1. love, respect, and TESTING
in the time of Alma Import Profiles
Introduction - PCC and LCC before that. Large part of my job involves loading batches of records, from YBP briefs to WCP overlays, as well as one-off ebook purchases and electronic collections, like FoD and ebrary. That’s why I love Import Profiles so much. It’s a large part of my job--getting records into the catalog efficiently and accurately. Thus the first word in the title. I also really respect them because they’re quite powerful buggers and they’re also being used to load records into the shared environment that is the NZ. It’s not like I was loading records like a wild person in our local catalog, but in Alma there is certainly that constant awareness of the shared environment in Alma. Which leads me to the all-caps testing portion of the title. .
milly williams -- portland community college -- professional acquirer

2. disclaimer(s) c2 screenshots vs. live examples
YBP & WCP & .mrc centric
PP minimalism (promise)
enunciation
So much thanks go to C1 for blazing the trail. Diana Brooking and Joe Kiegel at UW and Lesley at WWU are the experts.
I’m going to be focusing on import profiles in the acquisitions workflow and YBP centric. Others might use Midwest, etc. Concepts similar - make sure you work with vendor to include the data you need to map and set up your profile accordingly, most important need to use the correct match/merge settings and load to the correct Zone.

3. plan of attack Alliance policies Types of Import Profiles Settings
YBP EOCR & WCP examples tips for loading, monitoring, resolving
Post-Load & FYIs

4. batch loading and fans? Q. Who loads EOD from YBP?
Q. EOD from other vendors?
Q. WCP full records?

5. alliance policies IZ vs. NZ editing records before loading
avoiding duplicates
Alliance policy states that bibliographic records, full or brief should loaded to the NZ, with a few exceptions. As you’re creating and running IPs, need to keep that in mind. Some of the instances you might load to the IZ include: local institution only DDA ebook program, Eresource records without OCLC#s--NSERM recommendation, though not approved. If ever have questions, probably good to check with one of the cataloging groups before loading.
Alliance “edit and maintain master record in Connexion” - should make enhancements to record in Connexion. You can change records when it comes to local order fields, or if the matchpoints aren’t correctly formatted or in the right field. It’s best to work with your vendor to make sure they are coming to you correctly when possible. marcedit report count example.
It’s also important to avoid duplicates, and that is done by having your Import Profile set up correctly and having the right data in your records. For example, it’s important to make sure you’re receiving the YBP UID in the 035 in both brief and WCP records.

6. ybp brief record =LDR 00385nam 2200121z 4500
= n\\\\\\\\xx\|\\\\\\\\\u|||\||und\u
=020 \\$a
=035 \\$a
=100 \\$aMILK, HARVEY
=245 \\$aARCHIVE OF HOPE : HARVEY MILK'S SPEECHES AND WRITINGS
=260 \\$aBERKELEY$bUNIV OF CALIFORNIA PRESS$c2013
=980 \\$a $b34.95$c1$d665310$e
=981 \\$bsoc$csylvania$dmain$ejr$jyes
YBP UID for matching
Alliance libraries should use 980 & 981 for EOD data.
YBP UID should be in the 035.
YBP UIDs being loaded without qualifiers and that the SILS-Cat group is working on this issue. There is a need beyond Acq records to standardize vendor numbers to prevent duplication and ensure proper matching.

7. wcp full record =019 \\$a812248666 =020 \\$a9780674072558 (alk. paper)…
=019 \\$a
=020 \\$a (alk. paper)
=020 \\$a (alk. paper)
=035 \\$a(OCoLC)
=035 \\$a
...
YBP UID for matching
YBP UID in the 035 for matching - It’s important to work with your vendor to make sure it’s in your full record.

8. import profile types New Order (not the band)
Update Inventory - for Shelf Ready processing (does not work with NZ)
Repository
New Order--Used for loading bib records with embedded order data, resulting of import of the bib, creation of the POL and physical or electronic inventory based on your settings. So you will use to load your YBP brief order records or other records that represent newly ordered items that don’t exist in Alma for your institution yet. POLs will need to be received.
Update Inventory (doesn’t work in our NZ world at the moment) - updates existing inventory, e.g. adding barcodes, receive items, update call#s. Also should overlay brief bibs will full bibs. Currently only updates inventory, but doesn’t overlay brief with full. Potential work around (UI & Rep). We’ll learn more as there are several C3 libraries using Shelf Ready.
Repository - load bibs without inventory or load bibs and create physical or electronic inventory, but NO POLs. Ex. eBrary, WCP, FoD. GVRL repository b/c loaded them after we migrated.

9. navigation Where to run, where to monitor Filtering by profile type
Naming structure
Separate import profiles for vendors & accounts
There are several places in Alma that you can view, edit, run, monitor import profiles. Import section in both Acquisitions column and Resource Management column. In the Acq column, you can only work with new order & update order import profiles. In the Resource Management you can work with Repository import profiles. Or you can go to Resource Configuration > Configuration Menu > import profiles to work with all of them.
It’s good to have a clear naming structure, and to indicate the zone you’re loading to and what type of handling (manual vs. automatic) because it makes it easier to deal with handling imports in various stages or even looking at reports.
If you want to use FTP to ingest mrc records into Alma it’s good to have separate profiles for vendors and accounts.

