Exercise: Create a New Record

Owned by Minjie Chen
Last updated: Oct 29, 2021Version comment

Let's put all pieces together and create a record in Alma for real!

Pre-training feedback

Share at least one question, comment, or observation via this form (Closed 07/08/2021. Please share your questions from the FAQ page). Your colleagues in the Alma implementation team will use your questions for two important purposes -

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Resources you need

Note: When filling out the worksheet, keep this Confluence page open, as it contains more detailed instructions.

Word:  PDF:

Platform

The Metadata Editor

For Training module 3: Cataloging, Part 2

Preparation

Click the menu option New, do you see the default templates for a new bib and a new holdings record listed?

If not, click on the Gear icon, Templates display configuration, and customize

Don't worry if the templates for holdings appear to be greyed out. They will become actionable when you work on a bib that has been saved to Princeton's repository.

Create a new bib from template

Click the menu option New > MARC21 Bibliographic > PUL Books Template

A new blank bib is created from the default template for a bib record for the book format.

What are the top field tags from LDR to 040? Write them down on the worksheet.

Record header

Observe the record header (the light blue bar). Does the record have an ID? What are the first two digits of the ID? What badges are displayed?

Input book information

Author: Twain, Mark
Title: Adventures of Tom Sawyer
255 pages ; 21 cm

Edit fixed fields

Open Leader and 008 in the Form Editor, edit as needed based on the information below -

  • The book was published in 2017 in New Jersey
  • Intended for young readers (Juvenile)

Control the name heading

Place cursor in the 100 field, press F3. What happens? Select the authorized form of the author's name.

A binocular icon appears to the left of the field tag 100. Hover your mouse over it and find out what it means.

Save record

Save the record to Princeton's repository.

We have not done our usual due diligence of checking for duplicates. On top of that all of us are now saving the same title into Princeton's repository. Alma has a built-in function for detecting duplicates and raising alerts, although its findings are not always reliable.

If matching records are detected by Alma, the MDE will post an alert: Matched record/s exist in the catalog, do you want to view them before saving?

  • Click Yes to confirm viewing of matches. This stops the save process
  • Clicking No will save the record without viewing other records
    • For this exercise you may click No and proceed

Observe the record header again. Do you notice any change with the badges?

Observe the saved record. What are the top field tags from LDR to 040? What difference do you notice?

What does the 001 field contain?

What is 005? If you are curious, place the cursor anywhere in the field and press Alt+F. This opens Field Information in a split pane on the right, displaying MARC Standards from the Library of Congress website.

Select the menu option View Related Data > View in Search and observe. Click the hyperlinked title and open the read-only version of the record if you like.

From there how do you return to the MDE at one mouse click (or with keyboard shortcut)?

Insert text strings

We are back with the record in the MDE. We can try one more feature.

Place cursor anywhere in the record and press Ctrl+E. This enacts Expand from Template, one application of which is similar to the Text Strings feature in Connexion Client.

Place cursor in the Choose Template box and select a random field tag, select the radio button choice Add all. Press OK

Where is the field you have chosen to insert? Is it in place by the order of the field tag, or not?

Select, copy fields, etc.

If you do not repeat Expand from Template - how else would you duplicate the field(s) you have just inserted? [hint: copy the field]

After you have copied the field(s), select both the original and the copy, and delete.

Import a WorldCat record

Select the menu option Search & Browse > Search Resources to import a record from WorldCat.

Verify that WorldCat is selected in the Search Cataloging Profile drop-down menu  -

Ignore the search text that has been populated in some of the fields. In System Number, which is the last one, input a random number that is between six and nine digits. This is the control number of the OCLC record you are going to import to overlay the brief bib you have just created. (Hopefully your random choice will be in a language you can decipher...)

Choose the search operator Contains Keywords

Press the Search button

An OCLC record by the control number you have entered is retrieved. Next -

Click on the three dot, select Copy & Merge

Observe the record header. What badges do you see?

Press View Related Data > View in Search (Ctrl+Alt+V) and do a quick check of the record in search results view. What is the title shown in the results view? Is the merged version reflected in Princeton's repository already?

Back to the record in the MDE, press Ctrl+S.

You have saved the merged version. What has changed in 1) the record header 2) search results view?

Optional: View versions and restore

For the sake of streamlining this exercise we have overlaid Mark Twain's novel with a random WorldCat record. If you are abhorred by the crude sabotage even for a mock record in the test database, no worry.

First, Tom Sawyer, who knows a thing or two about mischieves, likely wouldn't mind.

Second, you can whitewash - I mean, reverse - the action!

Select View Related Data > View Versions

The MDE enters split mode, displaying a list of Versions in the right pane.

You have executed Save Record (Ctrl+S) twice - only the version saved prior to the latest (second) one is listed.

Click on Restore, and you have your Adventures of Tom Sawyer back. You may continue onto the next step.

For Training module 4: Cataloging, part 3

Add inventory

Select the menu option Add Inventory > New holding (Default) (Ctrl+Alt+H)

The MDE enters split mode -

  • The bibliographic record is on the left
  • A new holdings record attached to the bib is created and displays on the right

Edit holdings record

You can close the bib record to maximize the working area for the holdings record.

The book will be shelved in Dixon at the Firestone Library. How do you edit the 852 field?

Select the menu option View Related Data > View Inventory (Ctrl+i). Does the Inventory list shows 1 or 0 holdings record - in other words is the holdings record you are working on reflected?

Save holdings record

First, Save Record (Ctrl+S)

If the OCLC record you have imported contains 050 LC call number, it will be populated in 852 $h and $i

Now check View Related Data > View Inventory (Ctrl+i) again. What do you see?

Add item record

Back with the holdings record in the MDE, select Add Inventory > Add Item (Alt+i)

(1) Alma offers multiple ways of adding an item. Creating bib → holdings → item is one of them.

(2) You can add an item without saving the new holdings record first. While you have the unsaved holdings open in the Main Pane, selecting Add Item will save the holdings record to Princeton's repository first before opening a new blank item record in the Physical Item Editor

Edit item record

Add the following information in the Physical Item Editor

Barcode: type a random string of numbers

Copy ID: type 1 - This number will show in Physical items search results if you have customized to display the field.

Alma may recognize that the Barcode value is not valid, but you may save the item record.

Release records

Let's return to the MDE. Copy the MMS ID of the bib you have created. (You can paste it somewhere - like a Notepad file - for safekeeping.)

Click the bib and holdings records and release them from the MDE by the menu option Save > Save and Release Record (Ctrl+Alt+R)

This saves all your latest editing and releases records from the MDE. The Left Pane of the MDE should now have no records listed.

Congratulations!

You have created a new record in Alma and added it to Princeton's repository. Great job!

Lastly, why don't you do a search for your first Alma record by the MMS ID you have copied? Pull it up and admire it in the search results review before taking a well-deserved break.

Quiz

No two people can edit the same record in MDE at the same time. True or false?

 Answer

True.

When you bring a bib or holding record into the MDE, it is locked for you alone to edit. Other Alma users can access a read-only view of the record from search results and see the latest version you have saved to Princeton's repository. They cannot edit the record until you have released it from your MDE.

When I close a record from the Main Pane, I close it from the MDE. True or false?

 Answer

False. When you close a record from the Main Pane, it is minimized but remains listed in the Left Pane (records list). The record is still in the Editor.

You must release the record from the Editor when you are done.

When I release a record, I will not be reminded of unsaved changes. True or false?

 Answer

True, although you will need to confirm the release in a pop-up alert window.

When you release multiple records from the Left Pane at once, however, the alert message does remind you of unsaved changes.