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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.

Identifying Bibs in the Network Zone

Identifying the Correct Record from the Network Zone

 

Page Contents:
General Information
Searching Tips
How to Identify the Correct Bib in the NZ

General Information 

  • It is important to identify the correct bib record in the Network Zone (NZ) for ordering and relinking bib records.
  • FLVC libraries do not have to use bib records that exists in the NZ if a better bib record exists in OCLC.  
  • An OCLC master record can be exported to the NZ if the correct bib record does not exist in Alma's NZ. 
  • Brief bib records are created for ordering purposes when there is not an existing bib record in the NZ or in OCLC. 

NOTE: An OCLC master record that is brief is better than creating a brief bib in Alma because it contains an OCLC number. This allows the OCLC record to be automatically updated when the OCLC master records is updated. The updated bib record will be included in the updated OCLC import profile for the OCLC overnight jobs and automatically update the brief bib.

 

Repository Searching Tips

It is important to use unique identifiers to retrieve the best repository search results in Alma. The repository search can be as simple or as advanced as is required to limit the search results to a usable size. Unique identifiers that can be used to locate the correct bib record if they are available:

  • OCLC number
  • ISBN
  • ISSN
  • Other Standard Numbers
  • MMS ID 

Search Types - Roles determine the available search types that will be available from the persistent search box

  • All Titles - use this search to find all bib records in the IZ and NZ with and without inventory
  • Physical Titles - use this search to find bib records in the IZ that contain inventory
    • Must have at least one item associated with it to be retrieve the bib records using a Physical Titles search
  • Physical Items - use this search to find physical item records in the IZ
  • Electronic Titles - use this search for e-resource titles in the IZ and CZ with inventory
    • Must have at least one portfolio associated with it to retrieve the bib record using an Electronic Titles search
  • Electronic Portfolios - use this search for e-resource portfolios in the IZ and CZ
  • Electronic Collection - use this search for e-resource collection in the IZ and CZ

 

How to Identify the Correct Bib Record in the NZ

  • Perform an All Tiles simple or advanced repository search in the NZ. Use enough information to be able to retrieve and identify the correct bib record:
    1. ISBN/ISSN/Other Standard Number
    2. OCLC Number
    3. Creator (Author)
    4. Title
    5. Publication Year
    6. Publisher
    7. Resource Type
  • Use facets on the left-side to limit the results to a specific resource type
  • Click on the title link for the record in the repository search and review bib record looking at the following MARC fields:                                  
    MARC Field MARC Definition
    Brief Level If more than one record exists, the brief level may help you determine which record to use. Potentially, the  higher the brief level, the better the bib record. Brief levels are from 01-10. 01 being the lowest and used  for brief level and brief vendor records and 10 being the highest for DLC and PCC records. 
    020 (ISBN), 022 (ISSN), or 024 (Other System Number) Searching by the ISBN, ISSN, or Other System Number will produce more refined repository results. 
    040 (Cataloging Source)

    040 $$a identifies who created the OCLC master record. $$a DLC is for records created by the Library of  Congress and tend to be the "best" record. Other library's cataloging of high quality can also be used when  determining what bib record to use

    040 $$b eng - per MSP-12 the language of cataloging for the SUNY NZ is English.
    042 (Authorization Code) 042 $$a is for LAC, LC, NLM, and Program for Cooperative Cataloging use only. PCC in 042 $$a tend to  be higher quality bib records
    100 (Personal Name) /110 $$a (Corporate Name)  100 and 110 $$a is the main entry when the information is clearly stated. It is the creator statement. 100 - author's name. 110- Corporate body's name.
    245 (Title Statement)

    245 $$a is the title.

    245 $$b is the remainder of the title.

    245 $$c Statement of responsibility is helpful when there is no MARC fields 100 or 110.

    245 $$h General Material Designator for pre-RDA bib records. It contains the GMD in brackets, [videorecording].
    250 (Edition Statement) 250 $$a contains the edition statement if one exists.
    260/264 (Publication Information)

    260/264 $$a Place of Publication.

    260/264 $$b Name of Publisher.

    260/264 $$c Date of publication. 

    MARC 260 is used for pre-RDA bib records.
    300 (Physical Description)

    300 $$a is the extent of the item. The number of volumes, pages, leaves etc. 

    300 $$b is for other physical details, such as illustrations, maps, etc.

    300 $$c is for the dimension of the item size
    336/337/338

    MARC fields 336, 337, and 338 will appear in RDA bib records or pre-RDA records that have been updated in the OCLC master record

    336 (content type)

    337 (media type)

    338 (carrier type)
                          
  • When the correct record is identified it can be:
    1. Ordered
    2. Relinked
  • If the correct bib record is not yet identified:
    1. Continue searching by refining the repository search 
    2. Export the desired bib record from OCLC to the NZ if the correct bib record does not exist in the NZ