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.
