Bound-withs: Creating a Host Bibliographic Record

Background

This procedure was created in support of, and in accordance to, the Bound-withs policy. If the need to create host bibliographic records arises, CSU libraries should create an Institution Zone record template for host bibliographic records. See also Working with Templates (Ex Libris Knowledge Center).

Procedures in Alma

1. Create a host bibliographic record in the Institution Zone in Alma.
   
   

1. In the Metadata Editor, check File > Options to make sure placement of a new record will be in the Institution Zone.

2. Under Templates, choose MARC21 Bibliographic and Shared.

3. Click on [Name of Template*] and click New in the menu.  Make sure the template you use is an IZ template, with the institution icon. [*This step implies that a template has been created. Template will be created for CSU libraries.]

4. Add field 245, with both indicators 0, with the value:  Host bibliographic record for boundwith item barcode XXXXXXXXXXXXXX.  Use the barcode on the resource in hand as the barcode number in the title.

5. For each bibliographic title in the bound-with, add a field 774 to the host bib record in the order of the titles as they appear in the boundwith.  Indicators are 1_ (one blank).  

1. Include subfield t with the title proper of the work

2. Include subfield w with the MMS ID number of the title as found in the MARC record simple view from repository search in the Institution Zone (ending in the last four digits that your IZ MMSIDs all share).  

6. If you have exported bib records that will serve as constituent records from Connexion to the Network Zone, you must first link them to the Institution Zone, and copy the MMSID from the IZ record in the MARC record simple view.  Do not take MMSID numbers from the Network Zone (ending in 2901).

7. In the Tools menu, select Set Management Tags and click Suppress from Discovery.

8. Save the bibliographic record.

9. Example of fields in a host bibliographic record:
   
         245 00 |a Host bibliographic record for boundwith item barcode 30600001524124
         774 1_ |t The budget in brief. |w 99155412530101671
         774 1_ |t The federal budget in brief. |w 99162676790101671
   
   

2. Create inventory
   
   

1. Add inventory records only to the host bibliographic record.

2. Do not create inventory on constituent bib records as part of this boundwith-related process. The constituent bib records may have additional copies that are not bound-with, in which case you will see inventory directly attached to a constituent bib record.

Linking of constituent records to a host bib records requires that the MMS - Build Record Relations job run successfully (scheduled daily). You will not see links in Alma or Primo until this job has run.  If you encounter broken bound-with links, follow the Fixing Broken Bound-with Links in Migrated Records procedure.

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