Cataloging Booksets
- Sal Hamerman
The procedure for creating holdings and item records for booksets is located in the Alma documentation. A copy is provided below for your convenience:
Bookset holding and item records in Alma (September 2021)
Before you begin working in Alma, please make sure the location is set to Technical Services - Acquisitions and Cataloging.
The holding records for booksets will be quite similar to what was done in Voyager.
We will add the 866 field for the volumes held and a second 866 for the designator to be used on open sets.
The primary change is that we will not be adjusting the leader in the holding record to show that the holding is for a bookset or serial. We will have to type out DESIGNATOR:
With the bib record still open, click on View Related Data, then View Inventory (or Ctrl+I),
Then click on the ellipses on the far right which will take you to the item adding screen.
The List of Items screen will open. To open the Item record for editing, click on the ellipses at the far right under Receiving date, and then on Edit
This will open the screen for editing the item record. First change the Item policy to “Gen”
This was the “Item type” in Voyager.
Next enter the designator and volume number for the specific volume of the bookset you are working on in the Enumeration A field and then use the “Generate” button in the Description field.
Then save the item record.
If you need to add more volumes, then click on the + Add Item button which is toward the right on the List of Items screen.
Follow the same order as above. Lastly, in the first box you will scan in the barcode.
By going in this order we don’t have to re-open the item record as our barcode scanners are set to “Enter” automatically which saves and closes the item record.
Click on the “Back” button in the upper right corner.
This takes you back to the MDE (Metadata Editor) and the bib and holding records. Click the holdings record to open it.
Then click the arrow next to Save and choose Save and Release Record from the drop-down menu to release and close the holdings record (or press Ctrl+Alt+R). Now, open the bibliographic record and select Save and Release or press Ctrl+Alt+R.