[Wactclc-alma] Virtues of suppressing a bib record over deleting outright

[Thomas, Kirsti]

There isn't a good reason to keep these records in Alma.

It's possible that these records were left over from Voyager.  Voyager made it almost impossible to delete bib records that had any kind of order information attached to them-- you had to manually delete any attached POLs first, and if you deleted the POLs then you lost that acquisitions data from the system.  So most of the Voyager libraries just suppressed the bib records and called it good.  We still have several thousand suppressed bib records (with and without holdings and/or items) in Alma that are left over from Voyager days when they couldn't be easily deleted.  I keep telling myself I'll get to them one day. ;)

Before you go deleting these records completely, you should make sure that Edmonds' OCLC holdings symbol has been removed from WorldCat for these titles.  The easiest way to do this is to get these records into an Analytics report that includes the "OCLC Control Number (035a)" field. Export the report to Excel and edit it so that you end up with just the OCLC record numbers in a text file.  Each OCLC number should be on a separate line like this (only don't use a header line-- you only need the OCLC record numbers):

[cid:image001.png at 01D5E645.410B01F0]


Here are the instructions for deleting OCLC holdings in batch from a text file.  This is from our Alma Withdrawal Procedures<https://scedu-my.sharepoint.com/:w:/g/personal/kirsti_thomas_seattlecolleges_edu/EQCqe554RZJLgxfGFf-uFHIB6sxDZhyTUTBSoXEmZsMA4Q?e=BDC8Zw> documentation:

Open Connexion Client
Select Batch--Holdings by OCLC Number


[cid:image002.png at 01D5E645.D816C340]


Import your text file of OCLC record numbers

Click the Browse button on the upper right corner of the pop-up window

[cid:image003.png at 01D5E645.D816C340]



Browse to the location where you stored your file of OCLC record numbers, select your *.txt file, then click the Open button.


[cid:image009.jpg at 01D5E646.D3D74F60]


Click the Import button


[cid:image006.png at 01D5E645.D816C340]


Click No when asked if you want to delete your original import file


[cid:image007.png at 01D5E645.D816C340]


Click the Delete Holdings button in the middle of the pop-up window
Click the OK button at the bottom of the pop-up window


[cid:image008.png at 01D5E645.D816C340]




When Connexion finishes deleting holdings, it should display a report.  Don't worry about any error messages-- they just mean the library holdings symbol wasn't attached to those OCLC records to begin with.



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 Daniel Moore
Sent: Thursday, February 13, 2020 15:30
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] Virtues of suppressing a bib record over deleting outright

Dear collective wisdom,

I'm preparing for a large lost/missing re-buy and I'm coming across bib records that are suppressed and there's only one physical item and it's missing or lost. What are the virtues of keeping these in our Alma?

For instance, some of these materials are quite dated by now (60s and 70s) and the book has been missing since the migration. Operationally speaking, am I missing out on something if I delete these outright? Or should I hang on to them for other reasons?

-Dan
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>.

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200218/b6df747c/attachment-0002.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 6264 bytes
Desc: image001.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200218/b6df747c/attachment-0012.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.png
Type: image/png
Size: 28336 bytes
Desc: image002.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200218/b6df747c/attachment-0013.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.png
Type: image/png
Size: 16494 bytes
Desc: image003.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200218/b6df747c/attachment-0014.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image006.png
Type: image/png
Size: 29251 bytes
Desc: image006.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200218/b6df747c/attachment-0015.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image007.png
Type: image/png
Size: 19149 bytes
Desc: image007.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200218/b6df747c/attachment-0016.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image008.png
Type: image/png
Size: 25106 bytes
Desc: image008.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200218/b6df747c/attachment-0017.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image009.jpg
Type: image/jpeg
Size: 31784 bytes
Desc: image009.jpg
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200218/b6df747c/attachment-0002.jpg>