...
Page Properties | ||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
Background and Purpose
Procedures for adding local fields (now called Local Extensions) in Alma. Document also outlines local data in Alma and Primo. To be used in conjunction with the policy: Local Fields.
Procedures
Methods for adding local fields in Alma:
Adding Local Fields using the ME
...
Local fields/notes or Local Extensions are MARC fields that are added by CSU libraries at the institutional level in the Metadata Editor. These Local Extensions, if added correctly, are retained and protected from the daily Alma bibliographic record overlay in the NZ. The list of CSU Libraries' Local Extensions is to provide all campuses with information on the use of each Local Extension per campus and to help campuses identify which MARC fields to use which will not interfere or conflict with MARC fields employed by Alma/Ex Libris, OCLC, and/or in bibliographic records in the NZ.
Procedures
Two methods for adding local extensions in Alma:
First Method: Adding Local Extensions using the Metadata Editor (MDE)
- Click Edit on a bibliographic record result or Push Selected records to the MDE.
- Within the MDE, navigate to the Editing Actions > Add Local Extension (Ctrl+L) command
...
- . After selecting this command, Alma creates a field with a gray institution icon to the left of the MARC field number and an invisible subfield $9 containing the string "local" (all lower case).
- This subfield $9 is used by Alma to mark fields as local, i.e., they are stored in an institution's Institution Zone and are not lost when the master bib record in the NZ is overlaid. Although this subfield $9 is not displayed in Alma
...
- , it is present in local fields when bib records are exported.
Second Method: Adding Local
...
Extensions using
...
Normalization Rules
...
Use a normalization rule to add a local
...
extension one-at-a-time in the
...
MDE or to batch-add a local
...
extension to a set of
...
bibliographic records. The normalization rule
...
MUST include the addSubfield command as shown in the example below:
then
addField "590.a.Gift of John Doe."
addSubField "590.9.local" if (not exists "590.9.local")
end
Note: Using "local" or "LOCAL" in a subfield $9 both work in Alma when creating normalization rules. However, be consistent! Be sure to test for the presence of either string before adding a new subfield $9. Alma Analytics will consider local or Local or LOCAL as different instances.
How NOT to Add Local
...
Extensions
- Do NOT navigate to Editing Actions > Add Local Extension (Ctrl+L) command and then add the "$$9local" subfield in the ME does NOT work
- field afterward. The field will be
- end up as a normal field in the NZ and will be lost when the NZ bib record is overlaid. Similarly, adding
- Do NOT add the "$9 local" subfield in OCLC Connexion before downloading
- exporting the bib record into Alma will also NOT work, and the new field will again
- . This field will end up as a normal field and will be lost when the NZ bib record is overlaid.
Local Extensions for IZ-only records
- Please see Display of Local Fields from IZ Records in Primo for additional metadata required for local fields in IZ-only records.
Reserved MARC Fields
- Ex Libris has reserved 900-949 fields. These fields should not be used for local data. NOTE: 949 is reserved for RapidILL publishing profile.
- 949 is reserved for the RapidILL publishing profile.
- 988 is reserved for the nodedupe normalization rule.
- 994 and 995 are reserved for system notes.
- 999 is reserved for CR_Restricted course reserve records.
- Network-Reserved Fields:
- Fields 976-979 and 982-
988 - 987 are reserved for future use as Network-wide notes. Any use of these local note
fields - extensions will be added to this table after the use is approved by the
Technical Services Working Group Leads- appropriate committees within ULMS Governance.
Institution Reserved Fields. Fields 958, 962-969, and 972 are reserved for local institution-defined internal notes. Any CSU library is free to define any of these fields for local use. These local internal note fields do not publish to Primo.
OCLC Reserved Fields.- OCLC Reserved Fields:
Fields 950, 951
, 956 , 987, 989
-999 are reserved for OCLC use per information contained in OCLC's Bibliographic Formats and Standards and are not to be used for Network or local use in Alma or Primo
. Note, however, that field 999 is being used as the default “Network-defined CR_RESTRICTED field for course reserve records” to restrict access to “personal copies” on reserves.
Phrase vs. Keyword Searching
Local fields are indexed and searchable in Primo. Display and indexing of the fields in Primo is controlled at the installation level by the CSU as part of our standard configuration (i.e., Normalization Rules of the PNX record). Phrase versus keyword functionality is controlled in Primo by the user's search mode. When using basic search, clicking on a hyperlink executes a keyword search. When using advanced search, clicking on the hyperlink executes a phrase search.
Table 1 – Local Fields in Alma & Primo (Overview)
...
Local field
...
Definition
...
Format as if
...
Published to Primo?
...
Primo Index(es)
...
Displays to all Primo users or local only?
...
Clickable link in Primo?
...
09X
...
Local call number
...
59X
...
Local notes index
...
590-597
...
Local institution-defined public notes
...
500
...
Yes
...
keyword
...
Local only
...
