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Table of Contents

MARC records

Batch upload

Item records can be batch uploaded in Alma using the Staff new items (multiple) MIXED (EXCEL) import profile developed by LTS. Only the Collections Services Archivist is authorized to run this job.

To prepare item records for batch import:

  • Open the excel template located in N:\Administration_CHoM\Policies_and_Policy_Development\Cataloging and Description\Alma-Batch-Item-template
  • Save a copy of the template to the relevant collection folder on the N: drive. For manuscript collections, file in the Accessioning folder. Name according to e-control file naming conventions (i.e. 2024-10-07_serialItemsMultiple_Zanarini.xls)  
  • Populate fields with red text with collection/item-specific data (Fields in Black are pre-populated with static data and should not be edited)
    • 001 - MMS ID (for the collection record)
    • 049$a - barcode
    • 049$n - box description (Box number) i.e. 01, 02, 03, etc.
  • Save and send the file to the Collections Services Archivist for upload

Creating, editing, suppressing, deleting

Alma login page: https://hvd.alma.exlibrisgroup.com/CAS

Creating

  • In Alma, go to Resources > Cataloging > Open Metadata Editor
  • In the lefthand menu under the Templates tab, go to MARC21 Bibliographic and expand Shared
  • Right click on MED DACS for archives and manuscripts (our custom template) or Book for books and journals (stock template)
  • Select New Record From Template

Editing

  • Search for the bib record in the persistent search bar
  • From the search results, select Edit Record to open the record in the Metadata Editor
  • When working from one of the templates above, be sure to edit/add/delete fields and content as needed for your record. 

Suppressing

A record that has been suppressed in Alma will appear to staff but will not be published to Hollis, and will appear with the "evil eye" icon in the left pane of the Metadata Editor.
  • Open the bib record in the Metadata Editor
  • Go to Tools > Set Management Tags > Suppress from Discovery (check this box). 
  • To unsuppress a record, follow the same steps but uncheck the box

Deleting

A deleted record will be removed from Alma entirely. 
  • Open the bib record in the Metadata Editor
  • Select File > Delete Record
  • You will be asked to confirm your choice

Handy Alma shortcuts for record editing:

  • Add field:  F8
  • Add subfield: F9
  • Delete field: Ctrl+F6
  • Split screen: F6 (then click on any bib or holdings record in the lefthand menu to display it on the righthand screen)
  • Open form editor: Ctrl+F (only works on some fields)
  • Save: Ctrl+S
  • Save and release: Ctrl+Alt+R
  • View inventory (opens holdings & items for a bib record): Ctrl+I
  • Add holdings: Ctrl+Alt+H
  • Add item: Alt+I

For additional guidance, view Resource Management on the LTS Documentation Wiki

MARC Field Guide

Leader & control fields

Edit the Leader and/or 008 using the form editor:

  • Click in Leader
  • Edit > Open form editor (or CTRL-F)
  • Key text into variable fields or add and remove variable fields as needed (see guide below)
  • Click Esc to close or navigate to different field

...

  • 05 = n (new; if a record is substantially updated, change to c for Corrected or revised)
  • 06 = p (mixed materials)
  • 07 = c (collection)
  • 08 = a (archival)
  • 17 = 5 (partial, for stub records/accessions) or # (full, for processed/open collections)
  • 18 = a (AACR2)

...

  • 06 = i (for inclusive dates of collection, which are preferred) or k (for bulk dates) or s (for a single date)
  • 07-10 = Enter start date (year) of records in four digit format 
  • 11-14 = Enter end date (year) of records in four digit format
  • 15-17 = mau USUALLY (this is a three letter code for the primary location in which the records were created; mau is the usual place of origin of our archival and manuscript collections but select a different state or country code as appropriate, or use xxu for United States if a single primary state of origin can't be determined). 

  • 18-22 = ####

  • 23 = # (none of the choices listed) 

  • 35-37 = eng (language code for English - use other code if primary language is not English) 

  • 38 = # (non-modified record) 

  • 39 = d (cataloging source “other”) 

...

  • $$a MBCo $$c MBCo $$e dacs
    (this is our MARC21 code; alternatively, our OCLC symbol, HMS, can be used. Cataloging precedent for mixed materials is MBCo) 
    Indicators: Both should be blank. 

...

  • $$a eng   [or other language code if applicable to materials. Repeat $$a if multiple languages are present in collection.]

1xx Main Entry

Main entries should be selected and created with great care. Make sure to use the Main Entry Authority Work instructions and Image Removed Authority Work Form to establish an authority and document how it was established.  This form should be kept in the control file. 

...

Creating, editing, suppressing, deleting

Alma login page: https://hvd.alma.exlibrisgroup.com/CAS

Creating

  • In Alma, go to Resources > Cataloging > Open Metadata Editor
  • In the lefthand menu under the Templates tab, go to MARC21 Bibliographic and expand Shared
  • Right click on MED DACS for archives and manuscripts (our custom template) or Book for books and journals (stock template)
  • Select New Record From Template

Editing

  • Search for the bib record in the persistent search bar
  • From the search results, select Edit Record to open the record in the Metadata Editor
  • When working from one of the templates above, be sure to edit/add/delete fields and content as needed for your record. 

