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    How to - A cheat sheet for Alma record numbers

    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 string long unique ID for every bibliographic, 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, along with the dedupmrg number if norm rule setup includes it in a search field.

     

    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

    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 




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