[DCRM-L] Alma, Special Collections and moving to a single, shared record

Fri Feb 2 10:09:17 MST 2018

Hello Amy,
I wasn't involved directly with our migration to Alma, but I consulted with
our other cataloger here, Sarah Yates, who was; she replied: "We didn't
have to deal with anything like this since we didn't merge records when we
migrated to Alma (thank goodness). Has anyone so far suggested that she try
to arrange for her library's special collections records to load first
instead of seventh? Maybe the order is already set in stone, but that's the
only thing I can think of other than the imperfect options she already
mentions in her question."

I'll just clarify that before Alma, the law library at U of MN did not
share records with the other campus libraries so it's possible we were in a
unique position to be able to have more control. We do share
records/bibliographic records now, but not for our rare collections.

Claire

On Fri, Feb 2, 2018 at 8:41 AM, Amy Robertson <dawson at american.edu> wrote:

> Hi Will --
>
> Thanks for the suggestion. It's *possible* coding the 040 might provide
> some restrictions but we are still pretty far from understanding the
> various limits that are possible in the admin settings. If it is possible
> it would only protect the records we didn't overlap with -- unfortunately
> we have been unable to find out how many will overlap with the records that
> are loaded prior to ours.
>
> On Fri, Feb 2, 2018 at 9:01 AM, Will Evans <evans at bostonathenaeum.org>
> wrote:
>
>> Hi Amy,
>>
>>
>>
>> Is there any way to protect your data enhancements by coding the 040 with
>> “$e dcrmb” or any its of forerunners?
>>
>>
>>
>> Best,
>>
>> Will
>>
>>
>>
>>
>>
>> *~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~*
>>
>> Will Evans
>>
>> National Endowment for the Humanities
>>
>> Chief Librarian in Charge of Technical Services
>>
>> Library of the Boston Athenaeum
>>
>> 10 1/2 Beacon Street
>> <https://maps.google.com/?q=10+1/2+Beacon+Street+Boston,+MA%C2%A0%C2%A0+02108&entry=gmail&source=g>
>>
>> Boston, MA   02108
>> <https://maps.google.com/?q=10+1/2+Beacon+Street+Boston,+MA%C2%A0%C2%A0+02108&entry=gmail&source=g>
>>
>>
>>
>> Tel:  617-227-0270 ext. 243 <(617)%20227-0270>
>>
>> Fax: 617-227-5266 <(617)%20227-5266>
>>
>> www.bostonathenaeum.org
>> <https://urldefense.proofpoint.com/v2/url?u=http-3A__www.bostonathenaeum.org_&d=DwMFaQ&c=U0G0XJAMhEk_X0GAGzCL7Q&r=Ccmr2OuUJ8eW2hnxd74xaNcyu_MTx_PDxUlbVFcpDOQ&m=GyepDiGFsDUJRZ0mOcDfl9vVHcIaaKHxdrOrt4aW7JE&s=EH9ZA-FAcPV2oKJSPzp3TwLRE2lOQYTAkYxbtqmCGK8&e=>
>>
>>
>>
>>
>>
>> *From:* DCRM-L [mailto:dcrm-l-bounces at lib.byu.edu] *On Behalf Of *Amy
>> Robertson
>> *Sent:* Friday, February 02, 2018 8:07 AM
>> *To:* DCRM Users' Group
>> *Subject:* [DCRM-L] Alma, Special Collections and moving to a single,
>> shared record
>>
>>
>>
>> Hello all --
>>
>> I'm not sure if this question is appropriate here but I'm hoping those
>> with more experience than me will have some thoughts on this problem.
>>
>>
>> We are part of a consortium about to migrate to Alma and to a single
>> record. The single record, called the master record, is determined by the
>> record load. Each institution's records are loaded one by one into the
>> shared catalog called the Network Zone. The master record is the first
>> unique OCLC record loaded -- subsequent copies are linked to the master
>> record. No fields from the subsequent copies are retained unless they are
>> tagged $9 LOCAL Our institution's records will be loaded 7th -- so we will
>> have many instances where just our holdings will be linked and our original
>> bib will not be loaded.
>>
>>
>>
>> We are concerned that we will lose enhancements, especially in our
>> special collections records, and especially those for rare books from the
>> hand press era, (as well as any records we add post migration).
>>
>>
>>
>> As an example, we might have a record in our current ILS that is a match
>> to an OCLC record but has been enhanced by our cataloger with both local
>> notes unique to our copy as well enhancements that apply to the work as a
>> whole.
>>
>>
>>
>> As I mentioned above, truly local notes are protected with $9 LOCAL but
>> the other enhancements would not be.
>>
>>
>>
>> If a record is migrated into the Network Zone, other institutions who
>> have the same title can change any field that doesn't have the $9 LOCAL or
>> they may choose to overlay the record. In such a case, enhancements that
>> aren't local notes would be lost such as:
>>
>>
>>
>> *245 -- original OCLC title was abridged -- cataloger extended the
>> transcription*
>>
>> *264 -- cataloger extended transcription to include publisher's address
>> from the title page*
>>
>> *546 -- language note added*
>>
>> *505 -- cataloger added contents from the title page *
>>
>> *Signature statement added*
>>
>> *Genre headings added*
>>
>> *Additional subject headings added*
>>
>> *Access point for publisher added*
>>
>> *752 -- hierarchical place name added*
>>
>>
>>
>> We have confirmed through Ex Libris that there is no way to protect these
>> fields in the Network Zone. An option that has been suggested is to move
>> the 035 OCLC data into another field thereby preventing the records we are
>> concerned about from being loaded into the Network Zone. If this happens,
>> the records can only be viewed by searching our institution's instance of
>> Alma -- a consortium search would not return these records. This isn't
>> ideal since we would like to have maximum exposure for these unique
>> materials.
>>
>>
>>
>> It seems to boil down to either we:
>>
>>
>>
>> --load the records into the Network Zone but lose any enhancements we've
>> made to records that don't fall under $LOCAL
>>
>>
>>
>> OR
>>
>>
>>
>> -- load the records only into the Institution Zone and lose Network Zone
>> exposure for the materials
>>
>> There has also been the suggestion to reload our records into OCLC since
>> having OCLC numbers that don't overlap with other records in our consortium
>> would ensure that our special collections records would be "master" records
>> in the shared Network Zone. But this seems like bad OCLC practice.
>>
>>
>>
>> Has anyone encountered this situation or have any thoughts on it?
>>
>> Thanks in advance for any advice!
>>
>>
>>
>> --
>>
>> Amy Robertson
>>
>> Coordinator of Original Cataloging
>>
>> American University
>>
>
>
>
> --
> Amy
> Cataloging Services Unit
> 202-885-3568 <(202)%20885-3568>
>

-- 
Claire M. Stuckey, M.A., LPCC, NBC-HWC
Library Program Specialist I, U of MN Law Library
229 19th Ave. S., #120, Minneapolis, MN 55455
612-624-7536 law.umn.edu/library

Graduate Faculty & Advisor, U of MN Earl E. Bakken Center for Spirituality
& Healing
420 Delaware St. SE, Minneapolis, MN 55455
Office hrs: By appt. c-stuc1 at umn.edu 612-490-6761 csh.umn.edu
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