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    Working with Records

    The Records area in the Metadata Editor is designed for cataloging a variety of records, such as bibliographic, holdings, and authority records, with the flexibility to handle different staff skill levels in order for everyone to work with the greatest efficiency. The Records area provides dynamic menus, navigation tools, and robust record-editing tools that include color coding, split screens, searching, and browsing. 
    Metadata Editor Records Functional Working Area

    When you open the Metadata Editor, you may create a new record (see New) or select an existing draft record from the Navigation pane.

    For more information about working with the different types of records, see the following:

    Locked Records While Working 

    When you open a record in the repository for editing, it is checked out to you. This prevents other users from modifying the same record and perhaps overriding your changes. Other users that attempt to edit the record will see a "locked by" notation.

    Locked-by notation

    When you exit the MD Editor without doing a Release Record or Save and Release Record (see Save Menu) for the record that you are editing, it remains in the left pane. To control how long other users are locked out from using the record, set the working_copy_lock_timeout setting ( see working_copy_lock_timeout for more information).

    The records that you edit in the MD Editor continue to appear in the left pane until you release them, or till the working_copy_lock_timeout setting expires for a record and a different user, subsequently, edits that record.

    Cursor Placement While Editing 

    The MD Editor provides flexible cursor placement when editing a field. You can position your cursor anywhere within a field to begin editing.

    The flexible cursor placement functionality is not supported in the Internet Explorer environment.

    Pushed Records

    In the Records area, some records may be identified as Pushed. This indicates that the record was queued to the Metadata Editor from another function in Alma. For example, while doing a repository search, you may determine that there are multiple records that you want to reference and work with in the Metadata Editor.
    To push records to MD Editor:
    • From your search results list, select these records and select Push Selected to MDE. This pushes these records to the Draft Records area of the Metadata Editor. See Pushing Records to Metadata Editor for more information.

    Saving Records in the MD Editor 

    The MD Editor has an auto-save function that helps prevent changes from being lost before you manually save the draft. The auto-save occurs every 30 seconds after a change is made. Draft records are available for editing only to the user working on them and are persistent across Web sessions. Draft records are deleted if they have not been modified for thirty days.

    When you save a record in the repository, Alma automatically backs up the previous version and saves it for future reference. Previous versions continue to be available even after an open record has been saved and released in the repository, and may be restored in the repository. When you restore a previous version, you overwrite the current version in the repository.

    When you finish working on a record, you can save the record from the Save menu or press Ctrl+S. The modified record is saved in the repository but remains checked out to you until you specifically release it (Save > Save and Release Record).

    Alternatively, you can reload the original record from the repository. This replaces the current draft with the current version of the record and deletes any changes you have made. The record remains checked out to you.

    While editing a record, you can also save a draft record, without checking the record in (Save > Save Draft or press Ctrl+Alt+S).

    See Cataloging Privileges for additional information regarding saving records when you have implemented cataloging permission levels.

    Normalizing on Save 

    When you save a record in the MD Editor, the following normalizations are processed:

    • The 035 fields are derived from the 001 and 003 fields (if the 003 field exists)
    • For new records, the 001 value is saved as the originating system ID (MMS ID)
    • For existing records the 001 field is updated with the MMS ID
    • The 008 field is updated if it existsThe 005 field is updated
    • Part of the LDR (leader) field is updated (mostly the length of the record)
    • Any additional, custom normalize on save processes/tasks configured in MARC 21 Bib normalize on save or MARC 21 Holding normalize on save, for example, by your institution are processed (refer to Working with Normalization Processes for more information)

    Expanding a Record from a Template 

    You can expand a record's data fields using a specified template. The record may be any of the following types: bibliographic, holdings, and authority. When the Expand from Template option is applied to a record in the MD Editor, the system uses the following process to expand data fields in the record:

    • Regardless of the template's indicators, the system groups all of the template's data fields according to their tags, keeping the occurrence order.
    • For each template group, the system performs the following:
      • Regardless of the indicators, the system groups all of the record's data fields that match the template group's tag, keeping the occurrence order.
      • Performs the following comparisons on the first data field in the template's group with the first data field in the record's group as follows (followed by the next data field in each group and so forth).
        • If the template's data field contains a subfield that is not in the corresponding record's data field, the subfield is added to the corresponding record's data field.
        • If there is no corresponding data field in the record's group, the entire data field from the template is added to the record.

    For example, if the template's group contains the following data fields:

    Field 1: 260 _3 $$a Boston $$c 1971
    Field 2: 260 _3 $$a Boston $$c 1973

    And the record's group contains only one matching data field:

    Field 1: 260 __ $$a New York

    The system will add the subfields from the first data field in the template's group to the first corresponding data field (ignoring the indicators) in the record's group, and also add the full second data field from the template's group to the record since the bibliographic record does not have a second matching data field:

    260 __ $$a New York $$c 1971
    260 _3 $$a Boston $$c 1973

    Learn more about expanding a record using a template in the Expand a Record Using a Template video (4:24 mins).

