Alma Library – Cataloging Questions and Data Extract Instructions

Library Name

______Date: ______

Technical Contact: Cataloger Contact:

Name: ______

Position Title: ______

Phone: ______

Email: ______

# of print monographs held: ______OCLC Holdings Symbol(s): ______

______

OCLC Member? Y / N ______

Date migrated to the current system: ______

How many years of circulation data is available? Total charges? ______Last circ date? ______

How many years of item add data is available? (date acquired) ______

Is any in-house usage logged? Re-shelving counts? Reserve circs? If yes, should these uses be combined with regular charges for calculating overall usage? ______

What is the source of the 001 control number? (Is it system assigned, an OCLC #, or something else?)

______

Where is the system bib record number stored? ______

What is the best way for SCS to associate related bib and item records?

What does it mean when we find multiple OCLC numbers in a bib record?

1)  It is a mistake, SCS should seek to identify the best one and use it for WorldCat overlap analysis.

2)  Our library has made a concerted effort to associate various editions of the same work – there is no way for SCS to identify the correct one. These records should be excluded from the SCS analysis.

OPAC URL

SCS creates a hot link from each title to the library’s catalog record for that title. Please offer advice about establishing the best URL and give us an active example. Consider whether the link should be to the traditional catalog or the discovery layer, etc.

Classification

What is your library’s primary classification scheme? LC / Dewey / Other?

Secondary classification scheme? LC / Dewey / Other?

If there is a non-LC scheme in use, what part of the collection is it used for? Are non-LC materials identifiable via location code?

If the library uses more than one cataloging scheme, is it possible to transmit with each item record, the type of call number in the item record? (LC, NLM, Dewey, Other).

Where are local call numbers stored? MARC 090? MARC 099? Item record? MFHD?

For shelf-listing, does a local call number always trump an 050?

If there are multiple ’local’ call numbers, which one ‘wins’?

Establish a hierarchy of call numbers, with the best one first. Example: 1) Item record call number; 2)099; 3) 090; 4)050.

How does the library handle multiple copies? Is there a reliable copy number in the item or holdings record?

WorldCat Holdings

As part of our preliminary analysis, SCS determines which of the library’s titles do not have a holding set in WorldCat. What is the local practice with regard to setting holdings? Has there been an OCLC reclamation project? Should we include or exclude from our analysis, titles where the local holding has not been set?

Bib Data Extract

Please supply full MARC records for all monographs that will be included in the analysis – ensure that the unique bib record number is included. The project will focus on circulating print monographs, but may also include reference books, scores, special collections, etc. Check with the project manager about your project’s scope. Please be sure to include the System ID – which SCS can use to create OPAC URLs.

Item and Usage Data

In addition to standard bibliographic data for in-scope titles, we also need all associated item level details. The Alma libraries we have worked with to date, have sent it via a delimited text file, separate from the file of MARC records. Please be sure to include the bib record number for each item - and include column labels that are easy for us to interpret.

Here is the item-level data we are looking for. If you have any doubt about whether or not to send a particular data element, err on the side of inclusion:

· Bib Record Number (We use this to link item records to bib records. We also use it to create permalinks to your library's OPAC. For anyone sending item and transaction data in a separate file, please ensure that the format is the same as that found in the bib record itself.)

· Item Record Number

· Item Create Date

· Barcode

· Item Call Number

· Volume Number

· Copy Number

· Number of Pieces

· Enumeration

· Item Type Code

· Item Status Code

· Collection Code – as distinct from Location Code

· Location Code

· Location Name

· Total Charges(all circulations)

· In-House Uses

· Last Check-out Date

· Last Check-in Date

· Year-to-Date Charges

· Reserve Circulations

Are there item types, statuses, or locations that should be excluded from the analysis?

Are there local data anomalies or unusual cataloging practices that you think we should be aware of? If yes, please describe them.

Is there anyone in the library who has experience pulling a catalog extract like the one we need? Should SCS seek to provide contact information for someone who can help?

File extract expected on or around: ______

SCS Cataloging and Data Extract Information - Alma Page 1