An Introduction to the Bibliographic Metadata Profile in Alma Yoel Kortick Senior Librarian Alma Product Management

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Agenda Introduction and overview The parts of the metadata profile Editing fields Normalization Processes Validation Processes Validation exception profile list

Introduction and overview The bibliographic profile in Alma defines many aspects of the system’s behavior. For example: Which metadata fields and subfields display in the metadata editor and if they are repeatable If the subfields use a controlled vocabulary Normalization processes Validation processes As a result of the profile defining such features they will naturally differ for each MARC type.

Introduction and overview To access the bibliographic metadata profile choose: “Alma > Resource Management > Resource Configuration > Configuration Menu > Cataloging > Metadata Configuration”

Introduction and overview To configure metadata, you must have one the following roles: Cataloging Administrator General System Administrator

Introduction and overview To view (and eventually edit) a specific metadata profile click the hyperlinked name of the profile Click on the name of the profile

Agenda Introduction and overview The parts of the metadata profile Editing fields Normalization Processes Validation Processes Validation exception profile list

The parts of the metadata profile The metadata profile consists of four tabs: Fields Normalization Processes Validation Processes Validation Exception Profile List We will now give a general overview of each area

Agenda Introduction and overview The parts of the metadata profile Editing fields Normalization Processes Validation Processes Validation exception profile list

Editing fields To aid in finding a specific fields it is possible to filter and search for specific fields

This can be done by doing ‘actions > customize’ on the field Editing fields Fields of a specific metadata profile can be edited from the ‘fields’ tab of the profile. This can be done by doing ‘actions > customize’ on the field

Editing fields After locating the field you want to edit click ‘actions > customize’

It is possible, for example, to Editing fields It is possible, for example, to Have a specific help URL for each field Make subfields mandatory or not Make subfields repeatable or not Assign a controlled vocabulary

Editing fields Example of KORMARC field 754

Editing fields Example of MARC21 field 310

Editing fields Regarding MARC21: If the help URL field in the profile is not defined on the level of the field then it comes from www.loc.gov/marc/bibliographic ...

Agenda Introduction and overview The parts of the metadata profile Editing fields Normalization Processes Validation Processes Validation exception profile list

Normalization Processes

Normalization Processes Normalization processes are used to correct or update metadata records such as sorting a record’s fields, removing empty fields, or stripping out fields containing order information. For an in depth and detailed explanation of how to create and use customized normalization processes see separate PowerPoint presentation “Designing and using normalization rules and processes”.

Normalization Processes Some normalization rules come “out of the box” and may be edited. Here are some examples for KORMARC: Bib normalize on save Bib Re-sequence Bib Re-sequence AND Clear empty fields

Normalization Processes Some normalization rules come “out of the box” and may be edited. Here are some examples for MARC21: Bib Initial Normalization Bib normalize on save Bib Re-sequence Bib Re-sequence AND Clear empty fields

Normalization Processes The “normalize on save” process occurs when a record is saved and, for example, does the following tasks: Re-sequence fields Clear empty fields As described in separate PowerPoint presentation “Designing and using normalization rules and processes” it is also possible to add additional normalization processes when the record is saved

Normalization Processes

Agenda Introduction and overview The parts of the metadata profile Editing fields Normalization Processes Validation Processes Validation exception profile list

Validation Processes For MARC21 there are two out-of-the-box validation routines: Bib match validation Defines the way in which validation is handled when a bibliographic record match is performed during the import process or in the MD Editor Bib validation on save Defines the way in which validation is handled when importing MARC records using an import profile, copy cataloging via an external resource (such as WorldCat or LoC), and saving a bibliographic record in the MD Editor.

Validation routines for KORMARC Validation Processes Validation routines for KORMARC Validation routines for MARC21

To edit the validation process click ‘edit’ at the end of the row Validation Processes You can edit these routines, but you cannot create new validation routines. If the routine is not currently required then it may be disabled by clicking the yellow checkmark on the left. To edit the validation process click ‘edit’ at the end of the row

Processes may then be removed or added as needed Validation Processes Processes may then be removed or added as needed Remove here Add here Add here

Agenda Introduction and overview The parts of the metadata profile Editing fields Normalization Processes Validation Processes Validation exception profile list

Validation exception profile list KORMARC MARC21

Validation exception profile list The validation profiles define how Alma will ‘react’ when a record does or does not meet a specific criteria. For example: If a record is saved and a matching record (based on predefined criteria) already exists in the system If a record is imported but does not have a mandatory 245 field If a record is saved but position 6 of the LDR does not have a valid character It may be that the staff user can override messages resulting from the above, or it may be that he will need to edit the data.

Validation exception profile list The profile can be edited by clicking “actions > edit’ A “Warning” is just a warning (can be overridden). An “Error” will not allow the staff user to save the record (must be resolved). These are the messages which will appear

Validation exception profile list For example here we save a record with no 245 field and errors in the 008: error warning

Validation exception profile list Note that the Validation Exception Profile is also used in the import profile