| Bibliographic Record Policies | Description | Status |
|---|
Bibliographic Utility | Requires use of OCLC as the common bibliographic utility to ensure that the records of CSU libraries can be merged and maintained with greater ease in a shared environment. | |
Cataloging at the WorldCat Level | Requires cataloging at the WorldCat level. Due to the technical architecture of the Alma NZ, changes must be entered into the WorldCat bibliographic record or they will be lost when the Alma record is overlaid. | |
Alma Network Zone | Policy sets outs principles regarding working in the Network Zone that CSU libraries must follow (NZ as the shared bibliographic environment, avoid adding duplicate records, and types of records to be excluded from NZ). | |
Floor Bibliographic Standards | The purpose of a floor standard for bibliographic records is to specify minimum standards for completeness, providing CSU libraries expectations on quality and reducing the need for editing and re-editing of records. | |
Single vs. Separate Records | Mandates the use of separate bibliographic records for each format of a single title (print vs. electronic). Libraries are not required to convert migrated records using single-record approach. | |
| Overlaying Bibliographic Records in Alma | Policy and methods for replacing (overlaying) individual bibliographic records in Alma with records exported from OCLC Connexion client or brought into the Network Zone (NZ) from daily OCLC loads. | |
| Overlaying Brief Bibliographic Records in the Network Zone | Policy ensures CSU libraries do not introduce duplicate records to the Network Zone. | |
| Provider-Neutral Records & Use of Database-Level Records | Recommends the use of Provider-Neutral records for electronic resources to eliminate proliferation of records describing essentially the same content. | |
Working in Alma and the Network Zone | Outlines the overarching principles regarding working in the Network Zone that CSU libraries must understand. | |
| Alma Brief Record Level Configuration | Alma supports 10 levels (often referred to as “Encoding Levels”) of brief bibliographic records. This policy, adapted largely from the Orbis Cascade Alliance, requires a Brief Bib Level of "06" for records in the NZ, and recommends the same for records in the NZ. |  Image Removed
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| Operational Policies |
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| Bound-withs | Mandates CSU libraries use the standard method for bound-withs to ensure linking information is stored in the Institution Zone and immune from overlay. Host bibliographic records in the Institution Zone should be suppressed. | |
| CKB Descriptive Records for Shared Electronic Collections | Mandates suppression of bibliographic records (descriptive records) from Central KolwedgeBase (CKB) for shared electronic collections from discovery. | |
| Deleting Network Zone Records without Inventory from an IZ | Ensures operators working in an Institution Zone do not delete Network Zone records that appear to be without inventory, but in fact may be linked to bound-with titles in a local Institution Zone. | |
| In-Process Brief Bibliographic Records & Minimum Acquisitions Data | Defines minimum acquisitions data elements for order records and recommends that in-process brief bibliographic records for orders be created or imported to the Network Zone. | |
Language of Cataloging | Requires the use of English as the 'Language of Cataloging' in MARC records. CSU libraries should not use OCLC records with a 'Language of Cataloging' other than English for acquisitions or cataloging. | |
| Local Fields | Defines use of "local bibliographic extensions" to protect local data. To be used in conjunction with the procedures Local Fields in Alma & Primo. | |
| Managing E-Collections in Alma: CZ Records vs Vendor-Provided Bibliographic Records | CSU Libraries should manage e-collections via the CZ, if available, in lieu of loading vendor-provided bibliographic records in the NZ. | |
| Numeric Character References | Governs the use of Numeric Character References in MARC cataloging records in OCLC (and hence Alma). All settings for Alma should be UTF-8 Unicode. | |
| Ordering Using the Network Zone | Recommends using NZ records for ordering materials that will ultimately be shared in the NZ. | |
| Retaining and Deleting MARC Fields in OCLC Records | Catalogers must retain all MARC fields in OCLC records when exporting from Connexion with the exception of the 029 field, which must be deleted. | |
| Suppression of Records for Physical Inventory | Policy provides two methods for suppression of records (at the bibliographic and at the holdings level). | |
