1. 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

2. 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.

3. 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:
Item Policy: Standard Loan
Item Record 2
Barcode:
Item Policy: Standard Loan
Item Record 1
Barcode:
Item Policy: Non circulating
Item Record 1
Barcode:
Item Policy: Standard Loan
Item Record 2
Barcode:
Item Policy: Standard Loan

4. 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

5. 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

6. 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

7. 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

8. Peer Support Contacts Boards/Libraries Covered Name Contact
Ayrshire & Arran
Dumfries & Galloway
Lanarkshire
Christine Gallagher
GG&C
British Homeopathic Library
Forth Valley
Edith Rae (GGC)
Lothian
Borders
Health Management
ISD
SNBTS
James Wilson (Health Management)
Grampian
Tayside
Shetland
Health Scotland
NHS 24
HIS
MND
Dementia Services
Down’s Syndrome Scotland
PAMIS
Heather Sinclair (NES)
RCPSG
Fife
Highland
Andrew McAinsh (RCPSG)

9. 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

10. 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]

11. 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

12. 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

13. 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

14. 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

15. 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

16. Cataloguing Training Day
13th September 2017
Alma Guides available at
These will gradually be updated with screenshots from the new Alma UI

17. 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…