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Alma Resource Management

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

Brief Bib Records

Brief bib records are created in the MD Editor in order to create a PO Line (order record) when the correct bib record is not available in the NZ and OCLC. Brief bib records do not need to meet the Floor Bibliographic Standards in MSP-4. 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 valuable in allowing other SUNY to be able to identify and differentiate the bib record in the NZ. NZ linked brief bib records that are created by other SUNY libraries may be used by any SUNY libraries to create a PO Line (order record) when a full bib record does not exist in the NZ or OCLC. 

Any SUNY library can update a brief bib record, even if they did not create the brief bib record per MSP-25. Brief bib records are updated with an OCLC number once an OCLC master record is available to provide one and exported from OCLC to update the brief to a full bib record.


NOTE: An OCLC master record that is brief is better than creating a brief bib in Alma because it already contains an OCLC number. This will allow the OCLC record to be automatically updated when the OCLC master records is updated. The updated bib record will be included in the updated OCLC import profile for the OCLC overnight jobs and automatically update the brief bib.

Matching and Merging Training Video

Steps to Determine if an NZ Brief Bib Needs to be Created

  1.  Perform an All Titles repository search in the NZ for the physical bib record
    1. Proceed to Step 2 if the bib record does not exist in the NZ
  2. Search OCLC for the physical bib record
    1. Export the bib record to the NZ if the correct bib record exists in OCLC
    2. Proceed to Step 3 if the bib record is not in the NZ or OCLC
  3. Create an NZ brief bib record when there is no master record in OCLC or in the NZ

Brief Bib Templates

SUNY templates have been created with the minimum required MARC fields to create NZ brief bib records. Brief bibs are created in the NZ when an existing bib record does not exist in the NZ or OCLC. A PO Line (order record) can be created once a brief bib record exists in the NZ.

SUNY NZ brief bib templates:

  1. SUNY NZ Brief Bib Record (for monographs)
  2. SUNY NZ Cont Resources Brief Bib Record (for continuing resources)
  3. SUNY NZ Visual Materials Brief Bib (for visual materials)

Creating a Brief Bib Record

To create a brief bib record to be used to create an order when a record does not exist in the NZ or OCLC:

  1. Open the MD Editor
  2. Click New>Placement Options
    • Make sure the place of new records is set to the Network
    • Click Save
  3. Click New>MARC21BIB>[click on a SUNY 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 

New MDE - Overlay a Brief Bib from OCLC Connexion

Merging a Brief Bib With A Full Bib

Sometimes an OCLC bib record has been added to the NZ after a brief bib record has been created in the NZ for ordering purposes. When this happens, the brief bib record can be merged with the full master record in the NZ.

To merge a brief bib record with an 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
  14. Select Edit
  15. Click Execute
  16. Click in the record on the left-hand side of the split screen editor to make it active
  17. Click Record Actions
  18. Click Merge and Combine
  19. Under Choose Merge Routine, select "SUNY - Overlay All But Local
  20. Click Show Merge Preview
  21. Review the record merge looks correct
  22. Click Ok to close the preview screen
  23. Make sure "delete" is selected for the Secondary Record
  24. Click Ok
  25. Click Save>Save and Release Record (Ctrl+Alt+R)