Export and Publishing

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Export and publishing

What export options are available?

Alma supports the ability to export bibliographic, inventory, and authority records in their core formats, including MARC 21 XML or binary and Dublin Core XML. The export of bibliographic records makes use of Publication Profiles. These profiles are defined to determine which records to export, on what schedule to export them, and additional services to run at export (which may include enhancing or cleaning up the outgoing records). This publication approach is the same infrastructure used for synchronizing holdings with WorldCat.

Additionally, Alma supports the ability to perform ad-hoc exports on demand. This can be used for external record processing, updating for a shared repository, loading into an institutional data warehouse, or any other purpose. The most versatile and ubiquitous type of data extract is the Tools button that is found on most list screens generated in Alma. This Tools button permits the user to save whatever list is present to an Excel spread sheet for further work outside of Alma.

What options are available for exporting sets of records?

Alma supports workflows for exporting sets of records.

Export jobs are supported for the following:

Physical Items
Physical Items for Labels
Inventory Records
Electronic Portfolios
Bibliographic Records
Authority Records
URLs

Export Jobs Wizard in Alma UI

The job wizard provides the possibility to set parameters, including the format, depending on the resource type:

In addition to the export jobs described above, Alma menus that contain lists have a Tools button which enables staff users to export lists to Excel spreadsheets. You can therefore download to excel a list of portfolios linked to a collection. Note the option to download current - i.e. the list on the screen - or extended - i.e. the full result list:

Collection List - Export to Excel

What record formats are supported for exporting records?

Alma enables libraries to publish records to third-party systems in a variety of formats:

Marc 21
Dublin Core
BIBFRAME
RDA/RDF

Publishing Profile Wizard in Alma UI

How often can records be published or exported?

Parameters in the publishing profile allow for defining how often publishing to a third-party system (e.g. discovery systems) will be run:

Edit Scheduling - Publishing Profile in Alma

Can groups of records, or sets of records, be exported - e.g. to OCLC?

Alma’s publication framework allows the system to export records automatically to one or more target sources. With this approach to export, external systems (such as discovery interfaces or resource sharing systems) can be kept up to date with records from the catalog. The publishing framework allows libraries to define exports for individual, groups of records, or records changed since the last export. This includes the ability to export the entire catalog with no additional fee. Example of publishing (export profiles) can be seen in the following screen capture:

For synchronizing local holdings with WorldCat, individual libraries will define in Alma a holdings synchronization service that will run automatically. The service will identify every record that is new, altered, or deleted since the last WorldCat synchronization. Any given resource can be suppressed if the library does not wish to share it; in this case it will not be exported for synchronization or holdings update. All affected records will be exported from Alma with updated information (or a holdings delete notification, as appropriate). Additionally, specifically for OCLC, Alma can export the actual holding record:

Can bound-with records be published to OCLC?

The Alma publishing to OCLC process supports handling related records when the Publish bibliographic record (DataSync) to OCLC and the Publish your Local Holdings Records (LHRs) to OCLC publishing profiles are run. Holdings information for bibliographic records that are part of a bound-with relationship can be published to provide an accurate representation of the inventory at the holdings library.

Can export profiles be shared with the Community?

Institutions may spend many hours creating publishing profiles to publish bibliographic and authority records to third-party systems. In order to help save time and effort librarians can contribute publishing profiles to the Community Zone and copy and use publishing profiles that other institutions have contributed in a like manner.

Contributing published profiles

Contributed publishing profiles will appear in the Community tab on the Publishing Profiles page:

Publishing Profiles -Community Tab

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