Cataloguing Training Day 13th September 2017 This session provides: an overview of cataloguing in Alma hints and tips for searching the repository guidance for adding, editing and deleting item, holdings and bibliographic records information about the main MARC fields in bibliographic records instructions for importing records a demonstration of how to merge records

Overview of cataloguing 3 levels to a catalogue record: Bibliographic record (title, author, publisher etc. – bib details) Holdings record (library, location, call number - where the item is held) Item record (barcode, item policy, any notes about that particular copy…) A complete record requires all 3 levels.

Title: ABC of Spinal Disorders Editor: Andrew Clarke Bibliographic Record Title: ABC of Spinal Disorders Editor: Andrew Clarke Publisher: Wiley-Blackwell/BMJ Books Holdings Record 1 Library: AAYR Location: ML Call no: WE 725 CLA Holdings Record 2 Library: AAYR Location: REF Call no: WE 725 CLA Holdings Record 3 Library: LONK Location: ML Call no: WE 725 CLA Item Record 1 Barcode: 123456 Item Policy: Standard Loan Item Record 2 Barcode: 345679 Item Policy: Standard Loan Item Record 1 Barcode: 836936 Item Policy: Non circulating Item Record 1 Barcode: 264893 Item Policy: Standard Loan Item Record 2 Barcode: 8703727 Item Policy: Standard Loan

Bibliographic record exists on Alma Check: The MARC record is for the same resource (edition, publisher etc.) Is there a holding record for the same library & location? Yes – add item to holding record. No – create new holdings & item record

Bibliographic record doesn’t exist on Alma In MD Editor, search external resources using the NHSS search profile. Record exists Record doesn’t exist Import, edit & save At MD editor, choose template & create from scratch Add holdings & items records Add holdings & items records

Roles Cataloguer, Cataloguer Extended & Catalogue Manager – can edit any bibliographic and holdings records within NHS Scotland Physical Inventory Operator & Physical Inventory Operator Extended - can edit & delete item records at your Board

Key Points For ebooks - generally NOT necessary to catalogue the title(s) – find and activate the title or package on the Community Zone New records and changes to existing records will not display in Primo for up to 11 days When you are finished editing/creating a bib or holdings record – SAVE AND RELEASE the record

Peer Support Contacts Boards/Libraries Covered Name Contact Ayrshire & Arran Dumfries & Galloway Lanarkshire Christine Gallagher christine.gallagher@aapct.scot.nhs.uk GG&C British Homeopathic Library Forth Valley Edith Rae (GGC) edith.rae@ggc.scot.nhs.uk Lothian Borders Health Management ISD SNBTS James Wilson (Health Management) james.wilson3@nhs.net Grampian Tayside Shetland Health Scotland NHS 24 HIS MND Dementia Services Down’s Syndrome Scotland PAMIS Heather Sinclair (NES) Heather.Sinclair@nes.scot.nhs.uk RCPSG Fife Highland Andrew McAinsh (RCPSG) andrew.mcainsh@rcpsg.ac.uk

Searching the repository – persistent search box This can be accessed from all screens in Alma. Select what you want to search for, e.g. All titles, Physical items. Select the type of search, e.g. keywords, title, ISBN. Enter the search term and click on the magnifying glass. All titles search on ISBN/Title useful for checking for existing bibs

Search options All Titles: results are at bib title level and will display all the holdings for that title attached to one bib record Physical Titles: as All Titles, but limited to records for physical books, journals etc. Electronic Titles: as All Titles, but limited to records for electronic books etc. Physical Items: results are at item (copy) level so that there will be multiple records for each bib title, one record displaying for each item. [Can filter/limit search results to particular libraries]

Advanced search Here you have more options and can create more sophisticated searches, e.g. to search for a combination of title and subject or publisher

Advanced search Choose what you want to search for, e.g. physical items, select if you want to search on titles, holdings or items, e.g. you can search for items held in your library

Advanced search You can add additional lines to your search query by clicking on the plus icon Click on the pages icon to duplicate the same query in another row and click on the cross icon to delete a row Choose whether to combine your queries with AND/OR

Search terms You can: Search using wildcards (e.g. m?n) Use truncation (e.g. medic*) Use Boolean logic (advanced search only) Complete ‘contains phrase’ search

Search results Edit your search at the top of your search results Use the filters on the left hand side to narrow your results Click on the ellipses on the right hand side of each record or right click on the main body of the record for a list of actions, e.g. Edit Record

Cataloguing Training Day 13th September 2017 Alma Guides available at http://www.knowledge.scot.nhs.uk/shelcatcommunity/alma-primo/alma-training.aspx These will gradually be updated with screenshots from the new Alma UI

Exercise Complete a few all titles and physical items searches on Alma, click on links to edit record, click on the filters, sort the results…