*
GUGM
June 15, 2017
* The Institution Zone (IZ) record is just a
version of the Network Zone (NZ) record. Your
IZ record may have local fields that do not
appear in the NZ and they will not appear in
the NZ when you add them. The IZ record
basically links your inventory (holdings and
item record) to the shared NZ record.
*
* When cataloging an item, it is crucial to start
by searching the NZ and your IZ. If you find a
matching record in the NZ, you can link your
holdings to that record and the record will
show up in your IZ. This should make cataloging
popular items faster and easier. Please consult
Linking brief records in the IZ to NZ Records
(UGA). A video and handout are available on
the USG Alma and Primo Training website:
* https://sites.google.com/view/g3almatraining
/cataloging/bibliographic-records
* When you are finished working on a record
(Bibliographic or Holdings), remember to save
and release the record. You can do this from
the pull down menu (File – Save and Release
Record / Ctrl+Alt+R) or, if you have saved
everything, you can click on MARC21
Bibliographic or MARC21 Holdings on the left
side of the screen. It will give you the option
to Release all records. It is best to work
backwards and save your item, holding, and
bib. If you save and release your bib first it will
vanish and you will need to look up the bib
record to continue to process the item.
*
* If you forget to release a record, it will lock
the record and no one else will be able to work
on it.
* Before you log out of Alma for the day, double
check to make sure you have saved and
released the records you are done working
with. If you forget, the records will still be
there when you log on the next day.
* In Voyager, replacing bibliographic records was easy and it only
had an impact on users at your institutions because you were
replacing your institution's record. That is not the case in Alma.
The Network Zone is essentially another institution in the USG
and only catalogers of the "institution Network Zone" can replace
their records, regardless of who contributed the record in the
first place. The Network Zone is in the testing phase for OCLC's
WorldShare Metadata Collection Manager, which will
automatically provide any updated OCLC record that is in the
NZ. In the first test, 14,598 records were updated. However,
there were 2,310 multi-match records. That means there are 2+
records in the Network Zone that it could match on. This is one
of the driving forces for limits to who can work directly in the
Network Zone. If you feel that a record needs updating
immediately, send a message to the Cataloging Project
Coordinator, Debra Skinner
([email protected]<mailto:dskinner@georgiasouther
n.edu>) and state your case, providing the OCLC number and
also the MMS ID for the Network Zone (001 field). If you made
permanent changes to the master OCLC record (Lock-ChangeReplace), the Network Zone will get that replacement record
"that night" due to WorldShare.
* -Guy Frost
* Alma still requires some major clean up, especially
with the multi-match issue. This is a known, very
complex problem that the Cataloging Project Team
is trying to address. In almost all cases, three
institutions are involved with a single multi-match
bibliographic record and there are 4,610 "known"
records involved.
*
In short, libraries cannot replace NZ bibliographic
records directly. All USG libraries can add "new"
cataloging records and replace "new brief level"
records, but cannot replace existing records
except indirectly through WorldShare. Even then,
if it is a multi-match, it will be spit out and left
behind in the ether (and a report).
* -Guy Frost
* Overview of OCLC Export Destinations
* OCLC Export: Institution Specific Gateway (Institution Name
Alma) – Three Scenarios
* 1. Action: Exports New Records into Alma
* Message from OCLC: Record has been Processed Successfully
Result: New record is added to the NZ.
* 2. Action: Export Finds Existing Record in the NZ
* Message from OCLC: Record has been Processed Successfully
* Result: Export Message shows the MMS ID for the matching record in the NZ.
But, the record is NOT added to the IZ and it DOES NOT overlay the existing record in
the NZ. Nothing is changed in the IZ or the NZ.
* 3. Action: Finds Multi-Match Records in Alma NZ
* Message from OCLC: Import Failed: Multi-Matches Found
* Result: The record is not exported, and the record in the NZ is not
overlaid. Multi-match needs to be resolved.
* OCLC Export: Network Gateway (NZ Alma) – Three
Scenarios
* 1. Action: Exports New Records into Alma
* Message from OCLC: Record has been Processed
Successfully
* Result: New record is added to the NZ.
* 2. Action: Export Finds Existing Record in the NZ
* Message from OCLC: Record has been Processed
Successfully
* Result: Finds and Overlays Existing Record in Alma NZ.
* 3. Action: Finds Multi-Match Records in Alma NZ
* Message from OCLC: Import Failed: Multi-Matches Found
* Result: The record is not exported, and the record in the
NZ is not overlaid. Multi-match needs to be resolved.
* How each library works in Alma will continue to
evolve. Workflows and procedures will change.
Staffing will change. Position descriptions will
change.
* Don’t panic! We are in this together.
* Ask questions of your colleagues. We are all
learning and are willing to help one another.