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    Contributing to the Community Zone – Bibliographic Records

    Translatable
    The Alma Community Zone is open for contributions. This enables you to share the management of records by the community according to the community cataloging standard, as outlined in the Alma Community Catalog: Cataloging Standards, Policies, Rights, and Responsibilities. Contribution of updates to records provides the community with the ability to improve the quality of records.
    Opening the Community Zone for contributions is being implemented in multiple stages. Refer to the following for details regarding the capabilities that are currently available:
    Also refer to the section Community Zone Contribution Guidelines for guidelines and requirements for contributing to the Alma Community Zone.
    • In order to use the Community Zone contribution functionality, your institution must be in production.
    • Local fields should not be added to the Community Zone. The functionality of adding a local field extension is not available for Community Zone bibliographic records.

    Note that when editing records in the Community Zone, relations in Alma are used for indication about a relationship and linking via related records in an Alma Link Resolver menu. Specific to the second usage, the Alma Community Zone does not allow the addition of a relation to avoid pointing to a nonexistent Community Zone bibliographic record. If you would like to add a relation to a Community Zone bibliographic record, open a Support case directed to the Alma Data Services team.

    For more information about contribution workflows, see the Contributing Local Records to the Community Zone video (4:00 min.).

    Editing Community Zone Bibliographic Records

    The Community Zone is open for contributions by editing bibliographic records in the Community. This enables shared management and the ability to improve the quality of bibliographic records in the Community according to the community cataloging standard outlined in Alma Community Catalog: Cataloging Standards, Policies, Rights, and Responsibilities.
    To edit Community Zone bibliographic records:
    1. Using Alma’s Repository Search (Community tab, or Institution tab for a record that is linked to the Community Zone), locate the Community Zone bibliographic record that you want to edit.
    2. Select the Edit link for the Community Zone bibliographic record that you want to edit. The Community Zone bibliographic record opens in the MD Editor.
      To prevent multiple catalogers from editing the same Community Zone bibliographic record at the same time, the Community Zone bibliographic record is locked when it is first opened by a cataloger for editing. When the record is in a locked mode, the system displays the ID of the user who has the record locked. See the example below of Community Zone bibliographic record that is locked when a previous user has not yet released it.
      CZ_Bibliographic_Record_Editing_Locked_by_Previous_Usage_04.png
      Community Zone Bibliographic Record in Locked Mode
    3. To view all the Community Zone bibliographic records with which you have been working, select the MARC 21 Bibliographic folder and select Load Community Draft Records.
      Load_Community_Draft_Records_04.png
      Load Community Draft Records
      The draft Community Zone bibliographic records on which you are working in the MD Editor appear with the Community Zone icon.
    4. Edit the Community Zone bibliographic record with the changes you need to make using the table below for additional information regarding options available in the MD Editor.
      Field 022 may not be added, edited, or removed from the Community Zone bibliographic record that you are editing. The icon in the 022 row is an indicator that the 022 field cannot be edited. Contribution to/editing the 022 field cannot currently be performed because this can affect the link resolution that is dependent on the 022 field. This restriction will be removed in a future release once the link resolution is changed to not be dependent solely on the 022 field.
      Options for Editing Community Zone Bibliographic Records
      MD Editor Options Description
      File:
      New Community Zone bibliographic records can only be edited by a cataloger at the institution. New Community Zone bibliographic records cannot be added to the Community Zone.
      Save Draft Saves draft records in the MD Editor.
      Save Record Saves existing records in the Community Zone.
      Save and Release Record Saves records in the Community Zone and releases them in the MD Editor.
      Duplicate This option is inactive when editing Community Zone bibliographic records.
      Release Record Releases existing records consistent with existing MD Editor functionality.
      When a record is being edited, it is locked for use by the user who is performing the edits. Other users who open this record can see that the record is locked by the user who is working on it. In addition, if a record is locked, it cannot be overlaid by an import or updated by an update job. When you are finished working on a record, ensure that you release it.
      Assign Record to Another Cataloger Assigns the Community Zone bibliographic record to another cataloger within the institution for editing.
      Release Assignment Releases the Community Zone bibliographic record for another cataloger to edit.
      Save as Template Saves the Community Zone bibliographic record you are editing as a local template.
      Reload Original Record Reloads the original Community Zone bibliographic record from the Community Zone.
      Delete Record This option is inactive when editing Community Zone bibliographic records.
      Copy to Catalog Selecting this option saves a local copy of the Community Zone bibliographic record on which you are working separate/disconnected from the original Community Zone bibliographic record. When a local copy is created, the Community Zone record ID is saved in the originating system/originating system ID fields of the local record.
      If a local copy already exists in the Institution Zone linked to the Community Zone, the link is removed.
      Exit Closes the MD Editor.
      Edit:
      Add Field Adds a field to the Community Zone bibliographic record.
      Remove Field Removes a field from the Community Zone bibliographic record.
      Add Subfield Adds a subfield to the Community Zone bibliographic record.
      Add Alternate Graphic Representation This option is inactive when editing Community Zone bibliographic records.
      Add Rule This option is inactive when editing Community Zone bibliographic records.
      Enhance the Record This option is inactive when editing Community Zone bibliographic records.
      Expand from Template This option is inactive when editing Community Zone bibliographic records.
      Split Editor This option is inactive when editing Community Zone bibliographic records.
      Full Screen Displays the MD Editor in full-screen mode.
      Open Form Editor Expands the display of a field to enable modifying individual components/positions of a multiposition field such as the leader (LDR) field.
      Close Form Editor Closes the expanded display of a field.
      Cut Removes and copies a field in the Community Zone bibliographic record being edited.
      Copy Copies a field in the Community Zone bibliographic record being edited.
      Paste Pastes a previously copied field to the Community Zone bibliographic record being edited.
      Tools:
      Search External Resources This option is inactive when editing Community Zone bibliographic records.

