Alma Resource Management

Normalization (norm) rules are used to change and/or update metadata in MARC21 bibliographic (bib) and holdings records. Normalization rules are created in the MD Editor. Normalization rules require a normalization process for normalization rules to be run as a job or applied to import and integration profiles that import MARC records into Alma.

Normalization rules can be applied to MARC records:

• In the MD Editor on individual records:
  • Appling norm rule changed from the norm rule preview when testing a norm rule on a MARC record
  • "Enhance the record" (Editing Actions>Enhance the record)
• To a set of records 
• In import and integration profiles used to import MARC records into Alma 

Normalization rules can be applied by a SUNY institution to:

• Institution Zone (IZ) only records
  • MARC21 bib records
  • MARC21 holdings records 
• To add local extensions to Network Zone (NZ) linked records

NOTE: Normalization rules can only be applied to NZ records by SUNY Library Services. When previewing a rule for a Network record, the following message is displayed: "Note that the rules will be applied only to local fields when the normalization process is run." 

One of the following roles is required to create a normalization rule:

• Cataloger
• Catalog Manager
• Catalog Administrator

The following role is required to create a normalization process:

• Catalog Administrator

The placement of new rules is very important when creating normalization (norm) rules because it will impact  what processes and functionality can use the norm rules in Alma. The "Placement of new rules" should be configured to local when creating or duplicating norm rules.  A Network (network icon) or a local (house icon) norm rule can be used on a bib record in the MD Editor, but a Network created norm rule cannot be used in a norm process. Local rules can only be used on IZ only records when using "Enhance the record" in the MD Editor. Network rules can only be used on NZ linked bib records when using "Enhance the record" in the MD Editor.

To Change the "Placement of new rules" in the:

• Current MD Editor
• New MD Editor

To Change the "Placement of new rules" in the current MD Editor:

1. Open the MD Editor
2. Click File>Options (Ctrl+O)
3. Click the local radio button under "Placement of new rules"
4. Click Save

To Change the "Placement of new rules" in the the New MD Editor:

1. Open the MD Editor
2. Click on the Records or Template tab
   • Currently Placement Options is not under the "New" menu when the Rules tab is selected
3. Click New>Placement Options
4. Click the local radio button under "Placement of new rules"
5. Click Save

Normalization (norm) rules are written using drools logic. Indication rules contain:

• A rule or multiple rules
• At least one condition
• An action or actions

Norm Rule Format and Order:

Conditions are applied to record elements in a MARC record such as fields, indicators, subfields, field/subfield content. Conditions can be defined at the entire rule level (WHEN), or at a specific action level (IF). The following are conditions that can be used in an indication rule:

Types of elements:

• Control Fields
• Data Fields
• Examples of Control & Data Fields

Control fields are made up of the following elements:

NOTE: Control fields can be opened in a form editor in the MD Editor using Ctrl+F (Editing Actions>Open Form Editor). Open the fixed field in the MD Editor to view the position and length.

• The LDR positions and length can also be found here: https://www.loc.gov/marc/bibliographic/bdleader.html
• The position and length of fixed fields can also be found here: https://www.loc.gov/marc/bibliographic/bd00x.html

Data fields elements that are used in normalization rules: 

The following elements can be used in normalization rules conditions and actions:

Control Field (fixed field) actions should only be applied to IZ only records in Alma that are not linked to the NZ or the CZ.
 

An "if" statements is a condition that is combined with an action:

• The action will be applied to the field when the condition in the "if" statement is met
• The action will not be applied to the field when the condition in the "if" statement conditions is not met
• "if" statements can be used with a condition containing elements or with TRUE
• "if" statements can be used with all actions except, moveSubfieldsToEndOfField 
• "if" statements cannot have more than one condition and element
• “if” statements can be used to make the rule more granular so changes are only made “if” the condition is met

How to use "if" statements in a norm rule:

• "if" Statement with a Condition with Elements
• "if" Statement Using the TRUE Condition

"if" Statement with a Condition with Elements:

"if" Statement Using the TRUE Condition:

Priorities (or saliences) can be applied to a rule when a rule contains multiple rules that apply actions to the same MARC fields. 

