In the Zone! Working in the NZ Lori Robare, University of Oregon Alliance Summer Meeting July 9, 2014

Overview A look at the three zones in Alma Characteristics What you can do in each one (from the perspective of cataloging) Emphasis on working in the Network Zone And on physical resources Local bibliographic extensions

What are the zones? Institution Zone (IZ) Each library’s inventory, orders, licenses, user file, circulation transactions, and bibs that cannot be shared One IZ for each Alliance library Network Zone (NZ) Over 9.5 million bibs from the combined OCLC holdings of the Alliance One NZ is shared by the Alliance Community Zone (CZ) Alma Knowledge Base Authority records Bib records for electronic titles One CZ is shared by all Alma customers

Inventory is central Inventory is the stuff you own Your holdings records, item records, and portfolios There is a lot of bibliographic information in Alma, and it can be in any zone Where a bib record is stored is not important Your inventory identifies what is yours

Network Zone Records Network Zone Records Network Zone Inventory Bib Record Institution Zone POL Inventory Institution Zone POL

A closer look at the IZ The default tab when you log in to Alma Searches from the persistent search box search your IZ only Default is “All Titles” IZ search results provide: Summary of your inventory (“Availability”) Action links: vary depending on the type of resource, type of search, your user role Edit, Order, Holdings, Items, More Info Request, Work Order, Withdraw View It, Deactivate, Create E-Activation Task, Test access

How do I access the MARC bib record? Click the title to bring up the MARC Record Simple View Cannot edit the record from here (but you can click “Edit”) Click the “Edit” Action Link to bring up the record in the Metadata Editor

Record numbers in Alma: IZ record MMS First two digits: record type 99 = bibliographic records 22 = holding records 23 = item records Last four digits: institution UO’s identifier = 1852 MARC Record Simple View, IZ: displays in the top left corner

What you can and can’t do in the IZ You can: Work with your inventory: add, edit, delete, move, activate Initiate requests, work orders Store bib records for things that are truly local (equipment, study rooms, etc.) or that cannot be shared (due to license restrictions) Import files of vendor records that cannot be shared You cannot: See other Alliance libraries’ holdings Create new brief bibs for ordering = Alliance policy

A closer look at the Network Zone (NZ) Populated using master WorldCat bib records All Alliance libraries’ WorldCat holdings (over 9.5 million bibs) Daily load of new records Updated records: when the WorldCat master record is updated by anyone Photo: Merlijn Hoek Our own little “WorldKitten”

OCLC numbers OCLC numbers are extremely important in the NZ, for matching and overlay In Alma, OCLC numbers are in the 035 field, $$a Preceded by “(OCoLC)” May have the ocn/ocm prefix or not Canceled OCLC numbers (the 019 field in Connexion) are put in 035 $$z

Accessing the NZ You access the NZ by signing onto your own Alma environment No special user role is needed to catalog in the NZ Anyone with the role of Cataloger in their institution’s Alma environment can edit records in both their IZ and the shared NZ But, according to Alliance policy: edits to bibs must be made in Connexion, (with the two exceptions we’ll talk about) There is a separate NZ account for database maintenance tasks such as deleting records from the NZ

Record numbers in Alma: NZ record MMS First two digits: record type 99 = bibliographic records Last four digits: institution Network Zone (Alliance) = 1451 Displays: 001 field (all displays) MARC Record Simple View, NZ: top left corner Metadata Editor: “Working on…” line near top

NZ and inventory Inventory is stored in your IZ NZ shows only a summary, no details Because no physical inventory is stored in the NZ, searches must be “All Titles” or they will fail

Icons in Alma In your IZ: No icon: bib is in your IZ only (not linked) NZ icon: bib is in the NZ, linked to your IZ CZ icon: bib is in the CZ, linked to your IZ How are search results different in the NZ tab? You see all matching bibs, whether you have inventory or not You see the “House” icon if linked to your IZ, plus “Held By” if you have inventory Bibs present only in an IZ will not display in NZ tab results Remember: searches must be “All Titles”

What you can do in the NZ View other Alliance libraries “holdings” (location, call number, # of items) Export bibs from Connexion to the NZ Import files of vendor records to the NZ Place orders on existing bibs (create POLs) Add inventory to an existing bib Create new bibs for ordering Overlay a brief record with a better (fully cataloged) record Edit bib records in two specific ways

What you can’t do in the NZ See details of inventory (yours or anyone else’s) Work with your inventory (move it, place work orders, etc.) See bibs that are stored only in another library’s IZ Search by physical title or physical item No physical inventory is stored in the NZ Searches must be “All Titles” Overlay an existing OCLC record with a different OCLC record Edit a bib record to correct errors or enhance the data

What can I edit in NZ records? The 035 field Add an OCLC number needed for overlay Delete an 035 with an Innovative number Retain other 035 fields! See the Alliance Overlay Policy for guidance in various overlay scenarios Add, edit, or delete local bib extensions More on local bib extensions coming up!

