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    Working with Authority Records

    Translatable
    Alma provides a set of authority records that are updated and maintained regularly by Ex Libris in the Community Zone. Alma maintains the following vocabularies:
    Vocabularies
    Authority Vocabulary Subject/Name Authority Update Frequency Vocabulary Code
    BARE (Norwegian Authority System) – BIBSYS Authority Registry
    (See Working with Norwegian Authority System (BARE) Records for more information.)
    Subject and Name Daily BARE
    BNF – Bibliothèque nationale de France - MARC21 Version Subject and Name Monthly  
    BNF – Bibliothèque nationale de France - UNIMARC Version Subject and Name Monthly FRBNF
    BK Basisklassifikation Classification Subject and Name When available  
    FAST – Faceted Application of Subject Terminology – OCLC Subject When available FAST
    GND – German National Library Subject and Name Daily GND
    Jurivoc Subject When available  
    Library and Archives Canada (LAC) – Canadian Subject Headings Subject When available CSH
    Library and Archives Canada (LAC) – Canadian Name/Title Authorities Name When available LACNAF
    Library of Congress (LoC) – Genre/Form Terms Thesaurus Records Subject Weekly LCGFT
    Library of Congress (LoC) – Medium of Performance Thesaurus for Music Subject When available LCMPT
    Library of Congress Name (LCNAF) Name Weekly LCNAMES
    Library of Congress Subject (LCSH) Subject Weekly LCSH
    Māori Subject Headings Subject 3 times a year REO
    National Library of Israel – Multilingual Thesaurus Subject and Name Daily NLI
    National Library of Spain Subject and Name When available  
    NLM MeSH – United States National Library of Medicine Subject Annually MESH
    RAMEAU – MARC21 Version Subject Monthly  
    RAMEAU – UNIMARC Version Subject When available RAMEAU
    RVK Classification
    Subject and Name Twice a year RVK
    Unless you have requested Ex Libris to configure authority priorities for your system (supported only for non-multilingual authorities), multiple subject authorities can be used by Alma, but only one type of names authority can be used. For example, if Alma is defined to use LCNAMES, it cannot also use GND names authorities
    If local authorities are enabled for your institution (a task that needs to be completed by Ex Libris), you can create local authority records, which override the global authority records provided with Alma in the Community Zone. For more information, refer to Creating Local Authority Records.
    Alma runs the following jobs automatically every day to authorize the bibliographic records in your catalog:
    • Authorities - Link BIB Headings – This job searches all authority (and local authority, if enabled by Ex Libris Support) record fields, including subdivision fields, for complete terms listed in bibliographic records (giving priority to local authorities, if enabled). If exact matches are found, the bibliographic records are linked to the corresponding authority records. If exact matches are not found, the subdivision fields are disregarded, a search of all authority records is performed once again, and the bibliographic records are linked to the matching authority records that are located during the second search.
      Over time, you may have local authority records that you’ve created that subsequently become available as Community Zone authority records. When these records are added to the Community Zone, nothing happens to the records attached to your local authority records. The local authority records will still be local without any connection to the Community Zone. A bibliographic record that is already linked to your local authority record will not have its link switched to the Community Zone authority record.

      However, when the authority records that are the same as your local authority records are added to the Community Zone, you can choose to delete the local authority records. If you choose to delete the local authority records, all the headings will be linked to the Community Zone authority record with the same preferred term (1XX field) by Alma’s nightly linking job.
      For CJK content, bibliographic records are linked to authority records based on CJK content (not transliterated Latin content).
    • Authorities - Preferred Term Correction – This job performs preferred term correction on all bibliographic records that are linked to authority records using the Authorities - Link BIB Headings job. For example, if a bibliographic record contains the non-preferred term “Narcotics, Control of,” and the associated authority record contains the preferred term “Drug control,” the Authorities – Preferred Term Correction job replaces “Narcotics, Control of” with the preferred term “Drug control.” Bibliographic records are also updated with any subsequent updates to authority records.
      For customers in implementation, the Authorities - Preferred Term Correction job is enabled by default upon "Go Live." For customers currently in production, this job is disabled by default. To enable it, set the disable_preferred_term_correction_job parameter (see Configuring Other Settings (Resource Management)) to false. Subsequently, view the Scheduled tab of the Monitor Jobs page (see Viewing All Scheduled Jobs) and confirm that the Authorities - Preferred Term Correction job is active (yellow check mark in the Active column).
      The Authorities - Preferred Term Correction job does not handle preferred term correction on migrated bibliographic records retroactively. Since migrated bibliographic records may be linked to authorities in Alma, any change (to the bibliographic record or the authority record to which the bibliographic record is linked) that occurs in Alma after the record is initially migrated, triggers future preferred term corrections on the records after the Authorities - Preferred Term Correction job is enabled.
    For a list of punctuation rules that are implemented when bibliographic records are updated from the authority database, refer to Implemented Punctuation Rules for Updated Bibliographic Records.
    Learn about how to show authority records in the MD Editor in the Show Authority Records in MD Editor video (3:27 mins).

