How to - A cheat sheet for Alma record numbers

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Created By: Stacey van Groll

Created on: 9/07/2019

This cheat sheet brings together various OLH information on Alma record numbers, as useful for record management, building sets and Analytics queries, and finding Alma records in Primo for troubleshooting.

Alma generates a 15-17 string long unique ID for every bibliographic, authority, holding and item record.

The first two digits of IDs represent the record type, and the last four digits represent the institution, for example UQ is 3131.

All the entries in the table bar MMS ID are PIDs, aka Alma system number for an inventory entity.

All of the prepend type Record IDs are searchable in Alma, but often Alma Analytics is to desired go-to system depending on the need, such as if you want to easily export data in bulk.

If dedupmrg in Primo, all Primo published prepends for all original records are still searchable, but not the dedupmrg number as added too late in the PNX creation process to be added to a search field (happily corrected if anyone has managed to figure this out, as it defied me!).

Systems Specs

Single institution Alma with Primo Back Office (IZ and CZ, but no NZ)

Type	Level	Alma prepend	Analytics field	Primo prepend	Primo Search	Notes
Bibliographic	MMS ID	99	MMS ID	99	By 99 addsrcrecordid	MMSID = Metadata Management System ID
Physical	Holdings	22	Holding ID – 22 IEP – 21	21	By 21 recordid	IEP = Intellectual Entity Physical Published to Primo by INT P Alma-P delcategory Cannot export 21 prepend Record IDs in bulk from Alma, so use Analytics
	Items	23	Item ID – 23 IEP – 21	21	By 21 recordid	As per Holdings Also referred to sometimes as Item PID
Electronic	Portfolios	53	Portfolio ID – 53 IEE – 51	51	By 51 recordid	IEE = Intellectual Entity Electronic Published to Primo by INT E for Alma-E delcategory Cannot export 51 prepend Record ID in bulk from Alma, so use Analytics
	Electronic Collection	61	Electronic Collection ID	61	By 61 recordid	Published to Primo by INT E and ECT of database for Alma-E delcategory
Digital	Representations	12	Representation ID – 12 IED – 11	11	By 11 recordid	IED = Intellectual Entity Digital Published to Primo by INT D for Alma-D delcategory
	Files	13	File ID – 13 IED – 11	11	By 11 recordid	As per Representations
Collection	Collection	81	Collection ID	81	By 81 recordid	Published to Primo by INT C for Alma-C delcategory
Authority	Authority	98	n/a	n/a	n/a	nb We don't use local authorities
No inventory	n/a	71	n/a	71	By 71 recordid	Should typically be suppressed ie not published to Primo, unless they are for physical Related Records tied to Host bibliographic records aka Bound Withs 71 prepend Record IDs are not available in Alma Analytics, as the primary keys are inventory based and there is no inventory

OLH

Changes or suggestions

Stacey van Groll
Discovery and Access Coordinator
University of Queensland
s.vangroll@library.uq.edu.au

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