[Wactclc-alma] Description to Copy ID

Thu Nov 19 13:09:53 PST 2020

Hi Kristi,

I don't know how to clear the description field of all the copy numbers, if certain items have a description that needs to be retained.

I did a brief check on some of the items that list study guide in the description field - Huckleberry Finn (12 copies). All copies are on one bib record, and only one of those copies is listed as a study guide. The same is true with the 10 copies we have of Call of the Wild. These items are in our Adult Basic Education collection. I don't think this material is housed in our library. I think the ABE collection is located in another building on campus.

Then there are things like World Almanacs with the year in the description field. Washington State IDs for laptops were listed in the description field. As far as I can tell, the only time "Manual" appears in the description field is for a calculator manual (all for the same model of calculator). I have noticed that there are some items that do list a volume number - V. 1, but I haven't had a chance to check out any of those to see what is listed in the bib records. I thought that Volume numbers, issues, etc. were put in as ENUM/CHRON.

The items with actual copy numbers in the description field have be corrected (copy numbers in the Copy ID field). I just need to determine what to do with the remaining items so that I can complete this clean up project.

Thank you for taking the time to help!

Best,
Colleen McGaughey

________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu>
Sent: Tuesday, November 17, 2020 11:43 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Description to Copy ID

Colleen,

There may be situations where you want something like "manual" or "study guide" in the Description field.

The Description field in Alma has an effect on holds requesting in Primo-- specifically, if there's nothing in the Description field, then Primo assumes all items attached to a bib record are copies of the same thing.  Primo also assumes that if a patron already has a copy checked out, you never, ever want to let them request another copy and it will block them from placing holds on any other item records attached to the bib.

If Primo sees something in the description field, it assumes that all the item records attached to a bib record are different volumes. In this case, Primo assumes it's ok for a patron to place a hold on any item record belonging to the bib, even if the patron already has an item record from the same bib checked out.

So for example, if you have a bib record for a 2 volume set, where one volume is a textbook and one volume is a study guide, then you want to make sure you have something in the Description field for each volume in the set. If you leave the Description field blank, Primo will think that you have 2 copies of the same book, not 2 different volumes, and it will block your patrons from requesting both the textbook and the study guide at the same time (or from requesting the study guide if they already have the textbook checked out).

If, however, you have a situation where you have related items on different bib records-- one bib record for a textbook, one bib record for a study guide-- then you *don't* want to put anything in the Description field.

In Alma/Primo, the general rule of thumb is-- if the bib record shows multiple pieces, you need to have something in the item record Description field for each item record. If the bib record only shows one piece, then the Description field in all attached item records needs to be blank.

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 Guidry, Wade
Sent: Monday, November 16, 2020 15:33
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Description to Copy ID

Generally speaking, information specific to items (rather than titles) would go in the item record, either in the appropriate field for the particular info to be stored, or in the notes fields, if it’s miscellaneous info.

Same with title-related info. For title-related info, the MARC standard generally defines where and how to store particular types of info in MARC records.

MARC also includes fields for local use, that are more flexible. Those include some of the fields in the 900’s.

Wade Guidry

Library Consortium Services Manager, WACTCLC

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

(509) 760-4474

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7Ce14deb4b7ae74233ae6b08d88a880e57%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637411664254725043%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=Jptsp7%2FMTNOpOauccUJEVI8w%2Fk0AcFUsGZecX23iwsA%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Thursday, November 12, 2020 3:16 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Hi Wade,

Really? I thought it was because I was doing something wrong, as I could see a few random C. 1 noted in the Copy ID field. Those just must have been the test ones that I did last week. I will check back tomorrow to see if the information in the Copy field gets updated.

I have come across additional past uses for the description field, such as entries that say manual, study guide, Washington State ID numbers, publication years, etc. I know that this information does not belong in the description field, so I am wondering where I should be entering it. It seems to me like most of this information should already be available in the bib record for the item(s), except for possibly the WASID numbers.

Thanks for letting me know that I need to wait overnight for the changes to be reflected in the analytic report. I have been struggling with changing the filters for an age today, as well as trying to create a new report, etc.

Thanks, and have a great weekend!

Colleen

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Thursday, November 12, 2020 3:03 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

Analytics data is only updated once a day, overnight.

So, you won’t be able to see your copy id changes in analytics until tomorrow.

Wade Guidry

Library Consortium Services Manager, WACTCLC

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

(509) 760-4474

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7Ce14deb4b7ae74233ae6b08d88a880e57%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637411664254725043%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=Jptsp7%2FMTNOpOauccUJEVI8w%2Fk0AcFUsGZecX23iwsA%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Thursday, November 12, 2020 11:53 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Hello everyone,

I believe that I have most of the Description copy numbers add to the Copy ID field. I am trying to run an analytic report just to be sure, but I am having issues getting the Copy ID field to display properly. This is what I have...

[cid:image001.png at 01D6BCD4.EFD4D600]

These are my results,

[cid:image002.png at 01D6BCD4.EFD4D600]

This clearly isn't all the C. 1 records (should be over 4000). Why are none of the other Description / Item Copy ID numbers being displayed? Am I not using the filters correctly? I know that there are some records were the Description field was used to record things like WA State IDs, years, and to note things like manual or study guide. I want to make sure that I correct those records before clearing all of the description fields. Could someone please let me know what I am missing?

Thanks,
Colleen

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of McGaughey, Colleen <Colleen.McGaughey at cptc.edu<mailto:Colleen.McGaughey at cptc.edu>>
Sent: Thursday, November 12, 2020 10:29 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

Hello everyone,

Oops! I figured out what I was doing wrong. I needed to save the query, rather than creating an itemized set.

