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Alma Resource Management

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

Share with Network (Link to the NZ)

The benefit of linking an IZ only bib record to the NZ is that the campus's holdings will appear in the SUNY Catalog, and the bib will be managed centrally rather than managed by campus staff.

“Share with Network” is the function used to link an IZ only bib record with the NZ. It can be used to:

  • Add/link an IZ brief bibliographic record to the NZ
  • Add/link an IZ bibliographic record to the NZ
  • Add/link an IZ bibliographic record that migrated to Alma without being linked to the NZ

All IZ records need to have an 035 $$a (OCoLC) number to use "Share with Network" because:

  • The NZ matches bib records on the OCLC number in MARC field 035 $$a
  • Duplicate bib records can be accidentally created in the NZ when no OCLC number is present
  • Bib records that do not have an OCLC number will not be updated by the OCLC nightly import jobs

Share with Network Workflow

Use this workflow to link IZ records to the NZ one at a time.

To link an IZ only bib record to the NZ:

  1. Open the IZ only bib record in the MD Editor
  2. Make sure that there is an OCLC# in MARC field 035 before proceeding
    • To add MARC field 035 with the OCLC#:
      • Click Editing Actions>Add Field (F8)
      • Type in 035 _ _ $$a (OCoLC)#############
      • Click on the Save icon
  3. Remove any non-OCLC numbers in the 035
    • To delete a MARC field:
      • Click on the 035 with a non-OCLC number
      • Click Editing Actions>Remove Field (Ctrl+F6)
      • Click on the Save icon
  4. Click Record Actions>Share with Network
    • If there are no matching records, the IZ bibliographic record will be added to the NZ and the workflow is complete
    • Continue on to step 5 if a confirmation pop-up box appears stating: "Matched record/s exist in the catalog, do you want to view them before saving?"
  5. Click Yes from the Confirmation message
    • Important: DO NOT select No or a duplicate record with the same OCLC number will be added to the NZ
  6. Click View from the record displaying in the right-hand of the MD Editor to make sure it is the correct record
  7. Select Link from the blue drop-down menu button at the bottom of the record view
  8. Click the blue Execute button at the bottom the record view
    • The header of the record in the right-hand of the MD Editor will contain the record information including the NZ MMS ID
    • The header of the IZ only record will no longer contain the record information and only the IZ MMS ID will remain

Header of the record once the record has been linked to the NZ record

  1. Click Save>Save and Release Record (Ctrl+Alt+R)
    • Note: The original IZ only record will remain in the MD Editor, but it not longer exists and it is no longer in the list of records in the left-hand column of the MD Editor
  2. Click the X in the upper right corner of the bib record to close the original IZ only record

Link a set of records to the Network Zone Job Workflow

The best way to link multiple IZ records to the NZ is to create a set and run the “Link a set of records to the Network Zone” job on the set.

  1. Perform an All Titles repository search for the bib record you want to link to the NZ
    • Create an All titles set for the record(s)
    • Check the correct bib record(s) is in the NZ using the 035 (OCoLC)
      • If the record does not exist in the NZ, export it to the NZ from OCLC
  2. Go to Admin>Manage Jobs and Sets>Run a job
  3. Search for the “Link a set of records to the Network Zone” job
    1. Click on the radio button next to the “Link a set of records to the Network Zone” job
    2. Click Next
    3. Click on the radio button next to the set you want to run this job on
    4. For the serial and non-serial match method select: 035 (other system identifier) match method
    5. For the system identifier prefix type in: (OCoLC)
    6. Click Next
    7. Review the job and click Submit is correct, back or cancel if there is a mistake
    8. Click Confirm when the Confirmation Message pop-up appears
    9. The job will run and link the IZ bib record to the NZ bib record

Unlinking Bib Records From the Network Zone (NZ)

Unlinking bib records from the Network Zone (NZ) may be necessary in the following scenarios:

  1. Order was placed on the wrong bib record
  2. Course reserves were accidentally created in the NZ
  3. Brief bib records were accidentally created in the NZ
  4. A NZ linked bib record is being withdrawn at the campus and they would like to delete the bib record from their IZ

"Copy to Catalog" allows users to unlink a bib record from the NZ by breaking the IZ connection to the NZ, and creating an IZ only copy..

  • The IZ record maybe retained or deleted.
  • If no other campus holdings are attached to the NZ record, the campus staff may wish to contact SUNY Library Services to ask to have the NZ record deleted. Note that SLS runs a monthly job to catch and delete bib records in the NZ with no holdings, so the holdings-less bib record will eventually be found and deleted.

Workflow:

  1. Open the NZ linked record in the MD Editor. Records with a network icon and NZ MMS ID ending in 4801 identify this an bib record linked to the NZ
  2. Click Record Actions>Copy to Catalog (Alt+Shft+C). This will change the MMS ID from an NZ MMSID (ending in 4801) to the institution's IZ MMS ID
  3. Click Save>Save and Release Record (Ctrl+Alt+R)

 

To unlink a bib record from the NZ and delete the IZ copy:

  1. Open the NZ linked record in the MD Editor
  2. Copy the NZ MMS ID (ending in 4801) and title
  3. Click Record Actions>Copy to Catalog (Alt+Shft+C)
  4. Click the Save icon
  5. Click Record Actions>Delete Record
  6. Click Yes when the confirmation message appears