    Adding a Local Authority Definition

    In Alma, you can create local authorities (or vocabularies) to use when entering authority records with the MD Editor or importing authority records using an import profile.
    • In order to use local authorities in Alma, an Ex Libris representative must enable the local authority functionality for your institution.
    • Unless you have configured authority priorities for your system (see Resource Management - November 2016 Enhancements for information on this feature), multiple subject authorities can be used by Alma, but only one type of names authority can be used. For example, if Alma is defined to use LCNAMES, it cannot also use GND names authorities. Thus, you should define only one type of Name or Names and Subjects local vocabulary. For information on the code to be used for the defined names authority, see the Code entry in the Add Local Authority dialog box below.
    To create a local authority:
    1. On the Metadata Configuration List page (Resource Management > Configuration > Configuration Menu > Cataloging > Metadata Configuration), click Add Local Authority. The Add Local Authority dialog box appears.
    2. Complete the information in the Add Local Authority dialog box (see the table below for more information).
      Parameter Description
      Name Enter a name to identify this local authority. This name appears in the Vocabulary Name column.
      Code Enter an identifying code for this local authority that appears in the Code column in the Authority Vocabularies section on the Metadata Configuration List page and the Vocabulary code drop-down list on the Import Profile Details page for authority profiles.
      If the authority indication is in the bibliographic record’s second indicator 7, subfield 2, the code must match what is in this subfield 2. This is relevant for Subject and Names and Subjects types of local authorities.
      For the Name type of local authority (see the note above, at the beginning of this section), the code must match the authority_names customer parameter value that was entered for your institution by Ex Libris staff. If you are unsure of the defined value for this parameter (the default for which is LCNAMES), contact an Ex Libris representative.
      Type Select from the following options available in the drop-down list:
      • Subject
      • Name
      • Names and subjects
      • Classification
      No more than one name type of local vocabulary should be created.
      Direct ID Prefix Enter one or more prefixes in this field to be used for bibliographic to authority record matching and linking when there are multiple $0 entries (or $3 in UNIMARC or CNMARC records). For more information, see Authority Control Based on Multiple Authority Identifiers in a Bibliographic Record and Using Originating System IDs for Linking Bibliographic Records to Authority Records.
      The prefix must be entered with parentheses surrounding it. If more than one prefix is required, separate them by commas. For example: (CCL1),(CCL2),(CCL3). Notice that there are no spaces separating these entries. The maximum number of characters for this field is 255. The sequence in which you enter the prefixes determines the priority order in which they are evaluated for a match when there are multiple 035 entries in the authority record to match against.
      For Community Zone managed authority records, the Direct ID Prefix needs to be configured by Ex Libris. For example, the DE-588 Direct Prefix ID used in the GND (German National Library Names and Subjects) records is configured at the Community Zone level.
      Family Select the cataloging standard (such as MARC21, UNIMARC, or CNMARC) that you plan to use for entering the local authority records with this profile. This name displays in the Family column.
      Multilingual Select Yes from the drop-down list to indicate that the authority record may contain multiple language entries. The default setting for this parameter is No.
      For Community Zone managed authority records, the Multilingual parameter needs to be configured by Ex Libris at the Community Zone level.
      Description Use this option to more fully identify the local authority that you are creating.
    3. Click Add and Close. Optionally, select Add if you have additional local authority entries that you want to create in the Metadata Configuration. The local authority configuration that you created appears in the Authority Vocabularies section of the Metadata Configuration List page.
    You can manually enter local authority records or import local authority records using the local authority profile that you configured (see Creating Local Authority Records for more information). The local authority definition that you created appears in the MD Editor File > New options menu and in the Import Profile Details Vocabulary code drop-down list.

    Creating Local Authority Records

    You can create local authority records:
    • In order to use local authorities in Alma, Ex Libris Support/your Ex Libris Professional Services representative must enable local authority functionality for your institution.
    • To create a local authority record (either via the MD Editor or via an import profile) for an authority vocabulary that exists in the Community Zone, you must first create this local authority (vocabulary) in your institution if it does not already exist. For example, if the Community Zone has a defined authority (vocabulary) for REO, but is missing a specific authority record that you want to create locally, before you create the authority record locally, you must ensure that the local authority (vocabulary) for REO exists in your institution. For information on creating local authorities (vocabulary), see Adding a Local Authority Definition to the Local Authority Registry.
    • You can delete local authorities using the Delete Local Authority Records job – see Delete Local Authority Records.
    • Unless you have configured authority priorities for your system (see Resource Management - November 2016 Enhancements for information on this feature), multiple subject authorities can be used by Alma, but only one type of names authority can be used. For example, if Alma is defined to use LCNAMES, it cannot also use GND names authorities. For more information, see Adding a Local Authority Definition to the Local Authority Registry.

    Creating Local Authority Records Using the MD Editor

    When you want to create a single local authority record, you can use the MD Editor.
    To create a local authority record:
    1. Open the MD Editor.
    2. Click File > New and select from the list of local vocabularies that have been created/implemented for your system (see Adding a Local Authority Definition to the Local Authority Registry, or if the local authority vocabulary is an extension of a global one, it appears here automatically as an option with no predefinition required), such as:
      • (local) Library of Congress Subject Headings
      • (local) Library of Congress name authority records
      • (local) U.S. National Library of Medicine, Medical Subject Headings 2013
      • (local) German National Library of Names and Subject Headings
      Create New Local Authority Records (Select Vocabulary)
      For members in a Network configured for creating local authority records, the File > New menu options display with both the Institution and Network icons to distinguish where the record you are creating will be stored (at the Institution level or the Network level).
      MD Editor File > New Menu Options for a Member in the Network
    3. Choose a template (see Working with Templates) and enter the authority record data/terms.
    4. Click File > Save and Release Record.
      You can view the record you entered using an Authorities search.
      You can now create a bibliographic record that uses the local authority record/terms that you created/saved. Preferred terms are marked with a star.
      New Bibliographic Record Linking to the Local Authority Record You Created
      If you select a non-preferred term, the MD Editor will automatically populate the bibliographic record with the preferred term.