10. settings: New Order (ybp)
Most important for Alliance/NZhttp://goo.gl/HaCd7A - Loading YBP briefs & WCP full records into NZ
MATCH PROFILE TAB
Upon Match -- Use NZ record
Match Profile -- ISBN/024/035
Merge Method -- OCA Bib Overlay (Keep 035s)
Upon No Match -- Add to NZ
DO NOT USE Allow Bib Record Deletion
apologies for the almost aggressive bulleting in this slide.
emphasis Match settings--information in presentation, I’ll go over it when we walk through setting up the import profile, and it’s in your handout.
Link to more detailed document (YBP & WCP)
--Important to communicate with your vendors to ensure records have correct data in correct fields (oclc, YBP UID, etc.)
--Important to use most targeted matchpoint, but also one that isn’t too restrictive
--Important to TEST
Merge method even if Merge Action not chosen--it will still be called into play if you are required to do any match handling.
See screencast for more detailed information on these slides.

11. settings: Repository (wcp)
Most important for Alliance/NZhttp://goo.gl/HaCd7A--Loading YBP briefs & WCP full records into NZ
MATCH PROFILE TAB
Upon Match -- Merge
Match Profile (Other system identifier)
Merge Method -- OCA Bib Overlay (Keep 035s)
Upon No match -- Do not import
DO NOT USE Allow Bib Record Deletion
Settings differ for Repository because the assumption is a record will exist in the NZ to match on and that you will be “overlaying” some brief records with full records.”

12. demonstrate load YBP brief manually handle WCP full records
loading, monitoring, manual handling
manually handle WCP full records
different results w/manual vs. automatic handling
when brief bib and OCLC both in NZ
see screencast for more information.

13. manual handling Single Match (Manual Handling method)
Multi-match including desired record
Multi-match not including desired record
New Order load-- missing library/location
Respository load--brief & the OCLC record is already in NZ
Different types of manual handling you will encounter:
--multi-matches with several eresource records and a print, or several eresource records and no print
--always have connexion open to determine which record - OCLC number not visible when multi-matches
--if your brief bib lives in NZ and there is already the OCLC record you want in the NZ, you will need to relink holdings and Karen Highum at the UW to delete brief bib when your holdings relinked and no other lib has holdings.
-WCP report--why some not load--always check the records not imported (includes any you don’t import as part of manual handling)
See screencast for more detailed information on these slides.

14. multi-match: er(nz) & print & er(cz)
=LDR nam z 4500
= n\\\\\\\\xx\|\\\\\\\\\u|||\||und\u
=020 \\$a
=035 \\$a
=100 \\$aFOX, RENEE C. (RENEE CLAIRE), 1928-
=245 \\$aDOCTORS WITHOUT BORDERS : HUMANITARIAN QUESTS, IMPOSSIBLE DREAMS OF MEDECINS SANS FRONTIERES.
=260 \\$aBALTIMORE$bJOHNS HOPKINS UNIV PRESS$c2014
=980 \\$a $b29.95$c1$d665310$e
=981 \\$bhea$csylvania$dmain$etg
One types of multi-match situation you will encounter. Need to keep close eye on the format clues and also the CKB records so you can pick the right record.
See screencast for more detailed information on these slides.

15. error: POL owner missing
See screencast for more detailed information on these slides.
If POL library/location issues, then it will result in a Manual Handling situation as an error.

16. post load: the report Imported IZ, NZ, POL records
View file details - download failed records
Events - stages, including errors, manual handling
Report: Match Automatic, when “Skip & do not import multi-matches”
Use this job report data to make sure everything loaded as it should - Why Imported to NZ doesn’t equal Imported to IZ? Why imported to IZ records in Repository profile can be a problem, how skip & do not import feature works.
See screencast for more detailed information on these slides.

17. post load: holdings & call #s
Setting holdings - auto or batch process in Connexion
Call# issue: change holdings information job - update call# from bib record
The issue with call numbers and loading records to the NZ: When you load your brief bibs, if they match on a full NZ record, it should pull a call number into the holdings, but if it matches on a brief bib or is new to the NZ, there is no call number to pull into the holdings. So when you run load your WCP records, if you can create a Physical item set of the records you just loaded, you can run the Change Holdings information job to update the call# from the bib, but you need to create a Physical items set to run the job on.
See screencast for more detailed information on these slides.

18. just fyi Southeast southeast fund rules settings
auto-set holdings delay
copying NZ import profiles works with July rel
import profile for each vendor & account
read release notes & TEST!
wcp - delay in IZ brief bib ----> full “merged” bib
--case sensitivity (but talk about how to avoid this and missing data by using Defaults when possible)
--disregard CZ matches option will be an installation-level configuration, planned sep 2014, will allow Alma to disregard CZ matches when adding to NZ using import profiles, downloading from Connexion, as part of IZ-NZ relinking job.
--some required POL information not in records you import, will send POL to In Review (e.g. funds), but if you don’t have library/location POL will go to manual handling queue
--make sure to load your WCP before your holdings are auto-set or you will run into problems when you try to merge your WCP records with your brief records (i.e. you will have a multi-match situation that will require you to relink holdings and request to have the brief bib deleted if no other library has holdings on it)
--separate IP for vendors and accounts will allow you to set up FTP import of records
See screencast for more detailed information on these slides.

19. resources SILS TWG https://docs.orbiscascade.org/silsdocs/training/
ExLibris Webinars
SILS-Acq
Loading brief order records and WCP records into NZ
ExLibris Documentation
Resource Management -- Managing Profiles for Record Imports
Configuring New Import Profiles (!!)
Acquisitions -- Import Processing
Shelf-Ready DRAFT workflow using Update Inventory import profile

20. thanks You were deluxe (I had a premonition while making this slide)
Happy and safe importing
Milly Williams
Portland Community College