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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

How do I change the location on a set of records and add $$k location?

Topics

Answer

To update the location and add subfield $$k on a set of records:

STEP 1: Create a Local Normalization Rule

  1. Open the MD Editor
  2. Make sure the "Placement of new rules" is set to local
    • Click New>Placement Options
  3. Click on the Rules tab
  4. Click New>Normalization Rules
  5. Write the rule below:

    rule "replace 852|c and add |k to holdings record"
    when
    (TRUE)
    then
    replaceContents "852.c.*" with "[location]"
    addSubField "852.k.[location]"
    end

    *a normalization rule would need to be created for each location. Replace [location] with the location code and replace 852.k.[location] with the $$k the location
  6. Click Save
  7. Test the rule on an existing holdings record. Edit the rule if necessary
  8. Click X to close the rule in the main pane of the MD Editor

NOTE: Always test normalization rules to make sure the rule works as expect before applying the normalization rule to a set of records.

STEP 2: Create a Normalization Process:

  1. ​Go to Configuration>Resources>Cataloging>Metadata Configuration
  2. Click on MARC21 Holding under active profiles
  3. Click on the Normalization Process tab
  4. Click Add Process
  5. Name the process and add a description
    • The name is how you will find the normalization rule to apply it to the the IZ integration and import profiles
  6. Click Next
  7. Click Add Tasks
  8. Click on the Marc Drools Normalization check box
  9. Click Add and Close
  10. Click Next
  11. Select the Drools File Key for the local Normalization Rule
  12. Click Save

STEP 3: Run the "Change Holding Information" Job

  1. Create a Physical Titles set in Alma
  2. Go to Admin>Manage Jobs and Set>Run a Jon
  3. Search by name for: "Change Holding Information"
  4. Click on the radio button next to the "Change Holding Information" job
  5. Click Next
  6. Click on the radio button next to the physical items set
  7. Click Next
  8. Run a Job - Enter Task Parameters screen opens
    1. Click in the check box next to "Correct data using normalization rule"
    2. Select the normalization rule from the drop-down menu
  9. Click Nextnew change location
  10. Review the job
  11. Click Submit
  12. Click Confirm when the Confirmation Message appears

Normalization Rules for other $$k scenarios:

Add $$k only:

rule "add 852|k"
when
not exists "852.k"
then
addSubField "852.k.PACAF"
end

 

Remove $$k:

rule "add 852|k"
when
exists "852.k"
then
removeSubField "852.k"
end

Ex Libris Documentation