1. Day-to-day Cataloging in a Network Zone
Megan Drake | Senior Implementation Consultant

2. Welcome and Introductions
Megan Drake
MLS, 2005
Three years at Ex Libris
Senior Implementation Consultant
Consortial Implementations
Workshops
Expert Services
Systems & Applications Librarian at Pacific University
Orbis Cascade Alliance member
Heavily involved in SILS Project
Pacific first to go live in first cohort

3. Session Objectives
Session Description: Are you a member of a consortium that has a Network Zone? Wondering how your cataloging work will change with Alma? In this session, we will take a deeper dive into the policies and decisions that were discussed in the previous day's session on consortial implementation preparation and talk about how those policy decisions impact the day-to-day workflow of cataloging at the individual institutions
Session Objective(s)
By the end of this sessions you will know, understand and/or be able to:
Understand how the Network Zone impacts bibliographic records
Articulate the possible ramifications of different policy decisions
Understand how configuration choices impact record creation and batch processes

4. Target Audience Target Audience for the Session: Catalogers
Technical Services Librarians

5. 1 2 3 4 5 Agenda Alma Network Zone Topology
Resource Management and Technical Services Policies 3
Policies in Practice 4
Shared / Local Records and Configurations 5
Next Steps, Support Resources and Feedback

6. Alma Network Zone Topology

7. Consortial metadata environment
Community Zone
Network Zone
Institution Zone
Global Authorities
Shared repository of standard authority files
Shared Catalog
Shared records managed by all institutions
Institution Catalog
Records not shared
Will include local extensions
Community Catalog
Shared records managed by ExL
Currently e-resources
Shared Inventory
Shared resources available to multiple institutions
Initially focused on e-resources & PDA program
Local Inventory
Can link to the Institution, Network, or Community Catalog
Defines what resources (across all catalogs) are managed by your library
Central KnowledgeBase
Shared administrative information for e-resources

8. Record Relationships Network Zone The Trial The Trial Catalog Catalog
Shared Record
Network Zone
Shared Record
Catalog
Local Extensions
Inventory
Catalog
Catalog
Inventory
Inventory
The Trial
The Trial

9. Resource Management and Tech Services Policies

10. Policies to Consider – Cataloging Standards
Enrich the shared catalog
Work on existing records whenever possible
Do not create duplicate records
Identifiers for matching are sacred

11. Policies to Consider – Shared Agreements
Use Existing or Create New
Single vs Multiple Records for Print & Electronic
Minimum Records
Creating / Contributing when Ordering
Data that should never be contributed to NZ
Local Vocabularies
Local Field Semantics
Source of Records

12. Policies in Practice

13. Practice: Use existing or create new
Guidelines for when to create a new record vs. reusing an existing one (perhaps with local extensions) Motivation: avoid duplicates for the same manifestation, agree upon a common description for a resource Example: OCLC and other shared catalogs have templates here. Alternately, have a policy to use OCLC record when it exists.

14. Workflow implications
Staff may be resistant to losing local control over shared records
Agreements need to be reached as to what constitutes a new manifestation
Downstream impacts on policy decisions around searching and record source

15. Practice: Single vs. multiple records for P&E
Policy for whether to use a single bibliographic record for both physical and electronic versions of a resource Motivation: Policy is required to determine the scope of description and what constitutes duplication Example: Different records for physical and electronic resources (separate OCLC number, distinct RDA description) in Alma

16. Workflow implications
Bibliographic records are inventory agnostic in Alma
Depending on dedup / FRBR, physical and electronic records could both appear in Alma

17. Practice: Minimum records
Guidelines for minimum data to include in a record in the NZ when ordering Motivation: if there is not enough data for later overlay, a duplicate or unused record will be created Example: Records for resources should include title, creator (if applicable), and at least one identifier

18. Workflow implications
Bibliographic record creation moves to the point of order in Alma
Failure to create match points cause duplicate records
Agreed upon process for ingesting catalog records may move partially to Acquisitions
If incorrect record is chosen by Acquistions, overlay / merge is necessary.

19. Practice: Creating/contributing when ordering
Workflow for determining whether a record already exists in the NZ when ordering
Motivation: the standard workflow of searching the local catalog prior to ordering will not retrieve NZ resources or leverage the value of a shared catalog
Example: steps to take prior to contributing
Search IZ (to determine current ownership)
Search NZ (to determine consortial ownership)
Create new record in NZ (by either copy cataloging or creating a new brief bib)

20. Workflow implications
Acquisitions staff may be resistant to additional search
Consortial minimum / maximum thresholds on number of copies held across consortium

21. Practice: Data which must not be contributed to NZ
Guideline regarding data which must not be included into the shared catalog. Example: purely local records, such bibliographic records created for iPad, computers, must not be contributed to NZ

22. Workflow implications
Too many allowed local records corrupts the idea of a shared bibliographic database
Processes to create local vs shared bibliographic records should be clear to staff

23. Practice: Local vocabularies
If local vocabularies are in use:
Will they be loaded into the NZ
Who will be responsible for updating them
What member edits will be allowed

24. Workflow implications
Record counts impact contract pricing
Temptation to duplicate CZ authorities, destroying automatic updates
Slight differences between institutional local authorities could create duplications if all shared

25. Practice: Local field semantics
Policy for what local extensions to reserve for what purpose Motivation: to create Primo normalization rules, policies for internal vs. public-facing data must be defined; it’s also useful to reserve some 9xx fields for network-wide data Example: Public-facing extensions: , , Internal (non-normalized) extensions: , , Reserved for network-wide public-facing: Reserved for network-wide internal:

26. Workflow implications
Migration reserves 900 – 949 for their scripts during implementation
Can be difficult to get all institutions to agree on the purposes
More needed local extensions than are available
No overt control of the institutional usage of the fields

27. Practice: Source of records
Could treat OCLC as authoritative; all work starts in OCLC and is copied to NZ
Aids identifier management
Default record quality standards—use theirs

28. Workflow implications
Requires a project / contract with OCLC and is not free
Quality control of NZ records
If records loaded directly into NZ from OCLC, any changes made by institutions lost overnight in the overlay

29. Shared / Local Records and Configuration

30. Metadata Editor Options
File → Options
Controls where bib records are created in Metadata Editor
Norm / Merge rules
Local / Network rules determine what can be chosen for Import Profiles and Batch jobs
Only a Network norm or merge rule can be selected for an import profile using the Network Zone

31. Cataloging Privileges
Request this configuration from Ex Libris
Can be set in the NZ and distributed
Catalog records assigned a level
Only catalogers with a permission level at or above the record can edit it. Otherwise, record is view-only
Local fields allowed if the whole record is otherwise locked
Controls where bib records are created in Metadata Editor
Norm / Merge rules
Local / Network rules determine what can be chosen for Import Profiles and Batch jobs
Only a Network norm or merge rule can be selected for an import profile using the Network Zone

32. Cataloging Privileges

33. Cataloging Privileges

34. Cataloging Privileges

35. Next Steps, Support Resources and Feedback

36. Next Steps and Resources
Include documentation links in the CKC relative to your topic:
Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_ a_Network_Zone/03_Managing_Records_in_Consortia/010Network- Managed_Records_in_a_Network_Zone
Alma_Online_Help_(English)/040Resource_Management/040Metadata_ Management/030Cataloging_Privileges
Additional support resources within the ExLibris Ecosystem:
Idea Exchange
Developer Network
2018 Technical Seminar Presentations (Cross-Product section of CKC)

37. Questions?
Any Final Questions?

38. Session Feedback
We Value Your Feedback! Please complete the brief Session Comment Card:

39. Thank You!