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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

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 Create Inventory for an Existing Bib Record