    See Working with Record Templates for more information.

    To expand a record:
    1. Open the record you want to expand in the MD Editor.
    2. Select Editing Actions > Expand from Template to display the Expand from Template dialog box.

      The following template is used for this example:


      Example Expand Template
    3. In the Expand from Template dialog box, select a template from the Choose Template drop-down list and select OK to expand the record.

      Expand from Template Dialog Box

      The following figure shows the expanded record, which includes new 008 and 260 fields and expanded 245 and 260 fields:



      Example Record Before and After Expansion

    Deriving a New Bibliographic Record - MARC 21 

    The Derive New Record tool in the MD Editor allows you to use the related bibliographic record and the default template as the basis to create a new record that includes either of the following types of relations:

    • Host Item (773) – An analytical record that refers to a specific article in a journal that is described by another bibliographic record.
    • Other Edition (775) – A record that describes other editions of the same bibliographic record.

    Each of the above fields includes the following subfields, which are populated from the original related record:

    • t – The original 245.a (title).
    • w – A repeatable subfield that contains the 035.a subfield for each 035 field or the original MMS ID.
    • x – A non-repeatable ISSN (if it exists in 022.a). The tool uses the first occurrence only.
    • z – A repeatable ISBN (if it exists in 020.a/020.e).
    • g – Related parts. This is a required subfield, but it must be entered manually. The tool includes a placeholder in the field.
    • p – Abbreviated title. This is a required subfield, but it must be entered manually. The tool includes a placeholder in the field.
    • q – Enumeration of first page. This is a required subfield, but it must be entered manually. The tool includes a placeholder in the field.

    The system removes empty subfields when the new holdings record is saved.

    In addition, this tool includes the following fields from the original related record and combines them with fields from the default template:

    • 050, 080, and 260 - Includes only the first occurrence from the original related record, but also includes other occurrences from the default template.
    • 300.c - Includes all occurrences of the 300 field that have a c subfield from the original related record. Note that tool copies only the c subfield from the original related record.
    To derive a new record:
    1. Open the MD Editor (Resources > Cataloging > Open Metadata Editor).
    2. Specify the default template and open the related record to which you want to link.
    3. Select Record Actions > Derive New Record.
    4. Select Host Item (773) or Other Edition (775) from the Choose Record Type drop-down list and select OK. The derived record opens.

      Select the 773 or 775 Field

      For example, the following figure shows the fields that were used to populate the new derived record:

      Original Related Record

      The following figure shows the results of the new derived record. The non-highlighted fields are taken from the default template:

      Derived Record Showing 775 Field and Other Derived Fields

      Alma does not create a related record link if you include the MARC code in parenthesis before the record number in the $w subfield of a 773 or 775 tag. An example of this is in the above figure in the 775 tag: ... $$w (OCoLC)1819120601 ... Therefore, it is recommended to not used parenthesized MARC codes in $w subfields in 773 and 775 tags.

    5. Enter any additional fields and update the empty gp, and q subfields in the 773 or 775 field.
    6. Save your changes to the new record.

    Deriving a New Bibliographic Record - UNIMARC 

    Similar to the support Alma provides for MARC 21, Alma provides support for related and derived UNIMARC bibliographic records. The related record information in the UNIMARC 4XX fields, as shown in the examples below, continues to be maintained in that manner in Alma (similar to the 77X fields in the MARC 21 format).

    • 410 0$1001CFI0053075$12001 $aSaggi$v200
    • 410 0$1001RCA0545544$12001 $aScienza politica. Saggi
    • 410 0$1001UBO3505978$12001 $aStoria e teoria politica

    Since Alma uses the 001 field for the record ID (MMS ID) and the previous system ID is maintained in the 035 field, the Alma related records logic knows to check the 035 field for previous system IDs contained in the UNIMARC 4XX fields. The links between these records are created with the Alma MMS - Build Record Relations job (see Viewing All Scheduled Jobs) that is scheduled to run every day. Throughout the ongoing movement of records via import, export, publishing, copy cataloging, and editing with the MD Editor, Alma continues to maintain and manage bibliographic records using this format, logic, and processing.

    Similar to the 773/775 Derive New Record function for MARC 21, Alma provides the same support for the UNIMARC 461 (Host Item) and 451 (Other Edition) fields. For more information, refer to Deriving a New Bibliographic Record - MARC 21.

    To view the UNIMARC Derive New Record options:
    1. Open the MD Editor (Resources > Cataloging > Open Metadata Editor).
    2. Specify the default template and open the related UNIMARC bibliographic record to which you want to link.
    3. Select Record Actions > Derive New Record.

      The Derive New Record dialog box appears.

      Derive New Record Dialog Box for UNIMARC

    Entering Diacritics and Special Characters in the MD Editor 

    When cataloging, you may need to enter diacritics, special characters, or non-Latin characters in the MD Editor.

