1. Cataloging introductory flow
Yoel Kortick Senior Librarian

2. Navigating and viewing records
Creating a new record
Navigating and viewing records
Editing a record
Saving and releasing

3. Creating a new record
New bibliographic records can be created via the following methods
Importing from an external resource
Duplicating an existing record
A cataloging template
The "File > New" menu in the Metadata Editor
The "Quick cataloging" via "Create Inventory"
An import profile (not part of presentation)
An API (not part of presentation)
OCLC Connexion (not part of presentation)
New Reading List citation (not part of presentation)

4. Creating a new record – import from external resource
Here a user from "Alma University" searches the "HOLLIS Catalog - Harvard"

5. Creating a new record – import from external resource
User found a desired record, and clicks "Import"

6. Creating a new record – import from external resource
The record opens in the metadata editor

7. Creating a new record – duplicate record
With record open in metadata editor choose menu "Duplicate"

8. Creating a new record – duplicate record
The new record opens in draft mode and can be edited and then saved
New record opened in draft mode

9. Creating a new record – from a template
Select a template and choose "New"

10. Creating a new record – from a template
The new record opens based on the template and can be edited as desired and saved

11. Creating a new record – "File > New"
Choose "File > New" and the desired type of record

12. Creating a new record – "File > New"
The new record opens based on the default template.
Fields can be added, edited and the record saved.

13. Creating a new record – "Quick cataloging" "Create Inventory"
Choose the desired inventory to create

14. Creating a new record – "Quick cataloging" "Create Inventory"
Select "Create new title" and fill in bibliographic and inventory-related data

15. Creating a new record – "Quick cataloging" "Create Inventory"
The new record is created from data entered in the form

16. Navigating and viewing records
Creating a new record
Navigating and viewing records
Editing a record
Saving and releasing

17. Navigating and viewing records
To edit a field click on the line which you want to edit
Clicked on the 245 and now can begin editing the field

18. Navigating and viewing records
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

19. Navigating and viewing records
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"

20. Navigating and viewing records – info and alerts
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

21. Navigating and viewing records – info and alerts
To view validation alerts on the fields field select the "Alerts" tab on the lower pane

22. Navigating and viewing records – full screen
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.

23. Navigating and viewing records – split editor
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.

24. Navigating and viewing records – view inventory
To view the related inventory of a record choose "MARC Bibliographic > View Inventory" or Ctrl+I

25. Navigating and viewing records – view inventory
In the right pane a link to the inventory will open.
This is for an electronic portfolio

26. Navigating and viewing records – view inventory
This is for physical inventory
We will now click "edit" to open the holding record in edit mode.

27. Navigating and viewing records – view inventory
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

28. Navigating and viewing records – view inventory
Now we can return to the related bibliographic record by
Clicking the record from the left pane
Clicking the "View bibliographic icon" icon
Ctrl+Alt+B

29. Introduction Creating a new record Editing a record
Saving and releasing

30. Editing a record
The procedures for editing a record are available via menu entries and shortcut keys

31. Editing a record – Add field
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

32. Editing a record – Add field
Add the new field, indicators and text as desired
This new blank field opened

33. Editing a record – Remove field
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"

34. Editing a record – Remove field
Field is removed
250 field is gone

35. Editing a record – Add subfield
To add a subfield place cursor on field and choose "Add subfield" from menu or "F9"
Cursor is on 650 and press F9

36. Editing a record – Add subfield
The subfield delimiter, such as $$ or ‡, gets added
Cursor is on 650 and press F9

37. Editing a record – Add subfield
Add desired subfield code and text

38. Editing a record – Expand from template
"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.

39. Editing a record – Expand from template
With title "Feminist therapy" open in editing mode user chooses menu "expand from template" or "Ctrl+E" and then chooses template "Books (Print) RDA"

40. Editing a record – Expand from template
Fields from the template "Books (Print) RDA" were added to the record
01UMB_INST

41. Editing a record – Open form editor
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"

42. Editing a record – Open form editor
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

43. Editing a record – Cut, copy and paste
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

44. Editing a record – Cut, copy and paste
Here we selected two 650 fields using the tab key and then did "Ctrl+C"
They appear with a blue frame

45. Editing a record – Cut, copy and paste
After doing "Ctrl+V" they pasted
Now each 650 which was selected and copied appears twice

46. Editing a record – Cut, copy and paste
Now they can be edited as desired and saved

47. Editing a record – Cut, copy and paste
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

48. Editing a record – Cut, copy and paste
It is also possible to run these checks on the record during the editing stage

49. Editing a record – Cut, copy and paste
The error messages appear in the lower pane and a summary appears on top of the record

50. Introduction Creating a new record Editing a record
Saving and releasing

51. Saving and releasing
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").

52. Saving and releasing
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."

53. Saving and releasing – Normalize on save
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)

54. Saving and releasing
We will now add a new 246 field to this record and then save

55. Saving and releasing
We added the 246 and used the icon to save

56. Saving and releasing
After receiving an alert we add an indicator and save the record again

57. Saving and releasing
The record is still open because we did "save" and not "save and release"

58. Saving and releasing
If a different user tries to edit this record he will be notified that it is locked by another user

59. Saving and releasing
The record can be released by the staff user who has it open by doing "release record" or "Save and release record"

60. Saving and releasing
A staff user can release multiple records he has open by choosing "Release all records" from the left pane 1 2 3
Multiple records open

61. Saving and releasing
A staff user with role "Catalog manager" can release the records of a different user:

62. Saving and releasing – Viewing versions
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

63. Saving and releasing – Viewing versions
We can see the previous versions in the right pane
We will view the oldest version and compare

64. Saving and releasing – Viewing versions
The version on the right does not have the 246 field.
We will restore it
No 246 on old record
We will restore the oldest version

65. Saving and releasing – Viewing versions
The oldest version has been restored
No 246 field

66. Yoel Kortick Senior Librarian
Thank you
Yoel Kortick Senior Librarian