Configuring Linked Data Enrichment for Name Authorities

Prior to this enrichment process, catalogers were adding URIs manually via Alma Refine , the Metadata Editor, or having them added on-the-fly when publishing or via API. Now, the process for on-the-fly or permanent enrichment is configurable in addition to the two existing manual methods, previously mentioned. 

1. Access the Linked Data Enrichment Configuration page (Configuration > Resources > General > Linked Data Enrichment Configuration).
2. Select Linked Data Enrichment - Names.
   A list of Name authorities is displayed.
3. In the screen that displays the list of Name authorities in Alma, users can do the following:
   The Vocabulary Source Code and Authority URI fields are not editable in the list. If you would like to change these fields you need to delete the existing row and add another manually.

   Field	Description
   Enabled	Enable () or Disable () the enrichment of the specified Name authority. The designated subfields for URIs and VIAF Links (if added) will be accounted for when enabled and discarded when disabled.
   Subfield for URI	For the specified Name authority, select the designated subfield ($0 or $1) for the URI.
   Add VIAF Link	Indicate (True or False) whether to "add/not add" VIAF Links to the specified Name authority. Adding a VIAF Link enables users to add a second URI for authorities that are mapped in VIAF.
   Subfield for VIAF	For the specified Name authority, select the designated subfield ($0 or $1) for the VIAF URI. It is highly recommended and considered best practice to use subfield $1 for VIAF.
   Enrichment Type	Ability to select the level of enrichment of MARC records as part of the linked data configuration. The options to select from are: No Enrichment - This authority will not be enriched. On-the-Fly URI Enrichment - Temporarily adds a URI of the linked authority (General publishing or API). Permanent URI Enrichment - The URI is added permanently to records. If the permanent URI enrichment is activated for an authority in the enrichment configuration, the URI is added permanently to the record in the selected subfield ($$0 or $$1). URI displayed for Authority Record Adding URIs for local authorities is supported as long as the authority is added to the configuration mapping table. A local URI is generated  for local extensions of Community Zone authorities. Each URI will be held in a separate subfield based on the configuration. Adding the URIs is only for MARC21-based records and not for other metadata formats, including BIBFRAME.
   Updated By	Indicates the name of the users that last updated the Authority URI.
   Last Updated	Indicates the most recent date the Authority URI was last updated.
   Add Row	Enables users to manually add an Authority that supports URIs to the list.  In this manner, users can add support for additional authorities used in the bibliographic heading if they are not part of the existing list.  To add a row in the list: Select  Add Row. If a user adds an additional URI for an existing vocabulary source code that is active, they receive an error message. Conditions for Error Message: If the source code is enabled in the mapping table, the error message is displayed. If the source code is disabled in the mapping table, allow adding the new row.   In the displayed dialog window, define the fields: Vocabulary Source Code - Identifies databases and lists containing standard names of persons, organizations, families, meetings, and standard titles for resources and assigns a code to each database or list. For more information, see Name and Title Authority Source Codes. Authority URI -  The structure of the URI for the selected vocabulary, that is constant for all entities that are part of the vocabulary. This is usually the DNS host name (the prefix). To define where to add the entity ID in the URI structure add a "{0}" in the relevant place in the URI structure. Subfield for URI - see Subfield for URI Add VIAF Links - see Add VIAF Links Subfield for VIAF - see Subfield for VIAF Select Add Row.  In the  Linked Data Enrichment - Names page, select Save. Add Row dialog window

4. Select Save.

Configuring Linked Data Enrichment for Subject Authorities

Prior to this enrichment process, catalogers were adding URIs manually via Alma Refine , the Metadata Editor, or having them added on-the-fly when publishing or via API. Now, the process for on-the-fly or permanent enrichment is configurable in addition to the two existing manual methods, previously mentioned. 

1. Access the Linked Data Enrichment Configuration page (Configuration > Resources > Linked Data Enrichment Configuration).
2. Select Linked Data Enrichment - Subjects.
   A list of Subject authorities is displayed.
3. In the screen that displays the list of Subject authorities in Alma, users can do the following:
   The Authority Source Code and Authority URI fields are not editable in the list.

