How-To: Adding the Kanopy BASE Collection

Last updated: September 11, 2026.

Introduction

Several I-Share libraries have subscribed to the Kanopy BASE ("Bundled Academic Subscription for Education") package of streaming video titles through CARLI. To help libraries manage this content in their Alma institution zones, CARLI has developed an import profile and workflow for libraries to manage collection updates.

Why is this Workflow Needed?

Normally, CARLI would use the Network Zone to manage electronic collections to which many I-Share libraries subscribe. However, the vendor provides institution-specific URLs in MARC records that are not as easy to manage from the Network Zone. 

The setup and workflow outlined here will allow members to efficiently manage this electronic collection in their institution zones. This workflow may also be used as a model for other electronic collections, though settings for other collections may differ depending on the source of MARC records and the desired outcomes.

The Alma Community Zone now includes a Kanopy BASE US Collection (Collection ID 61641748650000041) that may be activated from the CZ and configured with the institution's id as a parameter, CUST_ID. Libraries may choose to activate this collection instead of creating a local collection as described below, but continue to import records for the resources to that collection. 

Alma Roles Required

The following roles are required to complete different steps of this process. Different staff at your institution may cooperate on this workflow depending on roles and responsibilities.

• Setup of Electronic Collection: Electronic Inventory Operator
• Copy and Setup of Import Profile: Catalog Administrator or Acquisition Administrator
• Running Import Profile: Catalog Manager, Repository Manager, Catalog Administrator, Repository Administrator

About Kanopy MARC Records

Kanopy MARC records may or may not include OCLC record numbers. As a result, the import profile must rely on different match methods to find matching records in the NZ and to prevent creation of duplicates. Kanopy records all contain a unique record identifier in the MARC 001 field, which matches the title ID number found in the URL. Kanopy records also include a cataloging agency code, CaSfKAN, in the MARC 003 field. On import, Alma concatenates these data into an 035 field that is then used to detect matches elsewhere.

These values will be used in the Match Methods tab below. Use Match Method 035 (Other System Identifier) Match Method for both serial and non-serial methods, then enter the System Identifier Prefix as (CaSfKAN) for each row. Note: Failing to include this identifier prefix will cause duplicate records to be imported.

Configuration and Collection Setup

Create a Normalization Rule to Create Inventory

To create portfolios with institution-specific URLs, a normalization rule for inventory is needed to copy data in the incoming record rather than in a matched record. Create a local rule to map the 856 field to the 956 field as IZ 856 to 956 for Inventory. This process is described in How-To: Normalization Rule for Importing Electronic Portfolios.

When the rule is created and process added in configuration, return to this document. If this rule has already been created for other collections, you may skip this section.

Create a Local Collection for Portfolios

Institutions will need to create a local collection for their own inventory. The following steps identify the minimum elements needed to create a collection. Library staff may add other details, such as proxy settings (at the service level) or notes, at a later time by searching for the collection by electronic collection name or electronic collection ID. 

1. On the main menu, go to Resources > Create Inventory > Add Local Electronic Collection.
2. Enter a Public Name for the collection that will distinguish the contents of the collection for staff. E.g., "Kanopy BASE"
3. Select a Collection Type of Selective package, and a Service Type of Full Text. 
4. Click Save and Continue.
   
5. Alma should display a message that the electronic collection has been created, and the screen will refresh to the electronic service editor page within the collection. 
6. On the Electronic Service Editor, Activation tab, select an Service Activation Status of Available. Optionally, you may add an Active from Date to indicate when access to the collection should begin, or you may leave this field empty.
   
7. Click the Linking tab, for URL type, select Parser Parameters, then enter a Parser of BULK::Bulk. 
   
8. Click Save. This will save and activate the full text service, and return you to the collection editor.
9. Click Save.
   

For reference to other settings on collection fields, see Ex Libris Managing Electronic Resources.

Create an Import Profile

Import profiles may be used to add or update bibliographic records in either the IZ or the NZ, and then create portfolios in a local collection in the IZ. CARLI recommends creating an import profile that uses the NZ, as this takes advantage of existing metadata and normalization processes for these records.  

CARLI has previously shared an import profile template from the network zone named "Kanopy BASE ECollection (CARLI Template)." This template may be copied into the IZ and modified. Note that the template does not include all settings described below, so you must make sure to include these settings as instructed.

