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Alma Resource Management Guide

This guide explains all aspects of the cataloging process, including loading, editing, and deleting bibliographic records, holdings records, and item records in Alma.

Matching Bib Records

 

Page Contents:

Matching Bib Records Overview

Merging & Combining Records

How to Merge in the MD Editor 

 

Matching Bib Records Overview

Alma has been configured FLVC-wide to match bib records on the OCLC number in the IZ and the NZ. A match will be identified based on the OCLC number regardless of zone. This means that an IZ record will produce a match if there is a bib record with a matching OCLC # in the NZ and vice versa. 

Notes about Matching Bib Records

  • Bib records match on the OCLC number in MARC field 035 $$a
  • Bib records cannot match on records in different zones
    • IZ only bib records will not match on an NZ record with a matching OCLC number
    • Bib records in the NZ will match on CZ bib records that are linked to the NZ if the OCLC number matches  
  • Matching bib records do not always require action
    • Best practice is to view the matching record to determine in action is required
    • DO NOT merge an NZ linked bib record with a CZ bib record that is linked to the NZ with matching OCLC numbers

How To Find Matching Records:

  • Select "Find Matches (Ctrl+M)
  • Save a bib record in the MD Editor by clicking the Save icon or Save and Release a Record (Ctrl+Alt+R)

 

Merging & Combining Records

"Merge Records and Combine Inventory" is used to used merge duplicate bib records and combine inventory in the Institution Zone (IZ) or in the Network Zone (NZ). In order to Merge Records and Combine Inventory they must be in the same zone. Merge rules are used to merge bib records and combine inventory. 

Duplicate bib records may exist in Alma due to the following use case scenerios:

  • Matching duplicate IZ only bib records are in the repository from migration
  • Updating a brief bib for ordering and a record now exists in the NZ
  • Duplicate bib records exist in the NZ

Notes about Merging Records

  • Bib records must be in the same zone to be merged
  • Bib records can be merged in the IZ and in the NZ
    • Bib records in the CZ cannot be merged
  • To merge bib records there must be a primary and a secondary bib record
    • The primary bib record is the record that is opened first in the MD Editor and it displays on the left-side of the split screen of the MD Editor
    • The secondary bib record is the record that is opened second in the MD Editor and it displays on the right-side of the split screen of the MD Editor
  • Merging occurs on the primary bib record
  • Bib Records will merge based on the merge rule that is selected 
  • The following associated inventory and entities will be moved from the secondary record (record being merged) to the primary record (record it is being merged with):
    • PO Line
    • Electronic Collections
    • Electronic Portfolios
    • Physical Items
    • Digital Representations
    • Loans
    • Requests
    • Reading Lists
    • Related Record Relationships 

 

How to Merge Records in the MD Editor

A "Confirmation required" pop-up message will appear asking "Matched record/s exist in the catalog, do you want to view them before saving? When a bib record is saved in the MD Editor by clicking on the Save icon or selecting Save>Save Record (Ctrl+S) or Save>Saved and Release Record (Ctrl+Alt+R) in the MD Editor and a matching bib record exists.

  1. Click Yes
  2. The matching record opens in the right-side of the split screen editor
  3. Click View from the record on the right-side of the split screen editor
  4. Review the records to make sure they are matching records
    • Bib records match on the OCLC number:
      • Network Zone (NZ) matching records will have the same master bib record
      • Institution Zone (IZ) matching records may have different bib records and contain distinctive local notes
  5. Determine if the record in the left-side of the MD Editor is the primary bib record or not
    • The record on the right-side of the MD Editor is the secondary record
    • The secondary record merges with the primary record
  6. Scroll to the bottom of the record on the right-side of the MD Editor
  7. Select Edit
  8. Click Execute
    • If the record on the left-side (primary record) is not the record you want to merge with then:
      • Click the "X" in the upper right corner of the primary record to close it displaying in the MD Editor
      • The Secondary record (right-side of the MD Editor) will open fully in the MD Editor
      • Click the "Editor Split Mode" icon
      • Click on the record you closed using the X from the records list in the MD Editor
  9. Click into the record on the right-side of the MD Editor (primary record)
  10. Click Record Actions
  11. Click Merge & Combine
  12. Select the Merge routine
    • NZ records - use SUNY - Overlay All Field But Local Fields
    • IZ records - select the merge rule that merges the IZ only records as desired
  13. Click Show merge preview to view how the merge will look
  14. Update Holdings Call Number:
    • NZ: keep unchecked
    • IZ: check only if you want the holdings call number of the secondary record to be changed to the call number from the primary record
  15. Secondary Record: Delete
    • Delete the secondary record or it will remain in the repository and continue to cause matches 
  16. Click Ok
  17. Click Save>Save and Release Record (Ctrl+Alt+R)