Navigating the Metadata Editor Page

Draft records are deleted if they have not been modified for thirty days.

• MARC 21 Bibliographic
• KORMARC Bibliographic
• UNIMARC Bibliographic
• CNMARC
• MODS
• Library of Congress Subject Headings
• Library of Congress name authority records
• U.S. National Library of Medicine, Medical Subject Headings 2013
• German National Library Names and Subject Headings
• German Classification Method
• BARE
• MARC 21 Holdings
• Dublin Core
• DCAP
• ETD
• Normalization rules
• Merge rules
• Indication rules (See the Working with Indication Rules section for more information.)
• Brief level rules (See the Working with Brief Record Levels section for more information.)
• Authority headings rules

Reloads (overwrites) the active record with the last version of the record saved in the repository and, thereby, discarding any draft changes made.

In SBN Central Catalog integration, you can reload the latest version of bibliographic and authority records. In all other Central Catalog integrations, you can reload only the latest version of the bibliographic record. 

The Reload Record from Central Catalog action is available when both criteria are met:

• if you have configured a Central Catalog integration profile,
• when working on Bibliographic records (for SBN - when working on authority record as well). 

You can set Alma to automatically load the most recent version of the bibliographic records from the Central Catalog when opening a Central Catalog record for editing. To enable this, set the reload_record_from_central_catalog customer parameter to True (the default is False). This ability does not exist in SBN integration.

For details, see Retrieving the Latest Record Version from SBN.

MARC Bibliographic:

When editing a local record, check whether there are matches for the current record in your local catalog. When editing a record that is linked to Community Zone, checks whether there are matches for the current record in the Community  Zone. To define the correct match profile to be used, you must configure the appropriate file key for serial_match_profile and non_serial_match_profile (see Configuring Other Settings (Resource Management)).

MARC Authorities:

While editing an authority record in the Metadata Editor, display any records that contain duplicate authority headings content.

Matching Authority Headings Records

When matches are found, you have the option to view and edit the record(s).

Dublin Core / DCAP / ETD / MODS:

Find the matching bibliographic record.

Reassigns the record to another cataloger. You can only assign it to catalogers who have the privilege to work with holdings in the scope of the record (Physical Inventory Manage privilege). For details on the scope of holdings records see the following presentation: Holdings record management on the library level.

The record is displayed in bold in the list of open records in the Metadata Editor and a note is added under View Related Data > View Notes. To send an email to the new cataloger, select the "Send as Email" checkbox. The Assign To Letter is sent. For more information, see Configuring Alma Letters.

When a record is being edited, it is locked for use by the user who is performing the edits. For details about locked records, see Locked Records While Working.

Collection records can also be suppressed; however, the records in the collection are still discoverable.

Tag the record to be included/excluded in the OCLC synchronization.

Select one of the following options to indicate how to handle the record: Don’t Publish, Publish Holdings Only, Publish Bibliographic Record.

The Publish Bibliographic Record option is the default setting in the following workflows:

• Creating new bibliographic records in the Metadata Editor
• Copy cataloging through Search External Resources ( Resources > Cataloging > Search External Resources)
• Ordering a bibliographic record from the Community Zone
• Copying/linking a bibliographic record from the Community Zone

Records that are exported to OCLC and then suppressed by changing this export parameter to another value are published as deleted.

Include holdings records linked to the bibliographic record in the next export to OCLC.

Tag the record to be included/excluded in the Libraries Australia synchronization.

Select the check mark to indicate how to handle the record.

Include holdings records linked to the bibliographic record in the next export to Libraries Australia.

Bib records that originated and are linked to the Community Zone can be deleted by the institution.

The Delete Record (Ctrl+D) function deletes the following:

• Bibliographic record (by itself)
• Bibliographic record with one or more holdings records
• Bibliographic record, holdings record, and one or more of its items (as long as the items do not have a status of Loan)
• Bibliographic records with PO lines (note that a message indicates that PO lines will be removed when deleting the attached bibliographic record)

For information about deleting bibliographic records in bulk, see Deleting Sets of Bibliographic Records.

Select the row you want to delete to make it the focus row or use Ctrl+click to select multiple rows and then choose Remove Field or Ctrl+F6.

