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Training: Academic Specialist

Copy Cataloging

Log into Alma

  • Access your Alma instance using your institutional login credentials.

2. Navigate to the Resources Menu

  • Go to the Resources tab in the Alma menu.
  • Select Cataloging or Metadata Editor to begin cataloging.

3. Search for Existing Records

  • Always check to see if a record for the book already exists in the system.
  • Use the Search External Resources option (e.g., OCLC, Library of Congress) to import bibliographic records from external databases.
  • If a record exists, you can review and modify it if necessary.

4. Create a New Bibliographic Record (if needed)

  • If no record is found, create a new one by selecting File > New > MARC21 Bibliographic.
  • MARC (Machine-Readable Cataloging) is the standard for bibliographic records.

5. Populate the MARC Record Fields

  • Key fields to include in the MARC record:
    • 001 - Control number (Alma generates this).
    • 020 - ISBN number.
    • 100 - Author information.
    • 245 - Title statement (include subtitle, if applicable).
    • 260/264 - Publication information (place, publisher, date).
    • 300 - Physical description (pages, illustrations, size).
    • 650 - Subject headings (e.g., Library of Congress Subject Headings).
    • 700 - Added entries for co-authors or other contributors.

6. Create Holding Record

  • After saving the bibliographic record, create a Holdings Record.
  • The Holdings Record includes the specific location (library, shelving location), call number (using classification systems like Dewey Decimal or Library of Congress), and copy information.

7. Create Item Record

  • Once the holdings are created, you’ll also need to create an Item Record for each physical copy.
  • In the Item Record, specify:
    • Barcode of the book.
    • Material type (e.g., print book, electronic book).
    • Item policy (circulation rules, like reference-only or general loan).
    • Item status (e.g., available, checked out).

8. Save the Records

  • Save all records (Bibliographic, Holdings, and Item) once complete.
  • Ensure everything is connected properly (bib record linked to holding, holding linked to item).

9. Quality Control

  • Double-check the accuracy of the MARC record to ensure that all necessary fields are filled out and the information is correct.