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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/matchpoints:

  • OCoLC 035$a

  • ISBN 020$a / ISSN 022$a

The following search can help you determine how many IZ records are currently unlinked:

Consider creating logical sets for location(s) if you wish to monitor unlinked titles on an ongoing basis. 

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 link and share: 

Use Alma Analytics to create and save 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.

Step 3: Create an itemized set for linking

  • Go to: Alma > Admin > Manage Sets > Add a Set > Itemized

  • Create a set name, set content type and under ‘add contents from file to set,’ select ‘From File,’ attach file, then Save

  • 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” 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

  • 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

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.

Run the above workflow for each itemized set you create.

 

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