To construct a norm rule:

1. The first line begins with rule and is followed by the “name of the rule” in quotes
   • Examples;
     • rule “remove 597”
     • rule “remove 597|a|Estate of Donor Name”
2. when comes after the line with rule “rule name”
   • Example;
     • rule “remove 597|a|Estate of Donor Name”
       when
3. Condition(s) and element(s) are in the line after then 
   • Examples;
     • rule “remove 597|a|Estate of Donor Name”
       when
       exists “597”
     • rule “remove 597|a|Estate of Donor Name”
       when
       exists “597.a.Estate of Donor Name*” AND exists “597.d.2016\\.”
4. then comes after the line with the condition(s)
   • Example;
     • rule “remove 597|a|Estate of Donor Name”
       when
       exists “597.a.Estate of Donor Name*” AND exists “597.d.2016\\.”
       then
5. The action(s) and element(s) is in the line after then
   • Each action must be in its own line if there is more than one action and element in a rule
   • Each action will be performed in the order they appear
   • Example;
     • rule “remove 597|a|Estate of Donor Name”
       when
       exists “597.a.Estate of Donor Name*” AND exists “597.d.2016\\.”
       then
       removeField “597”
6. end comes after the action(s) and element(s) line(s)
   • Example;
     • rule “remove 597|a|Estate of Donor Name”
       when
       exists “597.a.Estate of Donor Name*” AND exists “597.d.2016\\.”
       then
       removeField “597”
       end
        

To create a new norm rule in the MD Editor:

1. Open the MD Editor
2. Check the "Placement Options" for the "Placement of new rules" is set to local
3. Click on the Rules tab
4. Click on New>Normalization
5. The Normalization rule properties screen displays
   1. Name*: start the name with the campus 3-letter identifier
   2. Description*: copy and paste the name or add more descriptive information about the rule 
   3. Type: [Select Drool - default]
   4. Access Level: [Select Shared]
   5. Click Save 
6. The MD Editor main pane opens
7. Begin writing the rule using the norm rule format
   • Rule "name of rule"
     when
     Condition or Conditions (using Boolean terms)
     Action or Actions
     end
8. Click Save
   
    *Correct any syntax errors if they display upon saving
9. Test the rule
10. Click "X" to close the rule

SUNY local fields are the only MARC fields that should be added, edited, or deleted from Network Zone (NZ) linked bib records.

Local extensions ($$9 local):

1. Must be added to the rule when creating new local fields in bib records using a normalization rule
2. Local extension ($$9 local) can also be added to local MARC fields that were incorrectly created by using "Add Field" instead of "Add Local Extension"

Creating a rule for SUNY local fields:

Normalization rules need to be constructed in a specific order when adding a local extension to a SUNY local MARC field. The local MARC field needs to be created first. The field must contain a value in order for it to be created. Then, the local extension subfield ($$9 local) can be added.

1. Open the MD Editor
2. Check the "Placement of new rules" is configured to local
3. Click on the Rules tab
4. Click on New>Normalization
5. The Normalization rule properties screen displays
   • Name*: start the name with the campus 3-letter identifier
   • Description*: copy and paste the name or add more descriptive information about the rule 
   • Type: [Select Drool - default]
   • Access Level: [Select Shared]
   • Click Save
6. Begin constructing the rule as follows:

   Add Local Extension - The Local Field Does Not Exist	Add Local Extensions - The Local Field Exists
   rule "add 597|c|Gift" when not exists "597.c.Gift" then addField "597.c.Gift" addSubfield "597.9.local" end	rule "add 597|c|Gift" when TRUE then addField "597.c.Gift" if(not exists "597.c.Gift") addSubfield "597.9.local" if(exists "597.c.Gift") end

7. Click Save
8. Test the rule on a record
    

Adding a local extension to an existing MARC field (must be a SUNY configure local field):

Local extensions ($$9) can be added to MARC fields that have been configured as local in Alma. If a user adds a local field using "Add Field" instead of "Add Local Extensions," the user can add the local extension using a norm rule if they do not want to delete the incorrect field and start over.

To add a local extension to a local MARC field:

1. Create a norm rule
2. Apply the norm rule

To create a norm rule that add a local extension:

1. Open the MD Editor
2. Check the "Placement of new rules" is configured to local
3. Click on the Rules tab
4. Click on New>Normalization
5. The Normalization rule properties screen displays
   • Name*: start the name with the campus 3-letter identifier
   • Description*: copy and paste the name or add more descriptive information about the rule 
   • Type: [Select Drool - default]
   • Access Level: [Select Shared]
   • Click Save 
6. Begin constructing the rule as follows:

   Add Local Extension - The Local Field Does Not Exist	Example	Notes
   rule "add local extension" when TRUE then addSubfield "MARC TAG.9.local" if(exists "MARC Tag.Subfield.Value*" end	rule "add local extension" when TRUE then addSubField "597.9.local" if(exists "597.c.Gift") end	The rule can be edited: Change the MARC Tag in the action Change the MARC Tag in the "if" statement Change the value in the "if" statement in the action Save the Rule Apply it from Preview

