(Go-live and beyond) Best practices for searching for and using resources in the Alma Metadata Editor (MDE)

Legend: not started IN PROGRESS STALLED decided

Recommendation

Searching for and using external resources in the Alma Metadata Editor (MDE)

    Best for

• Searches done using ISBNs/other identifiers or specific searches that will not return large result sets

• Simple copy cataloging where records meeting specific criteria are going to be accepted as-is and most/all edits would be to local fields

• Staff who need to import bibliographic records and prefer to work within one system. Acquisitions, for instance, may use it to bring in records at point of order to attach POLs to. Staff are not worried about editing the master record in OCLC.

Not best for

• Broad searches that may return large sets of results

• Full cataloging when editing the master OCLC record may be needed

    Ex Libris Documentation

        Primary Documentation

Configuration Documentation

Credentials

• Access through MD editor:

  • Cataloger

  • Catalog Manager

  • Catalog Administrator

• To configure, need:

  • Catalog Administrator

  • General System Administrator

Preferred record

• The external record is the preferred record (i.e. the record from the external source will replace the fields in the existing Alma record based on the merge rule used)

    Merge

• For NZ linked records: the merge rule will be allUC MDE External Search Merge #1

• For IZ-only records: in order to ensure consistent behavior, campuses are encouraged to use a copy of the system-wide merge rule [name] in their IZs

Best practices:

• Always search the Alma NZ before searching in the MDE

• Consider placement options before searching: catalogers should set their placement options to use the NZ whenever possible or ensure that local workflows include linking records brought into an IZ to the NZ; acquisitions staff may want to use IZ settings for records used to order items

• If catalogers need to edit non-local fields, they should do so in Connexion instead of in the MDE.

Summary of use/instructions:

• You can access Search Resources from within the MDE or from Resources > Cataloging > Search Resources (opens it in MDE)

• Choose the database you want to search. The options available to you are configured from a list of available databases. Worldcat option accesses OCLC.

• Fill out your search criteria and search

• Review the search results and use the import button to bring the record into Alma MDE

• From there you can order it, add inventory, edit the record, or perform any other functions you would on a record in Alma

• If the record already exists in Alma, the merge rule in the configuration will govern how it is merged
  
  

    NZ considerations

• Your IZ search profile may differ from the NZ search profile. You may want to consider what settings you use for placement of new records when using Search Resources

  • See here: In a Network Zone, the Search profiles configured in your IZ may be different than those configured for the NZ. The settings that control the placement of new records and templates (Local or Network) in the MD Editor (File > Options) also determine which search profiles are available to the individual user when the Institution Zone and the Network Zone have configured different search profiles

• Searching for NZ-linked records requires that the search is configured in the NZ. CDL handles the configuration/credentials for the NZ.

Other considerations

• The main advantage of searching in the MDE is that searching and bringing in records are done within Alma, without going to an outside system such as OCLC Connexion

• For keyword or other broad searches you can get a long list of results you need to scroll through

• It does not provide for editing the OCLC master record

• OCLC holdings are not set when you import a record (see holdings document)

Local fields

• Local fields can be added afterward through the following:

  • NZ-linked records

    • “Enhance the record” (only allows NZ processes)

    • Manual application of norm rules via split-screen editor

    • Batch normalization

    • Bibliographic templates

  • IZ-only records

    • “Enhance the record” (only allows IZ processes)

    • Manual application of norm rules via split-screen editor

    • Batch normalization

    • Bibliographic templates   

Reasoning

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