Alma supports copy cataloging by integrating the search and import of records located in external databases directly into the MD Editor. External searches may be done with any search target/database that is supported by Ex Libris Data Services and that has been enabled by your institution.
If your institution is a member of a collaborative network, the list of available External Search Resources is determined by the configurations and settings described in the External System Search in a Collaborative Network section.
External databases can be searched from within the MD Editor interface, and records displaying in the results of the searches can be imported directly into Alma from the search results screen. 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.
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.
To configure external search including import, merge, and overlay, see Configuring External Search Resources and Configuring External Search Profiles.
The external search, therefore, enables you to search external bibliographic databases and view and select relevant records before importing them into the repository.
In addition to the MD Editor, the search external resources function is available from the Alma menu (Resources > Cataloging > Search External Resources).
When you have a record selected in the MD Editor and perform a search of 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.
Working with Search External Resources in the MD Editor
This section describes working with Search External Resources in the MD Editor.
To search external resources:
Open Search External Resources (Resource Management > Resources > Cataloging > Search External Resources).Search External Resources PageYou can also search external resources by using the option in the MD Editor (Tools > Search External Resources). When there is a record open in the MD Editor, the search fields are automatically populated with search terms from the open record, as shown in the following example.MD Editor Search External Resources PageNote that the Search External Resources option is not selectable when the record open in the MD Editor is linked to the Community Zone. If you select Copy to catalog (File > Copy to catalog), the link is broken; and you can select the Search External Resources option (Tools > Search External Resources) in the MD Editor.
- From the Search Cataloging Profile drop-down list, select one of the predefined search profiles. For details on defining a search profile, see External System Search.
- Enter the search values in any of the available fields according to the field name and select the required input expectation for the fields that you enter. You can select the input expectations from:
- Contains Phrase
- Contains Keywords
- The Year of Publication field must contain four digits.
- The condition Tag Suppressed (Title) with a value equal to No, is automatically added as part of your search criteria.
- Select whether you want each of the search fields to have And/Or options between them.
- Select Search. See search result examples below. Select Refine Search if you want to modify your search criteria.
External Search Results Page - Example 1External Search Results Page - Example 2The results from the external search are shown in the tab of the Search Cataloging Profile that you chose in step 2 above. If there are additional external databases configured, tabs for these databases are displayed. If you want to perform the search on one of these databases, select the tab for the database and execute the search.The Held by indication is displayed for OCLC (WorldCat) records only.
- To view the bibliographic record details of an item on the External Search Results page, select the title of the item or select View; and select Back to Results to return to the External Search Results page.
To import the bibliographic record of an item on the External Search Results page, select the Import link beneath the title; or if you are viewing the bibliographic record details (step 6), select Import. The bibliographic 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 bibliographic record. This includes being able to create a PO line (see To create a PO line).When you import the record (or perform an overlay or merge), the originating system version of the record is updated to be the version of the record in the external catalog.To configure external search for import, overlay, or merge, see Configuring External Search Resources.
Working with Search External Resources in the MD Editor and Using KERIS
Using Search External 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 External 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 external 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 External 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 KORMARCWhen 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 external searches appear with MARC 21 and KORMARC specified as determined by these characteristics. This indicates the record format that will be used when importing the record.MARC 21 and KORMARC Record Formats Identified in External Search Results
Importing Records with Search External Resources in the MD Editor and Viewing the UNIMARC Cross Walk
See the following procedure for the steps to view the UNIMARC cross walk when importing records with Search External Resources.
To configure external search for import, overly or merge, see Configuring External Search Resources.
To view the UNIMARC cross walk in an external search/copy cataloging:
- Open the MD Editor (Resources > Cataloging > Open Metadata Editor).
- Create a new UNIMARC record (File > New > UNIMARC Bibliographic).
- Open the external search tool (Tools > Search External Resources).
- Complete an external search in a MARC 21 database (such as OCLC).
- When the search results appear, select the Merge Preview link for the bibliographic record that you prefer.
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 the Copy and Merge link and finish cataloging your record as usual.