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    Request for articles from a non-lendable collection when journal is found in two collections or more, while using OAI holdings harvest for RapidILL

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    • Product: RapidILL
    • Relevant for Installation Type: Multi-Tenant Direct, Dedicated-Direct, Local, TotalCare

    Keywords: non-lendable, set, OAI, Rapid, Holdings, RapidILL, mapping, Alma, journal, collection, localonly, harvesting, publishing

    Problem:

    When a journal belongs to two or more collections, of which not all are lendable, your institution is getting lending requests for articles that are only found in non-lendable collection(s). Your institution updates Rapid holdings through OAI harvesting from Alma and you’ve confirmed the non-lendable collection is not in any lendable set.

    This is an artifact of Alma’s publishing. When a title is published, Alma publishes all the collections it’s in – regardless of whether they’re in the set or not.

     

    There are currently 2 possible solutions to this issue - there is only need to use one. The first, is to remove the irrelevant collections through normalization rules in Alma, thus fixing the publishing issue before the information even gets to Rapid. The second, is to override the lendable status of the collections via a mapping file, thus fixing the data after it gets processed into Rapid.

    Most customers prefer the normalization rule solution.

     

    Solution 1 - Normalization Rule:

    1. Find the record in your OAI by following this template (replace the bold capitalized sections with your institution's information and the record's MMSID):
      https://ALMAURL/view/oai/ISNT_CODE/request?verb=GetRecord&metadataPrefix=marc21&identifier=oai:alma.INST_CODE:MMSID
    2. Scroll down to find the 949 fields, which is the standard field for publishing electronic holdings from Alma to Rapid. Note: all the collections can be seen in the 949$a fields. Copy down the collection names as they appear here for all of the ones you'd like removed from the lendable set.
    3. In Alma, navigate to the Metadata Editor. Click on Rules>New>Normalization.
      clipboard_ef0db3a7da63746462a501cbd2dd0c1ab.png
    4. Give the rule a meaningful name and description. Choose Type="Drool" and Access Level="Shared". Save.
      clipboard_eba35aca55e27d5d87eacd5c300ec330f.png
      • The word "rule" must not be capitalized if used in the rule name. If capitalized, the rule will not work.
      • Do not use a backslash (\) in the rule name! If done so, the rule cannot be used for the filter set functionality.
    5. Copy the following text into the new rule and replace COLLECTION_A/B/C with the name of the collection(s) you'd like to remove from the lendable set (see step 2):
      rule "remove 949 with specific collection"
      when
      (exists "949.a.*" )
      then
      removeField "949" if (exists "949.a.COLLECTION_A")
      removeField "949" if (exists "949.a.COLLECTION_B")
      removeField "949" if (exists "949.a.COLLECTION_C")
      end
      • This looks at all the 949$a fields published by only one publishing profile, and deletes those that have a collection listed here.
      • This example lists 3 collections, but you may remove or add as many "removeField" lines as needed.
    6. Save the rule on the top left. There is no need to test it.
    7. Next, we'll create a normalization process that can be applied to the relevant publishing profile. Go to Configuration > Resources  > Cataloging > Metadata Configuration > “MARC21 Bibliographic” > Normalization Processes > Add Process.
    8. Give a name and description to the new process, click next, choose “MarcDroolNormalization”, click “Add to Selection" and Next.
    9. Choose the relevant rule, save.
    10. Navigate to the lendable publishing profile, and edit it.
    11. Go to the data enrichment tab, and under the Bibliographic Normalization, choose the normalization process you made in steps 7-9.
    12. Republish>Rebuild Entire Index.
    13. Your Rapid holdings should update automatically within about a week.

     

    Solution 2 - Mapping file:

    The solution is to use a Mapping file to override the lendable status of certain collections.

    1. Go to your Rapid website>Holdings>Upload Holdings.
    2. Choose the Mapping option and click Download Collections.
    3. Open the file and find the relevant collection(s).
    4. Change the Lendable Status of the collection to “LocalOnly” (non-lendable) using the drop down.
    5. Save the file. Do not change the file name or file type.
    6. Re-upload your edited Mapping file.
    7. Wait 24-48 hours for the Mapping file to be processed and the changes to take effect.
      • If this is your first mapping file, please contact support.
      • There is no need to notify support of this process if this is not your first mapping file.

     

    • Article last edited: 19-Feb-2023