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Procedures outline detailed steps for overlaying bibliographic records in Alma. To be used in conjunction with the policy “Overlaying Bibliographic Records in Alma.”
Procedures
Searching
Catalogers must search for a title in both the IZ and the NZ tabs. The goal is to determine whether there is a bib record in one, in the other, or in both zones.
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Search for your record in the Institution Zone.
Click the Edit action link to start the Metadata Editor.
If there is an 035, replace it with the matching OCLC record number.
In the File menu, Save the record.
The record automatically releases.
Close the Metadata Editor (Ctrl+Q) or click the Back link.
Export from Connexion.
3B) Record in the IZ
Deletion of existing 035s should be limited to those cases when the OCLC number in record is different than the number in the preferred WorldCat record. Important: do the steps in this order, that is, add an 035 first and then share with network.
Search for your record in the Institution Zone.
Click the Edit action link to start the Metadata Editor.
If there is an 035, replace it with the matching OCLC record number.
In the File menu, Save the record.
In the File menu, click Share With Network.
The record automatically releases.
Close the Metadata Editor (Ctrl+Q) or click the Back link.
- Export from Connexion.
Two Bib Records in Alma
On occasion, there are two records in Alma for your title: one in the NZ and one in the IZ, not linked together. For example, another CSU library has holdings in WorldCat, so there is a bib record in the NZ, while you have a brief record in your IZ. It is important to relink any existing inventory and PO lines to the NZ record so that your inventory will end up on the NZ record that will be overlaid.
It is also important to relink all inventory and delete any extraneous IZ bib records BEFORE you export from OCLC, especially if the two separate unlinked bibs have the same OCLC number. Alma will create duplicate records if it sees identical OCLC numbers in any zone, even if you have your OCLC export set to the NZ only.
Diagram (created by Mallory DeBartolo)
View file name OverlayingBibs.pdf height 250
Action log
| Section | Point Person | Expected Completion Date | Last action taken | Next action required |
|---|---|---|---|---|
Articulate the need for the policy (background) | Cataloging Task Force |
| Identified need to adopt procedures to complement policy on the same topic. | To be discussed with TS Working Group. |
Finalize procedures | Cataloging Task Force |
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Tasks to be completed
- Type your task here, using "@" to assign to a user and "//" to select a due date
| Revised to add Diagram | Cataloging Task Force |
| Added diagram (created by Mallory DeBartolo) |