© 2015 Ex Libris | Confidential & Proprietary Yoel Kortick Senior Librarian Cataloging introductory flow Harvard University April 18-19

© 2015 Ex Libris | Confidential & Proprietary Creating a new record Navigating and viewing records Saving and releasing Editing a record

© 2015 Ex Libris | Confidential & Proprietary Creating a new record 3 New bibliographic records can be created via the following methods 1.Importing from an external resource 2.Duplicating an existing record 3.A cataloging template 4.The "File > New" menu in the Metadata Editor 5.The "Quick cataloging" via "Create Inventory" 6.An import profile (not part of presentation) 7.An API (not part of presentation) 8.OCLC Connexion (not part of presentation) 9.New Reading List citation (not part of presentation)

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – import from external resource 4 Here a user from "Alma University" searches the "HOLLIS Catalog - Harvard"

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – import from external resource 5 User found a desired record, and clicks "Import"

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – import from external resource 6 The record opens in the metadata editor

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – duplicate record 7 With record open in metadata editor choose menu "Duplicate"

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – duplicate record 8 The new record opens in draft mode and can be edited and then saved New record opened in draft mode

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – from a template 9 Select a template and choose "New"

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – from a template 10 The new record opens based on the template and can be edited as desired and saved

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – "File > New" 11 Choose "File > New" and the desired type of record

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – "File > New" 12 The new record opens based on the default template. Fields can be added, edited and the record saved.

© 2015 Ex Libris | Confidential & Proprietary Creating a new record – "Quick cataloging" "Create Inventory" 13 Choose the desired inventory to create

© 2015 Ex Libris | Confidential & Proprietary 14 Select "Create new title" and fill in bibliographic and inventory-related data Creating a new record – "Quick cataloging" "Create Inventory"

© 2015 Ex Libris | Confidential & Proprietary 15 The new record is created from data entered in the form Creating a new record – "Quick cataloging" "Create Inventory"

© 2015 Ex Libris | Confidential & Proprietary Creating a new record Navigating and viewing records Saving and releasing Editing a record

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records 17 To edit a field click on the line which you want to edit Clicked on the 245 and now can begin editing the field

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records 18 Can move from subfields to tag to indicators to subfields of next field using the tab key From subfield c of 245 clicked tab 4 times and now on 250 subfield a

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records 19 To identify what a field is just put mouse over it and the tooltip will appear Put mouse on 504 and now see that it is the "Bibliography, etc. note"

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – info and alerts 20 To get the details of a field select the "info" tab in the lower pane. Can also open the info in a new browser tab and go right to the full page at the LOC website

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – info and alerts 21 To view validation alerts on the fields field select the "Alerts" tab on the lower pane

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – full screen 22 Can also switch to "full screen" by clicking F7 or the "Full screen" icon. This is particularly useful for editing records with many fields or long fields.

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – split editor 23 Two records can be viewed side by side by switching to split editor mode via the "split editor" icon or via F6. Then focus on the empty pane and select the desired record to view from the left plane.

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – view inventory 24 To view the related inventory of a record choose "MARC Bibliographic > View Inventory" or Ctrl+I

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – view inventory 25 In the right pane a link to the inventory will open. This is for an electronic portfolio

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – view inventory 26 This is for physical inventory We will now click "edit" to open the holding record in edit mode.

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – view inventory 27 The holding record opens in the right pane and the bibliographic record remains in the left pane We will now click "split editor" or F6 to open the holding record in the entire right pane

© 2015 Ex Libris | Confidential & Proprietary Navigating and viewing records – view inventory 28 Now we can return to the related bibliographic record by 1.Clicking the record from the left pane 2.Clicking the "View bibliographic icon" icon 3.Ctrl+Alt+B

© 2015 Ex Libris | Confidential & Proprietary Introduction Creating a new record Saving and releasing Editing a record

© 2015 Ex Libris | Confidential & Proprietary Editing a record 30 The procedures for editing a record are available via menu entries and shortcut keys

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Add field 31 Choosing "Add Field" or F8 opens a new blank field under the field where the cursor is Cursor was here and clicked F8 This new blank field opened

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Add field 32 Add the new field, indicators and text as desired This new blank field opened

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Remove field 33 To remove a field place cursor on field and choose "Remove Field" from menu or "Ctrl+F6" Cursor is here on the 250 field and will do "Ctrl+F6"

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Remove field 34 Field is removed 250 field is gone

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Add subfield 35 To add a subfield place cursor on field and choose "Add subfield" from menu or "F9" Cursor is on 650 and press F9

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Add subfield 36 The subfield delimiter, such as $$ or ‡, gets added Cursor is on 650 and press F9

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Add subfield 37 Add desired subfield code and text

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Expand from template 38 "Expand from template" will add fields from the template to the bibliographic record. Nothing in the bibliographic will get overwritten. Fields will be added but not replaced.

