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Background
Ex Libris has developed Alma functionality that will allow a library to store local bibliographic information into local fields, referred to as “local extensions to bibliographic records.” These local extensions would display to users in both Alma and Primo as if they were part of the bibliographic record, but would be stored in the library’s Institution Zone (IZ). This protects the local fields in bibliographic records from being lost when master records in the Network Zone (NZ) are overlaid with an updated record. Local extensions remain in the record until deleted by the library.
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Policy
- Use local fields for the uses defined in the table of
- of Local Fields in Alma & Primo ( below
- Procedures). For a detailed list of local fields in Alma, see the document CSU Migration of Local Bibliographic Data to Alma Local Extensions to Bibliographic Records.
- Most local fields in Alma are designed to mimic a specific non-local MARC 21 field. The local and non-local field equivalencies are shown in the table of
- of Local Fields in Alma & Primo ( below
- Procedures). It is essential that these local fields that are designed to mimic regular MARC 21 fields must
- be formatted in the same way as
- like those MARC 21 fields, including indicators and use of subfields, as the Primo normalization rules that control display and searchability are designed based on
- for the assumption that the
- local fields will
- to be formatted the same way as the relevant non-local field.
- If a library has data in a particular local field and
- that local field
- does not have the characteristics that they want for that data in terms of
- desired characteristics display, searchability, and clickability, rather than requesting changes to that field's characteristics, consider moving
- move the data to a different local field that has the desired characteristics rather than requesting changes to that field’s characteristics. This can be done by using a norm rule to change the field tag (using the ChangeField command) and, if not already present, add the subfield $9.
Procedures
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Adding Local Fields using the ME. There are two methods of creating local fields in Alma. The first method is to use the Edit > Add Local Field (Ctrl+L) command in the Metadata Editor. When using this command, Alma creates a field with 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 (the local field building icon is displayed instead), it is present in local fields when bib records are exported.
Adding Local Fields using Norm Rules. The second method of adding local fields is to use a normalization rule to add a local field one-at-a-time in the Metadata Editor, or to batch add a local field to a set of bib records. The normalization rule must include the addSubfield command as shown 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.
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Reserved Fields
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Network Reserved Fields. Fields 976-979 and 982-988 are reserved for future use as Network-wide notes. Any use of these local note fields will be added to this table after the use is approved by the Technical Services Working Group Leads.
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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.
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in Alma
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Local field
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Definition
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Format as if
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Published to Primo?
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Primo Index(es)
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Displays to all Primo users or local only?
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Local call number
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59X
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Local notes index
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590-597
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Local institution-defined public notes
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500
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Yes
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keyword
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Local only
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No
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598
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Local standard number
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Yes
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keyword
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Local only
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No
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599
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Local institution-defined public note
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500
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Yes
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keyword
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Local only
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No
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69X
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Local subjects index
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690
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Local–Topical Term
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650
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Yes
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keyword, subject
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All
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Yes
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691
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Local–Geographic Name
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651
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Yes
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keyword, subject
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All
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Yes
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693
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Local uncontrolled index term
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653
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Yes
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keyword, subject
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All
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Yes
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694
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Local Form/Genre
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655
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Yes
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keyword, subject
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All
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Yes
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696
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Local Subject Added Entry–Personal Name
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600
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Yes
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keyword, subject
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All
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Yes
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697
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Local Subject Added Entry–Corporate Name
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610
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Yes
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keyword, subject
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All
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Yes
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698
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Local Subject Added Entry–Meeting Name
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611
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Yes
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keyword, subject
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All
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Yes
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699
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Local Subject Added Entry–Uniform Title
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630
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Yes
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keyword, subject
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All
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Yes
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9XX
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Network-defined local fields
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952
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Local Added Entry–Personal Name
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700
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Yes
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keyword, name
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All
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Yes
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953
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Local Added Entry–Corporate Name
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710
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Yes
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keyword, name
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All
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Yes
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954
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Local Added Entry–Meeting Name
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711
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Yes
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keyword, name
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All
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Yes
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955
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Local Added Entry–Uniform Title
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730
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Yes
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keyword, title
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All
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Yes
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957
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Bookplate ID [Sacramento]
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Yes
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keyword
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None
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No
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958
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Local institution-defined
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959
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Local Added Entry–Varying Form of Title
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246
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Yes
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keyword, title
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All
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No
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960
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Local Added Entry–Uncontrolled Related/Analytical Title
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740
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Yes
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keyword, title
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All
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No
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961
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Local Series Added Entry–Uniform Title
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830
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Yes
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keyword, title
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All
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Yes
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962-969
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Local institution-defined internal note
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970
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YBP Table of Contents
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971
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Local Added Entry—Local Names [San Marcos]
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700
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Yes
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keyword, name
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All
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Yes
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972, 974
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Local-institution defined internal notes
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973
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Local--Collection Title
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793
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Yes
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keyword, title
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Local only
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Yes
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976-998
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Network-defined internal notes
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No
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980-981
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Network-defined internal notes: Order Information (e.g., YBP/PromptCat)
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No
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999
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Network-defined CR_RESTRICTED field for course reserve records
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No
Table 2 – Local Fields in Primo (Details)
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Local field
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Definition
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Added to which field(s) in PNX record & Norm Rules
[To be determined by Discovery Group]
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09X
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Local call number
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59X
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Local notes index
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590-597
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Local institution-defined public notes
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Display
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598
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Local standard number
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Display
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599
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Local institution-defined public note
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Display
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69X
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Local subjects index
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690
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Local–Topical Term
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Display- Subject
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691
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Local–Geographic Name
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Display - Subject
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693
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Local uncontrolled index term
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Display - Subject
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694
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Local Form/Genre
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Display - Genre
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696
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Local Subject Added Entry–Personal Name
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Display - Subject
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697
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Local Subject Added Entry–Corporate Name
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Display - Subject
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698
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Local Subject Added Entry–Meeting Name
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Display - Subject
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699
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Local Subject Added Entry–Uniform Title
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Display - Subject
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9XX
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Network-defined local fields
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952
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Local Added Entry–Personal Name
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Display
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953
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Local Added Entry–Corporate Name
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Display
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954
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Local Added Entry–Meeting Name
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Display
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955
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Local Added Entry–Uniform Title
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Display
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957
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Local Hierarchical Place Name
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Display
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958
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Local Added Entry–Local Journal Titles
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Display
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959
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Local Added Entry–Varying Form of Title
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Display
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960
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Local Added Entry–Uncontrolled Related/Analytical Title
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Display
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961
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Local Series Added Entry–Uniform Title
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Display
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971
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Local Added Entry—Personal Name [San Marcos]
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Display
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973
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Collection Title
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Display - Collection Title
Related Resources
Display of Local Fields from IZ Records in Primo
Action log
| Section | Point Person | Expected Completion Date | Last action taken | Next action required |
|---|---|---|---|---|
Articulate the need for best practices (background) | Cataloging Task Force |
| Based on TS Open Forum discussion between Discovery Group and TS Group, best practices policy adopted for “local fields” in Alma, including procedures for adding local fields in Alma. Document outlines local data in Alma and Primo, and documents decisions for the display of local data. | Revised Table 1. To be sent to the Discussed with the Discovery Working Group and TS Working Group. |
Finalize Best PracticesPolicy | Cataloging Task Force |
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| Revised to move procedures to a separate document | Cataloging Task Force |
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