No
...
598
...
Local standard number
...
Yes
...
keyword
...
Local only
...
No
...
599
...
Local institution-defined public note
...
500
...
Yes
...
keyword
...
Local only
...
No
...
69X
...
Local subjects index
...
690
...
Local–Topical Term
...
650
...
Yes
...
keyword, subject
...
All
...
Yes
...
691
...
Local–Geographic Name
...
651
...
Yes
...
keyword, subject
...
All
...
Yes
...
693
...
Local uncontrolled index term
...
653
...
Yes
...
keyword, subject
...
All
...
VE.
- See the MARC Fields Excluded from Alma page for other restricted MARC fields.
Table – Local Fields in Alma & Primo VE
Last Updated: May 23, 2022
This table represents the Local Extensions used at the CSU Libraries except for Los Angeles, Moss Landing, and San Marcos.
For more specific definitions of each extensions' use per campus, please check the CSU Local Fields spreadsheet.
Local Extension | General Definition | MARC Equivalent | In Use at CSU Campus |
09X | Local Call Number | ||
090 | Locally Assigned LC-type Call Number | 090 | Bakersfield, East Bay, Fresno, San Jose, San Luis Obispo |
092 | Locally Assigned Dewey Call Number | 092 | San Jose, San Luis Obispo, Stanislaus |
098 | Other Classification Schemes | 098 | East Bay |
099 | Local Free-Text Call Number | 099 | East Bay, Fresno, Humboldt, Pomona, Sacramento, San Diego, San Jose, San Luis Obispo, Stanislaus |
59X | Local Notes Index | ||
590 | Local Institution–Defined Public Note | 500 | Bakersfield, Channel Islands, Chico, East Bay, Fresno, Fullerton, Humboldt, Long Beach, Northridge, Pomona, Monterey Bay, Sacramento, San Bernardino, San Diego, San Francisco, San Jose, San Luis Obispo, Sonoma, Stanislaus |
591 | Local Institution–Defined Public Note | 541 | Chico, East Bay, Fresno, Northridge, Sacramento, San Diego |
592 | Local Institution–Defined Public Note | 500 | Fresno |
593 | Local Institution–Defined Public Note | 500 | Northridge |
595 | Local Institution–Defined Public Note | 500 | San Diego |
599 | Local Institution–Defined Public Note | 500 | Chico, Fresno, San Francisco, San Luis Obispo |
69X | Local Subjects Index | ||
690 | Local Subject Added Entry–Topical Term | 650 | Bakersfield, Chico, Dominguez Hills, Fresno, Long Beach, Northridge, Sacramento, San Jose, San Luis Obispo |
691 | Local Subject Added Entry–Geographic Name | 651 | Fresno, Northridge, San Jose, San Luis Obispo |
693 | Local Uncontrolled Index Term | 653 | San Luis Obispo, Stanislaus |
694 | Local Form/Genre | 655 |
Yes
keyword, subject
All
Fullerton, Northridge, San Jose, San Luis Obispo | ||
696 | Local Subject Added Entry–Personal Name | 600 |
Yes
keyword, subject
All
Yes
San Jose, San Luis Obispo | ||
697 | Local Subject Added Entry–Corporate Name | 610 |
Yes
keyword, subject
All
Humboldt, San Jose, San Luis Obispo, Stanislaus | ||
698 | Local Subject Added Entry–Meeting Name | 611 |
Yes
keyword, subject
All
San Jose, San Luis Obispo | ||
699 | Local Subject Added Entry–Uniform Title | 630 |
Yes
keyword, subject
All
Yes
9XX
Fresno, San Jose, San Luis Obispo | |||
9XX | Network-Defined and Other Local Fields | ||
935 | Local Institution-Defined Data | Chico, Maritime | |
944 | Local Institution-Defined Data | Chico, Maritime | |
952 | Local Added Entry–Personal Name | 700 |
Yes
keyword, name
All
Chico, Fresno, Long Beach Northridge, Sacramento, San Bernardino, San Francisco, San Luis Obispo, Stanislaus | ||
953 | Local Added Entry–Corporate Name | 710 |
Yes
keyword, name
All
Yes
Chico, East Bay, Long Beach, Sacramento, San Francisco, San Luis Obispo, Sonoma | ||
954 | Local Added Entry–Meeting Name | 711 |
Yes
keyword, name
All
Yes
San Francisco, San Luis Obispo | ||
955 | Local Added Entry–Uniform Title | 730 |
Yes
keyword, title
All
Yes
Sacramento, San Francisco, San Luis Obispo | |
956 | Local Electronic Location and Access |
Yes
link
Local only
Yes
957
Bookplate ID [Sacramento]
Yes
keyword
None
No
958
856 | Fresno, Humboldt, Pomona, Sacramento, San Diego, San Francisco, San Jose | ||
957 | Local Institution-Defined Data | Monterey Bay, Sacramento, San Francisco | |
959 | Local Added Entry–Varying Form of Title | 246 |
Yes
keyword, title
All
Sacramento, San Francisco, San Luis Obispo, Stanislaus | ||
960 | Local Added Entry–Uncontrolled Related/Analytical Title | 740 |
Yes
keyword, title
All
No
Local field
Definition
Added to which field(s) in PNX record?
