Completing Copy and Original Cataloging in Alma (No existing bib or POL)

By Natalie Sommerville
3 min

Scope: Describes the process for completing copy and original cataloging in Alma when working with records for monographs that do not have a preliminary bib record with an attached purchase order line (POL). Information about completing copy and original cataloging when there is a preliminary record with a POL in Alma is described in a separate document.

Contact: @Jessica Janecki @Rich Murray @Natalie Sommerville

Date last reviewed: Nov 27, 2024

Date of next review: Oct 31, 2025

Preliminary setup

  • Ensure that your Connexion Client is set to export records to Alma. Documentation about this is available here (requires Duke Netid login)

Completing cataloging of existing records with no bib record and POL

  • First, make sure there is not already a record in Alma; choose the All titles search and use ISBN or title to search

  • Follow copy cataloging standards or original cataloging standards to identify a complete WorldCat/OCLC record via the Connexion client. Refer resources with no appropriate copy in WorldCat/OCLC to original cataloging per local policies (Documentation forthcoming)

  • If a complete record is found, add your cataloger ID 914 field in Connexion with the macro, or add in Alma (see below)

  • Export the OCLC record from Connexion and search and find the relevant record in Alma; e.g. choose All titles and use MMS ID, ISBN, OCLC number, etc.

  • Click on the title and creator link to View the record. Remain in the Record View screen

  • Next add a call number and update location information, if needed. Both of these are done in the holdings record

  • From the Record View screen, choose the Add Holdings button

  • A holdings record opens in the Metadata Editor (MDE)

  • The library ($$b) of the holdings record defaults to the location the user chooses in Alma. For example:

  • If the item being cataloged is going to Perkins/Bostock Library Stacks, add the code PK to the $$c and save (but do not release) the holdings record. Saving the record updates the call number

  • If the item being cataloged is going to LSC, a branch, or the Divinity School Library, either update the library and location information manually using the Duke University Libraries Library and Location Chart, or use a holdings template to update the library and location information

Note: A basic LSC holdings template already exists. While in the holdings record, go the Editing Actions menu and Choose “Expand from Template,” or ctrl+E. Choose the template named Basic LSC Holdings and set the Applying Method choice to Override

 

  • Update the library and location information and save the holdings record to populate it with the call number. The cataloger can update the information directly in the holdings record, or can apply a template.

  • Save, but do not release the holdings record. Saving the record updates the call number

  • Now go to the Add Inventory menu and choose Add Item from Template

  • Choose Public the relevant template for the library and location needed. Click create item

Note: A “Basic LSC Item” template already exists.

  • Scan in the barcode

  • Cataloging for a resource with no POL is now complete

Note: Be sure to scan the new item into the Collections Services Work Order. Staff in Electronic Resources and Serials Acquisitions and Monograph Acquisitions use process status Acquisitions Processing; staff in Resource Description use process status Original Cataloging

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