Note: Workflows pending testing in Sandbox after Go-live
Link a set of records to the Network Zone –
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Manual Job – Multi Step Match Method – Draft Workflow
Background:
Upon migration, the SIRSI 035$a was chosen as the match point to link Page 1+ member institutions zone (IZ) records to the Network Zone (NZ). As a result, unlinked bibliographic records with no SIRSI 035$a remain in each Institution Zone (IZ). Unlinked IZ records coming from the CUC may contain multiple identifiers that could be used as matchpoints. Manual , but they may also contain system numbers that do not serve as accurate matchpoints. As a result, manual linking jobs should be attempted with the OCoLC identifier identifiers and the ISBN number only. What to share: catalogued numbers only.
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This workflow is dependent on the following NZ configurations:
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What to link and share:
Catalogued works that have full records, eg., records from circulation/stacks locations. All physical item record types must include at least one of the following unique IDs/matchpoints:
OCoLC 035$a
ISBN 020$a / ISSN 022$a
The following search can help you determine how many IZ records are currently unlinked for any given location:
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The following search can help you determine how many IZ records are currently unlinked for any given resource type:
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Consider creating logical sets for location(s) if you wish to monitor unlinked titles on an ongoing basis.
What not to link and share:
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Equipment records, brief records, records for faculty copies on reserve, student works, archival documents and other local works not intended for sharing. Steps
How to link and share:
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Use Alma Analytics to create and save
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2. Itemize sets: using the ‘row actions list’ for each logical set, itemize each set that you wish to link to the NZ. Save an Excel list for each itemized set.
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Go to: Go to Admin > Manage jobs and sets > Run a job
Select “Link a set of records to the Network Zone” job
Click Next
Select the set you want to link to the NZ – use the itemized set
Select the serial and non-serial match method (see first and second match parameters below)
Click Next
Review the job and click Submit if correct, back or cancel if there is a mistake
Click Confirm when the Confirmation Message pop-up appears
The job will run and link the IZ bib record to the NZ bib record
First match parameters: OCoLC identifier – do not click ‘contribute IZ records’
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Second match parameters: ISBN number – select ‘Contribute IZ records’
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3. Review linking job results: for each linking job, go to: Monitor Jobs > select your job > Report to see how many records linked. The job report will show how many records were linked and how many records could not be linked due to multi-match possibilities – these records will require manual handling.
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Link a set of records to the Network Zone – manual job – Multi Step Match Method – Draft Workflow
Background: Upon migration, the SIRSI 035$a was chosen as the match point to link Page 1+ member institutions zone (IZ) records to the Network Zone (NZ). As a result, unlinked bibliographic records with no SIRSI 035$a remain in each Institution Zone (IZ). Unlinked IZ records coming from the CUC may contain multiple identifiers that could be used as matchpoints. Manual linking jobs should be attempted with the OCoLC identifier and ISBN numbers only.
What to share: catalogued works that have full records, eg., records from circulation/stacks locations
What not to share: equipment records, brief records, records for faculty copies on reserve, student works, archival documents and other local works not intended for sharing.
Resource Management Configuration: go to Alma Configuration > Resource Management to enable multiple match parameters. The match parameter that takes precedence must be listed first. (Dependency: MetCat to confirm match routine for Resource Management Configuration)
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How to share:
Create and save Logical sets based on locations you wish to share with NZ (e.g., circulation, stacks). (Saved logical sets will provide a reference that will allow you monitor the amount of remaining unlinked titles for each location on an ongoing basis).
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Itemize sets: using the ‘row actions list’ for each logical set, itemize each set that you wish to link to the NZ. Save an Excel list for each itemized set.
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itemized sets for linking by location:
OCLS has prepared two Analytics reports that will allow libraries to create a file of MMS Ids that may be used to create itemized sets for linking. Report criteria retrieves: unlinked bibliographic records that contain an OCLC 035a OR an ISBN/ISSN and prompts for IZ location or resource type. Libraries may decide which approach might be easier to work with. (Future report criteria could include 024/028 for visual resources, but their use for matching requires further discussion.)
Step 1: Retrieve and copy the OCLS report for use in your IZ
Analytics > Design Analytics > Catalog > Shared Folders > 01OCLS_Network > OCLS Reports for Colleges > IZ/NZ Linking Set by Location (OCLS) OR IZ/NZ Linking Set by Resource Type (OCLS)
Copy the selected report(s) to your shared IZ Analytics folder
Step 2: Run the Analytics report
Analytics > Design Analytics > Catalog >select the report IZ/NZ Linking Set by Location (OCLS) OR IZ/NZ Linking Set by Resource Type (OCLS) from the IZ folder in which you copied the report
Select Open
Select the location(s) or resource type(s), then OK. The report will run and produce a list of MMS Ids for the selected location(s).
To export the list of MMS Ids in Excel format, scroll to the bottom of the list of MMS Ids, select Export > Data > Excel > Save. Open your Excel file to confirm that your downloaded file contains the column header MMS Id. Re-save your file.
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Step 3: Create an itemized set for linking
Go to: Alma > Admin > Manage Sets > Add a Set > Itemized
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Create a set name, set content type and under ‘add contents from file to set,’ select ‘From File,’ attach file, then Save
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To check set members, go to Admin > Manage jobs and sets > Manage Sets. From the row actions list … select Members to survey your list of records for linking.
Create sets for all locations/resource types likely to contain unique IDs/matchpoints for linking.
Run the manual job “Link a set of records to the Network Zone”
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on the relevant itemized sets:
Step 1:
Go to: Go to Admin > Manage jobs and sets > Run a job
Select “Link a set of records to the Network Zone” job
Click Next
Select the itemized set you want to link to the NZ
Select the Multi Step Match Method for both the serial and non-serial match methods
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Click Next
Review the job and click Submit if correct, back or cancel if there is a mistake
Click Confirm when the Confirmation Message pop-up appears
The job will run and link the IZ bib record to the NZ bib record
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Review linking job results:
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For each linking job, go to: Monitor Jobs > select your job > Report to see how many records linked. The job report will show how many records were linked and how many records could not be linked due to multi-match possibilities – these records will require manual handling. Download the file to obtain MMSIDs for records requiring manual handling.
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Run the above workflow for each itemized set you create.