• MARC 21 fixed fields such as the LDR and 001-009 or for complex fields such as the holdings 852 field
• KORMARC fixed fields such as the LDR and 001-009 or for complex fields such as the holdings 852 field
• UNIMARC 1XX fields: 100, 105, 106, 110, 115, 116, 117, 120, 121, 122, 123, 125, 126, 130, 135, 140, and 141
  In some cases with UNIMARC, the control field is specific to certain subfields and form editing is available only for those subfields. With UNIMARC field 123, for example, only $d, $e, and $f are control fields. In these cases, position your cursor in the specific subfield and press Ctrl + f to open the editing form. See the UNIMARC example below for 123 $d.
  
  UNIMARC MD Editor Form for the 123 $d
• CNMARC - part of the 1XX Coded data fields
  For example, the 193 field:
  
  CNMARC MD Editor Form for the 193 $a

When one of these fields is the active row in the MD Editor, press Ctrl + f to open the editing form and press Esc to close the form.

You can customize the 852 field Sublocation or collection (b) and Shelving location (c) drop-down lists in the MD Editor form editor to display the location's code, name, or code + name. For details, see Customizing How Library and Location Appear.

Undo Remove, Cut, Paste Field

Lets the operator undo the following actions:

• Remove Field
• Cut Field
• Paste Field

When multiple panels are open in the MD Editor, the Expand from Template function is applied to the panel that is the focus.

• 090 local call number field
  See Automatically Generating the Author Number for the 090 Local Call Number Field in a KORMARC Bibliographic Record for more information.
• 905 local call number field in a MARC 21 bibliographic record using an author table (Cutter Sanborn Three-Figure Author Table)
  See Generating Author Numbers Automatically for more information.

When this parameter is set to False, this option enables you to edit paired fields without the complexity of 880 linkage. For example, if you have the 245 field selected, this option enables you to choose a relevant script for input. An additional line opens in the editor for input in the designated script.

Selecting this option opens the Physical Item Editor page. See Updating Item-Level Information for more information.

After this option is selected, the Use Item Template pop-up window is displayed enabling users to select the template the added item will be based on.

Display the record in the results list format on the Repository Search page.

For more information, see the MetaData Editor Hotkey to Search for Current Record (Ctrl+Alt+V) video (0:57 min.).

• Holdings
• Portfolios
• Representations (digital)

  The following actions are available:

  • Add Representation – add a representation to the title. For more information, see Adding a Representation.
  • Edit – edit the representation in the Digital Representation Resource Editor. For more information, see
    Editing Representation Metadata and Content.
  • View – view the representation in the Digital Representation Resource Editor
  • Deliver – display the files of the representation in the Digital Viewer. For more information, see The Digital Viewer.
• Electronics databases

Working with bibliographic records in the MD Editor, the record's linked data information is available. Linked library data are external resources pertaining to the title, such as a search for the title in an online repository, or authority records related to the title.

For more information, see Using Linked Data While Working with Bibliographic Records.

View and Restore Previous Versions

Note that when the Restore Record Version privilege is disabled for your user role, the Restore option does not appear when you are editing bibliographic, holdings, and authority records and select the View Versions (Tools > View Versions) option. By default, the Restore Record Version privilege is enabled for the Cataloger, Catalog Manager, Catalog Administrator, and Cataloger Extended roles. When the Restore Record Version privilege is disabled, the role can still view past versions of a record. See Privileges Report for more information. Contact Support, if you want to have this privilege configured for one or more of these roles for your institution.

The version counter starts after the first time that a record is modified. The creation of a record via import or manually in the Metadata Editor does not count as a version. As a result, when you select Tools > View Versions for a new record, the system responds with the message No revisions were found.

View Versions - New Record

After the first modification to the record, the version counter starts; and selecting Tools > View Versions opens the Metadata Editor in split screen mode with the Versions tab as shown in the figure below.

View Versions - Modified Record

In the figure above, the Version: 1 indicates that the record has had its first modification. For subsequent modifications, the version number increases.

The Created By: label is followed by the:

• User ID for the user that created the previous instance of the record

  In the figure above, the previous instance of the record was created by an import process and shows import as the user ID. This is not the user ID of the user that made the current modification (as identified by Version: 1). Instead, this ID is the ID attached to the previous instance of the record that can be restored.

  If you select the Restore option for Version: 1, you are restoring the instance of the record that was created by import. On subsequent modifications, the Created By: user ID changes to reflect the ID of the user from the previous instance/modification of the record. If you select the Restore option for Version: 2, as shown in the figure below, you are restoring the instance of the record that was created on 21/10/2016 at 17:39:35 PM (see the next bullet for a description of the date) by User, Admin.

  

  View Versions - Subsequent Modifications

  The Operator column appears only for managers and administrators. See Configuring Users' Ability to View Operator Details.

