Day-to-day Cataloging in a Network Zone Megan Drake | Senior Implementation Consultant

Welcome and Introductions Megan Drake MLS, 2005 Three years at Ex Libris Senior Implementation Consultant Consortial Implementations Workshops Expert Services Systems & Applications Librarian at Pacific University Orbis Cascade Alliance member Heavily involved in SILS Project Pacific first to go live in first cohort

Session Objectives Session Description: Are you a member of a consortium that has a Network Zone? Wondering how your cataloging work will change with Alma? In this session, we will take a deeper dive into the policies and decisions that were discussed in the previous day's session on consortial implementation preparation and talk about how those policy decisions impact the day-to-day workflow of cataloging at the individual institutions Session Objective(s) By the end of this sessions you will know, understand and/or be able to: Understand how the Network Zone impacts bibliographic records Articulate the possible ramifications of different policy decisions Understand how configuration choices impact record creation and batch processes

Target Audience Target Audience for the Session: Catalogers Technical Services Librarians

1 2 3 4 5 Agenda Alma Network Zone Topology Resource Management and Technical Services Policies 3 Policies in Practice 4 Shared / Local Records and Configurations 5 Next Steps, Support Resources and Feedback

Alma Network Zone Topology

Consortial metadata environment Community Zone Network Zone Institution Zone Global Authorities Shared repository of standard authority files Shared Catalog Shared records managed by all institutions Institution Catalog Records not shared Will include local extensions Community Catalog Shared records managed by ExL Currently e-resources Shared Inventory Shared resources available to multiple institutions Initially focused on e-resources & PDA program Local Inventory Can link to the Institution, Network, or Community Catalog Defines what resources (across all catalogs) are managed by your library Central KnowledgeBase Shared administrative information for e-resources

Record Relationships Network Zone The Trial The Trial Catalog Catalog Shared Record Network Zone Shared Record Catalog Local Extensions Inventory Catalog Catalog Inventory Inventory The Trial The Trial

Resource Management and Tech Services Policies

Policies to Consider – Cataloging Standards Enrich the shared catalog Work on existing records whenever possible Do not create duplicate records Identifiers for matching are sacred

Policies to Consider – Shared Agreements Use Existing or Create New Single vs Multiple Records for Print & Electronic Minimum Records Creating / Contributing when Ordering Data that should never be contributed to NZ Local Vocabularies Local Field Semantics Source of Records

Policies in Practice

Practice: Use existing or create new Guidelines for when to create a new record vs. reusing an existing one (perhaps with local extensions) Motivation: avoid duplicates for the same manifestation, agree upon a common description for a resource Example: OCLC and other shared catalogs have templates here. Alternately, have a policy to use OCLC record when it exists.

Workflow implications Staff may be resistant to losing local control over shared records Agreements need to be reached as to what constitutes a new manifestation Downstream impacts on policy decisions around searching and record source

Practice: Single vs. multiple records for P&E Policy for whether to use a single bibliographic record for both physical and electronic versions of a resource Motivation: Policy is required to determine the scope of description and what constitutes duplication Example: Different records for physical and electronic resources (separate OCLC number, distinct RDA description) in Alma

Workflow implications Bibliographic records are inventory agnostic in Alma Depending on dedup / FRBR, physical and electronic records could both appear in Alma

Practice: Minimum records Guidelines for minimum data to include in a record in the NZ when ordering Motivation: if there is not enough data for later overlay, a duplicate or unused record will be created Example: Records for resources should include title, creator (if applicable), and at least one identifier

Workflow implications Bibliographic record creation moves to the point of order in Alma Failure to create match points cause duplicate records Agreed upon process for ingesting catalog records may move partially to Acquisitions If incorrect record is chosen by Acquistions, overlay / merge is necessary.

Practice: Creating/contributing when ordering Workflow for determining whether a record already exists in the NZ when ordering Motivation: the standard workflow of searching the local catalog prior to ordering will not retrieve NZ resources or leverage the value of a shared catalog Example: steps to take prior to contributing Search IZ (to determine current ownership) Search NZ (to determine consortial ownership) Create new record in NZ (by either copy cataloging or creating a new brief bib)

Workflow implications Acquisitions staff may be resistant to additional search Consortial minimum / maximum thresholds on number of copies held across consortium

Practice: Data which must not be contributed to NZ Guideline regarding data which must not be included into the shared catalog. Example: purely local records, such bibliographic records created for iPad, computers, must not be contributed to NZ

Workflow implications Too many allowed local records corrupts the idea of a shared bibliographic database Processes to create local vs shared bibliographic records should be clear to staff

Practice: Local vocabularies If local vocabularies are in use: Will they be loaded into the NZ Who will be responsible for updating them What member edits will be allowed

Workflow implications Record counts impact contract pricing Temptation to duplicate CZ authorities, destroying automatic updates Slight differences between institutional local authorities could create duplications if all shared

Practice: Local field semantics Policy for what local extensions to reserve for what purpose Motivation: to create Primo normalization rules, policies for internal vs. public-facing data must be defined; it’s also useful to reserve some 9xx fields for network-wide data Example: Public-facing extensions: 590-594, 690-694, 950-975 Internal (non-normalized) extensions: 595-599, 695-699, 976-999 Reserved for network-wide public-facing: 900-924 Reserved for network-wide internal: 925-949

Workflow implications Migration reserves 900 – 949 for their scripts during implementation Can be difficult to get all institutions to agree on the purposes More needed local extensions than are available No overt control of the institutional usage of the fields

Practice: Source of records Could treat OCLC as authoritative; all work starts in OCLC and is copied to NZ Aids identifier management Default record quality standards—use theirs

Workflow implications Requires a project / contract with OCLC and is not free Quality control of NZ records If records loaded directly into NZ from OCLC, any changes made by institutions lost overnight in the overlay

Shared / Local Records and Configuration

Metadata Editor Options File → Options Controls where bib records are created in Metadata Editor Norm / Merge rules Local / Network rules determine what can be chosen for Import Profiles and Batch jobs Only a Network norm or merge rule can be selected for an import profile using the Network Zone

Cataloging Privileges Request this configuration from Ex Libris Can be set in the NZ and distributed Catalog records assigned a level Only catalogers with a permission level at or above the record can edit it. Otherwise, record is view-only Local fields allowed if the whole record is otherwise locked Controls where bib records are created in Metadata Editor Norm / Merge rules Local / Network rules determine what can be chosen for Import Profiles and Batch jobs Only a Network norm or merge rule can be selected for an import profile using the Network Zone

Cataloging Privileges

Cataloging Privileges

Cataloging Privileges

Next Steps, Support Resources and Feedback

Next Steps and Resources Include documentation links in the CKC relative to your topic: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010 Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_ a_Network_Zone/03_Managing_Records_in_Consortia/010Network- Managed_Records_in_a_Network_Zone https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010 Alma_Online_Help_(English)/040Resource_Management/040Metadata_ Management/030Cataloging_Privileges Additional support resources within the ExLibris Ecosystem: Idea Exchange Developer Network 2018 Technical Seminar Presentations (Cross-Product section of CKC)

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