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Alma Resource Management

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

Adding Item Records

Item records are typically created for:

  • Monographs when One-Time POLs are created
  • Continuous items upon receiving from Acquisitions>Receiving and Invoicing>Receiving
  • Manually for standing orders upon receipt
    • Holdings and Item records are created in the MD Editor and linked to the Contained Record used for ordering by the POL in the item record
  • Manually for existing items in a library's collection that are not found in Alma 


Items records can be created from:

  1. List of Items
  2. The MD Editor
  3. Create Inventory

Item Record Training Video

Adding item Records From a List of Records

How do I add an Item Record to an existing title?

Topics

Answer

Adding an Item Record from a Repository Search:

  1. Perform a Physical Title repository search for the title
  2. Click Items from the ellipses
    choose items
  3. Click Add Item
    add item
  4. Physical Item Editor Opens
    • Populate the appropriate fields (typical fields are outlined in the image)
      • Barcode
      • Material Type
      • Receiving Date
      • Permanent Physical Location (defaults to the current items permanent physical location)
    • DO NOT use Item Policy UNLESS it is an exception item policy not included in a Fulfillment Unit
    • Only active POLs can be added to an item record (closed or canceled POLs cannot be added unless they are reopened)
    • Scan the barcode last as it acts as a hard return
      scan barcode
  5. New item record has been added to the title
  6. Click Back (or < List of Items)
    list of items

Adding Item Records from the MD Editor

  1. Perform an “All Titles” or “Physical Titles” repository search
  2. Click Edit Record 
  3. Click View Related Data>View Inventory
  4. Click “X” to close the Inventory screen
  5. Click New>MARC21 Holdings>[Select holdings template]
  6. Click into MARC 825 and populate:
    1. First indicator
    2. $$b (sublocation or collection)
    3. $$c (shelving location)
    4. Click Save
  7. Click Add Inventory>Add Item
  8. Physical Item Editor opens  (populate the appropriate fields)
    1. Barcode
    2. Material type
    3. Receiving date
    4. Enum/Chron (serials only)
    5. Permanent location
    6. Item call number type/Item call number (optional)
    7. Temporary location (optional)
    8. Click Save
  9. Release the holdings and bib record from the MD Editor
  1. Perform an “All Titles” or “Physical Titles” repository search
  2. Click Edit Record 
  3. Click View Related Data>View Inventory
  4. Click “Edit from the holdings record
  5. Click Add Inventory>Add Item
  6. Physical Item Editor opens  (populate the appropriate fields)
    1. Barcode
    2. Material type
    3. Receiving date
    4. Enum/Chron (serials only)
    5. Item call number type/Item call number (optional)
    6. Temporary location (optional)
    7. IMPORTANT: DO NOT change the permanent location
    8. Click Save
  7. Release the holdings and bib record from the MD Editor
  1. Perform an “All Titles” or “Physical Titles” repository search
  2. Click Holdings
  3. Click Edit 
    • Single holdings – Edit at the top of the screen
    • Multiple holdings – Edit will be in the ellipses
  4. Click Add Inventory>Add Item
  5. Physical Item Editor opens  (populate the appropriate fields)
    1. Barcode
    2. Material type
    3. Receiving date
    4. Enum/Chron (serials only)
    5. Item call number type/Item call number (optional)
    6. Temporary location (optional)
    7. IMPORTANT: DO NOT change the permanent location
    8. Click Save
  6. Release the holdings record from the MD Editor

Adding an Item Using Quick Cataloging

How do I add an Item using Create Inventory?

Topics

Answer

Adding an Item Record using "Create Inventory":

  1. Go to Resources>Create Inventory>Add Physical Item
  2. Click on the Existing radio button
  3. Click Choose
    choose holdings type
  4. Click Select from List
    select from list
  5. Perform a repository search (it will only search the library's holdings, not the NZ)
  6. Click on the title:
    choose title
  7. Populate the item record information:
    • Location
    • Description (if applicable)
    • Material Type
    • Item Policy (DO NOT USE unless item policies are used for exceptions)
    • Public Note (if applicable)
    • Barcode (scan last for a hard return)
  8. Click Save if the scanning the barcode does not perform a hard save
    save the updates
  9. Perform a Physical Titles repository search to see all items for the records at a glance
  10. Click Items from the ellipses
  11. Note the new item records does not have a receiving date (add if necessary)
    item list