Skip to Main Content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.

Alma Resource Management

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

Matching & Merging Records

Matching Bib Records Basics:

  • Bib records match on the OCLC number in MARC field 035 $$a
  • Bib records cannot match on records in different zones
    • IZ only bib records will not match on an NZ record with a matching OCLC number
    • Bib records in the NZ will match on CZ bib records that are linked to the NZ if the OCLC number matches  
  • Matching bib records do not always require action
    • Best practice is to view the matching record to determine in action is required
    • DO NOT merge an NZ linked bib record with a CZ bib record that is linked to the NZ with matching OCLC numbers

Merging Bib Records Basics:

  • Bib records must be in the same zone to be merged
  • Bib records can be merged in the IZ and in the NZ
    • Bib records in the CZ cannot be merged
  • To merge bib records there must be a primary and a secondary bib record
    • The primary bib record is the record that is opened first in the MD Editor and it displays on the left-side of the split screen of the MD Editor
    • The secondary bib record is the record that is opened second in the MD Editor and it displays on the right-side of the split screen of the MD Editor
  • Merging occurs on the primary bib record
  • Bib Records will merge based on the merge rule that is selected 
  • The following associated inventory and entities will be moved from the secondary record (record being merged) to the primary record (record it is being merged with):
    • PO Line
    • Electronic Collections
    • Electronic Portfolios
    • Physical Items
    • Digital Representations
    • Loans
    • Requests
    • Reading Lists
    • Related Record Relationships 

The NZ uses the OCLC number in MARC field 035 $$a to match bibliographic records. The unique OCLC number prevents duplicate bib records from being created in the NZ.

The IZ and NZ serial and non-serial match profiles have been configured  SUNY-Wide to match on the OCLC number in MARC field 035:

  • Non_Serial_match_profile: com.exlibris.repository.mms.match.OCLCMatchProfile
  • Serial_match_profile: com.exlibris.repository.mms.match.OCLCSerialMatchProfile

The IZ and NZ have also been configured  SUNY-wide to not match on CZ records:

  • Ignore_cz_records: True

Recordings

Merging Records Training Videos

Matching Records

Alma has been configured SUNY-wide to match bib records on the OCLC number in the IZ and the NZ. A match will be identified based on the OCLC number regardless of zone. This means that an IZ record will produce a match if there is a bib record with a matching OCLC # in the NZ and vice versa. 

Matching bib records can be found:

  • By selecting "Find Matches"  (Ctrl+M)
  • Saving a bib record in the MD Editor by clicking the Save icon or Save and Release a Record (Ctrl+Alt+R)

Merge & Combine

"Merge Records and Combine Inventory" is used to used merge duplicate bib records and combine inventory in the Institution Zone (IZ) or in the Network Zone (NZ). In order to Merge Records and Combine Inventory they must be in the same zone. Merge rules are used to merge bib records and combine inventory. 

Duplicate bib records may exist in Alma due to the following use case scenarios:

  • Matching duplicate IZ only bib records are in the repository from migration
  • Updating a brief bib for ordering and a record now exists in the NZ
  • Duplicate bib records exist in the NZ

Merge Rules

Merge rules are created in the MD Editor. Merge rules are configured in OCLC Connexion integration profiles and import profiles. Merge rules are used to merge bib records with existing records in the Institution Zone (IZ) or the Network Zone (NZ) based on the merge rule that has been selected. 

The following merge rules should be used when importing bib records from OCLC:

  • OCLC IZ Integration Profile MUST use the "SUNY - Overlay All But Local Fields" merge rule. Alma's out of the box "Overlay All Fields But Local" does not work the same as expected. The "SUNY - Overlay All But Local Fields" was created to address the fact that the out of the box merge rule was not removing fields that no longer existed in the OCLC master file. 
  • OCLC NZ Integration Profile uses the "SUNY Merge Rule for OCLC/MARC Records"

The following merge rules should be used when importing bib records using import profiles:

  • IZ Import Profiles should use "SUNY - Overlay All But Local Fields", instead of Alma's out of the box "Overlay All Fields But Local"
  • NZ Import Profiles should use the "SUNY Merge Rule for OCLC/MARC Records" per MSP-44

The following merge rule can be used when merging records and combining inventory:

  • "SUNY - Overlay All Fields But Local"
    • SUNY campuses can create Institution Zone merge rules to be used on IZ only records if the pre-existing merge rules to not meet their needs

 

NOTE: DO NOT EDIT SUNY created merge rules! They can be duplicated to be used at the institution zone. Once a merge rule had been duplicated it can be edited to meet the needs of the institution,

Merge Records & Combine Inventory

A "Confirmation required" pop-up message will appear asking "Matched record/s exist in the catalog, do you want to view them before saving? When a bib record is saved in the MD Editor by clicking on the Save icon or selecting File>Save Record (Ctrl+S) or File>Saved and Release Record (Ctrl+Alt+R) in the MD Editor and a matching bib record exists.