   Field	Description
   Enabled	Enable () or Disable () the enrichment of the specified Name authority. The designated subfields for URIs and VIAF Links (if added) will be accounted for when enabled and discarded when disabled.
   Subfield for URI	For the specified Name authority, select the designated subfield ($0 or $1) for the URI.
   Updated By	Indicates the name of the users that last updated the Authority URI.
   Last Updated	Indicates the most recent date the Authority URI was last updated.
   Enrichment Type	Ability to select the level of enrichment of MARC records as part of the linked data configuration. The options to select from are: No Enrichment - This authority will not be enriched. On-the-Fly URI Enrichment - Temporarily adds a URI of the linked authority (General publishing or API). Permanent URI Enrichment - The URI is added permanently to records. If the permanent URI enrichment is activated for an authority in the enrichment configuration, the URI is added permanently to the record in the selected subfield ($$0 or $$1). URI displayed for Authority Record Adding URIs for local authorities is supported as long as the authority is added to the configuration mapping table. A local URI is generated  for local extensions of Community Zone authorities. Each URI will be held in a separate subfield based on the configuration. Adding the URIs is only for MARC21-based records and not for other metadata formats, including BIBFRAME.
   Add Row	Enables users to manually add a URI to the list.  In this manner, users select to enrich MARC records if there is already a URI in the $0/$1. To add a row in the list: Select  Add Row. If a user adds an additional URI for an existing vocabulary source code that is active, they receive an error message. Conditions for Error Message: If the source code is enabled in the mapping table, the error message is displayed. If the source code is disabled in the mapping table, allow adding the new row.  In the displayed dialog window, define the fields: Vocabulary Source Code - Identifies databases and lists containing standard names of persons, organizations, families, meetings, and standard titles for resources and assigns a code to each database or list. For more information, see Name and Title Authority Source Codes.  Authority URI - The structure of the URI for the selected vocabulary, that is constant for all entities that are part of the vocabulary. This is usually the DNS host name (the prefix). To define where to add the entity ID in the URI structure add a "{0}" in the relevant place in the URI structure. Subfield for URI - see Subfield for URI Select Add Row.  In the  Linked Data Enrichment - Names page, select Save. Add Row dialog window

4. Select Save.

Configuring Linked Open Data for Local Authorities

New for May!

Alma introduces the ability to extract a global authority ID from authority headings to enhance linked data capabilities, URI enrichment, and integration with resources such as Wikidata and VIAF. Institutions must configure which global ID to extract from each local authority vocabulary and run the Extract Global ID from Local Authorities job to populate this field based on their settings. This job can be executed on a selected set or all local authority records and does not trigger additional processes such as publishing. It extracts the global identifier and inserts it without a prefix to ensure compatibility with external services. If the global ID vocabulary differs from the authority vocabulary, the configured global vocabulary defined in the configuration is used for matching; otherwise, the authority vocabulary code applies. The Global_Auth_ID field is populated during the creation or import of an authority record and is updated whenever relevant fields change. Records without a global ID will have a null value in the authority heading, including Community Zone authority headings.

• Global ID Extraction & Configuration

  • The new job extracts global identifiers from local authority records to be used in linked data workflows.

  • If the authority's global vocabulary differs from its local vocabulary, enrichment tools (VIAF, Wikidata) will use the configured global vocabulary for matching.

• Linked Data Enrichment Configuration Workflow Updates

  • If VIAF is activated for the URI enrichment of the local authority, the system will use the Global_Auth_ID for matching to the VIAF ID.

  • For records copied locally from the CZ, the system generates a global URI instead of a local URI when the enrichment is configured.

  • If no Global_Auth_ID exists or the authority vocabulary is not in the linked data for local authorities enrichment configuration, a local URI is generated.

• Wikidata Workflow Updates

  • If an authority heading is based on LC (Library of Congress) Names Authority, it is directly sent to Wikidata.

  • If it is a local authority, the system looks for Global_Auth_ID and checks if the vocabulary is LCNAMES.

  • If the Global_Auth_ID is not LCNAMES, the system searches VIAF to extract the corresponding LCNAMES before sending it to Wikidata.

• Recommended Best Practices & Linked Data Integration

  • Institutions should only create local copies from the CZ when necessary to support linked data functionalities.

  • When defining prefixes for global identifiers, institutions must ensure the complete expression is properly formatted.