7. Click Save
8. Test the rule

Apply the Norm Rule from Preview:

1. Starting with the bib record opened in the MD Editor
2. Click on the "Editor split mode (F6)"icon
3. Click on the Rules tab
4. Click on the Normalization rule type
5. Search for the rule
6. Open the "Add local extension" rule
7. Edit the rule to change the MARC tag and value in the rule actions if applicable:
   • Change MARC tag in the action and "if" statement
   • Change the value in the "if" statement of the action
8. Click Save
   • Note: the rule does not need to be save to make the changes
9. Click Preview
10. Click Apply Changes if the rule is applied correctly
11. Click Save and Release Record (Ctrl+Alt+R) when editing the bib record

Subfields can be added to existing MARC fields using the addSubField action in a norm rule:

• Subfields being added in a rule will be appended to the end of the MARC field
• Subfields can be reordered by using the moveSubfieldsToEndOfField action in the rule
• Actions are applied in the order they appear in the rule therefor, moveSubfieldsToEndOfField must come after the newly added subfield in a rule
• moveSubfieldsToEndOfField action can be used alone in a rule to reorder existing subfields in a MARC field
• "if" statements cannot be used with the moveSubfieldsToEndOfField action

Constructing a rule to: 

1. Add a subfield(s) and reorder the subfields
2. Reorder existing subfield(s) in a MARC field

Constructing a rule adding subfields and reordering the subfields:

1. Open the MD Editor
2. Confirm that "Placement of new rules" is set to local
3. Click on the Rules tab
4. Click New>Normalization
5. Write the rule (example below):
   rule "add 597|c|Gift"
   when
   not exists "597.c.Gift"
   then
   addSubField "597.c.Gift"
   moveSubfieldsToEndOfField "597" "c,a,d,9"
   end
6. Click Save
7. Test the rule on a record
8. Create a norm process
9. Run the norm process on a set of records in Alma
   
   

Constructing a rule to reorder existing subfields in a MARC field:

1. Follow the same steps as above but create this rule:
   rule "add 597|c|Gift"
   when
   exists "597"
   then
   moveSubfieldsToEndOfField "597" "c,a,d,9"
   end
    
   

Normalization (norm) rules should not be edited by a user who did not create the norm rule. Norm rules that begin with SUNY should never be edited by other users in SUNY because any changes made to the rule will impact all SUNY processes that use them. There is no way to prevent rules from being edited by other users in Alma. It is recommended that users duplicate norm rule created by another SUNY user when the user wants to use and/or edit the rule for their own purposes.

Norm rules can be duplicated:

• In the MD Editor Main Pane
• From the Rules List

To duplicate an existing bib created by another user when the rule is open in the MD Editor Main Pane:

1. Open the MD Editor
2. Check the "Placement options" to make sure the "Placement of new rules" is set to the correct zone
3. Click on the Rule tab
4. Click on the Normalization rule type
5. Open the rule in the main pane of the MD Editor
   • Left-click to directly open the rule in the main pane
   • Right-click and select edit to open the rule in the main pane
6. Click Rule Actions>Duplicate
7. The Normalization Rules Properties screen opens
   1. Edit the name:
      • Begin the rule name with the Institutions three-letter Alma identifier
      • Rename the rule to reflect the rule changes
   2. Edit the description to reflect the rule
   3. Type: [Keep Drool]
   4. Access Level: [Keep Shared]
   5. Click Save   
8. Edit the rule
9. Click Save
   • Edit any syntax errors that prevent the rule from being saved and Save the rule again
10. Test the rule
11. Click "X" to close the rule

To duplicate an existing bib record created by another user from the ruled list:

1. Open the MD Editor
2. Check the "Placement options" to make sure the "Placement of new rules" is set to the correct zone
3. Click on the Rule tab
4. Click on the Normalization rule type
5. Search for the rule to be duplicated
   • Use the search box or
   • Scroll to find the rule
6. Right-click on the rule
7. Select "Duplicate"
8. The Normalization Rules Properties screen opens
   1. Edit the name:
      • Begin the rule name with the Institutions three-letter Alma identifier
      • Rename the rule to reflect the rule changes
   2. Edit the description to reflect the rule
   3. Type: [Keep Drool]
   4. Access Level: [Keep Shared]
   5. Click Save  
9. Edit the rule
10. Click Save
    • Edit any syntax errors that prevent the rule from being saved and Save the rule again
11. Test the rule
12. Click "X" to close the rule

Normalization rules can be tested on a bib record in the MD Editor in the following manner:

