Documentation on Deletion of Records in Books & Media

Suppressing or deleting a bibliographic record in Alma

This triggers a record delete in Solr.

Use cases for suppressing bibliographic records

• All of the associated holdings and items have been lost or withdrawn

• Circulating equipment (markers, etc.) that does not need to be discoverable or requestable

• Donor or research agreements require that the record not be discoverable

• Faculty-provided personal copies for course reserves

• Item is borrowed from another library for a Duke user with resource sharing functionality

• Item is a brief bib or otherwise “quick catalog” item that should not be discoverable until the cataloging process is complete.

• Cancelled or otherwise no longer accessible electronic resource that we no longer have access to, but a PO Line is linked to the bib. In those cases, the bib cannot be deleted because of the PO Line, so it needs to be suppressed instead.

• Duplicate electronic resource record (from migration or other scenarios) used for PO Line or other record information that has not yet been de-duplicated

• Others?

Use cases for deleting bibliographic records

• Data cleanup of malformed or duplicate records

• A bib record was created/loaded/imported in error and needs to be removed

• Records from Aleph > Alma cutover that should not be retained (e.g., Aleph course reserve records, DKU-only bib records)

• Electronic resources that we no longer have access to and have no attached PO Lines / inventory will be deleted from the IZ - this will often happen in big batches through Ex Libris CZ maintenance

• There is a major change to how we handle a collection/format/resource/library/etc., like deciding that something isn't going to be a library resource anymore (like removing DKU records)

• others?

Who can suppress bibliographic records

• Staff in Rubenstein Library Technical Services, Metadata & Discovery Strategy, Resource Description and Electronic Resources & Serials Acquisitions (DUL)

• Staff with cataloging responsibilities at the professional school libraries

Who can delete bibliographic records

• Anyone with the following Alma roles

  • Catalog Manager, or;

  • Cataloger and Cataloger Extended, or;

  • Physical Inventory Operator and Physical Inventory Operator Extended, if they are deleting the last item associated with the record

• Deleting Alma bibliographic records in bulk with jobs requires Catalog Manager or Repository Manager roles

Workflow in Alma for suppressing bibliographic records

DUL documentation for this process exists in the Collection Services wiki space: Suppressing Bib and Holding Records in Batch

Workflow in Alma for deleting bibliographic records

• To be documented

Workflow for removing a bibliographic record from the Solr index that is triggered when it is suppressed or deleted in Alma

• Should be an automated process, to be documented

Suppressing or deleting a holding record in Alma

This triggers either a record update or a record delete in Solr.

Use cases when suppressing or deleting a holding record should then trigger an update in Solr

• All items on a holding have become lost or withdrawn;

• All items on a holding have been moved to another holding record/location (e.g., from the stacks to the LSC), also known as an orphan holding;

Use cases when suppressing or deleting a holding record should then trigger a delete in Solr

• This should only happen if suppressing or deleting the holding is part of then suppressing or deleting the bibliographic record, at which point, the bibliographic record action is what triggers the delete in Solr. (Question to be resolved - if a holding is deleted and then a bib is suppressed in short order, how does that appear in the incremental publishing process? One transaction or two?)

Who can suppress holding records in Alma

• Staff in Rubenstein Library Technical Services, Metadata & Discovery Strategy, Resource Description and Electronic Resources & Serials Acquisitions (DUL)

• Staff with cataloging responsibilities at the professional school libraries

Who can delete holding records in Alma

• Anyone with Physical Inventory Operator and Physical Inventory Operator Extended can delete a holding in the role scope if they have deleted or moved the last item on the holding

• Deleting electronic holdings records requires Electronic Inventory Operator and Electronic Inventory Operator Extended

Workflow in Alma for suppressing holding records

Documentation in Collection Services wiki space: Suppressing Bib and Holding Records in Batch

Workflow in Alma for deleting holding records

• To be documented

Workflow for updating a holding record from the Solr index that is triggered when it is suppressed or deleted in Alma

• To be documented

Workflow for deleting a holding record from the Solr index that is triggered when it is suppressed or deleted in Alma

• To be documented

Deleting a record manually from Solr when it should have been removed automatically

Information that is needed to decide that a record should be deleted manually from Solr

• Two questions need to be answered:

  • Does bibliographic record still exist in Alma?

  • If bibliographic records exists in Alma, is it suppressed?

Workflow for verifying that a record should be deleted manually from Solr

• If it’s just a few records, this can be done one-by-one in Alma search:

  • Someone with Alma permissions should search for the MMS ID in Alma with an “All Titles” search on Keyword.

  • If the record is not found, it should be deleted from Solr.

  • If the record is found, check if the record is suppressed.

    • Suppressed record

      • Small icon appears on the book cover title
        
        

        Open

        

      • When you click the title to view the MARC record, the Suppress from Discovery box will be checked
        
        

        Open

        

         

    • Un-suppressed record

      • No icon on the book cover title
        
        

        Open

        

         

      • When you click the title to view the MARC record, the Suppress from Discovery box will be unchecked
        
        

        Open

        

• If it’s too many records to manually check, it can be done in bulk with Alma’s sets functionality.

  • Documentation - How to verify whether a list of MMS IDs exists in Alma - this page includes how to check if records that exist in Alma are also suppressed.

Information that is needed by a developer to delete a record from Solr

• SOLR record ID

• Troubleshooting information / anything that can help to verify why the record was not deleted.

• anything else?…..

Workflow for use by a developer to delete the record from Solr when it does not exist in Alma

• Explore why record was not deleted from Solr