How to verify whether a list of MMS IDs exists in Alma
Assuming you have a list of record ids that are too numerous to check manually…
The process for this is similar for holding IDs but has some differences - documentation on that is TBD.
Create a list of MMS IDs
If you are starting with the record ID from Books & Media, you may need to do some data transformation to get a list of MMS IDs (remove DUKE, add 99 prefix, etc. etc.)
The file should be a text file or csv file, one MMS ID per line.
First line of the file should read MMS_ID
Create a list in Alma using Admin > Manage Sets
Create an itemized set in Alma using the file you created above.
All Titles
From file
This will kick off a job called “Add members to set” that will attempt to create a set from the file.
The new set will appear in the list of sets right away as soon as you refresh the manage sets page, however you must wait for the Add members to set job to finish before you can know what the set contains.
Review the job results
When the Add members to set job finishes, review the job report in Admin > Monitor Jobs on the history tab. If some records were not found in Alma, the job status will be Completed with errors.
From the job report screen, you can download the MMS IDs that were added to Alma linked under “Total added to set”, the MMS IDs that were not found (meaning they are not in Alma) linked under “Non-matched records.” The Non-matched records list is what you could then, presumably, remove from Books & Media.
The Download error file also has the list of records not found, but will include error messages and need some data cleanup to just get a list of MMS IDs.
Determining which of the records that were found in Alma are also suppressed
Unfortunately, there is not an easy way to download that information from the sets interface.
What you can do is create a second set of all suppressed titles, and then run a job to combine the set you created that has the found records, with the set of all suppressed titles. By choosing the “and” operator, Alma will give you the records that are in the set you created AND in the set of all suppressed titles.
To combine a set, choose one set from the list, click More actions and Combine Sets
In the Combine Sets pop up window, make sure And is selected as the operator, and then choose the second set from the With drop-down, and click Combine. This will start a Combine two sets into an itemized set job.
As with the create an itemized set job, the new combined set will appear immediately in the list when you refresh the page, but you need to wait for the job to be completed before you know what appears in the set.
The job report for this one is less useful than for the create itemized set job, but it will let you review the set names and the number of records (this example had an Or operator, so it just added them together).
To get the list of MMS IDs from the combined set - which would be your list of suppressed records - you’d have to use Alma’s built in export set feature. Be aware that that can be very slow when the set gets to 20,000 records or more, and you will have to leave it open and let it run until complete.