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| Warning |
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Make sure you're familiar with the policy on when to suppress vs. delete a bib record: Collection Management - Policy for Suppression and Deletion |
Holdings Records Quick Facts
- Holdings records exist for physical materials, to identify what library holds an item is held at. They only exist for physical materials.. In some cases a holding may represent an electronic resource, which is explained further at Alma location codes - usage information
- You cannot create an item without first creating a corresponding holding, though many processes in Alma will create the holdings record for you (ordering, quick item creation, etc.).
- All holdings must be linked to bibliographic records, and all items must be linked to holdings.
- If you start by creating an order (a Purchase Order Line or POL) or from the Quick Cataloging menu, Alma will create a stub holding for you.
- Holdings are viewable in the main Alma interface, and editable in the Metadata Editor.
- The Metadata Standards Working Group maintains MARC Holdings Examples on the Best Practices wiki.
Viewing Holdings
Option 1: From Search Results (View Only)
- Using the All Titles or Physical Titles search type, find the bib record of interest
- Expand the Physical holdings tab by clicking on the double-arrow icon
- Choose the holdings record you want to view:
- Click on the hyperlinked Location for the holding, OR
- Click on the Holdings link to see a list of holdings, then click on the holdings ID number or select View from the row action item list icon at the right
Option 2: In the Metadata Editor (View or Edit)
To view holdings for a specific bib from within the MD Editor, click on the icon highlighted below, or type CTRL + i
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Click View or Edit to view or edit the holdings. You can choose the full-screen icon next to the Exit button to display the holdings as a full screen.
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Alma will keep also keep track of holdings that you are working on. These will display on the left-hand pane. You can click on any holdings in your left pane to display and edit that holdings.
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Adding Holdings
To add an additional holding to a bib that already has a holding:
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If the bib record is already open in the MDE, click on the Add Holdings icon, or type CTRL + ALT + H and proceed from step 4 above.
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Editing Holdings
If you are viewing a holdings record, click Edit to open the holding in the MD Editor.
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You can edit the holdings, by choosing any commands under the Edit menu. You can choose the icon highlighted to the right to display the holdings as a full screen.
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Alma will not allow you to save two holdings that have exactly the same 852 subfields b, c, h, i, m and t. If you want to create another holdings with the same 852 subfield b, c, h, i, and m, you need to use $t to distinguish them.
Migrated records from Aleph where the 852 is exactly the same migrated with no complications. However, if staff want to edit them, they will have to add/change subfield b, c, h, i, m, or t in one of the holdings.
See also the Browse Shelf Listing document.
Suppressing Holdings
To suppress a holdings record from view in HOLLIS/Primo:
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- Resources used in tech services departments that are not available to patrons
- Newly received archival materials that are not ready to be exposed to the public
- Bib records used to pay for memberships to organizations
Deleting Holdings
A deleted record will be removed from Alma entirely.
| Warning |
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Make sure you're familiar with the policy on when to suppress vs. delete a bib record: Collection Management - Policy for Suppression and Deletion |
The deletion of holdings and bibs for withdrawn resources is especially important in Alma. Otherwise, the resources are assumed to be parts of the collection that need to be managed. System functions for managing the collection continue to apply to suppressed records - such as authority control processes - using up valuable staff time for manual review of jobs and server processing time and space.
To There are two methods to delete a holdings record:
- Open the holdings record in the MDE Select File
- Select Record Actions > Delete Record (Ctrl+D)
- You will be asked to confirm your choice
- When you select “Yes,” you will be prompted to delete the bib or not
- Select “Yes” if this is the last holdings record on the bib. Otherwise, select “No” to retain the bib
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- Conduct a "Physical holdings" level search
- Click the check box on the holdings you wish to delete (if there is more than one search result)
- Navigate to the ellipses menu on the right of the search results screen and choose "Delete." This way you can delete without having to open the MDE.
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