    Viewing Authority Records

    From several locations in Alma you can view records read-only on the simple Record View page. For more information see Viewing Metadata Read-Only in the Simple Record View Page.

    Exporting Local Authority Records

    Using saved sets, local authority records can be exported from Alma using the Export Authority Records job.
    For more information regarding sets, see Managing Search Queries and Sets.

    Changing the Placement of an Authority Record

    While working in draft mode with an authority record, you can change the placement of the record to the Community Zone, Network Zone, or the Institution Zone. The options that you are provided when changing the placement of the authority record vary depending on how your Metadata configuration is set for locally managed or community managed authority records (see Controlling the Display and Access of Global Authorities in the MD Editor) and the vocabulary that you select when creating your draft record.
    To change the placement of a draft authority record:
    1. Open the MD Editor (Resource Management > Cataloging > Open Metadata Editor).
    2. Click File > New and select the vocabulary name.
      For this example, a Network vocabulary has been selected.
      Creating a Network Authority Record
    3. Enter the authority record details.
    4. Click Tools > MARC21 Authorities.
      Change Authority Placement
    5. Click Change Authority Placement.
      The New Authority Record Placement dialog box appears. One or more of the following options are provided:
      • Community Zone
      • Network (Zone)
      • Local (Institution Zone)
      New Authority Record Placement Dialog Box
      The options that are provided vary depending on the vocabulary that you selected for your draft authority record (Local or Network) and how your Metadata configuration is set for locally managed or community managed authority records (see Controlling the Display and Access of Global Authorities in the MD Editor).
    6. Select the placement location and click OK.
      You may click Tools > MARC21 Authorities > Change Authority Placement and change the placement location, again. However, once you have saved the record, you can no longer change the placement. The Change Authority Placement option appears as disabled after the record has been saved.

    Performing Global Changes on Locally Managed Authority Records

    Alma provides support for making global changes to locally managed authorities. This capability is implemented using Drools-based rules similar to the Alma capability available for bibliographic normalization jobs.
    To create the Drools-based rule for local authority normalization:
    1. Open the Metadata List Configuration page (Resource Management > Resource Configuration > Configuration Menu > Cataloging section > Metadata Configuration).
    2. Click the MARC21 Authority link, for example, for the local authority Metadata Configuration for which you want to create a Drool-based normalization rule. The Fields tab of the Profile Details page opens.
    3. Select the Normalization Processes tab.
      Normalization Processes Tab
    4. Click Add Process. The Process Details wizard step 1 page opens.
      Process Details Page - Wizard Step 1
    5. Enter the Name, Description, and Status.
    6. Click Next. Wizard step 2 of the Process Details page opens.
    7. Select the MARC Normalization Rules process and click Add to Selection.Click Add Tasks, select the MARC Normalization Rules process, and click Add and Close.
      MARC Normalization Rules Process Selected
    8. Click Next. Wizard step 3 of the Process Details page opens.
      Process Details Page - Wizard Step 3
    9. From the drop-down list, select the Drools File Key that you created for this process job (refer to Working with Normalization Rules for additional information).
    10. Click Save. The new normalization rule displays in the Normalization tab of the Profile Details page and can be edited, copied, or deleted using the Actions options.
    To run a normalization job using the normalization rule/process you created:
    Run the normalization job you created above. For more information, see Running Manual Jobs on Defined Sets.

    Managing Authority Records in the MD Editor

    The MD Editor provides catalogers with quick navigation to the authority records (for preferred/nonpreferred headings) that are associated with a bibliographic record that is being edited using the Alma MD Editor. To quickly navigate to authority headings records, use F3 or the Alt+F3 key combination. These two options can be used interchangeably but present the information in a different manner. In general, wherever you see F3 referenced, you can also use Alt+F3. See Using F3 for more information.
    For additional information about working with authority records, see:

