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Document status

APPROVED ;  ; 

Status
colourGreen
titleREVIEWED
 

Area coveredcataloging
Lead AuthorCataloging Task Force
Adapted fromOrbis Cascade Alliance Technical Services Working Group
RevisedResource Management Functional Committee


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)

  1. Click Edit on a bibliographic record result or Push Selected records to the MDE. 
  2. Within the MDE, navigate to the Editing Actions > Add Local Extension (Ctrl+L) command

...

  1. .  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).
    1. 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

...

    1. , 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


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.
    • Network Reserved Fields.
  • 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

...

Yes

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


090Locally Assigned LC-type Call Number090Bakersfield, East Bay, Fresno, San Jose, San Luis Obispo
092Locally Assigned Dewey Call Number092San Jose, San Luis Obispo, Stanislaus
098Other Classification Schemes098East Bay
099Local Free-Text Call Number099East 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

591Local Institution–Defined Public Note541Chico, East Bay, Fresno, Northridge, Sacramento, San Diego
592Local Institution–Defined Public Note500Fresno
593Local Institution–Defined Public Note500Northridge
595Local Institution–Defined Public Note500San 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

Yes

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

Yes

Humboldt, San Jose, San Luis Obispo, Stanislaus

698

Local Subject Added Entry–Meeting Name

611

Yes

keyword, subject

All

Yes

San Jose, San Luis Obispo

699

Local Subject Added Entry–Uniform Title

630

Yes

keyword, subject

All

Yes

9XX

Network-defined local fields

Fresno, San Jose, San Luis Obispo

9XX

Network-Defined and Other Local Fields



935Local Institution-Defined Data
Chico, Maritime
944Local Institution-Defined Data
Chico, Maritime

952

Local Added Entry–Personal Name

700

Yes

keyword, name

All

Yes

Yes

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

Sacramento, San Francisco, San Luis Obispo

956

Local Electronic Location and Access

(Digital bookplate URL) [Sacramento & SJSU]

Yes

link

Local only

Yes

957

Bookplate ID [Sacramento]

Yes

keyword

None

No

958

Local institution-definedNo

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

Display - 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

Digital bookplate (Image) [Northridge]

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

988"nodedup" Normalization Rule (e.g., 988  $$a NODEDUPE)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
964Local Institution-Defined Data
Channel Islands, Northridge, Sacramento, San Jose (for WEST)
965Local Institution-Defined Data
Northridge, Sacramento, San Francisco, San Jose
966Local Institution-Defined Data
Northridge, Sacramento
967Local Institution-Defined Data 
East Bay, Sacramento
969Local Institution-Defined Data
Fullerton, San Jose
970Local 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)

793Channel Islands, East Bay, Fresno, Fullerton, Humboldt, Long Beach, Northridge, Pomona, Sacramento, San Bernardino, San Diego, San Francisco, San Luis Obispo, Sonoma, Stanislaus
974Local 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

980Local Institution-Defined Data
Chico, Fullerton, Northridge, San Jose
981Local 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


SectionPoint Person

Expected Completion Date

Last action takenNext 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

 



RevisedResource Management Revised to indicate use of 949 for RapidILL publishing profile, and use of 988 for "no dedup" normalization rule.