    To enter diacritics or special characters into the MD Editor:

    1. From the Windows Start menu, select All Programs > Accessories > System Tools > Character Map.
    2. Select a font from the Font drop-down list.
    3. Select the special character that you want to insert into the MD Editor.
    4. Select Select, and then select Copy.
    5. Paste the character in the MD Editor.

    For more information, see How to Input Special Characters in Alma.

    UTF-8 special characters (with diacritics) may be represented in both the composed or decomposed version of the character in bibliographic or authority records. You have the option to configure your system with normalize on save always to save the composed version of special characters, to implement to avoid the use case where multiple records are changed due to their conversion to composed representation. Such records are marked for preferred-term correction (PTC) and cause heading updates (the only difference is the composed/decomposed nature of a special character). If you are interested in this method of handling UTF-8 special characters, please contact Ex Libris Support.

    Using Non-Filing Markers/Indicators in MARC 21 

    For MARC 21 records, Alma supports the following capabilities related to non-filing markers and indicators:

    • The cataloging convention of using angle brackets, << >>, to indicate non-filing markers is supported.
      For example, angle brackets are used when cataloging MARC 21 records with Hebrew content.

    • The second indicator of the 240 and 245 fields is used to specify sorting functionality.

    The non-filing markers and indicators are used for display, sorting/browsing, and cataloging, as described in the table.

    Component Description
    Display When there is text within the angle brackets, the brackets are removed when the text appears.
    Sort/Browse For sorting or browse purposes, the text within the angle brackets is ignored.
    MD Editor In the MD Editor, the angle brackets and the text within the brackets appear in the area where cataloging records are entered. However, where text such as a title appears in the MD Editor, the angle brackets are removed.

    Using Non-Filing Markers in UNIMARC 

    For UNIMARC records, Alma supports the cataloging convention of angle brackets, << >>, which are used in different regions to indicate non-filing markers. For example, UNIMARC uses the angle brackets to specify non-filing text such as il or le at the beginning (or middle) of a field.

    See the table above that describes the manner in which Alma handles display, sorting/browsing, and cataloging when angle brackets are used for non-filing markers. See the illustrations below for examples.


    Handling of Non-Filing Markers in the MD Editor (Cataloging and Display)


    Handling of Non-Filing Markers in Search Results

    Using Non-Filing Markers/Indicators in KORMARC 

    When working with KORMARC records, searching in the Alma repository and browsing headings has been enhanced to include logic for processing records with non-filing indicators and characters. Sorted results lists ignore non-filing characters and when browsing headings, the non-filing characters are ignored. For example, articles such as a, an, and the can be ignored.

    In KORMARC, non-filing characters are identified by surrounding the non-filing text in parentheses at the beginning of $a, and an indicator value of 1 in either the first or second indicator position, as identified in the table below.


    KORMARC Bibliographic Record with Non-Filing Characters

    Indicator Position KORMARC Field
    1 630, 740
    2 130, 222, 240, 242, 243, 245, 440, 490, 730, 830

    Even though the non-filing characters are ignored for sorting purposes, the system displays the complete entry. For example:

    • Record: 245 0 1 $$a (The) Journal of product innovation management.
    • Sort: Journal of product innovation management.
    • Display: The Journal of product innovation management.
    Sorted KORMARC Results with Non-Filing Characters

    Using the same KORMARC record example above, the result The Journal of product innovation management. is returned when any of the following searches have been specified:

    • Keyword search contains the or journal
    • Search phrase contains the journal of product or journal of product
    • Search starting with contains the journal of product or journal of product

    Assigning Records to Collections 

    To view and assign collections, you must have the Collection Inventory Operator role and it must be scoped to the institution.

    You can view the collections to which a record is assigned, and assign and unassign a record to a collection.

    To assign a record to a collection:
    1. Edit a record (MARC, Dublin Core, DCAP, ETD, or MODS) in the MD Editor and select View Related Data > View Collections. The Collections tab appears.
    2. Select Add to Collection and select a collection to which you want to assign the digital record. The collection appears in the Collections pane.
    3. To unassign a collection, select Remove (appears once the record was added to a collection).
      Note: Digital records must be assigned to at least one collection, so the Remove link does not appear for digital records that are assigned to only one collection.

    For more information on collections, see Managing Collections.

    "An external process has changed the original record" Message when Editing Community Zone Records

    When attempting to release Community Zone records from the Metadata Editor, you might get this message: "An external process has changed the original record. It is recommended to reload original record".

    This message occurs when a record is open in the Metadata Editor (which means that it exists as draft), and while it is open, another process changes the record in the repository. The "other process" may be, for example, an API, a job running a normalization process on a set, or the authorities preferred term correction job. As a result of the change made by this change, the record opened in draft mode in the Metadata Editor is now different from the record saved in the repository.

    This message notifies you of the change, and recommends reloading the record to get the most up-to-date version. To reload the record, select Record Actions > Reload Original Record.

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