Thanks!

Colleen

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of McGaughey, Colleen <Colleen.McGaughey at cptc.edu<mailto:Colleen.McGaughey at cptc.edu>>
Sent: Thursday, November 12, 2020 10:13 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

I have started the process of moving copy numbers we have in the description field to the Copy ID field. Once I have completed doing this, I will be able to clear the information in the Description field. I started doing C. 1 today, and when I did select all, I only got the first 20 records, and had to load the second page to select all on the next 20 records. There are over 4000 items (200+) pages. Is there a way I can select ALL 4000+ items without having to load every page? Also, I got an error message on the second report I ran, but I can't tell what the error is. Could it be that I had already changed the first 20 records, and those records were also selected when I created an itemized set and ran the second job?

Thanks for your help.

Colleen

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Wednesday, November 4, 2020 11:04 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

‘save query’ creates a logical set, rather than an itemized set. So, doesn’t support selecting individual items.

Easiest way to create a small set for testing would be to manually create an itemized set, and then add a couple of individual items to it.

I guess because the description field is generally an auto-generated field to create a holdings statement, based on values in chron and enum fields,  the ‘information update’ job doesn’t support updating it directly.

But as long as the enum and chron values in those records are empty, you can run the ‘Rebuild Item Description’ job on those same sets to clear out the description field.

See the following for a walk-through on that:

How can I remove item descrptions in bulk in Alma?<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fknowledge.exlibrisgroup.com%2FAlma%2FKnowledge_Articles%2FHow_to_bulk_update_or_add_a_Fulfillment_Note_so_that_will_get_pop_up_notes%2FHow_can_I_remove_item_descriptions_in_bulk_in_Alma%253F&data=04%7C01%7C%7Ce14deb4b7ae74233ae6b08d88a880e57%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637411664254735002%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=EFj%2BgO5K1IRGMdMVCrdF1tIaPNDxnmldQQ4hAf%2FpvPc%3D&reserved=0>

Wade Guidry

Library Consortium Services Manager, WACTCLC

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

(509) 760-4474

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7Ce14deb4b7ae74233ae6b08d88a880e57%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637411664254735002%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=iukWwhU73lOMT6OMRoUj5RWlJEG0N%2FZr7X6EOr8KXok%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Wednesday, November 4, 2020 9:48 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Hello Wade,

Yes, our Description field is fairly standardized, although I have found some entries for WA state ID numbers.

I did a Physical Item search for records with the Description field having C. 1. There are just over 4,000 records. I selected two records and saved the query. I went to Run a Job to change Physical Items. I can see where to enter the Copy ID, but I did not see where the Description Field can be changed. I was going to run the test job anyway just to see if the Copy ID would properly get updated. When I clicked to submit the job, I got a pop up that said it was going to affect over 4,000, even though I only selected 2 records when I saved the query.

Am I missing something? How do I remove the copy number from the description field? If I select only certain records to save in a query, why does it say all of the records will be affected when I run the job?

Thank you for your help.

Colleen

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Tuesday, November 3, 2020 4:46 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

I see. Yes, if those Description fields are currently fairly standardized, that’s a great idea.

Just do an advanced search in Alma on physical items, and search by “Item Description” field for the relevant value. You need to do an advanced search to be able to search that particular field.

>From the resulting search results, save the query to create a managed set that you could then run through the Update Items job.

In the Update Items job, you could simply clear the description field, and update the copy id field to the new value.

Below is a screenshot of the search results screen with the ‘save query’ button highlighted.

[cid:image003.png at 01D6BCD4.EFD4D600]

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7Ce14deb4b7ae74233ae6b08d88a880e57%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637411664254735002%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=iukWwhU73lOMT6OMRoUj5RWlJEG0N%2FZr7X6EOr8KXok%3D&reserved=0>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Tuesday, November 3, 2020 9:17 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Hi Wade,

What you said about being able to address individual item records in a set makes sense. I do have a follow up question though - would it be possible to filter the description field to just show say, C. 1 and create a set in order to do a bulk change of those items? If so, this would make it much easier to remove the copy # from the description field, and put the information into the Copy ID field. Just a thought.

Thank for your help.

Colleen McGaughey

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Thursday, October 29, 2020 4:38 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

Colleen,

There aren’t any jobs or import profiles to update individual item records on a case-by-case basis, with different values for each item.

The ‘change physical items’ job *does* allow to you update items in a managed set, but not conditionally for each item.

For example, you can change all items in the set to a specific location. But you can’t change the location to different values for different items in the set.

So, if you want to move the information, you’ll need to do it manually.

Also, just FYI, one reason someone might put copy id’s in the description field is if you want to track or allow patron requests on specific  instances of title.

Usually, this relates to volumes of a serial.

However, some libraries have used the description field to control hold queues at the individual item level. For example, controlling which specific Chromebook a hold is placed on.

Wade Guidry

Library Consortium Services Manager, WACTCLC

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

(509) 760-4474

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7Ce14deb4b7ae74233ae6b08d88a880e57%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637411664254744956%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=wpvcu2Q9CbT4bM4C40uxEY2p25tMPuUIMS6LbwEhHTU%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Thursday, October 29, 2020 9:10 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Description to Copy ID

Hello everyone,

I know that there was some discussion during the ALMA refresher training about the use of the description field. I would like to be able to remove our copy numbers from the Description field and put the information in the Copy ID field where it belongs. I have put together an analytic report to generate all of our items with copy numbers in the description field. I am not sure on the next step. Can someone please help me remember what I should do next?

Thanks!

Colleen

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