Searching External Resources

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To search resources, you must have one of the following roles:

Arranging Manager
Assessing Manager
Cataloger
Catalog Administrator
Catalog Manager
Depositing Administrator
Editor Full
General System Administrator
Preservation Analyst
Producer Manager
Repository Manager
Technical Analyst

With Search Resources (Resources > Cataloging > Search Resources), you can search within local resources such as the Institution Zone, Network Zone (where applicable), and the Community Zone, plus any external databases supported by Ex Libris Data Services.

To support copy cataloging, the search and import of records from external databases are integrated directly into the MD Editor. You can perform resource searches within any search target/database that is supported by Ex Libris Data Services and that has been enabled by your institution.

Automated copy-cataloging can be performed for a set of brief records using the Enrich Bibliographic Records job. For more information, see Working with the Enrich Bibliographic Records job.

If your institution is a member of a collaborative network, the list of available search resources is determined by the configurations and settings described in the External System Search in a Collaborative Network section.

When you can search external databases from within the MD Editor interface, you can import records displayed in the results of the searches directly into Alma. In addition, when configured, Alma can search your repository for records that match the imported record, merge the variant records into a single record, or overlay the existing record with the imported record (see Configuring External Search Resources).

Note also that in addition to the MD Editor, the search resources function is available from the Alma menu (Resources > Cataloging > Search Resources).

For information, watch Search and Browse in the Medatada Editor (5:50).

Working with Search Resources in the MD Editor

This section describes working with Search Resources in the MD Editor.

To search local/external resources:

You can search for resources from either of the following locations:
- Open Search Resources (Resources > Cataloging > Search Resources).
  
  Search Resources screen
- If you are in the MD Editor, use the Search & Browse > Search Resources option. The Search Resources Results pane opens. If a record is already open in the MD Editor, the search fields in the Search Resources Results pane are automatically populated with search terms from this open record, as shown below.
  
  The Search Resources option is disabled when the record opened in the MD Editor is linked to the Community Zone. If you select Copy to catalog Record Actions > Copy to Catalog, the link becomes broken, and you can select the Search Resources option (Search & Browse > Search Resources).
- When you have a record selected in the MD Editor and perform a search of local/external resources, the Split Editor option is automatically activated, and the relevant search fields are automatically populated with information from the current record in view.
  
  If a search in external sources shows the error "Search request not supported", it might be necessary to add the source again, as the link or name has been changed and the old source is no longer working.
From the Search Cataloging Profile dropdown, select one of the predefined search profiles. For details on defining a search profile, see Configuring Search Profiles.

For collaborative networks, the content of the Search Cataloging Profile may reflect the user-defined setup at the member institution. For more information, see External System Search when Using a Network Zone and Placement Options.
Enter the search values in any of the available fields.
- The Year of Publication field must contain four digits.
- Searching by Standard Number in External Search Resources depends on whether the Standard Number field is supported by the system that manages the search target.
Select the required input expectation for the fields that you enter:

The condition Tag Suppressed (Title) with a value No is automatically added as part of your search criteria.
- Contains Phrase
- Contains Keywords
Select whether you want to have And/Or options between the search fields.
Select Search. Your search results open in a left pane.
The results from the search resources are displayed in the tabs determined by your Search Configuration (see Configuring Search Profiles). The Search Configuration also determines the order in which the tabs appear. Note that you can have search results for local resources and external resources.

The Held by indication is displayed for OCLC (WorldCat) records only.

Search Resources Results Page
You can do the following with the search results:
- To view the record details of an item, select View. To return to the Search Resources Results page, select Back to Results. Note that for local resources, you can select the Edit action.
- To import the record of an item from an external source to Alma, select Import. The record is imported into the Drafts folder of the MD Editor (and has a Drafts icon next to it) where you can manipulate it like any other record. This includes the ability to create a PO line (see To create a PO line).
  When you have a record selected in the MD Editor and perform a search of local/external resources (working in Split Editor mode), you have the following options when you select the "..." (row actions) button:
  - Copy and Overlay: Select to completely replace your original record with the imported record. Note that if local fields were defined on your record, this option deletes them.
  - Copy and Merge: Select to merge your original record and the imported record into a single record according to the merge routine configured in the system (see Configuring External Search Resources.). During the merge, the external record serves as the primary record, meaning that its data takes precedence.
  - Merge Preview: If you selected to copy and merge the records, select this option to preview how the record will look after the merge.

