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Next Gen ILS Implementation

This is for FALSC's Alma/Primo VE Implementation Project.

Alma Day One Cataloging Guidelines

Alma Day One Cataloging Guidelines

Prepared by the MCLS Technical Services Standing Committee

Cataloging Standards Subcommittee*

July 13, 2021

Helpful Hints and Notes 

  1. When in doubt stop and seek guidance from your local cataloging supervisor, institution cataloging contact, the FLVC Help Desk, FLVC office hours, or the CAWG Discussion Group. 
  2. Remember to use the “Help with This Page” (? icon) in the top right of the screen in Alma. 
  3. Editing in the NZ changes data for all 40 libraries, so use caution and follow the requirements below when editing in Alma. 

 

Day One Requirements for Working in the Network Zone 

  1. All bib records added to the NZ must have an 035 OCLC control number. 
    1. Any brief record created in Alma without an OCLC number should be added to the library’s IZ, not the NZ (examples: order records, reserve books, etc.). 
  2. Staff should search the NZ for bib records before searching OCLC WorldCat for bib records.
  3. Before exporting a record from OCLC Connexion, ALWAYS search the NZ by the OCLC control number to make sure there isn’t a duplicate record already in the NZ.  
    1. If non-cataloging staff are not sure about their choice of record, export to the IZ, not the NZ until cataloging staff can review the record. Sharing a record from the IZ to the NZ enables automatic checking for duplicates in the NZ. 
  4. Do not directly edit an existing NZ record except to add “local extensions” (see next bullet). If you need to make edits, make them in the OCLC WorldCat master record, then send the edited OCLC record to the NZ.  
    1. This ensures that any future overlays of the NZ record will retain the edits. 
    2. Libraries that cannot edit in OCLC WorldCat should notify the CAWG Discussion Group requesting help with needed edits.
    3. For 042 pcc or msc (PCC/CONSER) records, notify catproblems@ufl.edu. 
  5. When exporting to the NZ, do not add local fields unique to your library to the OCLC master record (MARC tags 09X, 59X, 69X, 77X, 78X, and 950-999). These fields should be added to the NZ bib record in the Metadata Editor as “local extensions” using Editing Actions > Add Local Extension after the bib record is sent to the NZ.  
  6. Do not change the OCLC number in a NZ record, since other libraries have their OCLC holdings linked to the existing OCLC control number. 
  7. For multi-volume sets and/or series, different analyses practices are allowed in the NZ. Some libraries may use a set or serial record for all volumes, while others may use individual title records for each volume. Both practices are acceptable and can co-exist in the NZ.  
  8. Do not delete bib records from the NZ. Report NZ records with no inventory to the FLVC Help Desk. NZ records with no apparent inventory may still be used as order records, records for bound withs, or linked to electronic resources in the CZ.  
  9. Do not add local call numbers to the NZ bib record. Instead, add local call numbers in local inventory records (Permanent Call Number in local Holdings Record or Temporary Call Number in local Item Record). Tag 09x may be added to the NZ bib record as a “local extension” field using Editing Actions > Add Local Extension. 

 

Best practices for editing bib records in the Metadata Editor (MDE)

  1. Editing in the NZ changes data for all 40 libraries, so use caution and follow the requirements below when editing in Alma. 
  2. Records loaded in the MDE are locked so no one else can use them. ALWAYS save and release records in the MDE as soon as work on them is complete or at the end of your cataloging session.
  3. When moving a record from a search result into the MDE: 
    1. Prefer the “Edit Record” option. This opens the record immediately in the MDE so it can be edited right away and released.  
    2. Be mindful of using “Push to MDE.” Do not load multiple records in the MDE to work on later and leave them there. They will be locked so no one else can use them. 
  4. To create an IZ record that you can edit independently of the NZ record: 
    1. Select Record Actions > Copy to Catalog. This will copy the record to your IZ, where you can edit it any way you wish without changing the NZ record. 
    2. Do not select Record Actions > Duplicate Record. That will create an exact copy of the same record in the NZ. 
    3. Do not select Record Actions > Derive New Record. That will create a derived new brief record in the NZ. 
  5. To share an IZ only record with the NZ through the Metadata Editor: 
    1. Select Record Action > Share with network 
    2. You may get a warning that there is already a matching bib record in the NZ. ALWAYS click "Yes" to view the potential matches. If you click "No" and there is indeed a matching record in the NZ, Alma will create a second copy of the same record by pushing your IZ record to the NZ. 
    3. If Alma identifies a matching NZ record that has the same OCLC control number but represents a different resource, STOP and notify the FLVC Help Desk. Provide the MMS ID numbers of both records. Different records in the NZ cannot have duplicate OCLC numbers. 

*Tina Buck (UCF), Liza Campbell (UWF), Alexander Chisum (FSU), Sarah Cohen (FSU), Daniel Cromwell (FLVC), Tammy Druash (UNF), Brian Falato (USF), Eduardo Fojo (FIU), Marta Frydman (MDC), Jessi Hurd (USF), Susan Massey (UNF), Dave Van Kleeck (UF), Amy Weiss (FSU), William “Hank” Young (UF)