[Wactclc-alma] Acquisitions questions for Thursday zoom call
Paula Laine
plaine at bellevuecollege.edu
Thu Mar 4 13:51:35 PST 2021
I didn't see these questions in advance of the call, sorry!
At what point in the acquisitions/cataloging process do you tag a title in OCLC for your library holdings?
I don't do it when I export the record for a couple of reasons.
1. The book might not ever come in.
2. You might need a different bib record for the book in hand so the holding is attached to the wrong record.
I run a report in Analytics, showing new physical items, that have a barcode, There is a bit of criteria here, like PO Line Creator = me, and a date range. The report also shows the OCLC number. Export to Excel. These are the books you want to add holdings to. Open a blank text file. Copy / paste the oclc numbers into the text file , I save as OCLC_NO.txt
Then you can do a batch holdings update by OCLC no.
There was some discussion about keeping or deleting FAST subject headings. Do you routinely delete uncontrolled subject headings or foreign language headings? What about fields not listed in the Alma profile, such as 019, 029, or 938?
I delete a ton of stuff. I put the 019 back in because I thought it might be helpful during the withdrawal process. I originally deleted everything but 650 _0 but when we started some medical type classes we wanted to retain the 650_2. I grabbed the oclc numbers from the books in the "R" class (Alma analytics), batch searched them in OCLC, and then reimported them to overlay the older records.
If you change your mind, it can be fixed!
Paula said last week that she leaves unchecked the "assign inventory" box on the PO Line Order page. What is the implication of assigning inventory, or not? (I probably have this somewhere in my jumbled notes ...)
That box is so dumb. ONE TIME I clicked it because I was entering an order where the item was already on the shelf so I didn't want Alma to create another item record, the box did not behave as I expected, and the PO line made me put in a location anyway. Leaving the box unchecked so that Alma creates an item record is a delightfully easy way to not worry about item records.
Do you always package manually, or are there times to choose other packaging options? (Something else for which I may find answers in my notes ...)
Always, always,always unless I have made a terrible mistake somewhere. I have my own system for PO number generation based on the date of the order. In order for me to use my own PO number, I must package manually. I have never regretted it.
The process Paula demonstrated was for physical one-time orders. What are the differences for electronic orders?
It is very much the same for my single title ebook purchases. I bring in the bib records, create the PO lines, and package. There is no receiving for ethings. The bib is connected to the proper collection by the import profile. The tricky part is not to use the order button at the bib level. Select the portfolio and use the order button from there. I made this mistake and learned not to do it again.
Right now I am struggling with the receiving workflow, which seems really cumbersome. Is there a way to streamline the process?
I have a few tricks, but it would be helpful to know what exactly is the cumbersome part. There are ways to narrow down the title list so there is not so much scrolling.
** I have an order from Amazon that I am in the process of receiving, and I'm also cataloging each book as I go. Grays Harbor is a Dewey library, and I have to edit the call number and assign a cutter term on the holdings record for each title. AAAHHHHH!
Icky barf. sorry.
** Then I still need to set the books for post-receiving processing for spine labels.
I just leave them in cataloging. When the titles are received they automatically get a work order type cataloging and that's enough for people to know they are not on the shelf. When they are completely done we scan them in as "done" which puts them in transit to the circ desk. After the circ desk scans them in again, they are ready to be shelved.
________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu>
Sent: Wednesday, March 3, 2021 7:18 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Acquisitions questions for Thursday zoom call
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If you’re acting as both the acquisitions person and cataloger, then I think it makes more sense to identify an OCLC record at the point of order and update the bib record if needed when you have the item in hand.
Because our acquisitions staff often have to work at circ desks, I don’t want them to have to worry about finding OCLC records for physical things they’re ordering while they’re being constantly interrupted at a service desk. I want them to be able to just get the order data in and let cataloging staff deal with finding the right OCLC records.
We do all our cataloging completely in Connexion Client and handle things in batch, one bookcart shelf at a time. We do a pre-check of which items on the cart already have OCLC bibs and which just have the brief order bibs.
Here are the instructions we use for that:
*****
Once all records in a Connexion file are ready to be imported into Alma:
Scan barcodes and copy and paste into the Barcode filter in the Analytics report Barcode-MMSID-Network Number
Identify any titles that have *anything* in the Network Number column
Remove Export status for these records in Connexion Client file
Export remaining records with ISBNmatch at the end of the filename (e.g. kst_north_2018-01-31-ISBNmatch) -- Close Connexion Client after exporting records.
