managed by Alma. The resource generally requires a viewer on the user’s machine.
An industry-wide, standardized solution developed by the Digital Library Federation. DLF ERMI handles the specifications and tools needed for managing the license agreements, related administrative information, and internal processes associated with collections of licensed electronic resources.
Licensed material to which the institution subscribes and gets activated/de-activated.
A collection of electronic resources that can contain packages (which include electronic portfolios) or databases (which include URLs). See Managing Electronic Collections. Electronic collections are bundled together in a vendor interface. Also see Package.
A record with vendor-supplied fields that describe the library’s purchase order for a resource (known as "embedded order confirmation record" by some vendors). Alma imports the EOD record, enters the description into the MMS, and turns the embedded order information into a PO line.
A notation in a fund that a certain amount of the current cash balance is allocated to an impending purchase. Typically created as a result of a PO line. Encumbrances are canceled by disencumbrances (of the same amount) and typically replaced with expenditures (of the same amount). See Fund Transaction Terminology.
MARC files from vendors with embedded order information. In Alma, they be used to create bibliographic records, holdings records, item records, an d PO lines
The workflow to decide whether to purchase an electronic resource. One evaluation instance is a trial. See Evaluations and Trials.
An action that involves at least one entity or agent in the system. Used for audit trail purposes, you can view events associated with a job on the Running and History tabs of the Monitor Jobs page, as well as in Analytics. See Viewing Completed Jobs and the Events subject area in Analytics.
An institution’s existing data management system that Alma may use as a source or target for information. Examples are a student information system or an ERP (enterprise resource planning system such as PeopleSoft). See Integrations with External Systems.
Extract, Transform, and Load (ETL)
A process that extracts data from the operational database and builds the Analytics data warehouse. See Data Privacy FAQs.
The process by which patrons borrow and return physical resources, or access electronic or digital resources. See Introduction to Fulfillment.
A group of institutions that allow directly requesting hold and digitization requests from one another. Patrons of any institution can directly place requests of any type on items of any other institution in the network.
Budgets for funding acquisitions. Funds are aggregated in a ledger. An allocated fund represents an actual budget. A summary fund is a collection of related or similar funds. See Fund Transaction Terminology.
Three levels of funds (broad to narrow) - ledger, summary funds, and allocated funds. Allocated funds have the actual money attached and are used for ordering.
The General Publishing process provides the ability of Publishing bibliographic, authority and holdings records to third-party systems.
A group of campuses/libraries managed together, the basic unit managed using a single Alma installation. Multiple institutions can share services and management tasks using a collaborative network. For example, a university may be an Institution consisting of a main library, a science library, a business library, and several specialized libraries. See Configuring the Institution and Its Libraries.
The Institution Catalog contains the institution's local records. The Community Catalog contains records provided to all institutions, by Ex Libris or community-contributed. The Network Catalog contains records centrally-managed in a Network Zone.
The area of the Metadata Management System comprising local institutional data such as locally managed bibliographic records, locally activated electronic portfolios, and local physical holdings. See Introduction to Alma Inventory.
A mechanism for integrating the import and export processes between Alma and an external system. See External Systems.
The resources that are owned or licensed by or associated with a particular library, institution, or consortium. Incudes physical holdings and items, electronic portfolios, digital representations, and deposits. All descriptive bibliographic metadata resides in the repository and can be edited using the Metadata Management System (MMS). See the Introduction to Alma Inventory.
The inventory level of a resource for fulfillment and usage. Items may include bar codes and other identification details. See Introduction to Alma Inventory.
A group of objects whose set members are determined at the time the set is saved. The set is created after searching for items using a search query, but there is no stored relation between the set members and the query from which they were derived. The data in this set is static. See also Logical set.
A collection of funds, either summary funds or allocated funds. Ledgers have a fiscal period (they are relevant for a certain period of time, such as a fiscal year) which is inherited by the funds. See Managing Funds and Ledgers.
The basic level in the hierarchical structure of management within Alma, which is collaborative network, institution, campus, and library. A library can have departments that handled work orders, as well as locations and circulation desks that are well-known to the library patrons.
Materials managed at your local institutions. See catalog.
A portfolio that exists in the Institution Zone. See Portfolio.
Linked copy of Community Zone electronic resource in the Institution Zone, resource.
