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 |
| 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 |
| 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 |
| Recommendations for mapping and displaying specific notes in their own separate labels (fields) in Primo. | APPROVED | |
| 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 |
| Provides clarification as to what can be edited in OCLC master records by member institutions. | APPROVED | |
| 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 |
| 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 |
| 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
| Resource 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. |