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Alma Resource Management

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

Where to Add or Create Record?

In SUNY, bib records can be managed in either the IZ (Local) or the NZ (Network).

  • Most new titles should be added to the NZ via OCLC or Vendor API so that other campuses may use the records.
  • Create an NZ brief bib record when there is no master record in OCLC or in the NZ
  • See SUNY OCLC Policy for the types of records that should NOT be added to the NZ.

Records may be added as either full bib records or brief bib records:

Placement Options

 it is very important to make sure the "Placement options" are configured to the correct Zone prior to creating a bib record:

  • Brief bib records created in the MD Editor for ordering should be configured to create in Network (NZ)
  • Brief bib records created for equipment should be configured to create in the Institution Zone, or "Local (IZ)"

Note: Brief bib records that are created for personal copy course reserves are not configured in the MD Editor. Brief bib records created for course reserves should be configured to the IZ.

To view and change "Placement options":

  1. Open the Metadata editor
  2. Click New>Placement Options
  3. The "Placement Options" screen opens. Click on the radio button next to the zone (Local or Network) for the "Placement of new records and templates"
  4. Click Save
  5. Begin creating the brief bib record

Brief Bib Records

Brief bib records are created in the MD Editor when the correct bib record is not available in the NZ and OCLC. Brief bib records require that the following minimum MARC fields:

  • 020 (ISBN), 022 (ISSN), or 024 (Other Standard Number)
  • 100 (Author - if available)
  • 245 (Title)
  • 250 (Edition if available)
  • 260 or 264 (Publication Information)

Brief bib records are not limited to the above minimum requirements. Add as much information that would be useful to allow other SUNY staff members to be able to identify and differentiate the bib record. NZ linked brief bib records may be used by any SUNY libraries to create an order record when a full bib record does not exist in the NZ or OCLC.

Any SUNY library staff member may update a brief bib record, even if they did not create the brief bib record. Brief bib records may be updated with an OCLC number once an OCLC master record is available, and a staff member who finds a full record in OCLC may export it to overlay the brief record.

NOTE: Using a brief OCLC master record is better than creating a brief bib in Alma because it already contains an OCLC number. The brief OCLC record will be automatically updated in the NZ by the daily NZ OCLC import profile when the record is updated in OCLC.

Creating a Brief Bib Record

  1. Open the MD Editor
  2. Click New>Placement Options
    • Set the placement of new records to the Network for brief records for Orders
    • Set the placement of new records to Local (IZ) for local brief records
    • Click Save
  3. Click New>MARC21BIB>[click on a SUNY template] or right-click on the template from the template list  and select "New record from template"
    • SUNY NZ Brief Bib Record (use for monographs)
    • SUNY NZ Cont Resources Brief Record (use for continuous)
    • SUNY NZ Visual Material (use for visual materials)
  4. Fill out to mandatory MARC fields in the MD Editor defined in MSP-14 
    1. 020 (ISBN), 022 (ISSN), or 024 (Other Standard Number)
    2. 100 (Author - if available)
    3. 245 (Title - in ALL CAPS)
    4. 250 (Edition - if available)
    5. 260/264 (Publication Information)
  5. Click the Save icon
  6. Click Record Actions>Release Record (Ctrl+Shft+R)
  7. Click Yes when the pop-up message appears 

Updating a Brief Record to a Full OCLC Record

  1. Open the bib record in the MD Editor
  2. Click Editing Actions>Add Field
  3. Add the 035 field with the OCLC # as follows:
    • 035 _ _ $$a (OCoLC)############
      • Indicators are empty and shown as _ _ to represent they are empty
      • ########## represents the OCLC number
      • Full example: 035 _ _ $$a (OCoLC)1121603144
  4. Click the Save icon
    • See below to learn how to handle brief records that match an existing NZ record upon Save
  5. Click Record Actions>Release Record
    • Make sure the bib record has been released from the MD Editor prior to exporting the bib record from OCLC. If the record is locked the record will be unable to be exported from OCLC to Alma
  6. Export the bib record from OCLC to Alma
  7. Check to make sure the NZ bib record and the IZ linked to the NZ bib record have been updated to a full bib record

Merging a Brief Bib With A Full Bib

Sometimes an OCLC bib record may be added to the NZ after a brief bib record was created in the NZ. When this happens, the brief bib record may be merged with the full record.

To merge a brief bib record with the full record:

  1. Open the brief bib record in the MD Editor
  2. If the brief record does not have an OCLC number, place the cursor in the field above where you want to add MARC 035
    • Click Editing Actions
    • Click Add Field
    • Type 035
    • Move your cursor to $$a and type (OCoLC) following directly by the number
      • example; 035 _ _  $$a (OCoLC)1144727940
  3. Click Save and Release Record
  4. Confirmation box with the following message appears: Matched record/s exist in the catalog, do you want to view them before saving?
  5. Click Yes
  6. The matching record will appear on the right-hand side of the split screen editor
  7. Click View
  8. View the record to make sure it is the correct record
  9. Scroll to the bottom
  10. Select Edit
  11. Click Execute
  12. Click in the record on the left-hand side of the split screen editor to make it active
  13. Click Record Actions
  14. Click Merge and Combine
  15. Under Choose Merge Routine, select "SUNY - Overlay All But Local"
  16. Click Show Merge Preview
  17. Review the record merge looks correct
  18. Click Ok to close the preview screen
  19. Make sure "delete" is selected for the Secondary Record
  20. Click Ok
  21. Click Save>Save and Release Record (Ctrl+Alt+R)