Working with Search Resources in the MD Editor and Using KERIS

Using Search Resources, you can access the following KERIS options (when they are configured for your system; see Configuring External Search Resources):

KERIS (Korea Education and Research Information Service)
KERIS (KORMARC)

Search Resources in the MD Editor

These resources predominantly contain more records in either the KORMARC record format or the MARC 21 record format. However, it is possible that both KORMARC-formatted and MARC 21-formatted records may appear in the results when using either of these external search resources. When importing records using search resources, the following methods are used to determine which record format to use when importing the record:

Default Implementation
With this method when you import records from KERIS using Search Resources and the KERIS resource contains records in both the KORMARC record format and the MARC 21 record format, the KERIS KORMARC records are stored in the KORMARC Bibliographic folder as shown below when you use a profile configured for KERIS KORMARC.

Record Imported in KORMARC Format When Using KERIS KORMARC

When you import KERIS records using the KERIS (Korea Education and Research Information Service) profile, the records are stored in the MARC 21 Bibliographic folder, since using the KERIS (Korea Education and Research Information Service) profile indicates to Alma that you are importing a record in the MARC 21 record format.
Customized Customer Parameter (set by Ex Libris)
With this method, Alma determines the record format by the contents in position 10 of the LDR. MARC 21 is identified by u or 2, and KORMARC is identified by c or k. The results for your resource searches appear with MARC 21 and KORMARC specified as determined by these characteristics. This indicates the record format to use when importing the record.

MARC 21 and KORMARC Record Formats Identified in Search Resources Results

Importing Records with Search Resources in the MD Editor and Viewing the UNIMARC Crosswalk

See the following procedure for the steps to view the UNIMARC crosswalk when importing records with Search Resources.

To configure external search for import, overly or merge, see Configuring External Search Resources.

To view the UNIMARC crosswalk when you search resources/copy cataloging:

Open the MD Editor (Resources > Cataloging > Open Metadata Editor).
Create a new UNIMARC record (New > UNIMARC Bibliographic).
Open the resources search tool (Search&Browse > Search Resources).
Complete a resources search in a MARC 21 database (such as OCLC).
When the search results appear, select the arrow by the Import button for the bibliographic record that you prefer and select Merge Preview.

Merge Preview Link
View the appropriate fields in the preview content to confirm that the preview record has been converted to UNIMARC format. For example, the 700 field should display the author information.

UNIMARC 700 Field Example
Select Copy and Merge and finish cataloging your record as usual.

Working with the Enrich Bibliographic Records Job

To run the Enrich Bibliographic Records job, you must have one of the following roles:

Catalog Administrator
Catalog Manager

The manual process of copy-cataloging can be time-consuming, requiring the cataloger to enter a search query including title, author, identifiers and publication year, review all returned results and select the external record to copy from. The Enrich Bibliographic Records job streamlines this process by automatically populating and sending search queries for a set of up to 1,000 brief records, and using filtering and matching processes to identify matching records in the returned results. The cataloger can then review the matching records found and decide whether to merge them with their local records.

Running the Enrich Bibliographic Records Job

Job parameters:

Search for matching records for copy-cataloging using search profile – select which search profile the search queries should be sent to.

To avoid overwhelming external resources with a large volume of search queries they’re not prepared to handle, not every search resource can be used with the job — support for external copy-cataloging partners is enabled according to the community's needs, subject to their agreement to handle a large volume of search queries.
Serial match method – the Alma match method to use when locating a match for serial records (see Match Methods – Explanations and Examples).
Non Serial match method – the Alma match method to use when locating a match for non-serial records.
Automatically enrich from the search profile when matched using the selected method – when checked, search results that match the selected serial or non-serial match methods will be merged automatically, with no manual review required. These records are available for review in the Automated Bibliographic Enrichment Review task list with status Automatically Copy-Cataloged. If left unchecked, matches found using the selected match methods require cataloger review and approval, with status Mediation Required.

