1. How to configure and use the Holdings record Accession Number
Yoel Kortick
Senior Librarian
Alma Product Management

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3. Agenda What is the Accession Number Defining the Accession Number
Generating the Accession Number
Searching by the Accession Number

4. What is the Accession Number

5. What is the Accession Number
The accession number is most often used as part of the initial control of an acquisition.
In Alma (and ‘in the world of library science’) it is achieved through assignment of a unique identifier.
The assignment of accession numbers typically occurs at the point of ‘accessioning’ or cataloging (which may also be the point of initial acquisition).
If an item is removed from the collection, its number is usually not reused for new items.
The accession number is usually in addition to the library classification number.

6. What is the Accession Number
The accession number is entered in the holdings record.
Therefore if each item will have a unique accession number then each item must have its own holding record.
Thus in this case the relationship between holding record and item is one to one

7. Defining the Accession Number
The Accession Number is defined per location.
It is defined under ‘Resource Configuration Menu > General > Accession Number’

8. Defining the Accession Number
Here we have defined that Main Library (code ULINC) Maps location (code MAPS) will use a sequence named ‘Maps’.
The accession number will have prefix ‘MAP-2015—’ and begin with sequence “8”

9. Defining the Accession Number
Here in ‘General Configuration Menu > Locations > Physical Locations > MAPS > actions > edit’ it is defined that the accession number will be located in 852 subfield j of the holdings record

10. Generating the Accession Number
Now we will generate an accession number for a holdings record for the Main Library Maps location

11. Generating the Accession Number
We now have ‘$$j MAP ‘ automatically added to 852 subfield j

12. Generating the Accession Number
The next two holdings records in Main Library Maps location will have ‘$$j MAP ‘ and ‘$$j MAP ‘

13. Generating the Accession Number
In the previous cases the 852 of the holding record contained subfield ‘b’ (library), ‘c’ (location) and ‘j’ (where we put the accession number).
It may also have additional fields such as ‘h’ (for the call number)

14. Generating the Accession Number
The accession number must be unique
Here is what happens if cataloger tries to use an accession number which already exists
This number is already in use in another record
User is told it is a duplicate number

15. Searching by Accession Number
The accession number is searchable in repository search

16. Searching by Accession Number
The call number is a combination of the 852 subfields h, i as well as whatever is added as the accession number:

17. Searching by Accession Number
Via the “Browse Shelf Listing” the Accession Number can be searched

18. Searching by Accession Number
The Accession Number is also visible via the “Browse Shelf Listing” as part of the call number