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    Alma Licensing Model, Data Retainment


    What is the Alma licensing model?

    The subscription model for Alma is based on the following subscription parameters:
    1. Number of Named Users – this means the amount of people requiring login to Alma (this also includes for example students assisting in the library – not just professional staff)
    2. Number of bibliographic titles (including e-books and local authority records)
    3. Number of unique e-journal titles
    4. Number of digital resources metadata - in case the customer elects to manage digital resources metadata in Alma).
    5. Size in GB for digital objects/files – in case the customer elects to store the digital objects in Alma’s cloud storage

    What is included in the Alma subscription?

    Alma is provided through an all-inclusive SaaS subscription that comprises the following functional components:
    • Acquisitions (including serials and license management)
    • Fulfillment (including circulation, resource sharing, reserves, and booking)
    • Metadata Management (including e-resource management)
    • Administration
    • Link Resolution (including an A-Z journal title search which displays in Primo)
    • Knowledgebase (including authority control)
    • Analytics (reporting)
    • Developers Network (including APIs and other integration mechanisms)
    The subscription includes hosting, back-ups, releases, IT maintenance, and traditional application support.

    Is your licensing model role based or staff based?

    One named user (one staff user login) can be assigned multiple roles in different library locations. There are no restrictions regarding the number of “roles” each “user login” can have.

    How is a login reallocated when staff leave the library?

    Ex Libris doesn’t lock the system using “license key” – we audit the system twice a year and measure the number of named users and send a query to the customer in case the actual number of named users in the system is over the subscription limit. In general a named user may be deleted from the system and a new one created without affecting the threshold and without any intervention required by Ex Libris. Audit trail for user logins is available in the system and could be used by the university.

    Are there any cost implications if usage of Alma results in increase in usage of RAM, CPU, etc.?

    Costs are based on subscription parameters. Ex Libris does not charge for RAM/CPU usage. Only increase in required subscription parameters will result in ian ncrease in subscription fees.

    Is there a cost for interfacing with additional products?

    Ex Libris does not charge fee for interfacing Alma with 3rd party products – all interfaces and APIs are included in the standard subscription fee and don’t required a special fee or subscription. Please note that usage of the Alma APIs is governed by governance thresholds to maintain optimum performance and ensure that infrastructure resources are not disproportionately used by a single institution impacting other Alma institutions.

    What is the expected lifespan of Alma?

    Ex Libris develops, implements and supports library management solutions for over 25 years and is recognized as a market leader. Ex Libris has today over 5,500 customers worldwide using our products. Ex Libris Alma is our next generation library management solution and we consider Alma a major and key product in our portfolio and is a key product in the continuous growth of the company.
    As a next generation solution, the product has an active development plan for many years ahead. In addition, looking at Ex Libris’ track record of continuous development and support for our previous ILS generation Aleph and Voyager, customers can be assured of Ex Libris’ plans to invest in Alma and have many years of active developments in our next generation library management solution. As long as a customer is subscribed to Alma, the subscription fee includes support for the solution.

    Digital Resource Management

    What are the licensing requirements for managing digital resources in Alma?

    See: Licensing Requirements in Digital Resource Management.

    Data retainment

    What is done with a customer's data if a subscription is terminated?

    The customer is in full control of the data stored through the SaaS service and has responsibility to determine the retention scheme for the customer data. The Ex Libris contract specifies that customer data will be available in industry-standard format for download upon termination or completion of the service (free of charge). The customer will have 30 days to download the data before Ex Libris will delete it. Upon request, Ex Libris will provide certification that the data deletion contract has ended, and that customer data is deleted permanently within the Ex Libris environment.

    In what format would a customer get its data back when a subscription is terminated?

    The Ex Libris contract specifies that customer data will be available in industry-standard format for download upon termination or completion of the service (free of charge).  The customer will have 30 days to download the data before Ex Libris will delete it.

    Would the customer be able to extract and retain copies of data that originated in the CZ?

    Data in the Community Zone is offered to all Alma customers with no restrictions on its use or reuse.  All Alma users may export any or all bibliographic records linked to their inventory whether in the Community Zone or local catalogs. Ex Libris makes no claims of ownership on these records.

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