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Expand from template 39 With title "Feminist therapy" open in editing mode user chooses menu "expand from template" or "Ctrl+E" and then chooses template "Books (Print) RDA"

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Expand from template 40 Fields from the template "Books (Print) RDA" were added to the record 01UMB_INST

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Open form editor 41 Certain fields such as the fixed fields and the holding record 852 can be opened in a form for easy editing (and no need to manually count positions) Put cursor on field and choose menu "Open form editor" or "Ctrl+F" Cursor is on LDR and will do "Ctrl+F"

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Open form editor 42 Now each part of the field can be easily edited with a list of legal values Use menu "Close form editor" "Escape" key to exit the form

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Cut, copy and paste 43 Specific text as well as entire fields can be cut, copied and pasted using the menu options or the standard Ctrl+C Ctrl+V Ctrl+X Multiple fields can be selected using the Ctrl button and selecting the fields

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Cut, copy and paste 44 Here we selected two 650 fields using the tab key and then did "Ctrl+C" They appear with a blue frame

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Cut, copy and paste 45 After doing "Ctrl+V" they pasted Now each 650 which was selected and copied appears twice

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Cut, copy and paste 46 Now they can be edited as desired and saved

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Cut, copy and paste 47 When a record is saved (more about saving records in the next section) validation checks are done on the record and appear in the lower pane “alerts” tab. Red messages prevent the record from being saved Yellow messages are informative

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Cut, copy and paste 48 It is also possible to run these checks on the record during the editing stage

© 2015 Ex Libris | Confidential & Proprietary Editing a record – Cut, copy and paste 49 The error messages appear in the lower pane and a summary appears on top of the record

© 2015 Ex Libris | Confidential & Proprietary Introduction Creating a new record Saving and releasing Editing a record

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 51 The MD Editor has an auto-save function that helps prevent changes from being lost before the staff users manually saves the record. The auto-save occurs every 30 seconds after a change is made. Draft records are available for editing only to the user working on them. When the staff user saves a record in the repository, Alma automatically backs up the previous version and saves it for future reference (accessible via "Tools > View Versions").

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 52 When the staff user finishes working on a record he can save the record from the File menu or press Ctrl+S. The modified record is saved in the repository but remains checked out to the staff user until it is specifically released (File > Release Record). While editing a record, the staff user can also save a draft record (without checking the record in), by choosing "Save Draft" or "Ctrl+Alt+S."

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing – Normalize on save 53 When the record is saved in the MD Editor, the following normalizations are processed: The 035 fields are derived from the 001 and 003 fields (if the 003 field exists) For new records, the 001 value is saved as the originating system ID (MMS ID) For existing records the 001 field is updated with the MMS ID The 008 field is updated if it exists The 005 field is updated Part of the LDR (leader) field is updated (mostly the length of the record)

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 54 We will now add a new 246 field to this record and then save

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 55 We added the 246 and used the icon to save

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 56 After receiving an alert we add an indicator and save the record again

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 57 The record is still open because we did "save" and not "save and release"

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 58 If a different user tries to edit this record he will be notified that it is locked by another user

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 59 The record can be released by the staff user who has it open by doing "release record" or "Save and release record"

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 60 A staff user can release multiple records he has open by choosing "Release all records" from the left pane 123 Multiple records open

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing 61 A staff user with role "Catalog manager" can release the records of a different user:

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing – Viewing versions 62 If a record was changed and saved it is possible to view previous versions and restore the record to one of the previous versions. In our example here we added a 246 field, then added a 246 with indicator 3

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing – Viewing versions 63 We can see the previous versions in the right pane We will view the oldest version and compare

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing – Viewing versions 64 The version on the right does not have the 246 field. We will restore it We will restore the oldest version No 246 on old record

© 2015 Ex Libris | Confidential & Proprietary Saving and releasing – Viewing versions 65 The oldest version has been restored No 246 field

© 2015 Ex Libris | Confidential & Proprietary Yoel Kortick Senior Librarian Thank you