Norm rule notes
09X
Local call number
59X
Local notes index
590-597
Local institution-defined public notes
Display
598
Local standard number
Display
599
Local institution-defined public note
Display
69X
Local subjects index
690
Local–Topical Term
Display- Subject
691
Local–Geographic Name
Display - Subject
693
Local uncontrolled index term
Display - Subject
694
Local Form/Genre
Display - Genre
695
Added Class Number
Display
696
Local Subject Added Entry–Personal Name
Display - Subject
697
Local Subject Added Entry–Corporate Name
Display - Subject
698
Local Subject Added Entry–Meeting Name
Display - Subject
699
Local Subject Added Entry–Uniform Title
Display - Subject
9XX
Network-defined local fields
952
Local Added Entry–Personal Name
Display
953
Local Added Entry–Corporate Name
Display
954
Local Added Entry–Meeting Name
Display
955
Local Added Entry–Uniform Title
Display
957
Local Hierarchical Place Name
Display
958
Local Added Entry–Local Journal Titles
Display
959
Local Added Entry–Varying Form of Title
Display
960
Local Added Entry–Uncontrolled Related/Analytical Title
Display
961
Local Series Added Entry–Uniform Title
Display
971
Local Added Entry—Personal Name [San Marcos]
Display
973
Collection Title
East Bay, Sacramento, San Francisco, San Luis Obispo | ||
961 | Local Series Added Entry–Uniform Title | 830 |
Yes
keyword, title
All
Yes
962-969
Local institution-defined internal note
970
YBP Table of Contents
971
Local Added Entry—Personal Name [San Marcos]
700
Yes
keyword, name
All
Yes
972, 974
Local-institution defined internal notes
975
Yes
link
Local only
Yes
973
Local--Collection Title
793
Yes
keyword, title
Local only
Yes
976-998
Network-defined internal notes
No
980-981
Network-defined internal notes: Order Information (e.g., YBP/PromptCat)
No
999
Network-defined CR_RESTRICTED field for course reserve records
No
Table 2 – Local Fields in Primo (Details)
Sacramento, San Francisco, San Luis Obispo | |||
962 | Local Institution-Defined Data | Channel Islands, Fresno, Sacramento, San Diego, Sonoma | |
963 | Local Institution-Defined Data | Northridge, Sacramento, San Diego | |
964 | Local Institution-Defined Data | Channel Islands, Northridge, Sacramento, San Jose (for WEST) | |
965 | Local Institution-Defined Data | Northridge, Sacramento, San Francisco, San Jose | |
966 | Local Institution-Defined Data | Northridge, Sacramento | |
967 | Local Institution-Defined Data | East Bay, Sacramento | |
969 | Local Institution-Defined Data | Fullerton, San Jose | |
970 | Local Institution-Defined Data | San Francisco | |
971 | Local Institution-Defined Data | San Francisco | |
972 | Local Institution-Defined Data | Fresno, Fullerton, Pomona, San Jose, Stanislaus | |
973 | Local Institution-Defined Data Local Collection (hyperlinked) | 793 | Channel Islands, East Bay, Fresno, Fullerton, Humboldt, Long Beach, Northridge, Pomona, Sacramento, San Bernardino, San Diego, San Francisco, San Luis Obispo, Sonoma, Stanislaus |
974 | Local Institution-Defined Data | East Bay, Fullerton, Northridge, Pomona, Sacramento, San Diego, San Francisco, San Luis Obispo, Stanislaus | |
975 | Local Institution-Defined Data | Fresno, Northridge, San Diego, San Francisco | |
980 | Local Institution-Defined Data | Chico, Fullerton, Northridge, San Jose | |
981 | Local Institution-Defined Data | Chico, Fullerton, Northridge, San Jose | |
984 | Local Institution-Defined Data | San Jose (Personal name-University Author/Creator) | |
988 | "nodedup" Normalization Rule (e.g., 988 $$a NODEDUPE) | ALL | |
999 | Network-defined CR_RESTRICTED for course reserves | ALL |
Action log
Section | Point Person | Expected Completion Date | Last action taken | Next action required |
---|---|---|---|---|
Articulate the need for procedures | Cataloging Task Force |
| Cataloging TF adopted best practices for “local fields” in Alma, including procedures for adding local fields in Alma. Document outlines local data in Alma and Primo, including display of data. | Discussed with Discovery and TS Working Groups. |
Finalize document | Cataloging Task Force |
| ||
Revised | Resource Management | Revised to indicate use of 949 for RapidILL publishing profile, and use of 988 for "no dedup" normalization rule. |