  1. Click Yes                                                                          
  2. Click Edit from the matching record on the right-side of the MD Editor
  3. Review the bib record to make sure you want to Merge Record and Combine Inventory
    • Bib records match on the OCLC number:
      • Network Zone (NZ) matching records will have the same master bib record
      • Institution Zone (IZ) matching records may have different bib records and contain distinctive local notes
  4. Click Tools>MARC Bibliographic>Merge Records and Combine Inventory
  5. Choose the Merge Rule:
    • NZ records - use SUNY - Overlay All Field But Local Fields
    • IZ records - select the merge rule that merges the IZ only records as desired
  6. Click Show Merge Preview to make sure the records merge as desired
  7. Update Holdings Call Number:
    • NZ: keep unchecked
    • IZ: check only if you want the holdings call number of the secondary record to be changed to the call number from the primary record
  8. Secondary Record: Delete
    • Delete the secondary record or it will remain in the repository and continue to cause matches
  9. Click Ok
  10. Click File>Save and Release Record (Ctrl+Alt+R)
  11. Click Back (or < arrow)

A "Confirmation required" pop-up message will appear asking "Matched record/s exist in the catalog, do you want to view them before saving? When a bib record is saved in the MD Editor by clicking on the Save icon or selecting Save>Save Record (Ctrl+S) or Save>Saved and Release Record (Ctrl+Alt+R) in the MD Editor and a matching bib record exists.

  1. Click Yes
  2. The matching record opens in the right-side of the split screen editor
  3. Click View from the record on the right-side of the split screen editor
  4. Review the records to make sure they are matching records
    • Bib records match on the OCLC number:
      • Network Zone (NZ) matching records will have the same master bib record
      • Institution Zone (IZ) matching records may have different bib records and contain distinctive local notes
  5. Determine if the record in the left-side of the MD Editor is the primary bib record or not
    • The record on the right-side of the MD Editor is the secondary record
    • The secondary record merges with the primary record
  6. Scroll to the bottom of the record on the right-side of the MD Editor
  7. Select Edit
  8. Click Execute
    • If the record on the left-side (primary record) is not the record you want to merge with then:
      • Click the "X" in the upper right corner of the primary record to close it displaying in the MD Editor
      • The Secondary record (right-side of the MD Editor) will open fully in the MD Editor
      • Click the "Editor Split Mode" icon
      • Click on the record you closed using the X from the records list in the MD Editor
  9. Click into the record on the right-side of the MD Editor (primary record)
  10. Click Record Actions
  11. Click Merge & Combine
  12. Select the Merge routine
    • NZ records - use SUNY - Overlay All Field But Local Fields
    • IZ records - select the merge rule that merges the IZ only records as desired
  13. Click Show merge preview to view how the merge will look
  14. Update Holdings Call Number:
    • NZ: keep unchecked
    • IZ: check only if you want the holdings call number of the secondary record to be changed to the call number from the primary record
  15. Secondary Record: Delete
    • Delete the secondary record or it will remain in the repository and continue to cause matches 
  16. Click Ok
  17. Click Save>Save and Release Record (Ctrl+Alt+R)

 

 

Merging a Brief Bib With A Full Bib Record

To merge a brief bib record with a full MARC record in the NZ:

  1. Open the brief bib record in the MD Editor
  2. Place the cursor in the field above where you want to add MARC 035
  3. Click Editing Actions
  4. Click Add Field
  5. Type 035
  6. Move your cursor to $$a and type (OCoLC) following directly by the number
    1. example; 035 _ _  $$a (OCoLC)1144727940
  7. Click Save and Release Record
  8. Confirmation box with the following message appears: Matched record/s exist in the catalog,
    do you want to view them before saving?
  9. Click Yes
  10. The matching record will appear on the right-hand side of the split screen editor
  11. Click View
  12. View the record to make sure it is the correct record 
  13. Scroll to the bottom of the record being viewed
  14. Select Edit
  15. Click Execute
  16. Click Record Actions
  17. Click Merge and Combine
    1. Under Choose Merge Routine, select "SUNY - Overlay All But Local Fields
    2. Click Show Merge Preview
      1. Review the record merge looks correct
      2. Click Ok to close the preview screen
    3. Secondary record: [ALWAYS select delete]
    4. Click Ok
  18. Click Save>Save and Release Record (Ctrl+Alt+R)

Ex Libris Documentation