FLVC Cataloging Basics
For a more in-depth review of our cataloging guidelines please visit the Technical Services Standing Committee's libguide page with a link to the complete FLVC Cataloging Guidelines document.
TSSC Cataloging Guidelines page
Do Always search the NZ using the OCLC control number before exporting a record from OCLC Connexion.
Do export to the IZ, not the NZ, if you are unsure about the choice of record. Sharing a record from the IZ to the NZ enables automatic checking for duplicates in the NZ.
Do not directly edit an existing NZ record except to add “local extensions”. If you need to make edits, make them in the OCLC WorldCat master record and then send the edited OCLC record to the NZ. This will endure that any future overlays of the NZ record will retain the edits.
Do not add local fields unique to your library to the OCLC master record, when exporting the NZ. These fields should be added to the NZ record in the MDE as “local extensions”.
Do not change the OCLC number in an NZ record.
Do not delete Bib records from the NZ (even if they have no inventory or are a duplicate. Contact the FLVC Help Desk).
Do not add call numbers to the NZ record. Instead, add local call numbers in local inventory records.
For Multi-volume sets 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.
Editing in the NZ changes data for all 40 libraries, so use caution and follow the requirements below when editing in Alma.
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.
When moving a record from a search result into the MDE:
Prefer the “Edit Record” option. This opens the record immediately in the MDE so it can be edited right away and released.
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.
To create an IZ record that you can edit independently of the NZ record:
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.
Do not select Record Actions > Duplicate Record. That will create an exact copy of the same record in the NZ.
Do not select Record Actions > Derive New Record. That will create a derived new brief record in the NZ.
To share an IZ only record with the NZ through the Metadata Editor:
Select Record Action > Share with network
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.
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.
The MMS ID (Metadata Management System ID) is the unique record identifier in Alma. You may be asked to supply the MMS ID when troubleshooting in Alma and it is important to be able to provide the correct MMS ID.
All records in Alma are assigned an MMS ID:
2. Institution Zone (IZ) MMS IDs end with the 4-digit unique identifier assigned to the institution.
3. Bib records in an IZ will all have an MMS ID with the 4-digits for the institution.
4. NZ linked records will have an IZ and an NZ MMS ID