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Draft Workflow - IZ-NZ Linking

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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 may contain multiple identifiers that could be used as matchpoints, but they may also contain system numbers that do not serve as accurate matchpoints.  As a result, manual linking jobs should be attempted with OCoLC identifiers and ISBN numbers only. 

This workflow is dependent on the following NZ configurations:

  1. Multi Step Match Configuration completed in the NZ and distributed to libraries. The following match parameters must be set for serial and non-serial matching: Unique OCLC Identifier Match; ISSN Match Method; and ISBN Match Method. The match parameter that takes precedence must be listed first.

  2. Config > Resources > (General) > Other Settings. Change parameter non_serial_match_profile to com.exlibris.repository.mms.match.MultiStepMatch; change parameter serial_match_profile to com.exlibris.repository.mms.match.MultiStepMatch. Distribute to IZ.

  3. Ensure ignore_cz_records parameter is set to ‘true.’

  4. Central_record_management parameter set to DEFAULT_INSTITUTION

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:

  • OCoLC 035$a

  • ISBN 020$a / ISSN 022$a

What not to link and share: 

Equipment records, brief records, records for faculty copies on reserve, student works, archival documents and other local works not intended for sharing.

How to share: 

  1. Create and save a logical based on location(s) you wish to link and share with NZ (e.g., circulation, stacks). The purpose of this saved logical sets is to provide a tool to monitor the amount of remaining unlinked titles for each location on an ongoing basis.  This logical set will not be used to run a job.

2. Using Alma Analytics, create and save itemized sets for linking by location:

OCLS has prepared an Analytics report that will allow libraries to create a file of MMSIDs that may be used to create itemized sets for linking. The report criteria includes: unlinked bibliographic records that contain an OCLC 035a OR an ISBN/ISSN and prompts for IZ location. (Future report criteria could include 024/028 for visual resources, but their use for matching requires further discussion.)

To retrieve and copy this report for use in your IZ, go to:

  • Analytics > Design Analytics > Catalog > Shared Folders > 01OCLS_Network > Reports > LSM Team > TEST - IZ/NZ Linking Set (with location prompt, hide unnecessary columns)

  • Copy the report to your shared IZ Analytics folder

To run the report, go to:

  • Analytics > Design Analytics > Catalog > choose the folder in which you copied the report in the step above.

  • Select Open

  • Select the location(s) for matching, then OK. The report will run.

  • To export, scroll to the bottom of the list of MMSids, select Export > Data > Excel > give a filename

3. Save an Excel list for each itemized set. Note: The upper limit for records saved to an Excel spreadsheet is 100,000. Libraries may find it useful to rely on the remainder of the logical set to confirm if unlinked records remain.

Alma > Admin > Manage Sets > Add a Set > Itemized

4. Run the manual job “Link a set of records to the Network Zone” on the relevant itemized sets:

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

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

5. 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. Download the file to obtain MMSIDs for records requiring manual handling.

6. Alternate linking options: to the Multi Step Match Parameter would be to run the manual linking job twice – once using the “Unique OCLC Identifier Match Method” and again using the ISSN Match Method (exact subfield match) /ISBN Match Method (exact subfield match). A separate set of options may be useful for visual resource records that contain distribution or publisher information etc., in 024/028.

  • Unique OCLC Identifier Match Method:

  • 2. ISBN number – select ‘Contribute IZ records’

 

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