    Linking an Authority Record to a Bibliographic Record

    The MD Editor allows you to link to a suggested authority record quickly from an authority-controlled field (100-199, 440, 490, 600, 610-611, 630, 648, 650, 651, 654, 655, 700, 710, 730, 748, 751, 754, 800, 810-819, and 830) in a bibliographic record. It also enables you to view a read-only version of a suggested authority record and view the bibliographic records that are linked to this authority record.
    In addition to the Name and Subject Headings authority support for the following bibliographic fields that are mapped to authority headings, Alma provides mapping for the bibliographic 490$a and 440$a (obsolete) and an F3 lookup for these fields in the Alma MD Editor. The 490$a (and 440$a) lookup is pulled from the authority record 130$a and 430$a:
    • 130 – Main Entry – Uniform Title
    • 630 – Subject Added Entry – Uniform Title
    • 730 – Added Entry – Uniform Title
    • 830 – Series Added Entry – Uniform Title
    With the F3 lookup (refer to the procedure below for more information), you are provided the option to select your preferred series statement from a predefined list that is displayed in the MD Editor. The system does not do automatic linking/preferred term correction as part of the authorities daily processing for the 490$a/440$a since the 490$a/440$a series statement represents the information (the way that a series is named) on the book itself. (Refer to http://id.loc.gov/authorities/names.html for more information.) However, you can do an F3 lookup in the MD Editor for the 490$a/440$a series statement and, optionally, Select the preferred authorities to update the bibliographic 490$a/440$a. Refer to the example below.
    F3 Lookup for 490$a
    To view/link to an authority record from an authority-controlled field:
    1. Open a new or existing bibliographic record in the MD Editor.
    2. In an authority-controlled field (100-199, 440, 490, 600, 610-611, 630, 648, 650, 651, 654, 655, 700, 710, 730, 748, 751, 754, 800, 810-819, and 830), type at least three characters of the author’s name or subject heading for a new bibliographic record and then click F3 to display a list of suggestions or click F3 in the authority-controlled field.
      Suggested Terms List
      Local authorities are indicated by (Local) to the right of the title. A star to the left of the title indicates the preferred term. With any selection, the preferred term immediately replaces the non-preferred term.
      If you do not see the name or subject heading you are looking for in the list, you may need to type additional characters in the field to narrow the results.
    3. Click one of the following buttons:
      • Select – Links the selected authority name or subject heading to your bibliographic record.
      • View – Opens a read-only version of the full authority record on the right side of the split screen.
        Viewing Suggested Authority Headings
        If the authority record is local, not locked by another user, and not already included in the authority draft list, you are able to add it to your authority draft list by clicking Add record to editing list.
    To view the bibliographic records that are linked to a suggested authority record:
    Click the View link from the Bibliographic Records tab for the bibliographic record that you want to see that is linked to the selected authority record.
    View Linked Bibliographic Records
    When you click the View link for a result, Alma displays a full, read-only bibliographic record.

    Deriving an Authority Record from a Bibliographic Record

    You can create local authority records when there are no headings that match. There are cases in which a cataloger catalogs a bibliographic record with a headings field that cannot be linked to an existing authority record. For these cases, Alma provides the option to create a local authority record with the relevant content. This capability is provided for institutions that have the appropriate parameters set (by Ex Libris) for managing local authority records.
    For more information, see the Derive an Authority Record from a Heading in the Bibliographic Record video (2:00 mins).
    To add authority records for headings with no match:
    1. Open a new or existing bibliographic record in the MD Editor.
    2. In an authority-controlled field (100-199, 600, 610-619, 630, 700 710 730, 800, 810-819, 830, 440, 490, 648, 650,651, 654, 655, 748, 751, 754), enter headings information that you know does not exist in an authority record and press F3. The field appears in the normal manner with the addition of the Create Authority Record option.
      Create Authority Record Option
    3. Click Create Authority Record. The new authority record is created and displays in the MD Editor in the side-by-side, split screen format.
      Quick Authority Record Created
    4. The list of authority records in the MD Editor also shows the new authority record that you created.
      List of Authority Records in the MD Editor
      When you create authority records using Create Authority Record and the focus field when you press F3 is a non-preferred field such as the 600 field, the content is placed in the preferred field 100 in the new authority record that is created.
    5. Complete processing the bibliographic record as you normally would.

    Viewing Linked Names/Subject Headings from a Bibliographic Record

    The MD Editor allows you to view linked names/subject headings quickly from an authority-controlled field (100-199, 600, 610-619, 630, 700, 710, 730, 800, 810-819, 830, 440, 490, 648, 650, 651, 654, 655, 748, 751, and 754).
    To view a linked name/subject heading:
    1. Open a bibliographic record in the MD Editor.
      If an authority-controlled field is linked to a name/subject heading, an icon appears next to the field.
      Linked-Field Icon
    2. Click the icon to display the linked name/subject heading in split-screen mode.
      View Name/Subject Heading in Split-Screen Mode

    Using F3 (previously known as Alt+F3)

    F3 enables you to link to suggested authority records quickly from an authority-controlled field (100-199, 600, 610-611, 630, 700, 710, 730, 800, 810-819, 830, 440, 490, 648, 650, 651, 654, 655, 748, 751, and 754) in a bibliographic record and to view a read-only version of a suggested authority record and view the bibliographic records that are linked to this authority record.
    When you press F3, from an authority-controlled field in the MD Editor, the system presents a sorted, full list of browsable authority headings.
    F3 Sorted List of Authority Headings
    The system looks for a match to the contents of the control field, highlights the match in yellow and sorts the results in alphabetical order. The list starts with the two authority headings that precede the matched headings.
    If your system uses multiple authority vocabularies and is configured for multiple authority priorities, the sorted, matched authority headings lists for each vocabulary are presented on separate tabs that appear in the priority order that you had Ex Libris configure. Select a different tab to view the different authority headings.
    F3 Tabs for Multiple Authority Vocabularies/Priorities
    If you find a match in one tab/vocabulary and switch to a different tab where there is no match, the system places an indicator showing where the match would occur in the list if a match existed.
    Your Entry Would Be Here
    Use the Previous and Next arrows to page forward and backward through the authority headings list.
    Previous and Next Arrows
    If you type additional text in the control field, click the magnifying glass icon or press Enter to refresh your authority headings list.
    For authority headings that are linked to the bibliographic control field, there is a special icon in the authority headings list to indicate that the link exists. This capability exists for all vocabularies.
    Link Icon Indication
    The View and Select buttons in the authority headings list work as previously described on this page.

    Working with GND Records in the MD Editor

    See the sections below for information regarding working with GND records in the MD Editor.

