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Alma Resource Management

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

Editing Holdings Records

Holdings records are edited in the MD Editor. Holdings records may need to be edited to:

  • Change the call number
  • Change the location
  • Update/change serials holdings information

Note: Library and location can be changed from an item record as well as from the holdings record.


To edit a Holdings record in the MD Editor:

  1. Perform an All Titles or Physical Titles search for the record
  2. Click Holdings
  3. Click Edit
    • One Holding - Click Edit at the top of the screen
    • Multiple holdings - Click Edit from the ellipses of the holding record being edited
  4. The holdings record will open in the MD Editor
  5. Make changes to the holdings record
  6. Click Save>Save and Release Record (Ctrl+Alt+R)

Editing a Holdings Record Call Number

The call number may need to be edited if:

  • A different call number schema is being used than configured as the default or for the location
  • The local call number is different from the MARC bib record record
  • Adding a local call number to the MARC bib record 090 or 099 fields as local extensions

To Edit a Call number in a Holdings Record:

  • Find the record and open the holdings to edit
  • Click in the first indicator of MARC 852
    Click in the First Indicator of MARC 852
  • Change the first indicator
    Change the first indicator in MARC 852
  • Click Record Actions>Update from Bibliographic (Alt+U)
    Call Number updated in MARC 852
  • Click Save>Save and Release Record (Ctrl+Alt+R)

Local Call Number MARC 099

Local MARC 099 will need to be added to the Call Number Mapping Table if the local call number does not populate $$h $$i in the holdings record after changing the first indicator.

  • Go to Configuration>Resources>General>Call Number Mapping
  • Scroll to the bottom and fill out the form as follows
    • 852 1st Indicator: 8
    • Bib Subfields To Copy: a,b:
    • Description: (optional)
    • Bib Field To Copy: 099??
    • 852 Subfields Destinations: h,i
  • Click Add
  • Use the Up and Down arrows move the call numbers (optional)
    • The call number criteria that matches to a bib call number will be used
  • Click Save

Removing the Call Number From a Holdings Record

To remove a call number from a holding record:

  1. Perform a repository search for the bib record
  2. Click Holdings
  3. Click Edit (or click Edit from the ellipses of the holdings record if more than one holdings record exists) 
  4. From MARC Field 852: change the first indicator to 5
    first indicator 0
    first indicator 5
  5. Delete $$h $$i
    delete subfields
  6. Click Save (Ctrl+S)
  7. Click Record Actions>Release Record (Ctrl+Shift+R)

Changing a Set of Holdings Records Using the "Change Holding Information" Job

​Holdings records can be changed in batch using the "Change Holdings Information" job.

  • The "Change Holdings Information" job parameter let the user define how the holdings records will be modified.
  • The job can be applied to all holdings records in a set or applied to a library/location.
  • The following changes can be made to a set of Holdings records:
    • Update call number from Bibliographic record
    • Correct the data using normalization rules
    • Tag records for publishing


To Change a Set of Holdings Records Using the "Change Holdings Information" Job:

  1. Create a title set for the holdings records to be modified
  2. Go to Admin>Manage Jobs and Sets>Run a Job
  3. Search for the "Change Holdings Information" job by name
  4. Click on the radio button next to "Change Holdings Information" and click Next
  5. Click on the radio button next to the set the job will be applied to and click Next
  6. Select the parameters for the job and click Next
  7. Review the job
  8. Click Submit
  9. Click Confirm when the "Confirmation message" pops-up

Change Location and Add $$k Workflow

Ex Libris Documentation