Note: The profile editor includes a Save Draft button; clicking this button saves your work, sets the import profile status to Inactive, and returns you to the import profiles list.

1. On the main menu, go to Resources > Import > Manage Import Profiles.
2. Click Add New Profile.
3. Select a Profile Type of Repository, then click Next.
4. Edit the Profile Details tab as below:
   • Use Network Zone: Checked
   • Profile Name: Kanopy BASE bibs to NZ, portfolios to IZ
   • Description: Import Kanopy bib records and portfolios to Kanopy BASE colllection (collection ID); bibs to NZ, portfolios to IZ; profile allows deletion.
   • Originating System of Kanopy
   • Import Protocol: Upload File/s
   • Physical Source Format: Binary
   • Encoding Format: UTF-8
   • Source Format: MARC21 Bibliographic
   • Status: Active
   • The Profile Details tab should appear like the image below before continuing; click Next when ready.
     
5. Select the Normalization & Validation tab. For Correct the data for matching and cataloging using, select the Move 856 to 956 rule. For Change the data for PO line and inventory using, select the Copy 856 to 956 for Inventory Creation rule.
   • Edit the Normalization & Validation tab.
     • Filter out the data using: leave blank
     • Correct the data for matching and cataloging using: CARLI eRead Palace Bibs (Note: this option will not appear if Use Network Zone was not checked above.)
     • Change the data for PO line and inventory using: Copy 856 to 956 for Inventory Import
       
     • Handle invalid data using: MarcXML Bib Import
     • Skip records with validation issues: Checked
     • Import local extensions: No
     • Click Next when ready.
6. Edit the Match Profile information. Important: Make sure this information is added correctly to avoid creating duplicate bibliographic records.
   • Match by Serial/Non Serial: No
   • Match Method: 035 (Other System Identifier) Match Method
   • System Identifier Prefix: (CaSfKAN)
     
7. Edit the Match Actions information. 
   • Handling Method: Automatic
   • Upon Match: Merge
   • Disregard matches for bibliographic CZ linked records: checked
   • Single match - match only record with the same inventory type: checked
   • Match on title type: unchecked
   • Merge method: NZ Import Profile Overlay all fields but local
   • Allow bibliographic record deletion: checked
   • Do not override/merge with a lower brief version: unchecked
   • Do not override Originating System: unchecked
   • Community Zone linked records handling: Unlink record from Community Zone and create a local record
   • Do not override/merge record with an older version: Disabled
     
8. Edit Automatic Multi-match settings. Multi-matches on Palace Project record ids is not expected, but default actions may be selected to ensure that portfolios are created. Multi-matches may not be merged using an IZ import profile.
   • Disregard matches for bibliographic CZ linked records: checked
   • Disregard invalid/canceled system control number identifiers: unchecked
   • Prefer record with the same inventory type (electronic/physical): checked
   • Match on title type: unchecked
   • Choose a conclusive action in case the above selected criteria result in multiple records: checked
   • Use record with latest created date: checked. (Note: If matched records have identical created dates, no import will occur.)
     
9. Edit the No Match setting.
   • Upon No Match: Add to NZ. 
   • Click Next.
10. No changes are needed to the Management Tags information. Click Next.
11. Edit the Inventory Information settings. Change the Inventory Operations value to Electronic. Then add values to get data from the MARC record that creates or updates portfolios in the local collection.
    • Delete/deactivate portfolios: checked (Note: This cannot be modified until selecting Part of an electronic collection.)
    • Use Community Zone portfolios: unchecked
    • Portfolio Type: Part of an Electronic Collection
    • Electronic Collection: your electronic collection name
      • After typing some of the name, the box may automatically match to available collections. Select the collection name from the list.
      • Alternatively, click the stack button to open a search screen for electronic collections. Search for and select the collection from the results.
      • After selecting the collection, you should see the collection name and a Service of Full Text.
    • Service: Full Text
    • Material Type to Book
    • Multiple portfolios: checked
    • Create inventory only for new bibliographic records: unchecked
      
12. Change Extract portfolio information from field to 956. Then modify the mapping fields below.
    • Extract access URL from field-subfield: u
    • Indicators to skip: 4#,41,42,43
    • Other rows may be left empty, or you may apply default text that would be added to each portfolio. (Note: If using identical text, the Service level notes may be more suitable.)
    • Activate resource: checked
      
13. Click Save.
14. When back on the import profiles screen, Locate your new import profile, and double check that the status is Active. If the import profile is not Active, click the ... button then Edit, and modify the status.