• Date of the most recent modification (version)

  

  View Versions - Modified Date

  The date that appears on the Versions tab is the date that the record was modified. That is, it's the date of the version as identified by Version: 1 and Version: 2 as shown in the figure above. The Version: 1 date, for example, is not the date that the record was created the by the import user. Instead, it's the date of the Version: 1 modification. Since the import user created the original record, the date that the record was originally created can be seen above the record content as shown in the figure below.

  

  Created Date - Original Record

• Call Number Level – Select Holdings, Alternate call number, Temporary call number, or All from the drop-down list.
• Call Number Type – From the drop-down list, select one of the call number types such as Library of Congress classification or Dewey Decimal classification to browse. This list varies depending on how your system is configured.
• Library – Select a library from the drop-down list, to limit your browse results to a particular library.
• Location – Select a location from the drop-down list, to limit your browse results to a particular location. Location options are available only after you have selected a library.
• Call Number – Enter a call number value in order to perform a browse of the holdings records' 852 $h, $i fields.

This functionality is also available by selecting Resources > Cataloging > Browse Shelf Listing. For more detailed information, see Browsing the Shelf Listing.

When you select the link in the Description column for a call number, the bibliographic record opens in the Metadata Editor for editing. When you select the Holdings link in the Level column for a call number, the holdings record opens in the Metadata Editor for editing.

Browse Shelf Listing Call Number Results List.

The way in which this browse works cannot be configured.

Contribute changes to an external central catalog. Appears only if you have configured a Central Catalog integration profile. See Integrating an Aleph Central Catalog.
 

When working in a Network Zone, you can ensure that updates made by one of the members on a centrally-managed record are automatically saved in the Central Catalog record as well. This removed the need to use the "Contribute Record to Central Catalog" option. To activate automatic saving in the Central Catalog, select the "Automatic contribute to central catalog" checkbox in the integration profile for Aleph Central Cataloging (Alma configuration > Integration profiles > Aleph system > Action tab).

In subsequent activations, the copied bibliographic record is not copied again to the Institution Zone. To prevent duplicates, Alma attempts to identify the original system ID; and if it matches an Institution Zone bibliographic record, the Institution Zone bibliographic record is used.

This menu option also appears for a member of a network zone consortium when editing a record which is saved in the network zone.  “Copy to Catalog” unlinks the record from the network zone and saves it in the member institution.

Manage Location Information

Note that the MARC Authorities options are available for any authority records such as MARC 21, UNIMARC, and GND.

After you have saved the authority record, the Change Authority Placement option is disabled. You can no longer change the record's placement.

With the focus on the 5XX field in an authority record, show both records, the authority record being edited and the linked authority record. For vocabularies that use text matching, there might be more than one authority record that matches; and in this case, all authority records are listed.

• For the 0 indicator, replaces the h and i subfields with the content of the bibliographic record’s 090 a and b subfields (respectively). If there is no 090 field in the bibliographic record, the 050 a and b subfields are used instead.
• For the 1 indicator, replaces the h and i subfields with the content of the bibliographic record’s 082 a and b subfields (respectively).
• For the 2 indicator, replaces the h and i subfields with the content of the bibliographic record’s 060 a and b subfields (respectively).
• For the 3 indicator, adds the h and i subfields with the content of the bibliographic record’s 086 a and b subfields (respectively). If the h and i subfields are already populated, their values are left as is and not replaced.
• For the 8 indicator, adds the h subfield with a concatenation of the bibliographic record's 084 a subfield values. (If the h subfield is already populated, its value is left as is.) Also replaces the i subfield with a concatenation of the 084 b subfield values.

The above rules are the out-of-the-box settings, which are defined on the Call Number Mapping page. For more information, see Mapping Call Numbers to Holdings.

When you use the Update from Bibliographic option (Tools > MARC21 Holdings > Update from Bibliographic), holdings record subfields are reordered after import call number normalization.

The subfields are reordered in the following sequence:

• 6, 8, 3, and then any alphabetic subfield in alphanumeric order (a, A, 1)

The 852 subfields are reordered in the following sequence:

• 6, 8, 3, and then any alphabetic subfield in alphanumeric order (a, A, 1) except that t is directly after b, and k is directly before h, and then 2

• Holdings
• Portfolios
• Representations (digital)
• Electronics databases

See Manually Creating a PO Line for more information.

(This requires the Inventory Operator role permissions).

Since the bibliographic record can be linked to physical, digital, or electronic resources, they may all be listed.