    GND Bibliographic Control Fields Used with F3

    When you browse GND authority headings using F3, the bibliographic control fields specified in the table below are used to identify what appears in the browsable list.
    GND Bibliographic Control Fields for Browsing Authority Headings

    Bibliographic Field

    Authority Heading Type

    Entity Type of the GND Authority Record Identified in the 079 $b

    Effective after the 12-September-2017 GND change:

    Entity Type of the GND Authority Record Identified in the 075 $b

    100 Personal Name n or p
    110 Corporate Name g or b
    110 Geographic Name g or b
    111 Meeting Name f
    130 Uniform Title u
    240 Personal Name u
    240 Corporate Name u
    240 Meeting Name u
    600 Personal Name p or u
    610 Corporate Name u
    611 Meeting Name f or u
    630 Uniform Title u
    650 Topical Term s
    651 Geographic Name g
    689 Any All except n
    700 Personal Name n or p or u
    710 Corporate Name b or u
    711 Meeting Name f or u
    730 Uniform Title u
    751 Geographic Name g
    See Using F3 for more information.

    GND Special Sorting Routine Used for Browsing Headings with F3

    When F3 is used to browse GND headings, Alma uses a special routine to build the sorted list that appears. The special sort routine includes the following characteristics:
    • The text from the name and subject headings is used to build the string for sorting the headings browse list.
    • Each subfield is treated as a separate sorting block.
    • Under certain conditions, the 548 $a and the 550 $a are added to the string built for sorting the headings browse list.
    • When building the filing value for GND records with the 548 and 550 fields, the 548 field is appended with a single space as a delimiter; and the 550 field is appended with three spaces as a delimiter.
    • When there are repeatable occurrences of the 548 and 550 fields, the filing text concatenates all entries into a single component.
    See the following example for a browsable headings list resulting from this special sort routine:
    Browsable Headings List Example Resulting from the Special GND Sort Routine
    See Using F3 for more information.

    German Language Sorting Used with F3

    When you are browsing authority headings records of German vocabularies using F3, special German language sorting is used for sorting the headings list. See Using F3 for more information.
    See the Working with German Language Characters section for an explanation of sorting German language umlaut characters and so forth when German authority headings are sorted. This sorting method applies to GND, RVK,  and BKL.

    Implemented Punctuation Rules for Updated Bibliographic Records

    The following punctuation rules are implemented when bibliographic records are updated from the authority database:
    Punctuation Rules
    (1) Tag & Indicators (2 Subfield to Which Punctuation Is Added (3) Subfield Following the Subfield in Column (2) (4) Punctuation to Be Added (5) If Punctuation Exists/Does Not Exist Condition
    1#### a   . .
    1#### d   . -.
    100## a 4 .  
    100## d 4 ,  
    110## b   . .
    600## a   . .
    600## b a ,  
    600## d a , ,
    600## d   . .,
    600## q   . ).
    600## t   . ).
    6#### a   . -).
    6#### v   . .
    6#### x   . ).
    6#### y   . .
    6#### z   . .
    7#### a   . -).
    7#### a 4 .  
    7#### a e ,  
    7#### a d , -).,
    7#### d e , -).,
    7#### c e , -).,
    7#### q e ,  
    7#### b   . .,
    7#### b e . .,
    7#### d   . .,
    7#### d t . .
    800## t v ; ;
    810## t v ; ;
    83### a v ; ;
    Column (1) = This column specifies the tag and indicators to which the rule applies.
    Column (2) = This column identifies the subfield to which the punctuation may need to be added. If nothing is specified in Column (3), the subfield in column (2) is assumed to be the last subfield specified for the tag.
    Column (3) = This column specifies the subfield that follows the subfield in column 2 when punctuation may need to be added.
    Column (4) = This column identifies the punctuation that is to be added when the rule conditions are met.
    Column (5) = This column is used to determine whether or not the punctuation in column (4) is added to the subfield identified in column (2). It provides the following rule conditions:
    • If any of the punctuation specified in this column exists, the punctuation specified in column (4) is not added.
    • If there is no punctuation specified in this column (the cell is blank), the punctuation in column (4) is added if all other conditions are met.

    Handling Deleted Authorities During Metadata Imports

    Alma allows you to delete local authority records that have been marked for deletion (which is indicated by a d, s, or x in the fifth position of the record's LDR) during metadata imports. For example, the following record has the fifth position set to d:
    Record Marked for Deletion

    Working with the Norwegian Authority System (BARE) Records

    Alma provides support for the Norwegian Authority System (BARE) authorities in the Community Zone and the ability for authorized contributing institutions to seamlessly submit approved authority records to the BARE database and the Alma Community Zone in an E2E workflow from directly within Alma.
    In order to contribute BARE authority records, your institution needs to be configured in the Community Zone by Ex Libris. Submit a Salesforce case to request Ex Libris to configure your authorization in the Community Zone.
    BARE data has been added to the Community Zone, and Ex Libris has added and will maintain the list of BARE contributing institutions with permission to update the BARE database.
    With this capability, you can create, update, or delete BARE authority records using the Alma MD Editor. When you save a new or updated record or delete a BARE record in the Alma MD Editor, a request is sent to BARE for approval (via SRU/U protocol). If an approved record response is returned, the record is saved in the Community Zone and the master BARE database. Otherwise, an error message is displayed to the user in the MD Editor, and whatever issue BARE has with the record will need to be resolved.
    Changes accepted by BARE are incorporated into the master BARE database and become available to all Alma users through the Community Zone. Ex Libris will regularly update the Community Zone with BARE changes to include those changes made outside the Alma environment.
    Using the existing method (F3), MARC 21 bibliographic records can be created or edited in the Alma MD Editor using BARE authorities. Refer to the section Creating Bibliographic Records for more information.
    For information regarding cataloging level assignment while working with records in the MD Editor, see Cataloging Externally Managed Authority Records for more information. For BARE records, the cataloging level value from the drop-down list in the MD Editor populates $a in the 901 field.