| Withdrawals | Policy governing the withdrawal of physical items in Alma. CSU libraries are required to follow the procedures as outlined in this policy. | |
| Best Practices, Procedures & Workflows |
|---|
| Alma Daily OCLC Bib Record Updates & OCLC WorldShare Collection Manager | Describes WorldCat Collection Manager that is used to create the daily files of new and updated WorldCat records for CSU libraries, and the Alma NZ import profiles to be used to load the updated records into the NZ. | |
| Bound-withs: Creating a Host Bibliographic Record | Procedures for creating a host bibliographic record for bound-withs. To be used in conjunction with the Policy: Bound-withs. | |
Cataloging E-Book Packages and Single Titles | General outline of procedures for cataloging e-book packages (collections) and single e-book titles (portfolios). Procedures apply to both e-book and e-media packages and single titles. | |
| Create a Set of All Bound-with Records | Creating a set of all bound-with records in Alma is a necessary first step for two potential clean-up processes: 1) when cleaning up bibliographic records that don’t have inventory attached, bound-with constituent records should be excluded, and 2) determining whether any migrated bound-with records failed to link. | |
CSU Migration of Local Bibliographic Data to Alma Local Extensions
| Identifies local fields to be used as local extensions, mapping of local fields for migration of local bibliographic data to ensure data is protected, and procedure for marking local fields for migration. | |
Deleting MARC Fields in OCLC Record | Brief procedures for deleting 029 field(s) from OCLC records. | |
| Deleting Network Zone Records without Inventory from an IZ (Best Practices) | Best practices recommendations to ensure operators working in an Institution Zone do not delete Network Zone records that appear to be without inventory. | |
| Digital bookplates | Best practices for adding digital bookplates in bibliographic records. | |
Electronic Resource Management (ERM) | Best practices, policies and procedures for Electronic Resource Management | |
| Fixing Broken Bound-with Links in Migrated Records | Instructions for fixing broken bound-with links in migrated records using normalization rules and create sets functionality in Alma. | |
Guidelines for Editing WorldCat Master Records | Provides clarification as to what can be edited in OCLC master records by member institutions. | |
How to Link Records to NZ that Multi-matched with NZ-CZ Records | Document outlines brief steps describing the process for each institution to analyze their multi-match report after final data load and assess if re-importing records process is required. | |
Identification of Resource Types from MARC Bibliographic Records | Document provides relevant MARC values to identify resource types. The list of resource types were selected as the “facets” to represent resource types in Primo. | |
| Import Profiles for Loading Brief Order Records and WCP into NZ | Procedures and settings for importing MARC records provided by vendors into the NZ. This document will specifically discuss using YBP/Gobi but the considerations and setup will apply to other vendors. It also describes the match settings to use when importing MARC records with or without OCLC numbers. | |
| Local Fields in Alma & Primo | Provides best practices for adding local fields in Alma. Provides a list of local fields in Alma and Primo and decisions about the display of local data. To be used in conjunction with the policy Local Fields. | |
| Marcive Gov Docs: Documents without Shelves | Recommendations for a consortium subscription and management of Documents without Shelves centrally in Alma. | |
| Numeric Character References (Best Practices) | Provides best practices for dealing with numeric character references in records using non-Latin scripts. | |
| Local Field for Course Reserves (Restricted) | Recommends use of default-system local field (999) to encode course reserves restricted resources (personal copies). | |
| Overlaying Bibliographic Records in Alma (Procedures) | Detailed procedures for overlaying records in Alma Network Zone. To be used in conjunction with the Policy: Overlaying Bibliographic Records in Alma. | |
| Publishing to OCLC | Procedures for setting up a Data Sync Collection (WorldShare Collection Manager) and configuring Alma in support of "publishing to OCLC" functionality. | |
Suppression or Display of MARC Fields in OCLC Records in Primo | Identify MARC fields in OCLC master record that should be suppressed from display in Primo (e.g., foreign language subject headings, FAST headings, local notes input by Library of Congress, etc.) | |
| Suppression of Records | Brief procedures for suppressing records in Alma. | |