Background
Boundwith records include host bibliographic records and all their respective constituent records. Constituent records are those to which the 774$w in the host bibliographic records point. In the example host bib record below, the two 774 fields represent the constituent records. In this example, the host bib and both constituent records are all considered boundwith records.
245 00 |a Multiple titles bound as a single volume with the barcode 30600001524124
774 1_ |t The budget in brief. |w 99155412530101671
774 1_ |t The federal budget in brief. |w 99162676790101671
When cleaning up bibliographic records that don’t have inventory attached, boundwith constituent records should be excluded. This procedure shows how to create a set of all boundwith records required for that purpose.
- Migrated boundwith records may or may not link successfully in Alma. Creating a set of all boundwith records will allow you to determine whether any migrated boundwith records failed to link. If, after completing the steps in this procedure, you identify boundwith records with broken links, please refer to the procedure Fixing Broken Bound-with Links in Migrated Records.
Procedures in Alma
Creating a set of all boundwith records is a somewhat complex and multi-step process. Detailed steps are provided below.
1. In Alma, create a set of host bibliographic records records.
Do an All titles Title search: multiple titles bound as a single volume.
Save and name your query.
2. Export the set of host bibliographic records from Alma.
Go to Alma -> Administration -> Manage jobs -> Run a job.
Job type- Export.
Select Export Bibliographic Records. Click on Next.
Find and select your set of host bib records. Click on Next.
Task Parameters->
Physical format = Binary
Output format = MARC21 Bibliographic
Number of records in file = One file
Export into folder = Private
Click on Next
Schedule job -> As soon as possible. Click on Next.
Review and confirm. Click on Submit.
After your job is completed, go to Alma -> Administration -> Manage Jobs -> Monitor jobs. Click on the History tab.
Find your job, and from the Actions button, select Report.
Click on the link to the exported records to download the .mrc file to your computer.
3. In MarcEdit, use the Export Tab Delimited Records tool to export the 001 and 774$w.
Open MarcEdit and from the top row of menu options, select Tools -> Export -> Export Tab Delimited Records.
Click on the folder icon next to the top file name box and select the .mrc file created in step 2 above.
Click on the folder icon next to the second file name box and provide a name for the .txt file that will be created as part of this process.
Leave the default values for the Select Field Delimiter and the In Field Delimiter fields and click the Next button.
Enter 001 in the Field box and click the Add Field link.
Enter 774 in the Field box and w in the Subfield box. Click the Add Field link.
Click the Export button.
4. In Word, create a text file with the MMSIDs for the host bibliographic records and all their respective constituent records.
Open the .txt file created in step 3 in Word.
Replace “ (quote) with nothing (remove all quotes) and click the Replace All button.
Replace ^t (tab) with ^p (carriage return) and click the Replace All button.
Replace ; (semicolon) with ^p (carriage return) and click the Replace All button.
Replace the top lines (001 and 774$w) with a single line that contains only MMSID.
Save the file and close Word.
5. In Excel, remove duplicate MMSIDs
Open the .txt file from the previous step above in Excel.
When opening the .txt file in Excel, in the third step of the Text Import Wizard, change the column data format selection from General to Text (this prevents Excel from displaying pure number values like MMS IDs in scientific notation).
Select the entire spreadsheet and use Data -> Sort to sort the MMS IDs.
Use Data -> Remove Duplicates to retain only unique MMS IDs.
Save the file.
6. Create an itemized set of all boundwith records in Alma.
Go to Alma -> Manage Sets.
Click on Add Set and select the Itemized option.
Name the set and set content type to All Titles.
In the Add Contents from File to Set section, click on the folder icon and browse to find the .txt file created in Step 4. (Maximum file size is 10MB. For reference, a file with 6983 MMSIDs was only 128KB)
Click the Save button.
Excluding All Boundwith Records from Bibliographic Records with No Inventory set
When cleaning up records with no inventory, boundwith records should be excluded. If you have an all titles set of bibliographic records with no inventory (All titles, Has Inventory=no), you can use the combine sets feature (use the NOT operator) to exclude boundwith records.
Go to Alma -> Manage Sets.
Find your All titles set of bibliographic records with no inventory.
Click on the Actions button and select Combine sets.
In the General Information section, name your new itemized set.
In the Combine sets section select the NOT operator.
With: search for your set created in step 5 above.
Click on Submit.
The resulting itemized set will include bibliographic records that do not have inventory and are not boundwith records.
Checking for Broken Boundwith Links
Go to Alma -> Manage Sets.
Find the set created in step 5 above and from the Actions button, select Members.
Click on Tools and select Excel. It will take some time to generate the spreadsheet.
When the spreadsheet is generated, a prompt to save the file will appear.
Save the file.
Open the file in Excel.
Sort Column R (Availability). Any blank cells in that column represent a problem with a link.
If you have blank cells in Column R, refer to Fixing Broken Boundwith Links in Migrated Records.
Action log
| Section | Point Person | Expected Completion Date | Last action taken | Next action required |
|---|---|---|---|---|
Articulate the need for the procedures (background) | TS Leads |
| 9/15/16 - Procedure needed to identify a set of migrated boundwith records (host bibs & constituents) | Discussion with TS Working Group. |
Create a Procedure | Cataloging Task Force |
| 10/17/16 - Draft completed | |
Identify and create best practice recommendations |
| |||
Where applicable, identify and write up procedures in Alma |
|
Tasks to be completed
- Type your task here, using "@" to assign to a user and "//" to select a due date