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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.

Holdings Records

FLVC Holdings Records Cataloging Basics

 

Page Contents:

Overview

What are Holdings Records?

  • Holdings Records are associated with physical bib record only and must be linked to a bib record.
  • All item records must be linked to a holdings record because holdings records provide a link between the bib record and the item record(s).
  • Holdings records tell the user where a physical item is located in the library and what holdings you have for the physical title.
  • Holdings records are local and do not require local extensions.

What Do Holdings Records Look Like

Holdings records have the following required fields:

  • LDR
  • 008
  • 005
  • 852 

Holdings records contain the following information:

  • Location
  • Items held
  • Publication pattern (where applicable)
  • Notes

To view a holdings record:

  1. From a Bib record, click Holdings
     
  2. If there is only one record, it should appear. If more than one holdings record is attached, click on the ellipses and choose View.

     
  3. Click Back (or the < arrow) to return to the repository search results.

About Library of Congress' MARC Holdings 852 Indicators

What are they?

MARC 852 indicators are used to tell the holdings record what call number schema should be used.

Example:

 

If the following indicators are not currently mapped in Alma to populate $$h and $$i based on the first and second indicators go to Configuration>Resources>General>Call Number Mapping.

First Indicator/Shelving Schema

 Second Indicator/Shelving Order
# - No information provided # - No information provided
0 - Library of Congress classification 0 - Not enumeration
1 - Dewey Decimal classification 1 - Primary enumeration
2 - National Library of Medicine classification 2 - Alternative enumeration
3 - Superintendent of Documents classification  
4 - Shelving control number  
5 - Title  
6 - Shelved separately  
7 - Source specified in subfield $2  
8 - Other scheme

 

 

Handling Holdings Records - the Basics

Holdings records can be created and edited:

  • In the MD Editor
  • Using an import profile job
  • Running the "Change Holdings Information" job

Holdings records are automatically created when creating a POL (Purchase Order Line) for:

  • Print/Physical One-Time orders
  • Print/Physical Continuous order

Standing order holdings records are created in the MD Editor (insert link to Acquisitions that explains what a standing order is)

Alma Holdings Templates 

*Important Reminder & Clarification!

Important information about NOT EDITING the original "BOOKS" holdings template in Alma. 

Why?

Alma must have a holdings template for your institution that has never been edited.

If you want to create additional holdings records' templates, you must right click on the gray Books icon and select "Duplicate" as in the picture below 

Please see instructions:

Holdings Subgroup Alma Holdings Templates - Google Docs

 

Documentation and Trainings

Ex Libris Documentation