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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.

Transferring Items To FLARE

Transferring Items To FLARE

 

If your institution is thinking about transferring items to FLARE contact FLARE here: https://flare.uflib.ufl.edu/contacts/

Once an agreement has been reached between your institution and FLARE, FLARE staff will contact FLVC to configure Alma to support the creation of item records in FLARE. 

Setup 

  • FLVC will create a location in UFL FLARE for the items to be sent to.
    • Location is suppressed from discovery 
  • FLVC will create a Location in each Library in the Institution that is sending materials to FLARE – Going to FLARE 
    • Location is set up with enhancement 
    • FLARE’s newly created location 
    • Do not withdraw 
    • Do not automatically create an item 
    • Location is suppressed from discovery 
  • FLVC will create a location in each Library in the Institution that is sending materials to FLARE – Sent to FLARE 
    • Container for items sent to FLARE via job 
    • Suppressed 

 

Processing 

  • Institution side 
    • Institution staff will change the location of all items being sent to FLARE to “Going to FLARE” 
      • If only part of a serial is being sent the holding might need to be manually updated. 
    • Once all items that are going to be sent are processed contact FLVC. 
    • FLVC will: 
      • Make sure all items/titles in “Going to FLARE” are linked to the NZ – Run a Physical Items Analysis in Analytics with the column “Linked to NZ”   
      • FLVC will send a report to the institution to fix any titles that aren’t linked 
      • FLVC will run the “Copying items to host location via job” 
      • FLVC will check report and help with items that might have been missed  
      • Move all items from “Going to FLARE” to “Sent to FLARE” 
      • Use API to remove the barcodes from all items in “Sent to FLARE” - this will prevent problems from occurring if a patron at the institution UBorrows an item from FLARE 
  • FLARE side 
    • Items and holdings are created by the “Copying items to host location via job”. Click here for more info.
    • Holdings will be processed by API 
      • FLVC will edit Analytics Report: Shared/FLVC/Internal/FLARE 035-022 Holdings API or create a set of all items created in FLARE’s newly created location 
      • API will update holdings using the Analytics report or the set  
        • Add OCLC (035) from BIB 
          • Bibs can have multiple 035s we want the one that has  (OCoLC) 
            •  If there are duplicates – grabs the one with a number rather than a letter right after the close parens 
            • Only grabs subfield a 
        • Add ISSN (022) from BIB if serial 
          • In case of duplicates the first one that has a subfield a 
          • Only grab subfield a 
          • In case of 022 with no subfield a - skip 
        • Add 583 
          • Monographs 
            • 5 flgafar 
            • a committed to retain 
            • c date of entry, YYYYMMDD, e.g. 20130326 
            • d 20351231 
            • f Florida Academic Repository (FLARE) 
            • j FSTO 
          • Serials (use this when the holdings gets an 022 field) 
            • 5 flgafar 
            • a committed to retain 
            • c date of entry, YYYYMMDD, e.g. 20130326 
            • d 20351231 
            • f Florida Academic Repository (FLARE) 
            • f Scholars Trust 
            • j FSTO 
        • Add 852a 
          • FlGaFAR 
    • Items will be ingested into CaiaSoft by FLARE staff 
      • Item processing will happen at ingestion automatically 
      • Adding the Item Policy (03) 
      • Change 852c to TRAY 
      • Scanning the item in so that it is ‘In Place’ 

 

Completion

  • Once all items are transferred to FLARE 
    • The location in FLARE can be deleted by FLVC 
    • The “Going to FLARE” location in the origin location can be deleted by FLVC
    • Move barcodes in Sent to FLARE into note field/remove from Barcode field