How To Catalog In Alma
When Adding a Record from OCLC:
THE STEPS:
1. Click on Alma (Blue Button)
2. Under Resource Management Menu
a. Under Cataloging
b. Select “Search”
3. Metadata Editor will automatically open and the Search Profile will appear
4. Be sure that the “Search Catalog Profile” is set to “WorldCat Password Protected”
5. Fill in the desired fields:
a. Less information = more results
b. Be sure you are on the correct line
6. Click on Search
7. A list of results will appear from OCLC with possible options – to view the bibliographic record on any of these, simply click “view”
a. MARC 948 – shows us our holding status and the number of holding on that OCLC record.
8. When a proper record is found – click import and the record will be brought into the Metadata Editor for review and editing (if needed).
If you are not searching OCLC through ALMA but are going into OCLC Connexion – then catalog as usual and import your record into Alma.
Search for your record as click on the blue “Edit” to open the record in the Metadata Editor. You are now at the same place. Follow below:
9. Click save!
10. Once the records is up to our standards – click save (icon at top) – then add Holding
a. Use Templates located in left window
I. Click blue template bar
II. Click + next to folder “MARC21 Holdings”
III. Click + next to folder “Shared”
IV. Find the title that best matches what you are working on
V. Click on the title
VI. A dropdown feature appears – select “NEW”
VII. A holdings record now appears
VIII. Ensure that the holdings record is correct and make any edit necessary
852 0 (LC Call Number)
852 3 (SuDoc Call Number)
852 8 (Other Call Number)
852 0 |b [LIBRARY] |c [Shelf Location] |h [Call Number]
11. Save
NOTE: The call number will be added to your holdings records, automatically – it is pulled over from the bibliographic record upon saving.
12. Add Inventory (Item) record by clicking on the inventory icon on the top (4th over from left)
13. Inventory record opens
14. Add barcode
NOTE: if using a scanner to add the barcode, be sure to do this last , as it will automatically add, save, and get you out of the item record.
15. Chose Material Type from dropdown menu
16. Most other fields are set by default
17. Click save
18. A message will appear at the top of the Metadata Editor stating “The data for “…title…”has been successfully updated
19. Click on FILE at the top of the ME
20. Click on “Save and Release Record”
NOTE: If record is not released, Alma assumes you are still working on it, therefore will continue to keep it suppressed to everyone else but you
21. Ensure that all records that you have been working on are released
a. In the left pane – under RECORDS – if there is a + next to any symbol, there are records being held in you Metadata Editor and they need to be released or deleted. This can be done one at a time, or by clicking on the MARC21 Bibliographic Records and selecting Release All Records. This is also true for Holdings.