    Contributing BARE Records

    Use the following procedure for contributing (submitting) BARE records for approval.
    To contribute/submit a BARE record for approval:
    1. Open the MD Editor (Resource Management > Cataloging > Open Metadata Editor)(Resources > Cataloging > Open Metadata Editor).
    2. Click File > New > BARE to create a new record.
      BARE Contribution Option
    3. Enter the authority record details.
    4. Click the Save icon.
      Alma submits the record to BARE for approval. If there is an error, Alma displays an error message in a dialog box and asks if you want to reload the record from scratch or continue editing. Click Yes to reload the record and discard your changes or click No to return to the MD Editor and continue editing. If the contributed record is approved, it is stored in the Community Zone and the master BARE database.

    Working with the Regensburger Verbundklassification (RVK) Authority Record Classification

    You can create RVK authority records that contain call number headings in the 153 field. Subsequently, bibliographic records can be created in the MD Editor and F3 can be used while entering the bibliographic 084 field to perform a check against the authority 153 field for authority call number headings. See the RVK Search Indexes section on the Search Indexes page for more information regarding RVK.
    Alma provides a default RVK template for creating RVK authority records. This template can be duplicated for you to modify, or you can create a new RVK template to match your template requirements.
    To work with the Regensburger Classification System (RVK) template:
    1. Open the MD Editor (Resource Management > Cataloging > Open Metadata Editor)(Resources > Cataloging > Open Metadata Editor).
    2. Click the Templates tab. The list of template folders appear. The default RVK template provided by Alma is located in the German Classification Method folder.
      German Classification Method Folder with the RVK Template
    3. Open the German Classification Method Folder to work with the default RVK template provided. See Working with Templates for instructions.
    To create an RVK local authority record:
    1. Open the MD Editor (Resource Management > Cataloging > Open Metadata Editor)(Resources > Cataloging > Open Metadata Editor).
    2. Select File > New > German Classification Method.
      German Classification Method for New RVK Local Authority Record
      Alma loads the RVK form in which you can enter the RVK local authority record.
      RVK Local Authority Record
    3. Enter the data for your authority record.
    4. Select File > Save and Release Record.
      Using the repository search, you should be able to locate the RVK authority record with an Authorities search.
      RVK Authority Record
    To perform an RVK 084 headings check for a bibliographic record:
    1. Use repository search to locate the bibliographic record with which you want to work, and click Edit to open the record in the MD Editor.
    2. Select Edit > Add Field to add the 084 field.
    3. Enter $2 with rvk.
    4. When you enter $a, press F3 to check for preferred terms. The system finds authority records based on the classification number (153 $a) or classification caption (153 $j). See Classification Search Indexes for more information.
      Entering the Bibliographic 084 Field
      084 $a Preferred Term Check Using F3
    See Creating Bibliographic Records for more information regarding using F3 when creating/editing bibliographic records.

    Using Originating System IDs for Linking Bibliographic Records to Authority Records

    Alma provides support for using originating system IDs for linking bibliographic records to specific authority records. This capability can be used only if $0 exists in one of the authority-controlled data fields of your bibliographic records. If $0 exists, it can be used to store the originating system ID for the authority record (pulled from the authority record 035 $a) to which you want to link the current bibliographic record.
    The default method in Alma for linking bibliographic records to authority records uses text matching only. If you want to use ID matching, contact Ex Libris to reconfigure your authority linking method.
    Refer to the Authority-Controlled Data Fields Supported table below for a list of the authority-controlled data fields that are supported for ID matching capability.
    Authority-Controlled Data Fields Supported
    Type Authority-Controlled Data Fields
    Parameter
    The originating system is determined by the authority_names setting that Ex Libris defines in your Customer Parameters mapping. For example, if authority_names is set to LCNAMES, the originating system is the Library of Congress.
    100, 110, 111, 130, 700, 710, 711, 730, 800, 810, 811, 830
    Second indicator

    The originating system is determined by the field’s second indicator as identified in the following list:
    • 0=LCSH
    • 1=LCSHKIDS
    • 2=MESH
    • 3=NAL
    • 4
    • 5=CSH
    • 6=RVM
    • 7=as defined in subfield 2. For example: 650 17$aCareer Exploration.$2ericd
    600, 610, 611, 630, 648, 650, 651, 654, 655
    Once a bibliographic record has $0 stored with the originating system ID for a specific authority record, the Alma daily process to update records will use the specific $0 information to update the authority linked bibliographic records.
    To insert $0 with the originating system ID into a bibliographic record:
    1. Open the bibliographic record to which you want to add $0 in the MD Editor.
    2. Make the authority-controlled data field to which you want to add the $0 the active row and press F3. The headings from authority records are displayed.
      F3 Authority Suggestions List
    3. Click View for the authority record you prefer. The MD Editor displays the details of the authority record in Split Editor mode.
      Authority Record Details in Split Editor Mode
    4. Review the authority record details, confirm that this is the authority record to which you want to link the bibliographic record, and click Select from the list of suggestions.
      Click Select for the Preferred Authority
      $0 Created
    5. Save your bibliographic record. Now that this authority-controlled data field contains $0, pressing F3 displays only the authority record with the originating ID that is stored in $0.
      Only the Authority Record with the Originating ID stored in $0 is Displayed

