Alma Vocabulary Cheat Sheet
- Sal Hamerman
- Minjie Chen
Alma is a web-based integrated library system (ILS) that integrates all of the individual modules you're familiar with in Voyager into a single interface. We can use Alma to perform the same workflows and processes we are familiar with, but it contains some new terminology that we'll have to get used to. Use this cheat sheet to get acquainted with Alma terminology!
| Alma Term | Explanation | |
|---|---|---|
| Repository | All the metadata (of PUL's collection) that Alma stores and indexes. The repository is searchable via the Persistent search bar; and metadata can be created and edited in Alma's editors for bib/holding/items records. | |
Resources | Similar to the cataloging module in Voyager, this is where you can create and edit Bib, Holdings, and Item records. The Resources module is also where you'll be able to import records, either individually or in a batch. |
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Fulfillment | Similar to the circulation module in Voyager, this is where patron requests for physical and digital resources are managed. |
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Metadata Editor (MDE) | The Metadata Editor is the tool we will use to create and edit bib and holdings records. Item records are managed via a separate Physical Item Editor tool. | |
Form Editor | This is an expanded editor for certain fields within the MDE -
You can access the form editor by using the Ctrl + F shortcut while the cursor is in the desired field. | more |
Split Mode | Allows you to view two records at once in the MDE (Bib, Holdings, or Authority). You can press F6 to activate Editor split mode. | |
Inventory | In Alma, holdings and items records are called Inventory. Click the menu option Add Inventory to add these to a bib record. |
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(Electronic) Portfolio | Electronic resource (inventory) that maintains the specific coverage (local or global), services, and link information relevant for a particular electronic title that may also be part of an electronic collection. It may include administrative/access information. | |
| Electronic collection | A collection of electronic resources that can contain packages (which include electronic portfolios) or databases (which include URLs). Electronic collections are bundled together in a vendor interface. | |
Save Record | Save your editing to a record into Princeton's repository, but the record will still be locked so that only you can edit it. Choose this option for records you're still working on. | |
Save Draft | Save your editing in your Metadata Editor only. The changes you have made do not enter Princeton's repository and are visible to yourself only. The record will be locked so that only you can edit it. | |
Save and Release | When you are finished editing a record, choose Save and Release. Your changes have been saved in Princeton's repository; the record is unlocked and other users will be able to bring it into the MDE. | |
MMS ID | This is the bibliographic ID in Alma. The name stands for "Metadata Management System ID." The MMS ID can be 8 to 19 digits long (with the first two digits referring to the record type and the last four digits referring to a unique identifier for the institution). | |
| PID | Alma system number for an inventory entity - record ID of holdings, item, portfolio, etc. If you intend to retrieve inventory records by their ID number, you will select search indexes such as Holdings PID and Item PID from the drop-down list of the Alma search bar. | |
Physical Titles | When searching in Alma, a Physical titles search will search only records which have holdings records attached. A Physical titles search can retrieve metadata from bib, holdings, and (if present) item records. Note: Physical isn't equivalent to print in Alma; it's determined by whether a holdings record is present. | |
Physical Items | When searching in Alma, a Physical items search will search only records which have item records attached. Physical items searches can retrieve metadata from bib, holdings, and items records. | |
Community Zone | Ex Libris maintained resources available to all Alma institutions. Incorporates the Knowledge Base, the Community Catalog, and Global Authority Files. Can be accessed by any institution that is part of Alma for cataloging purposes. | |
Institution Zone | The Institution Zone contains local Princeton institutional data such as locally managed bibliographic records, locally activated electronic portfolios, and local physical holdings. When searching Princeton's repository, you'll want to make sure Institution Zone is selected. | |
Normalization Rules | A set of rules that can be built and applied to bibliographic records in order to enhance the record. These rules may add fields, remove fields, or make changes to fields. The rules can be applied to an individual record during bulk import and as part of the global update process. |
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| Work Order | A work order is an internal request to route physical material(s) to a specific department for processing. Work orders can indicate that an item is in a specific stage of processing, such as cataloging, physical processing, or temp storage. You can view and manage work orders in the Fulfillment module of Alma. | more |
| Job | A scheduled, invoked, or on-demand process that runs in the background; these can run periodically, when certain workflow tasks are completed, or manually. Only a select number of users will have permissions to create and manage jobs. | more |
| Set | A group of items or a saved search query; sets are created so that a job can be run on multiple items. | more |
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E-Resources: Key Alma Terminology
Ex Libris Knowledge Center > Alma Glossary