Authored by: Jennifer Meyer

Current Version, July 2025

Supplemental Document(s)

Tracking spreadsheet

Context and goal

When the Graphic Arts database Visuals was transferred to the main library database, there were instances where multiple copies existed and were each given its own bibliographic record with a holding. This goal of this project is to combine the holdings under one bibliographic record and delete the extra bib record.  In some cases, both (or all) of copies of an item have been digitized.  They will also need to be assembled under one record.  There are 2,081 entries to review and edit.

Workflow

1. Checking for digital content

   1. Open and log into Figgy by clicking the “Login” button in the upper right hand side of your screen. You will be prompted to enter your Princeton University NetID and Password.

   2. Search for all copies by MMS ID in Figgy in separate tabs.

   3. If they have digital copies attached to the records, proceed to step 2.  Leave records open in your browser. 

   4. If not, jump to step 3.

2. Figgy integration work

   1. Go to Copy 1, click “Edit Scanned Resource” and copy the MMS ID number from the “Source Metadata ID” field.  

   2. Also, take note of two things:

      1. The “Visibility” note on right hand side.  Is it “open” or “private” or other?

      2. The “Collections” that the copies are assigned to such as “Treasure of Graphic Arts Collection” or “Omega Project - #s Tracking.”

   3. Create parent record

      1. Return to Figgy home page.  In “Scanned Resource” box, click “Add New.”  

      2. In “New Scanned Resource” page, paste the MMS ID for [copy 1] into the “Source Metadata ID” field.  

      3. On the same page, in the “Collections” field, add the collections noted during step 2dii.  This is a drop-down menu, so start by typing the collection name until it appears.  Click on it to add a checkmark on the right hand side.  If there are multiple collections, continue until all are added.

      4. Check the “Visibility” box on the right hand side. If it doesn’t already, click the correct button to make it match what you saw in 2di.

      5. Click “Save”

   4. Attach copy/copies to parent record

      1. Navigate to [copy 1] record in Figgy.

      2. Click “Edit scanned resource”

      3. Delete collection(s) by clicking to remove checkmarks

      4. Do not delete “Source Metadata ID” at this point

      5. Click “Save”

      6. Copy Figgy ID number at end of hyperlink.  Example: Full hyperlink – https://figgy.princeton.edu/catalog/002fd096-aa91-478b-aa54-fa7fb2736a60   Copy the part after “.../catalog/..”  In this case – 002fd096-aa91-478b-aa54-fa7fb2736a60

      7. Navigate to Parent record.

      8. Select “Attach Scanned Resource”

      9. Scroll to “Members” section at the bottom

      10. Paste Figgy ID into “Attach an existing resource by ID…” field.  

      11. Click “Attach” button

      12. “Edit” the newly attached resource

          1. Remove the “Source Metadate ID”

          2. Edit the full title to the copy # only (Example: Landscape [copy 1]. → [copy 1])

          3. Click “Save.”

      13. Repeat steps f(i)-(xii) for Copy 2 and any additional copies.

   5. Finish in Figgy

      1. In “Review and Approval” section of the parent record, click “Complete” and then “Submit” button.

3. Alma changes

   1. Search by MMS ID for all the copies of the same title.  Open them in the Metadata editor.

   2. [Copy 1] will become the main bibliographic record for the title.  Therefore, start by removing “[copy 1]” in the 245 field.  

   3. Using the split mode, compare the records for [copy 1] and [copy 2]. If there are any copy specific notes in Copy 1, add a subfield 3 with Princeton copy 1 before the notes.  If there are any copy specific notes in Copy 2 bib, transfer them to Copy 1 bib and add a subfield 3 with Princeton copy 2.  Continue transferring notes if there are additional copies.  Also, if there are any additional general bibliographic fields in copy 2 that could be used to enhance copy 1, copy and paste them.  

   4. Save [Copy 1]. 

   5. Copy the MMS ID for [Copy 1].  

   6. Navigate to the holding record for Copy 2. Under Record Action, select “Relink to a Different Bib.”  

   7. In “Any Field” paste, MMS ID for [Copy 1] which should then bring up that record.  

   8. Select “Relink Holding Record.”  A pop-up menu will then give you the option to do nothing, delete bibliographic record(s), or suppress bibliographic record(s). Select delete bibliographic record, then “Relink.”  Release the holding record.

   9. Check [Copy 1] to make sure holdings from Copy 2 has successfully transferred.

   10. If necessary, add Princeton copy 1 and Princeton copy 2 in 866 field of holdings (under Editing Actions/Expand from Template, type in Princeton…until “Princeton copy 1 pops up. Select that template and hit OK.  If necessary change “1” to “2” or appropriate copy #.)

4. Record completed work on tracking spreadsheet

5. Final update in Figgy

   1. After Alma updates (usually overnight), there is one additional update to make in Figgy.  Copy the MMS ID for the main parent record of the title.  

   2. Open Figgy and log in.

   3. Paste the MMS ID in the search box to pull up the parent record.

   4. Click “Edit this multi-volume set”

   5. Tick the checkbox “Refresh Metadata from PULFA/Catalog”

   6. Click “Save”.

   7. [Copy 1] should now be removed from the parent title.

   8. Record that this step has been done in the tracking spreadsheet.