• Bib record opened first in the MD Editor
• Normalization rule opened first in the MD Editor

To test a normalization rule when the bib record is opened in the MD Editor first:

1. Open a bib record in the MD Editor
2. Click on the Editor split mode icon (F6)
3. Click on the Rules tab
4. Click on the Normalization rule type
5. Search for the indication rule to be tested
6. Left-click on the indication rule to open it on the right-side of the main pane
7. Click Preview
8. A preview of the rule changes will display
   • Note: Fields that have been added will display at the bottom of the MARC record preview. Once saved it will display in MARC tag order
9. Click Back to Normalization Rule
10. Edit, preview, and save the rule if the rule did not work as expected in step 9
11. Click "X" to close the indication rule
12. Release the bib record (Records Actions>Release Record / Alt+Shft+R)

To test a normalization rule when the rule is opened in the MD Editor first:

1. Open a normalization rule in the MD Editor
2. Click on the Editor split mode icon (F6)
3. Click the Records tab
4. Click on the MARC21 Bib record type
5. Search for the bib record
6. Left-click to open the bib record on the right-hand side of the main pane
7. Click on the rule on the left-side of the main pane
8. Click Preview
9. A preview of the rule changes will display
10. Click Back to Normalization Rule
11. Edit, preview, and save the rule if the rule did not work as expected in step 9
12. Click "X" to close the indication rule
13. Release the bib record (Records Actions>Release Record / Alt+Shft+R)

A normalization process is required to apply a norm rule to a set of records or to import processes.

Prerequisites to creating a norm process:

• Catalog Administrator or General System Administrator role
• A norm rule 

To create a norm process for bibliographic or holdings records:

1. Go to Configuration>Resources>Cataloging>Metadata Configuration
2. Click on the MARC21 Bibliographic or MARC21 Holding link under Active Profiles
3. Click on the Normalization Process tab
4. Click Add Process
5. Process Details - General Information screen opens
   • Name: [Type in name]
     • Name of the process will be the name of the job
   • Description: [Type in description]
   • Status: [Keep Active]
6. Click Next
7. Process Details - Add Tasks screen open
   1. Click Add Tasks
   2. Check the box next to MarcDroolNormalization
   3. Click Add and Close
8. Click Next
9. Select the norm rule from the Drools File Key drop-down menu
10. Click Save
    • Adds the norm process to the list of existing processes
11. Exit from Configuration

A user may choose to delete a normalization process once they no longer need to use it.

To delete a bibliographic or holdings norm process:

1. Go to Configuration>Resources>Cataloging>Metadata Configuration
2. Click on the MARC21 Bibliographic or MARC21 Holding link under Active Profiles
3. Click on the Normalization Process tab
4. Click Delete from the ellipses of the norm process being deleted
5. Click Confirm
6. Exit from Configuration

Normalization rules should only be deleted by the user who created them. Never delete norm rules beginning with SUNY or that have been created by other users. Once a rule is deleted it cannot be restored.

Prerequisites for deleting norm rules:

• Must be created by the user who wants to delete the rule
• Any norm processes using the norm rule must be deleted first

You can delete a norm rule from either the main pain of the MD Editor or the Rules List:

1. Open the MD Editor
2. Click on the Rules tab
3. Click on the Normalization rule type
4. Search for the norm rule to be deleted
   • Left-click on the rule
     • The rule opens in the main pane of the MD Editor
     • Click Rule Actions>Delete and click Yes when the confirmation message pops-up
   • Or Right-click on the rule
     • Select Delete and click Yes when the confirmation message pops-up

"Enhance the record" allows users to enhance a MARC21 bib or holdings record using normalization processes.

The zone of the record impacts what norm processes display in the "Enhance the record" drop-down list under Editing Actions:

• IZ only bib and holdings records will display norm processes that contain locally created norm rules
• NZ linked bib records will only display norm processes that contain network created norm rules
  • IMPORTANT!!!: Network norm processes can only be created by SUNY Library Services staff
  • Contact the SUNY Library Services at info@sunyolis.libanswers.com if your institution would like to have a norm process added to the Network

In order for normalization processes to display in the drop-down menu for "Choose Normalization Task" the following needs to exist:

1. A norm rule
2. A Normalization process

To enhance a bib or holding record in the MD Editor:

1. Open the record in the MD Editor
2. Click Editing Actions>Enhance the record (Ctrl+Alt+E/W)
3. The Enhance the Record screen pops-up
   • Choose Normalization Type: [Select the Normalization process]
   • Click Ok
4. Click Save>Save and Release Record when done editing the record

• Working with Normalization Rules
• Normalization Rules Examples