Import file into Alma using the ISBN/ISSN match and overlay import profile
View import job Report for :
· records with multiple matches that will need to be dealt with individually (Haven't run across this yet, so I don't know what the process will be.)
· Records not imported
Open Connexion Client again
Highlight records not already exported and mark for export
Export records with OCLCmatch at the end of the filename (e.g. kst_north_2018-01-31-OCLCmatch) -- Close Connexion Client after exporting records
Import file into Alma using the OCLC batch load import profile
View import job Report for:
· Imported records upon no match -
o item and holdings record may need to be relinked to new bib-- BE CAREFUL NOT TO DELETE REQUESTS!!!! Deleting the old holdings/bib record after relinking an item can delete Requests. Need to work out a procedure for these!
o Original bib may be a WLN bib. In this case:
· Delete imported bib
· Add 035 $a (OCoLC)XXXXXXX to WLN bib in Alma
· Export OCLC bib from Connexion Client again
· Import bib into Alma using the OCLC batch load import profile
· View import job Report to confirm
· Records not imported
*****
I *think* both of the import profiles we use for this have a setting that automatically copies the call number from the incoming bib record into the holdings record.
That setting works in conjunction with the Call Number Mapping table (Alma config > Resources > General) where you can tell Alma what fields and subfields you want to copy from the bib record into the 852 field in the holdings record, based on the first indicator in the 852 field.
If multiple call number fields of the same type exist in the bib record, Alma selects the top-most call number to add to the holdings record, so sometimes you may need to re-order call number fields before you import the OCLC record into Alma.
The 852 first indicator can be automatically assigned to specific physical locations via Alma config > [Library] > Fulfillment > Locations > Physical location.
So Step 1: Confirm that your physical locations that use Dewey have the Call Number Type set as Dewey Decimal Classification under the Holdings Configuration section
[cid:image001.png at 01D7105C.17A11FB0]
Step 2: Go into the Call number Mapping table and add lines that tell Alma what fields from the bib record you want to get the call number from—in order of priority.
In the example below, we’ve told Alma, if the first indicator in the holdings 852 field = 1, then we want a call number from the 963 field if one exists. If there’s no 963 field, get the call number from the 098 field, etc. (Side note: We don’t use Dewey, so I think these Dewey settings are the Alma defaults)
[An Ink Drawing With Ink Annotations]
Step 3: In the Alma Import profile you use for importing OCLC records for new books, under the Inventory Information tab, in the Holdings Record Mapping section, check the box for Update holdings call number (Be careful—if you have an existing holdings record in the same location that already has a call number, the old call number could get overwritten!)
If you create your Dewey Cutter from a certain number of letters in the author’s last name, there are Connexion Client macros that can create the Cutter for you automatically before you export into Alma—you just click a button!. If you assign the Cutter via the Cutter-Sanborne table, someone has made a Connexion macro to do that too.
It will be ok!
Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Cara Beth Stevenson
Sent: Wednesday, March 3, 2021 1:33 PM
To: 'wactclc-alma (wactclc-alma at lists.ctc.edu)' <wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] Acquisitions questions for Thursday zoom call
I'm going through different sets of notes, and my questions are in random order.
At what point in the acquisitions/cataloging process do you tag a title in OCLC for your library holdings?
There was some discussion about keeping or deleting FAST subject headings. Do you routinely delete uncontrolled subject headings or foreign language headings? What about fields not listed in the Alma profile, such as 019, 029, or 938?
Paula said last week that she leaves unchecked the "assign inventory" box on the PO Line Order page. What is the implication of assigning inventory, or not? (I probably have this somewhere in my jumbled notes ...)
Do you always package manually, or are there times to choose other packaging options? (Something else for which I may find answers in my notes ...)
The process Paula demonstrated was for physical one-time orders. What are the differences for electronic orders?
Right now I am struggling with the receiving workflow, which seems really cumbersome. Is there a way to streamline the process? ** I have an order from Amazon that I am in the process of receiving, and I'm also cataloging each book as I go. Grays Harbor is a Dewey library, and I have to edit the call number and assign a cutter term on the holdings record for each title. AAAHHHHH!
** Then I still need to set the books for post-receiving processing for spine labels.
Enough from me -- I don't want to take up the whole hour.
Cara Beth Stevenson
(pronouns: she/her/hers)
Library Paraprofessional
John Spellman Library
Grays Harbor College
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