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Procedure Notes: This procedure is meant to be used alongside the Policy: Overlay in Alma.



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, i.e., does another Alliance member have holdings on this? 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).

When you find your title only in the IZ or only in the NZ, use the procedure for One Bib in Alma.

When you find the title separately in both zones (that is, without any icons), use the procedure for Two Bibs in Alma.
















One Bib in Alma

In most cases, there is only one bib record for your title in Alma, whether it is in the NZ or in the IZ.

1) Same as OCLC Number

Catalogers may edit a bib record in OCLC that was previously exported to Alma in order to create a PO line. The case described here is when the existing Alma record has the same OCLC number (in field 035) as the record selected for cataloging; that is to say, Acquisitions already used the best OCLC record.

1A) Record in the NZ

In most cases, bib records are in the NZ, which can be determined by an NZ icon next to a title in an IZ search. Overlay takes place automatically and no special action is required by the cataloger.

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: once a record is in the NZ, overlay takes place automatically.

  • 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.
  • Export from Connexion.

2) No 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.

  • When the NZ record, 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.
  • 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.
  • 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.
  • Export from Connexion.

3) OCLC Number in Alma is Different From OCLC Record To Be Downloaded

On occasion, there is a bibliographic record in Alma but it is not the one a cataloger intends to use. For example, it could be a less-than-full record chosen at the time of ordering, a record incorrectly supplied by PromptCat, or a record for a different edition of a book or recording.

3A) Record in the NZ

Until 2015, when all Alliance libraries will have migrated to Alma, there are bibliographic records in the NZ without holdings that may be needed later. Since we do not know which of these records may be needed later, we cannot overlay any of them at this time. Starting in 2015, a different procedure may apply.

  • Export the new bib record from WorldCat into the Network Zone.
  • Search for the new bib in the NZ and bring up the MARC record view.
  • In the upper right hand corner, click on Link, which moves the record to the IZ.
  • Search for the record in the Institution Zone.
  • Relink existing POLs and/or Holdings to the new bib as needed.

3B) Record in the IZ

In general it is desirable to retain existing 035 fields, which may contain vendor or shipping list information that is needed in acquisitions workflows. Deletion of existing 035s should be limited to those with Innovative numbers or to 035s with the OCLC number that is different than the number in the preferred WorldCat record. The Innovative numbers are duplicated in the holdings record and are still searchable from there.

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.
  • If there is an Innovative 035 field (e.g., 035 $$a (OrU)b41253541-01alliance_uo) in the record,
  • click on the field and press Ctrl+F6, or in the Edit menu, choose Remove Field. Click on a field
  • above where field 035 should be inserted.
  • Press F8, or in the Edit menu, choose Add Field.
  • Type 035 for the tag number and blanks for both indicators.
  • In $$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.
  • Export from Connexion.

Two Bibs in Alma

On occasion, there are two records in Alma for your title: one in the NZ and one in the IZ, not linked together. For example, another Alliance library has holdings in WorldCat, so there is a bib record in the NZ, while you have a migrated brief record in your IZ. It is important to relink any existing inventory and PO lines to the NZ record so that your inventory will end up on the NZ record that will be overlaid.

It is also important to relink all inventory and delete any extraneous IZ bib records BEFORE you export from OCLC, especially if the two separate unlinked bibs have the same OCLC number. Alma will create duplicates if it sees identical OCLC numbers in any zone, even if you have your OCLC export set to the NZ only.




Software: Alma

Current phase: Phase 5: Approved Written by: Collaborative Technical Services Team

Approved by: Collaborative Technical Services Team on 12/19/2014, 3/21/2014, 10/14/2013
Last updated: 4/19/2016
Staff Contact: Cassie Schmitt Nature of last update: minor update

Document History: When policy was migrated to Alliance website it was split into a policy page and a procedures page. This was recommended in the originally policy and carried out on 4/19/2016.