  • If multiple prefixes exist for a vocabulary, priority must be assigned, as only one global identifier per authority record can be extracted.

1. Access the Linked Data Enrichment Configuration page (Configuration > Resources > Linked Data Enrichment Configuration).
2. Select Linked Open Data for Local Authorities.
3. The following screen may display a list of Local authorities in Alma, users can do the following
   The list displays by default vocabularies that are configured as managed locally in the metadata configuration.

   Field	Description
   Enabled	If a list of local authorities are displayed, users can Enable () or Disable () the enrichment of the specified Local authority. The designated subfields for URIs and VIAF Links (if added) will be accounted for when enabled and discarded when disabled. Alternatively, if there are numerous Local authorities listed, users can enable or disable All (Yes/No) the authorities in the list. Local Authorities - Enabled Field
   Search	The search field enables users to quickly search local authorities according to their vocabulary. To search for an entire list of local authorities according to their vocabulary, select the vocabulary in the drop down menu. To search for a specific local authority, type the authority to search for in the text field. Local Authorities - Search Field
   Add Row	Enables users to manually add a Local Authority to the list.  In this manner, users can add support for additional authorities used in the bibliographic heading if they are not part of the existing list.  To add a row in the list: Select  Add Row. In the displayed dialog window, define the fields: Authority Vocabulary Code - Displays a drop down list of MARC21 Authority codes activated in Metadata configuration. Field with Global Identifier - Displays a drop down list with the options: 035 / 024 / 001 / 010 / 065. Subfield with Global Identifier - Text field that can allow the institution to define the subfield. Prefix - Text field to identify which identifier to extract when there are multiple similar fields. Priority - If there are multiple prefixes per vocabulary, a priority which ID to extract. Insert only consecutive numbers where "1" is the topmost priority.  Global Vocabulary Code - If the Global ID being extracted is not in the same vocabulary as the target code. Select Add Row.  In the  Linked Open Data for Local Authorities page, select Customize. Local Authorities - Add Row

    

Permanent Enrichment

Permanent enrichment is possible when selecting permanent enrichment from the enrichment type in the linked data configuration. The permanent enrichment adds the URIs to the record and runs as part of the linking job and the preferred term correction job. Therefore, if linking to authorities and the preferred term correction is not enabled in your environment, permanent enrichment is not possible. 

If the preferred term correction is activated and the configuration is set to add the URI permanently, there are two options:

1. Manual Linking (F3):

   • During the manual linking process in F3, a subfield based on the configuration is added to the record.
   • The URI of the relevant authority is added, enabling users to view it as part of the record editing process, before saving the record.

2. Automatic Linking:

   • If URI enrichment is permanently activated, the Linking and PTC jobs automatically add the URI during the existing nightly jobs.
   • The URIs are added to the record if they do not already exist.

1. Create a set of the relevant records.
2. Run the Unlink bib records from authority records job.
3. Wait for the Authorities - Link BIB Headings and Authorities - Preferred Term Correction scheduled jobs to complete.

Import List

A common cataloging workflow is exporting (see Export List) a list from Alma, working on them (for instance, adding local authority source codes) and importing them back to Alma. The exported list is in Excel format that users can edit. Once the list is updated, it can be imported back into Alma.

1. Select Import.
   The Import dialog window is displayed.
2. In the File field, select the file folder button ().
3. In the explorer window, navigate to and select the Excel file you updated and want to import.
4. Select Upload File.
   The file is imported into Alma and the list is updated in the Names or Subjects Linked Data Enrichment pages.

Export List

Staff users can export the list of entries (Names or Subjects) to an Excel spreadsheet. The created Excel is then downloadable to a user-defined directory.

1. Select the Export list icon ().
2. Select Excel.
   The file is generated by Alma and a "Save As" explorer window is displayed requiring the user to select a directory to save the file.
3. Select Save.

Manage Column Display

Users can decide which columns are displayed in the list.

1. Select the Manage column display icon ().
2. In the pop-up window, select () or unselect () the desired columns to display.
3. Select Done.
   If changes were made (a column was removed or included), the Manage display icon is altered to include a green dot () to indicate the change. The removed column is displayed at the bottom of the list if users wish to re-include it.