If a record is locked for editing while the job runs, it is not automatically merged, and has the status Skipped Record – Locked for Editing. Catalogers can manually merge if needed.
Use AI title matching – when checked, for records where no match could be found using the identifiers defined in the selected match method, Alma attempts to find a match using AI title matching. Matches found using AI require cataloger review and approval, with the status Mediation Required. For more details, see Matching Search Results Using AI Title Matching.

Enrich Bibliographic Records Task Parameters

Processing and Filtering Search Results

Populating and Sending Search Queries

The search query is automatically populated with information from the brief record, similarly to when using Search Resources in the MD Editor with a record selected. However, since the populated values aren’t reviewed by the cataloger and more robust handling of the data is required, there are some differences in how data is sent in the search query:

Title (contains phrase)
Creator (contains keywords)
ISBN
- Populated with the first ISBN from the local record
- For search resources that support SRU search queries, if the local record contains multiple ISBNs, up to 5 values are searched.
ISSN
- Populated with the first ISSN from the local record
- For search resources working with SRU search queries, if the local record contains multiple ISSNs, up to 5 values are searched.
Year of publication (equals)
Standard number (contains phrase)

System Number is not included in the initial search because it has been shown to prevent good matches in certain cases. If the search query returns no results, the system attempts another search using the System Number (without the prefix).

Filtering and Matching the Search Results

To maximize the chance of locating helpful, good-quality records, the system filters the returned results:

By MMS ID – for libraries searching in their local or network repository (to prevent the record matching itself).
Results with low calculated bibliographic rank, as configured by the library in the auto_copy_catalog_good_rank parameter (Configuration > Resources > General > Other Settings) (by default, Alma filters out records with a rank below 40).
Results where, if merged with the local record, the resulting record will have no additional data fields.

The remaining results are matched to the local record using the selected Alma Match Method to confirm if they are a real match.

Normalizing and Merging the Metadata

As in manual copy-cataloging, if the search resource in which the matching record was found has a normalization process or merge method defined, the job uses them when processing the record. If not, the institution’s default merge method is used (see working with merge rules). The external record is considered the primary record when applying the merge rule. Therefore, the resulting record for merging a specific local record with a specific external record from a specific search resource should result in the same merged record, whether done manually in the MD Editor or automatically using the job.

Matching Search Results Using AI Title Matching

For records where no match could be found using the selected match method, Alma can attempt to find a match using AI title matching.

The returned search results are first filtered using Alma's Title Statement Extended Fuzzy match methods to filter out irrelevant records (see Match Methods – Explanations and Examples). Of the remaining records, up to 10 potential matches undergo a similarity analysis by an LLM model, in an attempt to find a match. When reviewing the suggested matches, the review task list clearly indicates the use of AI in title matching in the Title Matched By field.

To see this option, an Admin must first enable Enrich Bibliographic Records with AI Title Matching in the AI Features Management configuration page (Configuration > General > AI Features > AI Features Management).

Reviewing the Job Results

The Bibliographic Enrichment Review task list enables the cataloger to easily review and handle the results of the job.

The cataloger can see the status of the record, including:

Mediation Required: records where a match was found, but enrichment is pending cataloger approval.
Automatically Copy-cataloged: records for which Automatically enrich from search profile and a match was found.
Skipped Record – Locked for Editing: records where a match was found, but automatic copy-cataloging was blocked and is therefore pending manual approval.
No Match Found: records for which no good match could be located automatically. The cataloger can push the record to the Metadata Editor for manual enrichment.
Skipped Record – Linked to CZ: Due to community standards regulating updates to Community Zone records, we don't currently support bulk enrichment of CZ-linked records.

For each record, the cataloger can:

Approve (for records where a match was found but the record was not yet enriched)
Reject (for records where a match was found but the record was not yet enriched)
Edit record – open the current local record in the MD Editor to manually enhance it, view versions, etc.
Push to MDE – push the current local record to the MD Editor to work on it later
Provide AI title matching feedback (for records matched by AI)

Automated Bibliographic Enrichment Review Options

The details pane for each record includes:

A merge preview: how the record looks if the cataloger approves the merge (for records where a match was found but the record was not yet enriched).
External Record: the selected matching record, which the cataloger can check to ensure it is indeed a match (if the search resource configuration includes a normalization process, the displayed external record shown is normalized).
Bibliographic Record: The current version of the local record at the institution, which the cataloger can review to ensure the match is correct. Note: This is a real-time display of the live record. If the record was edited after the enrichment job ran, the cataloger sees the updated record here.

