1. An Introduction to the Bibliographic Metadata Profile in Alma
Yoel Kortick
Senior Librarian
Alma Product Management

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3. Agenda Introduction and overview The parts of the metadata profile
Editing fields
Normalization Processes
Validation Processes
Validation exception profile list

4. Introduction and overview
The bibliographic profile in Alma defines many aspects of the system’s behavior. For example:
Which metadata fields and subfields display in the metadata editor and if they are repeatable
If the subfields use a controlled vocabulary
Normalization processes
Validation processes
As a result of the profile defining such features they will naturally differ for each MARC type.

5. Introduction and overview
To access the bibliographic metadata profile choose: “Alma > Resource Management > Resource Configuration > Configuration Menu > Cataloging > Metadata Configuration”

6. Introduction and overview
To configure metadata, you must have one the following roles:
Cataloging Administrator
General System Administrator

7. Introduction and overview
To view (and eventually edit) a specific metadata profile click the hyperlinked name of the profile
Click on the name of the profile

8. Agenda Introduction and overview The parts of the metadata profile
Editing fields
Normalization Processes
Validation Processes
Validation exception profile list

9. The parts of the metadata profile
The metadata profile consists of four tabs:
Fields
Normalization Processes
Validation Processes
Validation Exception Profile List
We will now give a general overview of each area

10. Agenda Introduction and overview The parts of the metadata profile
Editing fields
Normalization Processes
Validation Processes
Validation exception profile list

11. Editing fields
To aid in finding a specific fields it is possible to filter and search for specific fields

12. This can be done by doing ‘actions > customize’ on the field
Editing fields
Fields of a specific metadata profile can be edited from the ‘fields’ tab of the profile.
This can be done by doing ‘actions > customize’ on the field

13. Editing fields
After locating the field you want to edit click ‘actions > customize’

14. It is possible, for example, to
Editing fields
It is possible, for example, to
Have a specific help URL for each field
Make subfields mandatory or not
Make subfields repeatable or not
Assign a controlled vocabulary

15. Editing fields
Example of KORMARC field 754

16. Editing fields
Example of MARC21 field 310

17. Editing fields
Regarding MARC21: If the help URL field in the profile is not defined on the level of the field then it comes from ...

18. Agenda Introduction and overview The parts of the metadata profile
Editing fields
Normalization Processes
Validation Processes
Validation exception profile list

19. Normalization Processes

20. Normalization Processes
Normalization processes are used to correct or update metadata records such as sorting a record’s fields, removing empty fields, or stripping out fields containing order information.
For an in depth and detailed explanation of how to create and use customized normalization processes see separate PowerPoint presentation “Designing and using normalization rules and processes”.

21. Normalization Processes
Some normalization rules come “out of the box” and may be edited. Here are some examples for KORMARC:
Bib normalize on save
Bib Re-sequence
Bib Re-sequence AND Clear empty fields

22. Normalization Processes
Some normalization rules come “out of the box” and may be edited. Here are some examples for MARC21:
Bib Initial Normalization
Bib normalize on save
Bib Re-sequence
Bib Re-sequence AND Clear empty fields

23. Normalization Processes
The “normalize on save” process occurs when a record is saved and, for example, does the following tasks:
Re-sequence fields
Clear empty fields
As described in separate PowerPoint presentation “Designing and using normalization rules and processes” it is also possible to add additional normalization processes when the record is saved

24. Normalization Processes

25. Agenda Introduction and overview The parts of the metadata profile
Editing fields
Normalization Processes
Validation Processes
Validation exception profile list

26. Validation Processes
For MARC21 there are two out-of-the-box validation routines:
Bib match validation
Defines the way in which validation is handled when a bibliographic record match is performed during the import process or in the MD Editor
Bib validation on save
Defines the way in which validation is handled when importing MARC records using an import profile, copy cataloging via an external resource (such as WorldCat or LoC), and saving a bibliographic record in the MD Editor.

27. Validation routines for KORMARC
Validation Processes
Validation routines for KORMARC
Validation routines for MARC21

28. To edit the validation process click ‘edit’ at the end of the row
Validation Processes
You can edit these routines, but you cannot create new validation routines.
If the routine is not currently required then it may be disabled by clicking the yellow checkmark on the left.
To edit the validation process click ‘edit’ at the end of the row

29. Processes may then be removed or added as needed
Validation Processes
Processes may then be removed or added as needed
Remove here
Add here
Add here

30. Agenda Introduction and overview The parts of the metadata profile
Editing fields
Normalization Processes
Validation Processes
Validation exception profile list

31. Validation exception profile list
KORMARC
MARC21

32. Validation exception profile list
The validation profiles define how Alma will ‘react’ when a record does or does not meet a specific criteria. For example:
If a record is saved and a matching record (based on predefined criteria) already exists in the system
If a record is imported but does not have a mandatory 245 field
If a record is saved but position 6 of the LDR does not have a valid character
It may be that the staff user can override messages resulting from the above, or it may be that he will need to edit the data.

33. Validation exception profile list
The profile can be edited by clicking “actions > edit’
A “Warning” is just a warning (can be overridden). An “Error” will not allow the staff user to save the record (must be resolved).
These are the messages which will appear

34. Validation exception profile list
For example here we save a record with no 245 field and errors in the 008:
error
warning

35. Validation exception profile list
Note that the Validation Exception Profile is also used in the import profile