Completing Copy and Original Cataloging in Alma
Scope: Describes the process for completing copy and original cataloging in Alma when working with records that have a purchase order line (POL). Information about completing copy and original cataloging when there is no record with a POL in Alma will be described in a separate document.
Contact: @Jessica Janecki @Rich Murray @Natalie Sommerville
Date last reviewed: Jul 15, 2024
Date of next review: Jul 31, 2024
Preliminary setup
Ensure that your Connexion Client is set to export records to Alma. Documentation about this is available here (requires Duke Netid login)
Customize templates for adding the 914 field and the 035 field. Documentation about this is available here
Completing cataloging of existing records with an attached POL
Follow copy cataloging standards or original cataloging standards to identify a complete WorldCat/OCLC record via the Connexion client
Identify the bibliographic record that needs to be overlaid in Alma and open it in the Metadata Editor (MDE)
Go to the Editing Actions menu and select Expand from Template, or ctrl+e
Choose the appropriate private template from the drop-down list, and select the “Add all” radio button
New fields get added to the bottom of the record
Edit the Cataloger ID date in the 914 field $$d if needed, and add the OCLC number to the 035 field immediately after the (OCoLC) prefix
IMPORTANT: In order for the Alma record to be overlaid properly by a new OCLC record, the OCLC number in the 035 field must be preceded by the prefix, (OCoLC). The template provides an 035 field that contains this prefix. If the Alma record to be overlaid already has the correct OCLC number in it, delete the additional 035 field that was added via the template. Use the “Editing Actions” menu to delete a field or type ctrl+F6
Note that records that migrated from Aleph will have an 035 field with a number preceded by (NcD) and ending in DUK01. This is the system number from Aleph. Please do not delete this number. It will be preserved even after the record is overlaid and it is acceptable for a record to have multiple 035s.
Save and release the record in the MDE
Export the OCLC record from Connexion and search and find the relevant record in Alma; e.g. use ISBN, OCLC number, MMS ID, etc.
Next, add a call number and update location information. Both of these are done in the holdings record
Open the bibliographic record for editing in the MDE again
Go to the “View Related Data” menu and Choose “View Inventory” to open the holdings record
The holdings record preview loads in a pane on the right-hand side of the MDE. Click the “Edit” button
Update the location information if needed in the 852 $$b and/or $$c sub-fields
Save and release the holdings record to add the Library of Congress call number
Release the bibliographic record by going to the “Record Actions” menu and choosing the “Release Record” option, or alt+shift+r
The copy or original cataloging process is now complete in Alma