CARLI staff recommend performing test loads with the profile using small import files of 10 or fewer records before beginning full imports. After running a test load, review the reports available from the monitor and view imports screen, and examine the records in Alma and Primo VE searches. If you are satisfied with the outcomes, run the import profile again using the full collection of MARC records.

Updating the Kanopy Collection

Kanopy provides a collection management site where institutions may find and download MARC records. The library's site administrator must login to the site, then go to the MARC records page for their institution. Record files may be downloaded to your workstation, then uploaded to Alma using the import profile created above.

Download MARC Records from Kanopy

1. Log in to your Kanopy admin account.
2. From your Dashboard, select the MARC Records tab.
   
3. Under "Download subscription MARC records" at the bottom of the page, you'll see a list of your active subscriptions.
   
4. Click a subscription name to download all MARC records for Kanopy Base.
5. It may take a few minutes to prepare the download of around 9,000 bibliographic records. When the records are ready, click Download file in the popup. 

The records should be downloaded in a compressed .zip file. If you plan to review the file in MarcEdit or another tool, you should extract the .mrc files for use.

Run the Import Profile

Perform a test load using the import profile and a small subset of records that you have downloaded, between 5 and 10 records is usually sufficient. MarcEdit provides a function to select some records from a file and extract them to another file.

1. On the main menu, go to Resources > Import > Import.
2. Locate the Kanopy BASE import profile in the institution tab. Use the filter box to search by Profile Description or Profile Name.
3. On the Kanopy BASE row, click the … menu button, then select Run.
   
4. Click Select File, then click the folder button next to File. Browse your computer for the file of test records, and click Open in the browse dialog.
   NOTE: By the profile settings, this file should be a "binary" MARC record file. Alma accepts files with a ".mrc" extension. Alma will also accept the MARC records in the ".zip" file as well. Alma will not process a ".mrk" file.
   NOTE: Ex Libris recommends that files uploaded should be 10 MB or less in size. This is roughly equivalent to 10,000 MARC records. Alma will support uploads of larger files, but response time may be slow while files are converted to XML. Alma will present an error if the maximum file size is reached.
5. With the file selected, optionally enter a label (to help document what this load contained) and/or notes (e.g., number of records in the load, other details, etc.)
   
6. Click Add. Alma will process the MARC file into one or more MARCXML files. For large files, Alma may require a minute or so to convert all the records into smaller XML files. 
7. On the Start New Import screen, click Submit.
8. The import will be queued and then run. A pop-up message will appear to identify the job id. You may click Refresh to watch the progress, or you may move on to other tasks. Alma will send an email when the import completes. Note: This screen may be accessed later using Resources > Import > Monitor and View Imports.
9. When the job is done, click Refresh, then click the … menu button for the job you ran. Then select Report to view the results.
   

After running the test load, review the reports available from the monitor and view imports screen, and examine the records in Alma and Primo VE searches. If you are satisfied with the outcomes, run the import profile again using the full collection of MARC records.

Reference: Ex Libris, Importing Records Using an Import Profile.

Ongoing Workflow

A best practice for processing updates of records in collections is to handle deletions first, then handle any additions and updates. The import profile that you have configured includes the ability to handle both deletions and additions.

You may expect that titles in the Kanopy BASE collection will be updated quarterly. On a regular basis, you should connect to the Kanopy MARC records site as documented above, and download sets of records. Ideally, separate deleted titles from new and updated titles, if that's an option available on the site.

The Kanopy import profile will delete records--both the portfolio and the bibliographic record--if the MARC record for a title contains a "d" in position 5 of the MARC record leader. So far, Kanopy downloads for deletions include this setting. It is a good practice to review records in MarcEdit or similar tool to verify that records are set accordingly. 

Run the import profile as documented in Run the Import Profile above using the file of deletions. When the import job completes, review the results to check the number of deletions that occurred. It is possible that the deletions file may contain some records that didn't match any records in your IZ; these may be records that might have been added in prior updates that were skipped in the past.

After reviewing the outcome of deletions, run the import profile as documented in Run the Import Profile above a using the file of new and updated records. When the job completes, review the results to check the records added. It is possible that bibliographic records may be skipped, but that the portfolios will be added as expected. Watch out for any records that were not loaded at all. These records may need manual resolution.