Title for Automated Bibliographic Enrichment

For Network Members

In addition to enriching their local records, network members who can create and enrich Network Zone records in bulk using an import profile can also run the Enrich Bibliographic Records job on a set of NZ-linked records. For details, see Network-Managed Records in a Network Zone.

The network member can select whether to run the job on a set of local or NZ-linked records using the Enrich scope radio button.

When the selected scope is Enrich local records, the available search profiles and AI Title Matching are as configured in the member. If NZ-linked records exist in the selected titles set, they are skipped.
When the selected scope is Enrich network records, the available search profiles and AI Title Matching are as configured in the network. If local records exist in the selected titles set, they are skipped.

The enrich network bibliographic records parameters.

Enrich Network Bibliographic Records Task Parameters

If the member institution’s central_record_management parameter (Configuration > Resources > Other Settings) is set to ENFORCE_NETWORK, the enrich scope is not shown, and only the network settings are available, as catalog records are not managed in the local institution. For more information, see the parameter in Configuring Other Settings.

Frequently Asked Questions

Q: Is the metadata or the records being compared used to train the AI?
A: No – we share the record with the AI for processing only, not to train it.
Q: Can I choose not to use AI for title matching in my library?
A: Of course! The library has full control over using this tool. To enable AI title matching, the library’s administrator should first enable this for the institution in the AI Usage Profile configuration page.
Q: I am a network member – can AI be used to enrich network records?
A: Yes – subject to the network’s enabling this option.
Q: What LLM are you working with?
A: Models are subject to change as models and capabilities evolve. As of the May 2026 release, the AI Metadata Assistant was working with the gpt_4o LLM model.
Q: I am working with an external search resource that is not available in the Enrich Bibliographic Records job. How can I add them to the job?
A: In order not to overwhelm external resources with a large volume of search queries they’re not prepared for, external sources are only made available in the job with their express approval. If you’d like to have your external resource supported in the job, contact them to confirm that they are able and willing to receive a larger volume of search queries from Alma, in fast succession, as part of the streamlined, automated copy-cataloging process. If this is the case, open a support case with the search resource’s confirmation of readiness to receive a larger volume of search queries from Alma, and resource details, so the Enrich Bibliographic Records job can be enabled for it.
Q: I am an Alma library, and my catalog is available as a copy-cataloging resource in Alma – can my cataloging partners enrich their records from my catalog using the Enrich Bibliographic Records job?
A: Yes, any Alma cataloging partner that can copy-catalog from your library manually is also able to do so using the Enrich Bibliographic Records job. If you’d like to block this option, open a support case.
Q: Can I enrich CZ records using the Enrich Bibliographic Records job?
A: No – since CZ records serve many different libraries with varying needs, automatic enrichment from copy-cataloging partners is currently not supported for them.
Q: Why was no match found for my record?
A: While automated copy-cataloging is useful and efficient in many cases, complex cases still require cataloger expertise. There can be various reasons the job could not find a match – the search query returned no results, the returned results were filtered due to low bibliographic rank, or no results could be confidently matched to your local record using automated and/or AI methods. Records for which no automated match could be found can be reviewed in the task list and pushed to the MD Editor for manual copy-cataloging.

Configuring External Resources for Searching

To configure external resources for searching, including import, merge, and overlay, see Configuring External Search Resources. After you have defined/configured the external resources that you want to be able to search, you can create a search profile that identifies these resources for searching. For creating a search profile, see Configuring Search Profiles. Note that in the search profile, you can identify both external and local resources for searching.

It is possible to define one of the institution’s search profiles to be used by default when running the Enrich Bibliographic Records job.

To define the correct match profile to be used, you must include the appropriate file key in the serial_match_profile and non_serial_match_profile Parameter Value column (Configuration > Resources > General > Other Settings). For detailed information on these file keys, see the table in Configuring Other Settings.