Replacing an e-Serial Bib

Owned by Nancy Burns
Last updated: Aug 16, 2022Version comment

Use when a bib record from the Alma CZ is brief, not in English, or for the wrong title. Use when a better record is available from OCLC and full cataloging is impractical.

If there are multiple portfolios associated with the bib, verify that all are for the same publication.
In some cases Alma has combined records for different serials with the same/similar name, which will need to be split out onto separate bibs. Steps that follow are for a straightforward bib replacement.

Find the replacement:

  • Search for a better bib record in OCLC. Prefer records for the electronic version if available; print/microform records will require more editing.
  • Copy the OCLC ID of the selected bib.

Find and display the bib to be replaced:

  • Using the Alma search index Electronic Titles, locate the record in need of replacement.
  • Click Edit Record to open in the MDE.
  • From the Record Actions menu, select Copy to Catalog. This will prevent future CZ updates from affecting the record. If this option does not appear, it means that the record is already a local one and this step can be skipped.

Merge with OCLC record:

  • Go to Search & Browse - Search Resources (make sure it's set to WorldCat).
  • In System Number box, paste copied OCLC number and click Search.
  • Select View and verify that the title matches.
  • Select Import -- Copy & Merge -- Execute.

Apply e-serial normalization rule:

  • Type F6 to open split screen in MDE.
  • From left menu, select Rules.
  • Scroll down to (or search) applicable rule set:
    • If OCLC record is for an electronic version, select General e-serial edits
    • If OCLC record is for a non-electronic version, select Serial convert print to online (Note: Requires several manual edits as well; see below.)
  • Click Preview; before & after differences will be palely highlighted on the 2 records (some basic changes being made: update of 006 and/or 007; addition/replacement of 300 and 33x fields; deletion of 856).
  • Click Apply Changes.

Make manual edits and save:

  • Review updated record and make any additional manual changes. See these instructions for completing the conversion of a print/microform record to online.
  • As with all new cataloging, apply "Expand from Template" to create a 902 field and "Enhance the Record" with PUL-BIBNorm. (More information here.)
  • Save and Release the record.