Searching

Catalogers must search for a title in both the IZ and the NZ tabs. The goal is to determine whether there is a bib record in one, in the other, or in both zones.

 For the IZ, you may search by any convenient data element. The NZ icon next to a title shows that the bib record is already in the NZ and linked.

It is important to click on the NZ tab to see the results in the NZ (to avoid adding duplicates).

For the NZ, the most accurate method is to search by OCLC number. You need to know if the WorldCat record you intend to add to Alma is already there. However, there are also brief records in the NZ which may lack an OCLC number, so a thorough search of the NZ means using additional search keys beyond the OCLC number such as title or ISBN. If there are multiple records in the NZ for the same manifestation, you should use the best record available in the NZ (even if brief).

*Remember to browse your shelf list to ensure your call number is unique.

1. Record you are updating in Alma has an OCLC number in the Alma record

1A) Record in the NZ

If the record you are updating in Alma already has an OCLC number and is in the NZ, which can be determined by an NZ icon next to the title in an IZ search, you can just export the record in Connexion to overlay the record in Alma.

• Search for your record in the NZ
• Search for your record in Connexion
• Enhance or hybridize your record in Connexion, if necessary
• Replace record and update holdings
  • Action—Replace and update holdings
• Export from Connexion

1B) Record in the IZ

Migrated records with OCLC numbers remained in a library”s IZ when the relink process was not successful. These records have no icon in repository search in the IZ and are not present at all in the Network Zone. These records must be moved to the NZ before overlay.

• Search for your record in the IZ
• Click the Edit action link to start the Metadata Editor
• In the File menu, click Share With Network
• The record automatically releases
• Close the Metadata Editor (Ctrl + Q) or click the Back link
• Search for your record in Connexion
• Enhance or hybridize your record in Connexion, if necessary
• Replace record and update holdings
  • Action—Replace and update holdings
• Export from Connexion

2. Record you are updating in Alma does not have an OCLC number

2A) Record in the NZ

For new purchases since migration, bib records used for ordering are in the NZ, which can be determined by an NZ icon next to a title in an IZ search.

Search for your record in the Institution Zone, and if not found, search in the Network Zone.

• With the NZ record open, click the Edit action link to start the Metadata Editor.
• Click on a field above where field 035 should be inserted.
• Press F8, or in the Edit menu, choose Add Field.
• Type 035 for the tag number and blanks for both indicators.
• In $$a, enter (OCoLC) followed immediately by the OCLC number, e.g. 035 __ $$a(OCoLC)777212655
• Save and Release the record.
• Close the Metadata Editor (Ctrl+Q) or click the Back link.
• Search for your record in Connexion
• Enhance or hybridize your record in Connexion, if necessary
• Replace record and update holdings
  • Action—Replace and update holdings
• Export from Connexion.

2B) Record in the IZ

Migrated brief bibs are in the IZ. They need to be moved to the NZ for an overlay to occur successfully: failure to do so results in duplicate records.

Important: do the steps in this order, that is, add an 035 first and then Share with Network.

• Search for your record in the Institution Zone.
• Click the Edit action link to start the Metadata Editor.
• Compare the encoding level of the brief record with the encoding level of your Connexion record. Alma will not let you overlay a record with one that has a lower encoding level. Make sure the encoding level of the brief record is no higher than K.
  • To check the encoding level:
    • With your cursor in the LDR field, select CTRL + F
    • Review the Encoding level field and adjust as necessary
• Click on a field above where field 035 should be inserted.
• Press F8, or in the Edit menu, choose Add Field.
• Type 035 for the tag number and blanks for both indicators.
• In $$a, enter (OCoLC) followed immediately by the OCLC number, e.g. 035 __$$a(OCoLC)777212655
• In the File menu, Save the record.
• In the File menu, click Share With Network.
• The record automatically releases.
• Close the Metadata Editor (Ctrl+Q) or click the Back link.
• Search for your record in Connexion
• Enhance or hybridize your record in Connexion, if necessary
• Replace record and update holdings
  • Action—Replace and update holdings
• Export from Connexion.

 

NOTE: If a record is suppressed in Alma, you must unsuppress it in the Metadata Editor.

1. Click Edit Record for the suppressed bib record from a repository search
   1. This will open the bib record in the MD Editor
2. Click on Tools>Set Management Tags
3. Uncheck the box next to Suppress from Discovery
4. Click File>Save and Release Record

 

Adapted from Orbis Cascade Alliance documentation: Procedures: Overlay in Alma