[Wactclc-alma] Correcting Material Type in ALMA

Thu Apr 2 13:28:47 PDT 2020

when doing a search just for the prefix "Video", I ran into issues like an item having the Material Type of Book, but the item policy is "Book accompanying video, and the Prefix is "Video". So, if I did a save query on this I could be changing some materials incorrectly.

[cid:5493c15c-cc06-4c66-8c63-d1c4b9780fa9]

I also came across items like the one seen in the screenshot below. This item shows the Material Type as Book, and the Item Policy as videorecording. So, it I were to limited my search to Material Type "Other", items like this one would not turn up in my search.

[cid:71cf3b4b-ddc0-4b33-8790-dd8a5617f419]
I would be interested in hearing your feedback on how to clean up our collection details in ALMA.

Thanks!
Colleen

________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of McGaughey, Colleen <Colleen.McGaughey at cptc.edu>
Sent: Thursday, April 2, 2020 11:10 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Correcting Material Type in ALMA

This is a screenshot of what I am working with...

[cid:c398efe2-d582-43f8-b5b8-32db65e8b2a6]

As you can see there are calculators, laptops, videorecordings, etc that all have the material type "Other". I have not found a good way to capture the videorecordings into a query, so that we can do a bulk change. We are trying to make sure that our materials are assigned the correct Material Type. For example, yesterday I discovered that we had 28 calculator manuals listed under Material Type "Other", with the Item Policy: Multimedia Equipment. This was easy enough to do a query on, to change the Material type to book, and the item policy to paperback.

I have found it challenging trying to figure out a way to get ALMA to do a search for all video recordings with the material type "other", so that I can do a bulk change.

We also have a equipment where there is no material type for in ALMA, such as floppy drives, dvd players, DVD/VHS players, etc. What do libraries tend to do with the records for these items, since ALMA does not have the feature to add additional material types?

Thanks for your assistance and feedback!

Colleen McGaughey
Clover Park Technical College
________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu>
Sent: Thursday, April 2, 2020 10:38 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Correcting Material Type in ALMA

Colleen,

We're working on a similar clean-up project at Seattle Colleges. We started out with an Alma Analytics report of Material Types by location (Physical Items subject area).

Most libraries tend to keep like materials with like materials, so having the Materials Type "DVD" in your Main location, or Materials Type "Other" in your video location is usually a sign that something's wrong.

Here's a screenshot from the criteria tab of the Alma Analytics report we're using:

[cid:image004.jpg at 01D608DA.DF890540]

When we spot something like Videocassettes in a "Music CD' location...

[cid:image006.jpg at 01D608DA.DF890540]

We then do an advanced Physical items search in Alma (exactly like you've done), for Physical Item Material Type = Video cassette and Holdings Permanent Location = [Library] Music CDs.

There are usually a small enough number that we can just correct each item record manually.

If you have a lot that need correcting, after you do your Advanced Search, you can use the Save Query box to save these item records into a set.

[cid:image009.jpg at 01D608DA.DF890540]

You probably want to set the Privacy button to "No" when you save your set.

When you save your set it will be a "Logical" set.  This means it's dynamic and the contents of the set will change after you update the item records.  This can be a good thing-- if you run the update job and there's nothing in the set afterwards, it's a sign that the update worked.

You can also take the set you created and create what's called an "Itemized" set from it.  An itemized set is static-- things in the set stay in the set even after you update the records.

[cid:image013.jpg at 01D608DA.DF890540]

Material Type codes can be used to control circulation (e.g. loan limits), so it's good to check with whoever is in charge of configuring your Alma Fulfillment settings to make sure that any Fulfillment rules which use Material Type codes get updated if necessary.

It will be ok!

Kirsti S. Thomas

Library Technical Service Manager

Seattle Colleges

kirsti.thomas at seattlecolleges.edu

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of McGaughey, Colleen
Sent: Wednesday, April 1, 2020 14:22
To: Wactclc-alma at lists.ctc.edu
Subject: [Wactclc-alma] Correcting Material Type in ALMA

Hi all,

I hope that I am posting this to the correct email address. This is my first time posting to WACTCLC.

A few months ago I started working at technical college. I have been in library services for many years, but have never used ALMA.

A short time after I started, I did an analytic report and realized that our collection could use some tidying up. For exam, there are a items that display the Material Type as "Other", when it is really a videorecording. I would like to correct these records to display the Material Type as "Video Cassette". I know that I need to do a search and save a query in order to run a job, but I have been having a hard time with getting the results I want on my ALMA searches.

I have tried different variations of searches. I am attaching a screenshot below of one of my search attempts which provided 0 search results.

[cid:image001.png at 01D608D5.EAF5C580]

I used "videorecording" in the title, as most of our video cassettes list [videorecording] as part of the title.

I would really appreciate your tips, tricks and advice on how to best accomplish this task.

Thanks!

Colleen McGaughey

Clover Park Technical College

CAUTION: This email originated outside of the Seattle Colleges’ email system. Do not click links or open attachments unless you recognize the sender and know the content is safe. Questions? Contact IT Services at x6333 (Central), x3630 (North), x5844 (South) or email ITHelp at seattlecolleges.edu<mailto:ITHelp at seattlecolleges.edu>.

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