    Authority Control Based on Multiple Authority Identifiers in a Bibliographic Record

    For institutions that require the ability to link bibliographic to authority headings using a direct ID that is not necessarily the originating system ID and with multiple system IDs specified, Alma provides support to accomplish this with the Direct ID Prefix in the Metadata Configuration (Resource Management > Resource Configuration > Configuration Menu > Cataloging section > Metadata Configuration).
    For more information about configuring the Direct ID Prefix, see Adding a Local Authority Definition on this page.
    Specifically, this is designed for bibliographic records with the linking record ID identified in $0 of the 650 field (see the illustration below) and the matching ID located in the 035 $a of the authority record (see the illustration below). This capability provides support for instances where the 650 field may contain more than one $0 where the intent is to specify linking system IDs for different systems.
    Bibliographic Record with 650 $0
    Authority Record with 035 Matching System ID to the Bibliographic 650 $0 ID Above
    Based on the Direct ID Prefix that you specified in the Metadata Configuration, the system looks for an exact Direct ID Prefix match and then looks for an originating system ID match. In the above illustrations, the bibliographic record 650 $0 prefix/originating system ID, (DE-588)4017214-4, matches the authority record 035 $a (the second 035 entry).
    When you are working with bibliographic records in the MD Editor and you enter 650 $0 with a valid Direct ID Prefix and record ID and click the Save icon, the system looks for an authority record that has a matching 035 $a. When a match is found, it displays a linking icon (to the left of the 650 record) indicating that it has linked to an authority record. Click the linking icon to open the authority record in the split screen.
    Bibliographic 650 $0 Matching/Linking to the Authority 035 When Saved (Click Linking Icon to View Authority)
    When you are working with bibliographic records in the MD Editor, you can also press F3 from the active 650 field that has no $0 specified, and the system presents any headings matches that it finds based on an exact Direct ID Prefix and originating system ID match or any prefix (such as DLC) and originating system ID match. From the authority headings list, View and/or Select a headings record.
    View the Authority Headings Record
    Select the Authority Headings Record
    When you Select a headings record, the matching authority record 035 $a value is copied to the bibliographic record's 650 $0.
    Authority Headings Record 035 $a Value Copied to 650 $0
    See the illustrations below for a match on any prefix (such as DLC that is not identified as the Direct ID Prefix in the Metadata Configuration) and matching originating system ID.
    650 Field with a Missing $0
    Matching 035 $a Using Any Prefix and a Matching Originating System ID
    Matching Authority Record 035 $a Value Copied to the Bibliographic Record's 650 $0 When the Headings Record is Selected
    If there is no 035 $a value, the system copies the standard record ID number to $0.

    Navigating from the Authority Record to the Linked Bibliographic Record

    For institutions configured to use ID matching for linking bibliographic records to authority records (instead of text matching) as defined in a customer parameter managed by Ex Libris, the navigation from an authority record to the linked bibliographic record uses:
    • Authority vocabulary and the linked originating system ID
    • Direct IDs
    When completing a repository search to find authority records (Community Zone or institution managed authority records), the search results display a list of authority records with the link Search bibliographic records matching this value.
    Search_Bibliographic_Records_Matching_This_Value_Link_NewUI_02_TC.png
    Search Bibliographic Records Matching This Value Link
    When you click the Search bibliographic records matching this value link, the system can locate the specific, linked bibliographic record(s) using the authority vocabulary and the linked originating system ID or using the direct ID.
    Originating_System_ID_Authority_to_Bibliographic_Record_Linking_NewUI_02_TC.png
    Originating System ID Authority to Bibliographic Record Linking

    Working with Multilingual Authority Record Preferred Terms

    Alma provides the capability for institutions to work with authority records that have preferred, non-preferred, and related terms in more than one language. This has been implemented in the following manner:
    • The Multilingual parameter needs to be set to Yes for authority records. For local authority records, you need to specify this parameter in the Metadata Configuration. For Community Zone managed authority records, this setting needs to be configured by Ex Libris at the Community Zone level. For more information, see Adding a Local Authority Definition on this page.
    • For MARC 21 records, the language code (such as lat, heb, ara, and so forth) for all preferred, non-preferred, and related terms is entered in $9.
      Subfield_9_with_lat_Record_Entry_12.png
      Subfield 9 lat Record Entry
       