Why can’t I correct errors in NZ records? …or add ISBNs for added volumes, or add a missing heading? Due to Alliance policy AND Alma functionality, such changes MUST be made in Connexion Edits made to NZ records will be overwritten when the OCLC master record is updated for any reason When you correct and/or enhance records in Connexion (and replace the master record), your edits are saved for the Alliance and for the broader community

Metadata Editor An edit-able version of the MARC record Access with the “Edit” Action Link from either the IZ or the NZ Or, after opening the MARC Simple View, click the “Edit” button Release the record when you’re done! Opening a record in the Metadata Editor locks it for everyone in the Alliance

You can do a lot of things in the Metadata Editor Just a few examples: Add inventory Shelflist (Browse call number) Share With Network View previous versions of the record Create and use templates for brief bibs and holdings records Add local fields Search external resources Remember that some Alma functionality is not necessarily useful in the Alliance shared environment

Moving records and inventory between zones Especially when dealing with migrated data, you may need to move bibs, inventory, and POLs between zones Bibs that did not link to the NZ; migrated brief bibs Inventory and POLs from your brief IZ record to a full NZ record “Share with Network” Moves a bib record (and its inventory) from your IZ to the NZ ALWAYS search the NZ before using “Share with Network” “Relink” Moves inventory and/or POLs to a different bib Remember that you always need to set your holdings in OCLC

A VERY brief look at the Community Zone (CZ) Records shared by all Alma customers: e-resources From CONSER database, when available From many other sources as well Order, activate, view portfolio list CZ records cannot be edited or overlaid Known issue (Alliance-wide): Incorrect linking to NZ and CZ records when the same OCLC record appears in both zones; inability to load OCLC daily updates

Local bibliographic extensions Functionality that allows a library to migrate and maintain local bibliographic information Stored in your IZ Protected from overlay Display in Alma and Primo as if they were part of the bib record In Alma: your own institution’s bib extensions display in the Metadata Editor, to your staff only In Primo: depends on the field (more detail to come)

Categories of local bib extensions 09X – Local call numbers 59X – Local notes 69X – Local subject access – Reserved for ExLibris’ use – Local added entries, name and title – Local institution-defined internal note – Alliance-defined internal note

Searching for local bib extensions in Alma Libraries have flexibility in determining how to index local bib extensions in Alma Index or not Simple search menu Advanced search menu Label for the search option

Table showing how specific bib extensions display and index in Primo (SILS Catalog WG)

59X local notes Most libraries put local notes in the 590 field , 599 fields are also available for local institution-defined public notes 598 – Local standard number In Primo: Local notes display only to the institution that created them

UO added a local note (590) to this NZ record (view from UO login, Metadata Editor)

Primo display at UO

Primo display at Willamette

Local subject added entries 690 – Topical term(650) 691 – Geographic name(651) 693 – Uncontrolled index term(653) 694 – Form/Genre(655) 696 – Personal name(600) 697 – Corporate name(610) Meeting name(611) 699 – Uniform title(630)

WSU: added 693 field for “Washington (State) imprints, 20 th century, 1969”

WSU’s 693 is not visible in the NZ record (from UO login)

UO uses local subject “State-adopted text” with a range of dates

The view from WSU

Local added entries: Name and title 952 – Personal name(700) 953 – Corporate name(710) 954 – Meeting name(711) 955 – Uniform title(730) 957 – Local hierarchical place name(752) 958 – Local Journal Title(229) 959 – Varying form of title(246) 960 – Uncontrolled related/analytical title(740) 961 – Local series – uniform title(830)

Note that OCLC has defined local added entry fields for specific types of names and titles. You may have used these fields pre-Alma, but DO NOT use them in Alma. Learn and use bib extensions in the range.

UO’s view of a NZ record, after adding a 952 for a local personal name

The view from Linfield

Local title added entries (960 fields) input by WWU: View of the NZ record in the Metadata Editor, WWU login:

UO’s view of this record in the NZ: local bib extensions do not show

Primo display at UO

Migration of local data Handled differently for each cohort C3: fields must be in the 09x, 59x, 69x, or 9xx range AND marked with a $9LOCAL in order to create a localized field in Alma Formatting: “$9LOCAL” No space, no final period

Adding bib extensions in Alma Use the Metadata Editor In order for a field to be created as a local bib extension, you cannot just key in the MARC tag You must use the “Add Local Field” function From Edit Menu OR Ctrl+L Do not use OCLC’s local fields or $9LOCAL in Connexion for local data

Metadata Editor: To add a Local Field: Edit  Add Local Field OR Ctrl+L

Adding local bib extensions using normalization rules Expected in the July release: Ability to add, change, or delete local bib extensions in bulk, using normalization rules Early testing: Not working

Resources Alliance web page for policies SILS Catalog Working Group for many helpful “how-to” documents Including guidance on local bib extensions

“Repetition is the mother of knowledge” -- Russian proverb Thank you!