Guides: Alma Resource Management: Working with Holdings Records

Holdings Records

One of the following roles is required to work with holdings records:

Cataloger
Catalog Manager
Catalog Administrator

Holdings records:

Are used for physical resources and must be linked to a bib record
Provide a link between the bib record and the item record(s)
Tell users where a physical item is located in the library and what holdings you have
Have the following required fields:
- LDR
- 008
- 005
- 852
Contain the following information:
- Location
- Items held
- Publication pattern (where applicable)
- Notes
Can be created and edited:
- In the MD Editor
- Using an import profile job
- Running the "Change Holdings Information" job

Alma's Out of the Box Call Number Mapping

MARC 852 First Indicator

Call Number Mapping from the Bib Record to MARC 852

Library of Congress call number

First it will look to use the 090 $$a $$b to populate $$h $$i I
If no 090 exists, it will uses the 050 $$a $$b to populate $$h $$ i

Dewey Call Number

Uses the 082 $$a $$b to populate $$h $$i

National Library of Medicine Call Number

Uses the 060 $$a $$b to populate $$h $$i

Superintendent of Documents Call Number

Uses 086 $$a $$b to populate the $$h $$i

Other Call Number Schema

Uses 084 $$a $$b to populate the $$h $$i

Library of Congress' MARC Holdings 852 Indicators

MARC 852 indicators are used to tell the holdings record what call number schema should be used. If the following indicators are not currently mapped in Alma to populate $$h and $$i based on the first and second indicators, edit them in Configuration>Resources>General>Call Number Mapping.

First Indicator/Shelving Schema

Second Indicator/Shelving Order

# - 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

Opening Holdings Records Workflow

Topics

Answer

To view holdings records:

Perform a Repository Search for your title
From the Results List, click Holdings:
If there is only one holdings, that will open. If there are multiple holdings, click View from the ellipses of the holdings record:
Click Back (or the < arrow) to return to the repository search results

To open the holdings records in the MD Editor:

From the single Holdings or View Holdings area described above, click Edit

or
The holdings record will open in the MD Editor
Review or make changes to the record
Click Record Actions>Release Record (Alt+Shift+R) or Save>Save and Release Record (Ctrl+Alt+R) to release the record from the MD Editor
Click Yes when the confirmation message appears

Viewing, Closing, and Restoring Versions

Every time a holdings record is saved in the MD Editor, a new version of that holding record is created.

Managing holdings records versions:

Open the holdings record in the MD Editor
Click View Related Data>View Versions
- The versions will display on the right-side of the split screen editor if they exist
Click View
Click Restore if you would like to restore one of the versions
Click the “X” in the upper right corner of the right-side of the split screen editor to close

Holdings Records Training Videos

Items, Holdings, and Relinking Records: Resource Management Short Course
Part of the Resource Management Short Course: Session 3

Alma Resource Management