Suppress bib record when no active portfolios/services
If a record has zero active services, it should be automatically suppressed in Primo. When we choose to use the CDI records for a collection instead of the CZ records, there is a button to "change to CDI-only full text activation." This suppresses the service, but it does not suppress the bib records. We have to manually run a job on each collection to also suppress the bib records. Most of the time this is fine (even though it's an extra step), but if some of the CZ bib records overlap with other collections, we don't necessarily want to suppress them all. We only want to suppress the ones with no services.
There is a SuppressBibWithSuppressedHol setting which means that if all physical holdings in a bib record are suppressed, the bib record itself suppressed. I'd love to see something similar for e-resources, i.e. SuppressBibwithSuppressedServices.
Jacqueline Carrell
shared this idea
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Matthew Goddard
commented
Please note that it is possible to include only records with active electronic inventory in the Primo search index, by using a Custom Local Data Scope with the condition “ Inventory –- Available electronic -– Exists”. More detailed instructions were shared by Kirsti Thomas on the Alma listserv on March 13, 2024.
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Jacqueline Carrell
commented
Another use case for this - we delete the portfolio and forget to delete the bib record. So, the bib record ends up floating out in Primo for the world to see with no links attached...unless we catch it or someone reports it or we periodically run a search to find these stray bibs and delete them. It would be nice if they just automatically suppressed out of Primo.
Greta's comment reminded me of another use case - We cancel a subscription to a journal and deactivate the portfolio. We don't delete it because there is an order attached. That portfolio is attached to a CZ record with other active portfolios, so we don't suppress the bib. Later on, unbeknownst to us, those other active portfolios are automatically deleted from the CZ because the titles were removed from the collection. Makes perfect sense, but now our deactivated portfolio (that we want to keep for historical purposes or because we might reorder one day) is sitting on a bib record with zero active links. And that bib record is still being published to Primo.
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Greta Heng commented
We are wondering if we can schedule a suppress bib job for expired e-portfolios or have something similar run on the backend?
Streaming videos in Swank and Kanopy collections usually expire in 2 years and we put that into both the coverage data field and the available dates field. However, the expired titles can still be found in Primo unless we suppress the bib. We hope to use a logic set to find the expired titles and schedule the suppress bib job for the set monthly. We don't want to remove the bibs as we may re-purchase those videos in the future.