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Alma Resource Management

Working with the Metadata Editor in the Institution and Network Zones. Includes indication and normalization rules.

Adding Holdings Records

Holdings records are automatically created when a Physical/Print One Time or Continuous POLs is created in Alma. However, holdings records will need to be created manually in the MD Editor for:

  • Standing Orders
  • Additional holdings for an existing title
  • Campuses who are not currently using acquisitions in Alma

Adding Holdings Records for Books

  1. Open the bib record in the MD Editor
  2. Click New>Marc21 Holdings
  3. Click the Books (Default) Template
  4. The holdings template will open on the right-side of the split screen editor
  5. Click in MARC 852
  6. Open the Form Editor by clicking Editing Actions>Open Form Editor (Ctrl+F)
    • Edit the first indicator for to use the appropriate shelving Scheme
    • Select $$b (sublocation)
    • Select $$c (shelving location)
  7. Hit the Esc button to close the form editor
  8. Click Save
  9. Items can now be added to the Holding record from the MD Editor
  10. Release the holdings record once items have been successfully added

Adding Holdings Records for Serials

  1. Open the bib record in the MD Editor
  2. Click New>Marc21 Holdings
  3. Click the Continuing Resources Serials Holdings Template
  4. The holdings template will on the right-side of the split screen editor
  5. Click in the LDR
  6. Open the Form Editor by clicking Editing Actions>Open Form Editor (Ctrl+F)
  7. The Form Editor Opens and populates the following positions
    • Record status (5) - n (new)
    • Type of Record (6) - y (serial item holdings)
    • Undefined character positions (7) - # - Undefined
    • Undefined character positions (8) - # - Undefined
    • Character coding scheme (9) - # MARC-8
    • Encoding level (17) - u - Unknown
    • Item information in record (18) - i - Item information
    • Undefined character positions (19) - # - Undefined
    • Length of the length-of-field portion (20) - 4
    • Length of the starting-character-position portion (21) - 5
    • Length of the implementation-defined portion (22) - 0
    • Undefined (23) - 0 - Undefined
  8. Click in MARC 852
  9. Open the Form Editor by clicking Editing Actions>Open Form Editor (Ctrl+F)
    • Edit the first indicator for to use the appropriate shelving Schema
    • Select $$b (sublocation)
    • Select $$c (shelving location)
  10. Hit the Esc key to close the form editor
  11. Click into the MARC Holdings 852
  12. Click Editing Actions>Expand from Template and choose appropriate Serials Template
  13. Click Ok
    • MARC 853 and 590 will be created based on the template
  14. Edit MARC 853 and/or 590 if necessary
  15. Click Save
  16. Items can now be added to the Holding record from the MD Editor
  17. Release the holdings record once items have been successfully added

Adding More Than One Holdings Record Per Location Workflow

Can you have more than one holding record per location?

Topics

Answer

You can only have one holdings record per location, but if you need to have more than one holding record, you can do this by adding $t (copy number) to MARC holding field 852 with an identifier, such a 1,2,3, etc.

Steps:

  1. Perform a repository search
  2. Click Holdings or Click Edit Record
    1. If you Click Holdings:
      • Click Add New Holdings at the top of the screen
      • The new holdings record will open in the MD Editor
    2. If you click Edit Record:
      • Click on Add Inventory>Add MARC21 Holdings>Select a Holding Template (Ctrl+Alt+H)
      • The new holdings record will open on the right-side of the main pane of the MD Editor
  3. Click on MARC field 852
    1. Edit the indicators (indicators tell $$h $$i how to populate the call number)
      • First Indicator - shelving scheme
      • Second Indicator -  shelving indicator
    2. Click Ctrl+F to open 852 in the form editor
      • Location (a) - Institution
      • Sublocation or collection (b) - Library
      • Shelving Location (c) - Location
      • Copy number (t) - use a number to differentiate the holdings number, such as 1, 2, or 3, eg:
         add subfield t
    3. Click on the Save
    4. Click Save>Save and Release Record
      • Click Back (if you used the Add New Holdings workflow)
    5. Click Save>Save and Release Record (if you used the Edit Record workflow)
    6. Click Back
      multiple holdings for single location