Policies, Best Practices, & Procedures
| Policies | Description | Status |
|---|---|---|
| Bound-withs | Mandates CSU libraries use the standard method for bound-withs to ensure linking information is stored in the Institution Zone and immune from overlay. Host bibliographic records in the Institution Zone should be suppressed. | APPROVED |
| Language of Cataloging | Requires the use of English as the 'Language of Cataloging' in MARC records. CSU libraries should not use OCLC records with a 'Language of Cataloging' other than English for acquisitions or cataloging. | APPROVED |
| Deleting Network Zone Records without Inventory from an IZ | Ensures operators working in an Institution Zone do not delete Network Zone records that appear to be without inventory, but in fact may be linked to bound-with titles in a local Institution Zone. | APPROVED |
| Local Fields | Defines use of "local bibliographic extensions" to protect local data. To be used in conjunction with the procedures Local Fields in Alma & Primo. | APPROVED |
| Numeric Character References | Governs the use of Numeric Character References in MARC cataloging records in OCLC (and hence Alma). All settings for Alma should be UTF-8 Unicode. | APPROVED |
| Retaining and Deleting MARC Fields in OCLC Records | Catalogers must retain all MARC fields in OCLC records when exporting from Connexion with the exception of the 029 field, which must be deleted. | APPROVED |
| Suppression of Records for Physical Inventory | Policy provides two methods for suppression of records (at the bibliographic and at the holdings level). | APPROVED |
| Withdrawals | Policy governing the withdrawal of physical items in Alma. CSU libraries are required to follow the procedures as outlined in this policy. | APPROVED |
| Best Practices, Procedures & Workflows | ||
| Bound-withs: Creating a Host Bibliographic Record | Procedures for creating a host bibliographic record for bound-withs. To be used in conjunction with the Policy: Bound-withs. | APPROVED |
| Cataloging E-Book Packages and Single Titles | General outline of procedures for cataloging e-book packages (collections) and single e-book titles (portfolios). Procedures apply to both e-book and e-media packages and single titles. | APPROVED |
| Create a Set of All Bound-with Records | Creating a set of all bound-with records in Alma is a necessary first step for two potential clean-up processes: 1) when cleaning up bibliographic records that don’t have inventory attached, bound-with constituent records should be excluded, and 2) determining whether any migrated bound-with records failed to link. | APPROVED |
| Deleting MARC Fields in OCLC Records | Brief procedures for deleting 029 field(s) from OCLC records. | APPROVED |
| Deleting Network Zone Records without Inventory from an IZ (Best Practices) | Best practices recommendations to ensure operators working in an Institution Zone do not delete Network Zone records that appear to be without inventory. | APPROVED |
| Fixing Broken Bound-with Links in Migrated Records | Instructions for fixing broken bound-with links in migrated records using normalization rules and create sets functionality in Alma. | APPROVED |
| Identification of Resource Types from MARC Bibliographic Records | Document provides relevant MARC values to identify resource types. The list of resource types were selected as the “facets” to represent resource types in Primo. | APPROVED |
| Import Profiles for Loading Brief Order Records and WCP into NZ | Procedures and settings for importing MARC records provided by vendors into the NZ. This document will specifically discuss using YBP/Gobi but the considerations and setup will apply to other vendors. It also describes the match settings to use when importing MARC records with or without OCLC numbers. | APPROVED |
| Guidelines for Editing WorldCat Master Records | These brief guidelines provide clarification as to what can be edited in OCLC master records by member institutions. | APPROVED |
| Local Fields in Alma & Primo | Provides best practices for adding local fields in Alma. Provides a list of local fields in Alma and Primo and decisions about the display of local data. To be used in conjunction with the policy Local Fields. | APPROVED |
| Marcive Gov Docs: Documents without Shelves | Recommendations for a consortium subscription and management of Documents without Shelves centrally in Alma. | DRAFT |
| Numeric Character References (Best Practices) | Provides best practices for dealing with numeric character references in records using non-Latin scripts. | APPROVED |
| Overlaying Bibliographic Records in Alma (Procedures) | Detailed procedures for overlaying records in Alma Network Zone. To be used in conjunction with the Policy: Overlaying Bibliographic Records in Alma. | APPROVED |
| Publishing to OCLC | Procedures for setting up a Data Sync Collection (WorldShare Collection Manager) and configuring Alma in support of "publishing to OCLC" functionality. | APPROVED |
| Identify MARC fields in OCLC master record that should be suppressed from display in Primo (e.g., foreign language subject headings, FAST headings, local notes input by Library of Congress, etc.) | APPROVED | |
| Suppression of Records | Brief procedures for suppressing records in Alma. | APPROVED |