Creating a local copy of something, such as an electronic resource. The item is copied from the Community Zone to the Institution Zone. For electronic resources, this is typically done before or while activating the resource. See Activating Electronic Resources.
The automatic process of identifying potential resource sharing lenders that own the resource being requested.
A physical place where items are stored (for example, a shelving location). See Physical Locations.
The main menu is used to navigate in Alma. It is also referred to as the navigation bar. The main menu is comprised of main entries, categories and menu entries.
The record's brief level, as well as fields that determine whether to publish records to a discovery system or export the record. Publish and export fields can be set during record import or from within the Metadata editor. See Navigating the MD Editor Page.
An Alma feature for configuring settings for a list of items, such as customer parameters. See Mapping Tables.
Alma supports MARC21 records (a North American standard), and can also support alternate MARC formats such as CNMARC (a Chinese standard), UNIMARC (a European standard), and KORMARC (A Korean standard).
Defined methods Alma uses to identify duplicate records during a record import. When a record is loaded, Alma attempts to find a similar record based on the enabled match method. See Match Methods - Explanations and Examples.
The type of material, such as a book or electronic journal collection, from which an item takes its form. Note that the material type does not control the PO line workflow and can be modified when creating/editing a PO line. Unless hidden, an item's material type appears in Primo’s Get It/Details tabs. Material types are system-defined, but they can be enabled or disabled and their labels can be configured. See Configuring Physical Item Material Type Descriptions.
An institution that is part of a collaborative network. For example, one of the institutions implementing a shared Network Zone.
The interfaces, functions, and data that define institutional systems and allow them to manipulate their descriptive metadata. The MMS includes a Community Zone and an Institution Zone. See Introduction to Alma Inventory.
Metadata Management System ID (MMS ID)
The record ID number. The MMS ID can be 8 to 19 digits long (with the first two digits referring to the record type and the last four digits referring to a unique identifier for the institution). See Record Numbers and Exporting Metadata for more information.
A management tool used by a collaborative network to centrally manage certain features, such as configuration tables, licenses, and records. A virtual institution (also called the Network Zone) is used as the management interface and central repository and catalog. See Managing Multiple Institutions Using a Network Zone.
Titles that are used for a course’s reading list, with no link to an Alma repository item. These are typically faculty resources that are not part of the institution’s inventory, such as an article at an external website. See Adding Citations to a Reading List.
A set of rules that can be built and applied to bibliographic records in order to enhance the record. These rules may add fields, remove fields, or make changes to fields. The rules can be applied to an individual record during bulk import and as part of the global update process. See Working with Normalization Rules.
An order for a one-time resource, for example, a book, a print journal, and a one-time electronic book. See Single order.
A type of Uniform Resource Locator (URL) that contains the address of an OpenURL Web site combined with the item's identification. The Alma Link Resolver responds to OpenURL requests and directs the patron to the resource. For more information, see http://www.exlibrisgroup.com/category/sfxopenurl.
Operational Record (OPR)
An internal record, processed from MarcXML, used for different purposes, for example, for the Bibliographic Details table in Analytics. This is a normalized mapping from the different MARC formats to align them into one operational record to ease the development.
An institution or library. Also, a library which can be configured for fulfillment and which controls the fulfillment unit collections under its control. An organizational unit may have staff users, a physical (billing) address, departments, a circulation desk, funds, and other objects associated with it. See Library.
A back-end Web component that facilitates user authentication and signing in to the system. PDS is part of the standard calling application package, but it is a distinct and separate component. It does not have a user database of its own. It works with the institution’s authentication server(s) and user database(s), such as an LDAP directory service. See Alma and Patron Directory Services.
Periodical is a broad term, meaning anything that is published periodically. It could be newspapers, magazines, newsletters or journals. See Journal and Serial.
The top section of Alma is called the Persistent Menu. This section is always available through all Alma screens. It contains the institution logo, Persistence Search box and Action menu.
Persistent search box
A search box consisting of various search options. The persistent search box is always available from the top middle of any Alma page. See Searching in Alma.
"Physical" refers to anything with a holding/item, including "Print" items (print books, print journals). Note you can have a holding without an item but not an item without a holding.
Request to receive an item in physical format, i.e. as a physical book.
Physical titles (search)
"Physical titles" will search all indexed fields from records with "physical" inventory
Alma system number for an inventory entity. It can be used, for example, by the Portfolio Loader for matching purposes. The PID can be 8 to 19 digits long. See Configuring Search Indexes.
PubMed identifier. See more information about PubMed.
PO (purchase order)
A group of PO lines sent to a single vendor. Otherwise known as an order. Sending a PO is known as ordering. For more information, see Purchasing Workflow.
PO (purchase order) line
A Purchase order line is an entity that is set to record in the system an order to acquire a resource. There are various types of Purchase Order Lines in the system for various types of materials (physical, electronic, digital and more). For more information, see Purchasing Workflow.
Electronic resource (inventory) that maintains the specific coverage (local or global), services, and link information relevant for a particular electronic title that may also be part of an electronic collection. It may include administrative/access information. See Managing Local Portfolios and Managing Electronic Resources for more information.
Ex Libris' discovery system for patrons. A single search interface that provides a gateway to a wealth of scholarly content, including print, electronic and digital collections. See here for more information on Primo. See here for information on Primo VE.
Primo Central Index
Primo's central database. A mega-aggregation of hundreds of millions of scholarly e-resources of global and regional importance. These include journal articles, e-books, reviews, legal documents and more that are harvested from primary and secondary publishers and aggregators, and from open-access repositories. See here for more information.
Permissions to perform certain actions in Alma, or to access specific pages, fields, or options in Alma. A user role is defined by the privileges that it grants the user. See Managing User Roles.
The process of accepting physical items shipped to the library by vendors. See Receiving Material.
In Alma, receiving physical material is organized within receiving departments. A user must be at a certain Receiving department to be able to receive the orders associated with that department. Select the receiving department with the location icon or drop-down list (one or the other based on your setting) on the persistent menu bar. The current location is listed there. In the drop-down list, make sure that the Always Show Current Location box is selected. In some cases, the receiving department corresponds to the PO line owner.
A text note intended for the receiver (receiving operator).
A discrete, manageable entity in Alma. Examples include repository records (bibliographic records, authority records), inventory (physical items, electronic portfolios, digital representations, deposits), PO lines, users, reading lists, vendors, and so forth. Does not included stored configuration information, such as your configured code and mapping table information, your institution's logo and IP information, and other institution-specific information stored in the Alma database.
An Alma list that displays a list of Alma records. See Record Lists.
Alma releases include new features and functionality, and also fixes and improvements (performance improvements, etc.). Release Updates include only fixes and improvements in the software, but do not include any new features. Release updates are provided one week after the main release.
An off-site storage facility. A location that is used to store physical library materials at a distance from the library. Remote storage facilities can be shared by a number of institutions and managed by a system other than the institution's library system. See Requests to Remote Storage Facilities.
An attribute of a PO line or invoice line that codes a type of material within the ledger and fund system. For example: monograph, e-journal. This allows reporting on funds by attributes other than the funds hierarchy. See Configuring Reporting Codes.
All information that Alma has about library material, including inventory, such as physical titles and items, electronic titles, electronic collections and electronic portfolios, digital titles and representations, deposits, management collections, and authorities. The repository title record (located via an All titles, Physical titles, Electronic titles, or Digital titles search) is the bibliographic record for the title (that can be edited in the MD Editor using one of the cataloging standards such as MARC 21). The repository includes titles for which your institution may not have any inventory, as well as your institution's normalization, merge, and indication rules. All descriptive metadata can be edited using the Metadata Management System (MMS).
The digital record level under the bibliographic record level. This level acts as a container for the digital files. Multiple representations can be attached to the bibliographic record. One representation can be the master copy and another a derivative copy and can differ in format, resolution, or size. See Managing Digital Resources.
Access rights policies defining who can access digital resources and to which extent.
A resource request (or just "request") is for the acquisition, manipulation, movement, or processing of inventory. An external request, such as an OpenURL request, is a request to locate a resource originating external to Alma, such as a request from Primo.
A request to make a library resource available at a specific location for a specific purpose. The resource request may be triggered by a patron-initiated request or by an internal library work order request.
Resource sharing enables a request by a patron in one institution fulfilled by another institution. The fulfillment of the request is invisible to the patron: the patron requests and returns the item to the patron's local institution. See Resource Sharing Workflow.
Resource sharing partner
An institution or a distinct external ILL system that participates in a resource sharing process, either as borrower or as lender. See Resource Sharing Partners.
