Functional Committee Documentation

Best Practices & Procedures

Alma Daily OCLC Bib Record Updates & OCLC WorldShare Collection Manager	Describes WorldCat Collection Manager that is used to create the daily files of new and updated WorldCat records for CSU libraries, and the Alma NZ import profiles to be used to load the updated records into the NZ.	APPROVED
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
CSU Migration of Local Bibliographic Data to Alma Local Extensions	Identifies local fields to be used as local extensions, mapping of local fields for migration of local bibliographic data to ensure data is protected, and procedure for marking local fields for migration.	APPROVED
Deleting MARC Fields in OCLC Record	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
Digital bookplates	Best practices for adding digital bookplates in bibliographic records.	APPROVED
Display of Notes (5XX) in Primo	Recommendations for mapping and displaying specific notes in their own separate labels (fields) in Primo.	APPROVED
Electronic Resource Management (ERM)	Best practices, policies and procedures for Electronic Resource Management	APPROVED
Excluded MARC Fields : MARC Fields Excluded from CSU ALMA (01CALS) : Do Not Use	The MARC Fields that must not be used by any CSU Library, or the Central NZ. Contact the RMWG to request use of one of these fields	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
Guidelines for Editing WorldCat Master Records	Provides clarification as to what can be edited in OCLC master records by member institutions.	APPROVED
How to Link Records to NZ that Multi-matched with NZ-CZ Records	Document outlines brief steps describing the process for each institution to analyze their multi-match report after final data load and assess if re-importing records process is required.	APPROVED
Holdings Records for Accession/Shelving Control Numbers	Procedures for configuring physical locations to set up call number type as shelving control numbers and applying a normalization rule to update existing holdings records to conform to the encoding of shelving control numbers according to MARC Holdings Records best practices.	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
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
MARC Holdings Records	Best practices for encoding holdings records for monographs and serials.	APPROVED
Marcive Gov Docs: Documents without Shelves	Recommendations for a consortium subscription and management of Documents without Shelves centrally in Alma.	APPROVED
NO DEDUPE 988 Field : Use Sparingly	Asks that 988 fields with command NODEDUPE be used sparingly, to minimize risk of duplicate records, multiple records for the same work in OneSearch	APPROVED
Numeric Character References (Best Practices)	Provides best practices for dealing with numeric character references in records using non-Latin scripts.	APPROVED
Local Field for Course Reserves (Restricted)	Recommends use of default-system local field (999) to encode course reserves restricted resources (personal copies).	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
Suppression or Display of MARC Fields in OCLC Records in Primo	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
Title for Boundwith Host Records	Replaces current title “Host bibliographic records for boundwith item barcode **” with “Multiple titles bound as a single volume with the barcode **.	APPROVED

Guide

R esource Management Training Guide

With this guide, the Unified Library Management System (ULMS) Resource Management Functional Committee seeks to outline competencies for resource management staff working in Alma and related systems. Resource management in Alma covers a range of processes and overlaps with other functional areas. This guide aims to organize these processes, best practices, and policies in an outline to which resource management staff can refer when addressing institutional training needs. The guide will be a living document and may be updated based on the consortium’s needs.