Alma Q&A 9/29/16
Calstate - Functional Call series
9/29/2016 - Creating and editing NZ bib records for ordering purposes
Action Items for Calstate:
- Will Calstate member institutions be sharing vendor records?
- Placement of New Bibliographic records
Option to create or save a new or imported record to the local institution or to the NZ. (Staff with administrator privileges can configure the default while still allowing you to select where to place new bib records OR this option can be disabled and the Network zone will be enforced at all times). While this can be configured at the institution level, the recommendation is to make this a network level decision so it will be consistent among member institutions.
- Match Methods –
- Workflows for determining if a matched record exists in Alma.
- Define match points to be used
- Purpose is to prevent duplicate records.
Match Methods – Explanations and Examples https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/060Record_Import/020Managing_Import_Profiles#Match_Methods_.E2.80.93_Explanations_and_Examples
Agenda:
Ordering in Alma – so many options!
- Repository Search – order from existing record
- Order at Vendor site and import orders to Alma (EOD – embedded order data). Import Profiles.
- Connexion – create orders from imported records
- EDI – create orders in Alma and push out to vendor
- PDA
- Amazon
Merging and Matchpoints
- Repository Search
- When creating an order within Alma, the first step is to identify a bibliographic record to use for the order. A bibliographic record can be imported - for example, using an import profile or an external search profile, or you can search for an existing bibliographic record within Alma.
i. Repository search for title – click on title link
ii. Options:
‘Copy’ creates a local copy of the Network Zone record in the Institution Zone. Any changes to the local copy are not reflected in the NZ record, and vice-versa.
‘Link’ creates a linked copy of the Network Zone record in the Institution Zone. Any changes to the linked copy are reflected in the NZ record (except local fields, and any changes to the NZ record, or to the linked record in any other member’s Institution Zone (with the exception of changes to local fields), are reflected in the local copy.
- If you are unsure if you are working with the NZ record or your “copy” in the MD Editor check the MMS ID.
- Option to click on Order link beneath title in search result to start order process:
Purchase Types – once a POL is created with a certain purchase type, the workflow and data implications are fixed and can’t be changed. For example, Physical or Electronic? One-time or continuous?
Consider using Order Templates
- Adding local fields to NZ records
You can enter local info in the Marc 21 9xx fields. Also, the 09x, 59x and 69x fields may contain local information. However, these fields may also be part of the NZ record.
See “Adding Local Extensions to Bibliographic Records in the Network Zone” https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/Network-Managed_Records_in_a_Network_Zone
During the call, we added a 900 local field and a 500 field to a NZ record. We then logged out and logged in to another Calstate institution and looked at the same record. The local field was not visible but the 500 field was visible.
Adding Local Extensions to Bibliographic Records in the Network Zone:
Note:
MD Editor – to add a local field:
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What if you have a batch of records? You can create a normalization rule to run against these records. The normalization rule can be added to an import profile or you can run a job to apply a norm rule to a set of records.
Create norm rule:
rule "Add field 900 "
when
not exists "900.a.Fresno local note"
then
addField "900.a.Fresno local note"
addSubField "900.9.local" if (not exists "900.9.local")
end
Run against record.
Show how to add to an import profile. If Import profile is set to use NZ., Normalization rule will need to be created in NZ and added to Metadata configuration in NZ. Then it will appear in normalization rule field in Import profile.
- You can also start the order process from within the MD Editor (Create PO Line & Exit icon in the MD Editor)
- Ordering when there is not an existing record in Alma
- Original Cataloging
- Search External Resources
- c. Placement of new bibliographic records - There is a configurable default setting which defines whether bibliographic records opened in the Metadata Editor will be saved to the Inventory Zone or to the Network Zone.
See “Selecting Where to Create New Bibliographic Records”
- Importing a single file - Importing a single file uses a Repository import profile that must already be defined. The parameter upload_single_record_from_file must contain the name of this import profile;
See:
- Merge single record from External Search with existing record in Alma
See:
- EDI – defined at Institution level.
Discussed Shared Vendors.
- Import Profiles - importing orders from vendors to import bib records with Embedded order data. Used to import bib information and create PO Lines and physical/electronic inventory. See:
- Importing records from Connexion and creating orders from these records
See:
- Patron Driven Acquisitions – future functional call
See:
- Amazon
- Merge Methods
Merge Methods are used to combine, or merge, two records into one. Merge Methods allow you to define how the records are merged – which fields will be kept, which will be overwritten, etc.
For Import profiles and OCLC Connexion, the local record is the preferred record
When importing via External Search Resources, the preferred record is the external, or incoming record
You can also protect local fields from being overwritten when importing records into Alma.
When merging two records, the primary record is the record that will contain all of the merged information. The secondary record is the record that contains information that will be merged into the primary record.
Merge rules either remove lines in the primary record or copy lines from the secondary record to the primary record. Merge rules do not affect the secondary record. There are several possible scenarios for merging records. The primary record in each of these scenarios is as follows:
Process | Primary record |
Importing records using a profile | Alma record |
Importing records from OCLC Connexion | Alma record |
Merging two already existing records | Record on the left (opened first) |
Copy cataloging using an external resource | External record |
- Match points
The key is to not create duplicates. So part of the creation/import of new bib records will have to include checking for a match.
Additional Information:
Searching External Resources:
External System Search when Using a Network Zone:
Contributing to the Community Zone:
Adding Local Extensions to Bibliographic Records in the Network Zone:
Collaborative Networks – Day to day cataloging activities
Shared Bibliographic records in a Network Zone:
Network Managed Records in a Network Zone: