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Alma Resource Management

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

Bib Records Without Inventory

It is recommended to delete bib records without inventory in Alma to prevent discovery issues. The following bib records should not be delete and they should be suppressed so they do not display in Primo VE: 

  • Container records for standing orders
  • Databases

NOTE: Institutions who choose to retain bib records without inventory should be in the practice of suppressing all bib records without inventory so they do not display in Primo VE.

How to Identify Bib Records without Inventory

To identify bib records without inventory perform the following advanced repository search:

  • All Titles: Has Inventory: Equals: No

Advanced Repository Search to Find Bibs without Inventory. All Titles: Has Inventory: Equals: No

Expand the search it include or excludes Tag Suppressed (Title) Yes or No:
Tag Suppressed with an All Tiles: Has Inventory: No search


Deleting Bib Record Without Inventory

IZ only bib records can be deleted in the MD Editor. NZ linked record need to be unlinked from the NZ prior to deleting the record in the MD Editor. 

To delete an IZ only bib record without inventory:

  1. Open the bib record in the MD Editor
  2. Go to Record Actions>Delete Record (Ctrl+D)
  3. Click Confirm when the confirmation message appears
    • If there is associated inventory (item records) it will indicate that they will be deleted as well

To delete an NZ linked bib record without inventory:

  1. Open the bib record in the MD Editor
  2. If the library is the last holding record
    • Copy the NZ MMS ID located in MARC 001
    • Report the NZ bib record to be deleted to the NZ Coordinator
  3. Go to Record Actions>Copy to Catalog (Alt+Shft+C)
  4. Click the Save icon (Ctrl+S)
    • Make sure the new bib record has the campus 4 digit identifier at the end of the MMSID
  5. Go to Record Actions>Delete Record (Ctrl+D)
  6. Click Confirm when the confirmation message appears

IZ or NZ linked bib records can be deleted from a set of bib records and by running the "Delete Bibliographic Records" job. The "Delete Bibliographic Records" job will withdraw the bib record from the library's IZ. If the bib record is linked to the NZ, the NZ record will not be deleted and it will remain in the NZ.

To delete a set of bib records you need to have one of the following roles:

  • Catalog Administrator
  • Catalog Manager

Note: There must not be open/active orders on bib records in order for them to be withdrawn

To delete a set of bib records without inventory:

  1. Create an All Titles set of records (logical or itemized)
  2. Go to Admin>Manage Jobs and Sets>Run a Job
  3. Search for the "Delete Bibliographic Record" job
  4. Click on the radio button for the "Delete Bibliographic Record" job
  5. Click Next
  6. Click on the set of records to be withdrawn using the "Delete Bibliographic Record" job
  7. Click Next
  8. Select the task parameters to be used when deleting the set of bib records:
    • Do not delete if related to other records
      • Related records are based on LOC related records
      • Relationships may not based on record relationships in the IZ
      • Recommendation is to leave this box unchecked
    • Delete all associated inventory resources
      • Must check this box if there is associated inventory or the bib record will not be deleted
  9. Click Next
  10. Review the job parameters
  11. Click Submit
  12. Click Confirm