Knowledge Base

Whether to use API or EDI depends on your library’s workflow. Consider the following:

Who places the orders?

• Do subject specialists select titles, with technical services staff placing the orders?
  → EDI is likely a better fit. Staff can create records, place orders, and process items—all within Alma.

• Do subject specialists both select and place orders for titles themselves?
  → API may be the better choice. Subject specialists can place orders directly in GOBI without needing to learn Alma. Alma automatically creates records and PO lines, and technical services staff can complete the processing.

Who catalogs newly ordered titles?

EDI:

Libraries must choose between two options:

• Create a record manually (usually from OCLC), or

• Purchase records from GOBI

  • Electronic Order Confirmation Records (EOCRs) in MARC format: files of records for titles ordered on GOBI that can contain embedded local order data. These function as brief bib records and require an annual subscription fee.

  • Full MARC records for a fee, depending on record quality.

OCLC-supplied records (manual workflows):

• Acquisitions staff creates a short record → places order → cataloging staff overlays with a full OCLC record later.

• Acquisitions or cataloging staff creates a full record from OCLC → places order → no further cataloging needed.

GOBI-supplied records (automated workflow):

• Alma uses an import profile to harvest records and create PO lines using GOBI-supplied acquisitions data (e.g., price, fund).

• Minimal involvement from acquisitions or cataloging staff.

API:

• Alma automatically creates a brief bibliographic record and PO line when the order is placed in GOBI.

• Cataloging staff usually needs to overlay the brief record with a full OCLC record later.

How quickly do records and orders need to appear in Alma and OneSearch?

EDI:

• Manual record and order entry is performed as staff time permits, which may cause delays in Alma and OneSearch.

OCLC workflows:

• Manual at the beginning—whether creating a short or full record from OCLC.

• Records and orders appear in Alma immediately upon creation. OneSearch reflects that the title is on order as soon as the PO line is sent.

GOBI-supplied records:

• Records and PO lines are imported into Alma via a scheduled job.

• Orders won’t appear in Alma or OneSearch until the next scheduled import job runs.

• This workflow is hands-off but introduces a delay compared to manual ordering.

API:

• Records and orders appear in Alma immediately after submission in GOBI.

• This is the fastest option—ideal for institutions prioritizing speed.

What are the costs associated with EDI and API ordering?

Please check the costs with GOBI. I did my best to interpret them from the attached NYS contract pricing terms.

OLS will not be paying for any of these costs.

EDI:

• Sending orders from Alma to GOBI is free.

• Using GOBI-supplied MARC records may incur a subscription or per-record fee.

• Otherwise, staff must manually download records from OCLC.

API:

• There is an annual subscription fee for GOBI API, but CUNY is currently exempt (per NYS contract).

• The API workflow creates brief bib records. To obtain full MARC records, subscribe to GOBI’s service or download them manually from OCLC.