Introduction
The page describes how to test the process for batch updating MARC 21 control fields in select bibliographic records in the Alma test environment (see Go Live Readiness Checklist, page 3).
This process uses normalization rules that are created and saved in Alma’s Metadata Editor. Normalization rules in the Institution Zone (IZ) are retained at Cutover. If you are planning to perform data clean up after Go Live, it is recommended to run these jobs in the test environment, keep notes, then repeat in production after Go Live.
Step 1: Save an itemized set of records for editing
Itemized sets allow you to make changes on a specific group of records. Logical sets respond to a saved search criteria, so the contents of the set change as you add/remove content to your repository.
If you wish to perform edits to a specific group of records, you may prefer to convert a logical set to an itemized set.
To convert a logical set to an itemized set
Create a logical set:
Go to: Physical Title Search > Save and Filter Query >Set Name
This allows you to save all records that fit a specific search criteria.
Create itemized set:
Go to: Admin > Manage Jobs and Sets > Manage Sets.
Select the logical set name.
From the three dot menu (row actions list), select Itemize.
Alternate Options for Saving Select List of Records to Itemized Set
Option 1: To create an new itemized set
Go to Admin > Manage Jobs and Sets > Manage Sets
Select Add Set and then select Itemized.
Enter Set Name and Description.
It is recommended to use Notes to capture detailed information about your set for ease of future use.In Set content type, select your content type (e.g., Physical titles)
Note: Select physical titles to be able edit records.For Status, select Active.
Select Add Members to Set. You will be moved to Repository Search.
Do a repository search using the persistent search bar at the top.
Select the records using the check box, then select Add Selected. You will see a green confirmation box. Then, select Done button.
Option 2: To add records to an existing itemized set
Go to Admin > Manage Jobs and Sets > Manage Sets
From the three dot menu (row actions list), select Members.
Select Add Members to Set. You will be moved to Repository Search.
Do a repository search using the persistent search bar at the top.
Select the records using the check box, then select Add Selected button.
You will see a confirmation box in green and select Done button.
Example: physical title search to isolate records containing CAT=DVD
Step 2: Create Normalization Rules
Go to: Metadata Editor > Rules.
In the Metadata Editor, a small selection of rules are available in the Shared folder. Rules created by other libraries can be found in the Community folder.Copy any of the rules from the Community folder to your Shared or Private folder, and edit as needed. Go to https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/016Working_with_Rules/020Working_with_Normalization_Rules for more information on record elements, conditions and a list of actions.
Example: Normalization rules for updating for physical records to include audiovisual elements in control fields
rule "Change LDR 6 to g for videorecording"
when
(existsControl "LDR.{6,1}")
then
replaceControlContents "LDR.{6,1}" with "g"
end
rule "Add 007 positions 1-2 vd"
when
true
then
addControlField "007.vd"
end
rule "Change 008 #33 to v for videorecording"
when
(existsControl "LDR.{6,1}.g")
then
replaceControlContents "008.{33,1}" with "v"
end
Additional Ex Libris Resources
Step 3: Create a Normalization Process
Alma requires that you compile your rules into a normalization process to edit multiple fields at once.
Note: Normalization processes run in the IZ need to use rules saved to the IZ.
Go to: Alma Configuration > Resources Configuration > General > Processes > Add a process.
In Process Details:
For Business Entity, select Bibliographic title.
For Type, select Marc 21 Bib Normalization.
c. In Name field, enter a name for your process.
3. Add tasks: choose one MarcDroolNormalization for each task.
4. Attach a rule for each task, then select Save.
Ex Libris Resources
Step 4: Run Job
Go to Admin > Manage Jobs and Sets > Run a Job
In Type drop down menu, select Marc 21 Bib normalization.
Select the job you have created in Step 3 and select Next.
Select the set using the appropriate radio button and select Next.
Then select Submit.
Alma will perform the normalization process (batch edit) on the selected set of records.