Week 3: Resource Management #1

Videos

• Creating Sets, Running and Monitoring Jobs (17 min)

• Metadata Editor and Cataloging Templates (19 min)
  New MDE is coming. During Vanguard, we use existing Metadata Editor for training because not all functionality is available at this time yet. We plan to have training using the new Metadata Editor during the full project. More information about the changes is here.

• Cataloging Activities in the Network Zone, Part 1: Edit, Copy, and Share (11 min)

Training Exercises

Using your sandbox member environment, sign in as AlmaUser01. For these exercises, you may choose to either use the initial prompt to complete the activity on your own, or if you prefer, follow the step-by-step instructions. 

Exercise 1: Create a logical set of all bib records without inventory

1. In the persistent search box, use All Titles Advanced Search, select Has inventory Equals No to Search.

2. Click Save Query to create a logical set of all bib records that do not have inventory attached.

3. Once the set is created, right-click on the set, and click Results to the see records in the set.

Exercise 2: Create an itemized set of physical items then run a job on the set

1. Create an itemized set of physical items

   • Go to Admin > Manage Jobs and Sets > Manage Sets

   • Click Add Set then select Itemize

   • In the Set Details screen:
     Enter Set name
     Set content type: choose Physical items
     Private: select No if you want the set to be viewable by your colleagues who have appropriate roles.

   • Click Add Members to Set, the Physical items search box appears, put in a search query of your choice, check to select a few items you want to add to the set, click Add Selected then Done and Save to save the set.

   • Once the set is created, to see records in the set, right click on the set and click Members.

2. Run a job on the set to batch update the records in the set

3. Go to Admin > Manage Jobs and Sets > Run a Job 

   • Select the job you want to use to batch update the set, for example Change physical items

   • Select the set you just created

   • On the Run a Job – Enter Task Parameters screen, choose a task for example add Internal note:  “Inventory check 1/30 - not on shelf”

   • Click Submit to run the job

Exercise 3: Create a set of items in a library of your choice that are Lost for 6 months 

1. Create a Fulfillment Set of all items which have been "Lost" for 6 months or longer
   Fulfillment >> Advanced Tools >> Create Fulfillment Sets: enter Name, Description, Loan status, Status date before: select a date from 6 months ago - Save

2. Create a "xxx library Items" logical set 
   Physical items advanced search Library (Holdings) Equals = xxx Library

3. Combine sets: 
   Admin > Manage Sets
   On the "Lost for 6 month" set right click or row actions >> Combine Sets -- "And" "XXX Library Items" set
   Note: You can create a new set based on the members of two existing sets. They need to be of the same type, for example you can't combine a physical set and an electronic set. The combined set is an itemized set. 

Exercise 4: Create a new brief bib record

1. Create a new brief bib record that will be placed in the IZ (local bib), then add holdings and item records. After that, add the bib record to the NZ.

   • Go to Resources > Catalog > Open Metadata

   • When the MD Editor is open, go to File menu then click on Options, select "Local" for Placement of new records and templates, then click Save. This is where you control whether new record will be placed in the IZ (local) or NZ (network)

   • Go to File > New > MARC21 Bibliographic, add some basic information in 245, 100, etc. When done, click the Save icon (or click Save Record under the File menu, or Ctrl+S). 

   • Now the Add Holdings icon appears, click this icon to add holdings (or use Ctrl+Alt+H). If there's a MARC holding template, it will be used. Change library, location, call number information as needed. When done, click the Save icon.

   • Now the Add Item icon appears, click this icon to add holdings (or use Alt+I), enter Barcode, Copy ID, Item policy, and any other relevant information as needed. Click Save when done.

   • Use All Titles search for the record added above in the IZ dropdown option of the persistent search box, the record should appear without the NZ icon, it should have holdings and item records attached to.

   • To add this record to the NZ, click Edit Record to open MD Editor, go to File menu, click Share with Network. Search for record again, the NZ icon would now appear for the record.  

2. Create a new brief bib record that will be placed directly in the NZ

   • Go to Resources > Catalog > Open Metadata

   • When the MD Editor is open, go to File menu then click on Options, select "Network" for Placement of new records and templates, then click Save.

   • Go to File > New > MARC21 Bibliographic, add some basic information in 245, 100, etc. When done, click the Save icon (or click Save Record under the File menu, or Ctrl+S). 

   • Perform All titles search for the bib record you just added in the IZ dropdown option of the persistent search box, it's not found. Search for the record again using All Titles in the NZ dropdown option of the persistent search box, it should appear in the search results.

Exercise 5: Create a linked copy of the NZ record in the IZ, then add holding and item records in the IZ
You can use the NZ record created in exercise 4b) above, or search All Titles in the NZ dropdown option of the persistent search box, find a bib record that doesn't have an IZ icon.

There are two options to create a linked copy of the NZ record in the IZ:

1. Click Edit Record to open the MD Editor, then add holdings and item records. When saved, the bib will be created in the IZ and is linked to the NZ bib.

2. Click on the title to open the bib in the NZ, click "Link". Search for the record using All Titles in the IZ dropdown option of the persistent search box, it should now appear in the search results. Add holdings and item records. 

Note:

• “Link” creates a linked copy of the NZ record in the IZ. Any changes to the local copy are reflected in the NZ record (except local fields). And any changes to the NZ record, or to the linked record in any other member’s IZ (again, with the exception of changes to local fields), are reflected in the IZ copy.

• “Copy” creates a local copy of the NZ record in the IZ. Any changes to the local copy are not reflected in the NZ record, and changes to the NZ record are not reflected in the local copy. This option shouldn't be used often because it will create a duplicate copy. 

Exercise 6: Delete bib records
Bib records can be deleted manually or using a batch job. 

1. Delete manually:

   • Search All titles with a keyword of your choice using the IZ dropdown option in the persistent search box.

   • Find a bib record that is linked to the NZ master record, click Edit Record to open MD Editor, then go to File> click Copy to catalog, then Save the record. Now the record is unlinked from the NZ master record and becomes a local copy of the bib record. 

   • Click Edit Record to open MD Editor, go to File menu > click Delete Record.
     Note: When a bib record in the IZ is linked to the NZ, the bib record must be unlinked from the NZ bib record first before it can be deleted.

2. Delete using batch job:

• Create a set of All titles or Physical titles records that you want to delete.

• Go to Admin > Run a Job 

  • If they are bib records that are linked to NZ master record, run the Unlink a set of records from the Network job first.

  • Run the Withdraw items job, you'll be given the options on how to handle holdings without items and bibliographic records; OR

  • Run the Delete Bibliographic records job, you'll be given an option to delete all associated inventory resources