      This option will be opened in a future release.
      View Versions Displays the version of the Community Zone bibliographic record being edited.
      Validate

      (Ctrl+U)
      Performs a validity check on the Community Zone bibliographic record being edited using the Community Zone MD Registry and validation routines.
      Browse Call Numbers This option is inactive when editing Community Zone bibliographic records.
      View Notes Enables you to view and add notes to the Community Zone bibliographic record begin edited.
      Release All Records for User Releases all records being worked on including the Community Zone bibliographic record being edited.
      MARC Bibliographic The following actions can be performed when editing Community Zone bibliographic records except where noted:
      • Derive New Record.
      • Merge Records and Combine Inventory – This option is inactive when editing Community Zone bibliographic records.
      • Add Holdings – Holdings are added locally. When editing Community Zone bibliographic records, the system first checks for a local bibliographic record linked to the Community Zone bibliographic record being edited. If a local, linked bibliographic record does not exist, a copy of the original record is created as a local bibliographic record and assigned a local MMS ID and linked to the record in the Community Zone. The holdings is added to the local bibliographic record.
      • Add Local Portfolio – Adds a local portfolio to a local, linked record (in the same manner as described above for holdings).
      • Create PO Line and Exit – Adds a local PO line to a local, linked record (in the same manner as described above for holdings) and exits the MD Editor.
      • Find Matches – Looks for matches in the Community Zone.
      • View Inventory – Displays local inventory.
      • View in Search – Opens the Repository Search page. The Community tab will need to be selected for viewing Community Zone bibliographic records.
      • View Orders (no orders) – This option is inactive when editing Community Zone bibliographic records.
      • Related Records – Related records are not available.
      MARC 21 Authorities This option is inactive when editing Community Zone bibliographic records.
      MARC 21 Holdings This option is inactive when editing Community Zone bibliographic records.
      Dublin Core This option is inactive when editing Community Zone bibliographic records.
      Set Management Tags The following actions can be performed when editing Community Zone bibliographic records except where noted:
      • Suppress from Discovery.
      • Export to WorldCat (Don’t Publish, Publish Holdings Only, Publish Bibliographic Record).
      • Force Export to WorldCat.
      • Brief? – This option is inactive when editing Community Zone bibliographic records.
      Set Management Tag settings apply locally. When a cataloger selects a management tag such as Suppress from Discovery, the new selection value is applied to the local copy of the bibliographic record. Publishing processes use the values of the local management tags.
    5. After completing the changes, save the record.
    Any change to Community Zone bibliographic records is automatically reflected in every institution that uses the Community Zone bibliographic record.
    When an edited Community Zone bibliographic record is saved, it is validated using the Community Zone MD Registry and validation routines. It is also normalized using the Community Zone normalization routines.
    The Created By information shows the institution code as the user for the version of the Community Zone bibliographic record edited in this manner.