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Marking Records in Alma for Retention Commitments

Harvard commitments to retain materials should be recorded in both Alma item records and Alma holdings records, as follows.

• All Alma item records must be marked with a Statistics Note 2 with designation of "committed to retain - ReCAP".   Additional commitments for same items will be added in same field separated by a comma ("committed to retain - ReCAP, Hathi)".
  
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• All Alma holding records where at least one item is committed must have an 583 field designating the term of the commitment.
  
  
  • Required coding:
    
    
    • First Indicator - 1 - Not Private
    • Second Indicator - # - Undefined
    • $a - Action (NR) - constant text: committed to retain
    • $c - Time/date of action (R)  - date of the commitment
    • $d - Action interval (R)  - constant text: in perpetuity
    • $f - Authorization (R) - name of the collaborative agreement 
    • $5 - Institution to which field applies (NR) - constant text: HUL
      
      
  • Example 583 for ReCAP Shared Collection

583 1# $a committed to retain $c 20181001 $d  indefinite  $d  in perpetuity $f ReCAP Shared Collection  $5 HUL

• Note, if Ex Libris provides an enhancement to add Alma item record fields specific to retention commitments, item records will be updated accordingly.

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Pilot Project - Marking Records with ReCap Shared Collection Commitments

LTS will:

• Create itemized sets of items in Alma using spreadsheet data provided by Jim Hodgson as input.  - December 2018
• Update items identified for retention with a note in Statistics Note 2. - December 2018 - January 2018
• Apply a norm rule to add the 583 holdings linked to items in the set.  Norm rule will first check that an 583 $f ReCAP Shared Collection is not present already.

Open Questions

• Is the retention byte (008/12) going to be updated also?

If we are able, we should do so at this time.

• Are the ReCAP commitment for specific items owned at that time, or are new acquisitions (such as subsequently received issues of the same journal) also going to be committed?

This will happen for ongoing items, both new acquisitions and other portions of the catalog.  Eliz will check with Columbia on how they do this.

• Whose responsibility is it to develop/document/communicate policies and workflows on manual creation, maintenance, etc to make sure conflicts in coding don’t develop in future?

CCDSC and ADSC should charge a group to work through these tasks. ITS will draft and send to Metadata Standards.  Eliz will send out launch communication to hlcomms.  Laura will clean up page and send to Eliz a few days prior to starting mass updates.

• Is there contention between previously entered 583 fields and current fields? This needs analysis once records have been updated.

Can the CCDSC survey be extended to determine where collections may have been marked in the past to inform planning moving forward?  Laura will request this of CCDSC.

• Are there other retention commitment scenarios, shared or local, that we need to accommodate in our use of these item and holdings fields?

See above.

• What is the intended workflow for items that are marked lost or missing or damaged?  Do these need to be sent to collection development staff?

This should go to CCDSC and ADSC for discussion.  Laura will send them a note.

• Is work on this a higher priority than Google scanning processing or the creation of the metadata file for Ivies Plus?

This is more important that Google scanning processing as this is blocking the de-dupe of HD project.

• What is the workflow to use is a committed item is replaced with a new copy (for lost or damaged items)?

Impact on Ongoing Workflows

• Staff will need training to look for the commitment statement before withdrawing items.
• Workflow documentation would need to be developed for cases when withdrawing a previously committed item occurs.
• Workflows will need to be developed to add or update item - January 2018 - February 2018

Impact on Ongoing Workflows

• Staff should not remove markings that indicate that an item has a retention commitment (currently Item Statistic Note 2 and 583 field.
• Staff should always check items for retention commitment marking in item record and should not withdraw items from the collection that are marked at committed to retain.
• Workflow documentation will be provided in coming months for cases in which a withdrawing a previously committed item is required (lost or damaged items).
• Workflow documentation will be provided in coming months for marking item data and holdings 583 notes (including, potentially, $3) when new commitments are made. 

Timeline for ReCAP

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Future Batch Commitments 

In future, LTS can partner with libraries to provide batch services to mark items for retention in cases when more than 200 items have been committed.

• Libraries should create and itemized set of item records in Alma.
• Libraries should submit an Alma support ticket to request retention marking.
• LTS will schedule batch update processes for set of itemized and holdings.

Project Background

https://wiki.harvard.edu/confluence/x/k5LjDQ

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