      Subfield_9_with_lat_12.png
      Subfield 9 lat Headings Display
    • For UNIMARC records, the language code for all preferred, non-preferred, and related terms is entered in $7. Specifically, the system uses positions 5 and 6 of $7.
      Positions 5 and 6 in $7
    • In a multilingual authority record, the preferred term is duplicated for each language. Non-preferred terms are entered as necessary for each language.
      Multiple $9 Entries with Duplicated Terms for Each Language
    • When a non-preferred term is used in a bibliographic record, Alma updates the bibliographic record using the preferred term of the same language.
    • When F3 is used (from the appropriate bibliographic fields) in the MD Editor to display a list of headings, the headings list is displayed as follows:
      • If there is a language code (specified in the MARC 21 $9 or the UNIMARC $7) in the bibliographic record, only the headings that match the language are displayed.
      • If there is no language code specified in the bibliographic record, all of the matching headings in all languages are displayed. The language code in the authority/bibliographic headings records is ignored.
    • Validation of records is handled in the following manner:
      • For authority records, Alma checks for the Multilingual setting. If the Multilingual setting is No, only one preferred field is allowed in the MARC 21 1XX or the UNIMARC 2XX. If the Multilingual setting is Yes and there is more than one preferred term, Alma checks for a language indication in the MARC 21 $9 or the UNIMARC $7, positions 5 and 6.
      • For bibliographic records, validation of $9 has been enhanced to include $9 in the fields specified in the table below.
        MARC 21 Bibliographic Fields KORMARC Bibliographic Fields
        084 084
        382 100-199
        440 382
        490 440
        648 490
        650-651 600
        654-655 610-619
        748 630
        751 648
        810-819 650-651
        830 654-655
          700
          710-719
          730
          748
          751
          800
          810-819
          830
    • Publishing to Primo enriches the bibliographic records with the preferred, non-preferred, and related terms of all languages.
    For more information, see the Multilingual Authority Record Support video (0:48 mins).

    Updating the Authority Record ID Automatically in Bibliographic Records

    For institutions configured for ID-based authority control and that have implemented a Direct ID Prefix in their metadata configuration, Alma automatically updates the bibliographic records with the new authority record ID (replacing the old ID) in $0 for authority controlled headings fields when a new authority record replaces an existing authority record. This is true for both local and Community Zone authority records.
    This capability incorporates automatic relinking of the bibliographic record to the new proper authority record and performs preferred term correction based on the new authority record. In addition, the Authority Control Task List provides a report to identify these ID changes.

    Processing Automatic ID Changes

    The handling of automatic authority record ID changes in bibliographic records is processed in the following manner:
    1. New authority records with authority record ID changes are loaded into the Community Zone. The new authority records that are replacing existing authority records in the Community Zone have the new authority record ID stored in the 035 $a, and the previous authority record ID is stored in the 035 $z.
      There may be more than one previous record ID and, therefore, multiple 035 $z entries in a single authority record. In the example below, the (DE-588) entries are highlighted because (DE-588) is identified as the Direct ID Prefix in the Metadata Configuration List.
      New_Authority_Record_ID_in_035$a_14.png
      New Authority Record ID in the 035 $a
    2. The following scheduled jobs (Administration > Manage Jobs and Sets > Monitor Jobs)(Admin > Manage Jobs and Sets > Monitor Jobs) update the bibliographic records:
      • The Synchronize Changes from CZ job updates $0 in the bibliographic record and performs relinking to the authority record in the Community Zone.
        The Authorities – Handle Local Authority Record Updates job updates $0 in the bibliographic record and performs relinking for local authority records.
      • The Authorities – Preferred Term Correction job updates the bibliographic records with the new preferred terms based on the new authority record for both Community Zone linked records and local authority-linked records (when local authorities have been implemented).
      See the Viewing Scheduled Jobs page for more information.
    3. Changes are identified in the Authority Control Task List. See Reporting in the Authority Control Task List (below) for more information.

    Reporting in the Authority Control Task List

    The Linking – BIB heading link changed due to AUT record redirection report type in the Authority Control Task List provides the details regarding changes made to bibliographic records when new authority records replace existing authority records. With this report type, there is a Comments column that provides the following information:
    • Old authority record ID pulled from the authority record's 035 $z
    • New authority record ID pulled from the authority record's 035 $a
    See Using the Authority Control Task List for more information.

    Cataloging Externally Managed Authority Records

    While editing authority records in the MD Editor for externally managed systems such as GND or BARE, Alma provides the following capabilities to improve your workflow efficiency:

    Assigning Cataloging Levels Upon Save

    When you have cataloging levels configured for your institution (see Configuring Cataloging Levels for Contribution to Externally Managed Authorities), the Cataloger Permission Level drop-down list appears in the MD Editor below the authority record being cataloged.
    Cataloger Level Selection Feature
    The level you select in the Cataloger Permission Level drop-down list is the level that is used to populate the cataloging permission level field in the authority record when you Save and contribute the record.
    The values that appear in the Cataloger Permission Level drop-down list are determined by what you have specified in the External System Cataloging Level column of your Cataloger Level to Vocabulary Code mapping table (see Configuring Cataloging Levels for Contribution to Externally Managed Authorities) and the cataloger level assigned to the user in User Details.
    Cataloger Level Defined in User Details
    Depending on the cataloging preferences that you have set, the cataloging level that you select in the Cataloger Permission Level drop-down list may continue to appear as the default for subsequent authority records that you edit. See Setting Cataloging Level User Preferences for more information.

    Checking Record Version Automatically

    In order to prevent a record from being rejected by an externally managed system because it is an older version, Alma checks with that system to determine if the record that you are opening in the MD Editor is newer or older than the one in the externally managed system. The version of the record that is stored in the 005 field is used for the version check. If the externally managed system contains a newer version of the record, Alma presents the option to reload the newer version before opening any record to edit. Select Yes to reload the newer version and proceed with editing the newer version, or select No to open and work with the older version of the authority record.
    Newer Version Option