All You Wanted to Know About Cataloging in Alma

Bones Cataloging in Alma

Basic Cataloging

This certificate volition discuss the basic steps of cataloging textile in Alma, including calculation holdings and items.

Alma is divided into three silos - or three zones -- the community zone, the network zone, and the institution zone. For resource management, the community zone is a repository of records that have been contributed to the alma community by a variety of vendors and other resources. The network zone tin be likened to ODIN'southward union catalog -- it's a repository of records, that our consortia shares. When a library obtains an item, they 'hang' their holdings off this shared, network tape. Lastly, the establishment zone contains records unique to the library, that aren't shared among all ODIN Alma libraries, such equally brief acquisitions records or reserve items. The institution zone also includes local extensions – or local fields – libraries wish to have reflected in Network Zone records. This will be described afterward in the document.

Typically, well-nigh bibliographic records used will be contributed to the Network zone, and all libraries will be able to attach their holdings to the aforementioned bibliographic record. Textile tin can exist added to Alma using two dissimilar workflows:

• If after searching the network zone, no record exists that matches your fabric, catalog the record in OCLC equally per usual. In that location is no need to export the record, but update your holdings. Once a tape is updated, OCLC volition identify the record in a special ODIN file. This file is loaded into Alma once a twenty-four hour period, and the records are added to the Network Zone. Once the record is in the Network Zone, you tin can add your library holding(s) and item(s) to it. The file from OCLC is downloaded once a day, in the morning.
• If afterward searching the Network Zone a matching record is found, you may decide to add your library belongings(southward) and item(s) immediately. Y'all will nevertheless need to update your holdings in OCLC, merely at that place is no need to wait a day later on updating holdings in OCLC. If you do wish to update in OCLC and await the 24-hour interval, that is fine – information technology is your choice.

I. Locating bibliographic record.

1. Searching in the Network Zone, locate the bibliographic record that matches the material you are adding to your collection.

2. Once you locate the record that matches the material you are adding to the catalog, you tin edit the record to add any needed local fields. Click Edit Record to open the Metadata Editor.

3. The bibliographic record displays in the metadata editor. The Network Record is a tape that is shared by all ODIN Alma libraries, and the fields cannot exist edited. The exception, however, is yous have the ability to add local extensions to the record. Local extensions are predesignated local fields that are unique to your establishment'south view of the record. These extensions include various notation fields, prices, and others. A full list of fields considered every bit local extensions can be institute hither.
To add a local extension to a record, click Editing Actions | Add Local Extension.

five. Alma presents you with an empty field. Enter the tag, indicators and any text needed. Notation when you lot add the extension, Alma puts a firm or institution zone icon next to the field.

six. When you've finished working with the record, save it. Either use the save short-cut icon, click Salve | Save Record, or the brusk-cutting keys Ctrl+S.

seven. Alerts display in the lower portion of the screen. Those alerts in xanthous are 'soft' alerts and practice not need to be stock-still earlier saving the tape. Whatsoever alerts in reddish are 'hard' alerts and must be fixed before the record can exist saved. Additionally, Alma has an auto-salve feature and will save the tape at intervals. The latest save time is noted at the acme of the screen.

2. Adding holdings

i. One time the bibliographic record has been located and/or updated if needed, add your library'due south holdings to the tape. The belongings is very similar to the holding record in Aleph in that it contains collection and phone call number information. To add holdings, click the Add Inventory bill of fare or apply the short-cut key Ctrl+Alt+H.

2. The holding record opens on the correct side of the screen.

3. The 852 is present, and information tin can be typed into the field, including indicators and information in the subfields. ​​​​​​

Alternatively, with the 852 field highlighted, press Ctrl+F, or click on the row actions carte du jour and select Open Form editor. This opens a workform that can be used to edit the field. It offers driblet-down menus to make it easier to work with the library and collection subfields. Additionally, information technology presents all available subfields making information technology more convenient to add call number or other information as needed.​

Tip: If your library uses Library of Congress classification, the LC call number can be automatically inserted into the 852 field by inserting 0 equally the first indicator, and clicking Alt-U.

Later on Alt-U the call number is in the field, and you only demand to make full in library and collection codes- $a, $b, $c.

4. When you've finished working with the holding record, save information technology. Either use the salve short-cut icon, click Salve | Salvage Record, or the short-cut keys Ctrl+S.

Iii. Adding Items

1. In one case the holding record has been saved, add your library's items (inventory) to the record. To add an item, click the Add Inventory card or use the brusk-cut key Ctrl+I.

two. Alma opens the concrete item editor, and y'all tin can fill in the fields to add an item record.

a. General Information

1. Barcode – REQUIRED - enter the barcode of the detail
2. Copy ID – Enter the re-create ID if desired
3. Material Type – REQUIRED – enter the blazon of material, such every bit book, DVD, etc.
4. Item policy – Enter the item policy that corresponds to the textile. If this field is left bare, Alma volition use the default line in your library's TOU table to dictate circulation rules.
5. Provenance –
6. Is Magnetic – Enter if the particular is magnetic (default gear up to N)
7. Pol Line – Populated if using acquisitions
8. Outcome date – Populated if using acquisitions
9. Enumeration A/B – Enter if at that place is any enumeration data
10. Chronology I/J – Enter if there is any chronology information
11. Clarification – Enter clarification field if necessary, or use Generate button to generate a clarification from the enum/chron fields.
12. Pages/Pieces – Enter additional description information if necessary.
13. Replacement Cost – Enter the replacement price if desired. If entered, Alma volition utilize this amount when sending lost material notices to patrons.
14. Receiving operator – Populated if using acquisitions
15. Physical Condition – Enter information if desired.
16. Process type – Enter information if desired.

b. Inventory information. Some inventory data is populated automatically during the inventory process. You may wish to enter other inventory data such as Inventory Number.

c. Location Data. Location information is pulled from the holding record.

1. Permanent location: This data is pulled direct from the property record.
2. Item telephone call number type/Detail call number – This information resides in the holding tape and does not accept to be included in the particular tape.
3. Source – Enter information if desired iv. Storage location ID – Enter information if desired

d. Temporary Location Information. This section should be used if moving an particular to a location temporarily, such as to a display or to the reserve shelf.

1. Detail is in a temporary location – check the YES button if the material is going to be in a temporary location.
2. Temporary location – use the drib-down menu to select the temporary location.
3. Temporary Call number blazon/call number – Enter the temporary call number type and temporary call number.
4. Temporary Source – Enter the temporary source
5. Temporary Particular policy – Enter the temporary detail policy that should exist used when circulating the material.
6. Due back date

**Note: one time the material goes back to its permanent location, the Particular is in temporary location button will be set to No, and all fields will default back to their previous values.

3. When the item workform is consummate, click Salve and Edit to save and stay on the record, or click Relieve to save and render to the metadata editor. Save and Edit is very useful if yous accept notes or enumeration/chronology that you lot need to enter on other tabs of the particular record.

iv. In one case you take saved the item tape, the cataloging is complete.

(updated 5/xiii/21)

Training Session Links

Supporting Links

hicksobscou.blogspot.com

Source: https://www.odin.nodak.edu/training/physical-resources/basic-cataloging

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