Preliminary steps:

• Before URResearch metadata records can be created, the department initiating digitization will send to the designated cataloger a list of OCLC records for items that will be digitized. The requestor may also opt to cut and paste data from the Alma records to create the metadata.

  • If the OCLC records need editing before being used to create metadata, the cataloger will edit the OCLC records and replace them if necessary.

    • This may happen if

      • Headings in the record are not up to date

      • Information is missing from the record that would normally be included

  • The cataloger will export the  OCLC records into an export file that saves the records on a hard drive or network drive. In other words, not the export destination that is set up to export directly into Alma. This will be the type of export file that was used in with Voyager.  

    • When exporting records to your file, if records already exist in the file, you will get a dialog box asking if you wish to append or overwrite the file. 

      • Choose overwrite, unless the records in the file will also be sent to the requestor. If the file of records is not deleted or overwritten, some of the same records may be sent to the requestor more than once

      • After all requested records are exported,  rename the file, replacing the file extension .dat with .mrc:

        • Locate the file in Files Explorer

        • Right click, then choose Rename

        • Replace .dat with .mrc

        • Enter to save

  • The cataloger will then send the requestor the  renamed file 

  • After the process is complete,  remember to change the export destination back to April 2019 Alma Test Instance.

  • The requestor can then create URResearch metadata records using the OCLC records from the supplied file

When URResearch records are created, catalogers will be notified by an email generated by a subscription to URResearch. There are are three different procedures that may be used, depending on the situation. In all cases editing is required in OCLC and in Alma.  

1. • If the URResearch record indicates that the title is under embargo, use procedure no. 2 below.

   •  If the retrieved OCLC record includes a 776 field indicating that a separate record exists for the online version, use procedure no. 3.

   •  For all other cases, use procedure no. 1.

1.  Standard procedure: digitized version currently available and viewable by all

1. • OCLC

     • Locate the OCLC record, usually through searching the call number as found in the URResearch record. Some URResearch records include the OCLC number

     • Apply the New DSpace constant data record. Edit the 856 field to match the link in the URResearch record: http://hdl.handle.net/1802/12158

     • Check the OCLC record for errors or for names and uniform titles that are not up to date. Make any changes necessary, replace the record and import back into Alma.

1. • Alma

     • Check to see that the record has imported properly

     • Copy the URResearch url

     • Click on Add portfolio (icon looks like a briefcase)

     • When the form opens, scroll down to Inventory and Linking Information

     • Paste in the url

     • Select material type from the dropdown menu

     • Click Save and Done

     • Special case (item specific information)

       • Occasionally the holdings record will have a local note that needs to display, such as Volume 1 only. Place this information in the Notes area as a Public Note. 

         • Do not use this area for notes that are no longer useful, such as Digitized version. These can be disregarded.

2. Embargoed items: some items are digitized while still under copyright. In this case the URResearch screen notifies users that the item is under embargo and what year it will become available. Links are not added to OCLC at this time, but 583 field will be added that indicates that the item has been digitized. 

• Note that you will have to log in with your Net ID in order to display the URResearch record for an embargoed item

  • OCLC

    • Locate the OCLC record as in no. 1 above

    • Apply the 583 digitized Sibley only constant data record:

583  ǂa digitized ǂc 20120924 ǂi 400 dpi resolution 8-bit b/w tiff files (uncompressed) or 24-bit color jpeg (various compression) files saved as pdf ǂ5 NRU-Mus

• • • Edit the ǂc with the date of digitization as found near the bottom of the screen of the URResearch record in the standard coded form:  yyyymmdd

    • Check the OCLC record for errors or for names and uniform titles that are not up to date. Make any changes necessary, replace the record and import back into Alma. 

    • If the record contains evidence of an existing electronic version, such as a 776 or 856 fields, then make the edits, but do not replace the record. Import as usual.

• • Alma

    • Note the year the embargo ends, as found in the URResearch record

      • Find the item record that has the matching barcode to the file name in the URResearch record

      • Under the Notes tab, enter a note in Statistics Note 2  (Notes 1 and 3 have been used in some records for other types of information, so we are using Note 2 for this)

• • • • • Embargoed until xxxx (year)

        • Save the item record

• • • Every year the bindery will send notification of titles that have emerged from embargo. At this time they will be processed in the usual manner, as in no. 1 above. At this time the 583 field may be removed.