A search type is based on an entity (see Record) which is discrete, managed and searchable in Alma staff search. Examples include repository records (bibliographic records, authority records), inventory (physical items, electronic portfolios, digital representations, deposits), PO lines, users, reading lists, vendors, and so forth. See User Roles for Search Types.
A type of electronic collection that includes only some of the collection’s titles (as opposed to an aggregator package, which includes all of the e-collection’s titles). See Adding a Local Electronic Collection.
A resource that can be purchased by a library, with or without inventory. For example, a library might purchase access to a particular website as a service. See Manually Creating a PO Line.
A group of items or a saved search query. A set is created so that multiple items can be worked on by a job. See Managing Search Queries and Sets. A set is either logical or itemized.
The resource sharing lender action of sending a requested resource to the requesting borrower library. The resource may be a physical resource that is physically sent, or a document that is sent digitally (as a link or as a digital file).
The library expenses for fulfilling a request, either as a borrower or as a lender.
A single order, also known as "One time order" is a type of Purchase Order Line which is set to record an order to acquire a single purchase from a vendor, when the material/s arrive, the order is complete.
A protocol from 3M that provides a standard interface between a library’s automated circulation system and library automation devices. See Configuring SIP2 Bin Configuration.
Staff search is the general ability of library staff using Alma for searching all Search Types. Another known capability is the patron search which is referring to the ability of a patron to search in other systems than Alma.
An individual who has permission to work in Alma. Also known simply as a user. See Managing Users.
The action of depositing digital material to Alma, either by staff, automated jobs or end users.
A subscription, also known as "Continuous order" is a type of Purchase Order Line that is set to record an order to acquire multiple items over a defined period of time (journals for example), when the material/s arrive, the order will "wait" for the next resource in the sequence to arrive. The order will be complete once the subscription date defined on the order will arrive.
Funds that are used for aggregate reporting on the subordinate (child) funds. Summary funds can contain other summary funds or allocated funds. Summary funds are not used for ordering or invoicing. See Managing Funds and Ledgers.
The lending library that fulfills the request, either in physical form or in digital form.
Tax, also known as VAT, is a compulsory financial charge associated to invoices. Invoices can have the tax associated to it in 3 main ways:
Inclusive: The invoice total amount includes VAT.
Exclusive: VAT is added above the invoice total amount.
Line Exclusive: The invoice's total amount includes VAT (similar to Inclusive), but the VAT amount is calculated outside of the invoice lines' total value and is not factored into the individual invoice lines.
The privileges that a user has to work on Alma. A user's roles (actually, the roles' privileges) determine a user's access to certain pages, fields, options and areas on certain pages, as well as the ability to run certain jobs and processes. A user role may have a specific scope, related to a specific library. See Managing User Roles.
In general, people use user interface (UI) design and user experience (UX) design interchangeably. However UI is part of the broader term of UX. UX include the following criteria a UI should address: Useful, Usable, Desirable, Findable, Accessible, Credible, Valuable. See User Experience Design (semanticstudios.com)
The supplier of physical or electronic goods or services. For physical goods, the vendor is a material supplier. For electronic goods or services, the vendor is the access provider, or there may be a third-party access provider. See Managing Vendors.
A subset of the vendor; may contain business rules for specific types of data. For example, a rush account may contain contacts and instructions on how to handle this material. See Managing Vendors.
The supplier of physical or electronic goods or services. For physical goods, the vendor is a material supplier. For electronic goods or services, the vendor is the access provider or a third-party access provider.
A collection of electronic collections offered by a vendor. A vendor interface is also known as a platform. See Managing Vendors.
A service delivering digital content to end users, displaying digital files, metadata, copyright statement and more.
A specified list of terms developed by creators of catalogs and databases to ensure precise and comprehensive searching. The terms may vary from database to database. See Configuring Controlled Vocabulary Registry.
A small visual link found on the dashboard, which can be controlled by the operator. Examples include reports for graphs suitable for your area of interest, or access to a calendar, local weather, or a link to notifications. See Managing Widgets.
An internal library request to route physical materials for internal processing. A work order sends an item to a work order department (marking it as not available on the shelf), where it can be managed according to internal statuses. Both departments and statuses are configurable and can be used to manage tasks according to a library’s local needs. See Managing Requests and Work Orders.
A client–server protocol for searching and retrieving information from remote computer databases. See Z39.50 Search.