Suppressing

A record that has been suppressed in Alma will appear to staff but will not be published to Hollis, and will appear with the "evil eye" icon in the left pane of the Metadata Editor.
  • Open the bib record in the Metadata Editor
  • Go to Tools > Set Management Tags > Suppress from Discovery (check this box). 
  • To unsuppress a record, follow the same steps but uncheck the box

Deleting

A deleted record will be removed from Alma entirely. 
  • Open the bib record in the Metadata Editor
  • Select File > Delete Record
  • You will be asked to confirm your choice

Handy Alma shortcuts for record editing:

  • Add field:  F8
  • Add subfield: F9
  • Delete field: Ctrl+F6
  • Split screen: F6 (then click on any bib or holdings record in the lefthand menu to display it on the righthand screen)
  • Open form editor: Ctrl+F (only works on some fields)
  • Save: Ctrl+S
  • Save and release: Ctrl+Alt+R
  • View inventory (opens holdings & items for a bib record): Ctrl+I
  • Add holdings: Ctrl+Alt+H
  • Add item: Alt+I

For additional guidance, view Resource Management on the LTS Documentation Wiki


MARC Field Guide

Leader & control fields

Edit the Leader and/or 008 using the form editor:

  • Click in Leader
  • Edit > Open form editor (or CTRL-F)
  • Key text into variable fields or add and remove variable fields as needed (see guide below)
  • Click Esc to close or navigate to different field


Leader (make sure to use lower case letters)

  • 05 = n (new; if a record is substantially updated, change to c for Corrected or revised)
  • 06 = p (mixed materials)
  • 07 = c (collection)
  • 08 = a (archival)
  • 17 = 5 (partial, for stub records/accessions) or # (full, for processed/open collections)
  • 18 = a (AACR2)


008 

  • 06 = i (for inclusive dates of collection, which are preferred) or k (for bulk dates) or s (for a single date)
  • 07-10 = Enter start date (year) of records in four digit format 
  • 11-14 = Enter end date (year) of records in four digit format
  • 15-17 = mau USUALLY (this is a three letter code for the primary location in which the records were created; mau is the usual place of origin of our archival and manuscript collections but select a different state or country code as appropriate, or use xxu for United States if a single primary state of origin can't be determined). 

  • 18-22 = ####

  • 23 = # (none of the choices listed) 

  • 35-37 = eng (language code for English - use other code if primary language is not English) 

  • 38 = # (non-modified record) 

  • 39 = d (cataloging source “other”) 


040 _ _ 

  • $$a MBCo $$c MBCo $$e dacs
    (this is our MARC21 code; alternatively, our OCLC symbol, HMS, can be used. Cataloging precedent for mixed materials is MBCo) 
    Indicators: Both should be blank. 


041 _ _ 

  • $$a eng   [or other language code if applicable to materials. Repeat $$a if multiple languages are present in collection.]

1xx Main Entry

Main entries should be selected and created with great care. Make sure to use the Main Entry Authority Work instructions and Image Added Authority Work Form to establish an authority and document how it was established.  This form should be kept in the control file. 
See Handling Corporate Body Name Changes for specific guidance on using names of schools or departments that have changed over time.

For Manuscript Collections
100 1 _ $$a Name of creator $$q Fuller form of name $$b Numeration $$c Titles and other words associated with name (like Jr.) $$d Life dates of the creator
110 2 _ $$a Name of corporate creator $$b Name of subordinate unit if applicable ($$b is repeatable)

Indicators: 
  • First indicator for people should usually be 1 (surname) or, rarely, 2 (name in direct order). For corporate bodies it should usually be 2 (name in direct order). For families it should be 3 (family name).
  • Second indicator should be blank. 

Examples: 
  • 100 1_  $$a Morrison, H. $$q (Hyman), $$d b. 1881
  • 110 2 _ $$a New England Surgical Society

For Archival Series/Collections
110 2 _ $$a Harvard Medical School. [or] Harvard School of Public Health. [or] Harvard T.H. Chan School of Public Health. $$b Name of office. ($$b is repeatable)

Indicators: 
  • First indicator should be 2 (name in direct order) 
  • Second indicator should be blank. 

Keep in mind that established name authorities for offices of origin (1XX) are uniformly used on accession forms, ArchivesSpace records, and in MARC catalog records. The official name employed should be the same on all documentation related to that series. To ensure accuracy, please: 
  • Consult ArchivesSpace
  • Consult Library of Congress authorities 
  • Search HOLLIS for possible authorities that may already exist 
  • Check in the archives control file to ensure that an authority hasn’t already been created 

When entering the names of creators in the 1XX field in Alma please make sure to use subfields: 
  • 110  2_  $$a Harvard Medical School. $$b Office of the Executive Dean for Administration
  • NOT 110 2_2  $$a Harvard Medical School. Office of the Executive Dean for Administration

The name used in the 1XX should also be included as a subject 6XX:
  • 110  2_  $$a Harvard Medical School. $$b Office of the Executive Dean for Administration 
  • 610  20  $$a Harvard Medical School. $$b Office of the Executive Dean for Administration
Later/earlier forms of names:

If there is more than one LCNAF authority record for a name, i.e. an earlier authorized form and a later authorized form, chose as your main entry the form of the name that represents the time period during which the bulk of the material was created. The name you did not use as the main entry should be listed as an added entry (7xx) and should be referenced in the historical note (545), ex: "The Harvard T.H. Chan School of Public Health, formerly known as the Harvard School of Public Health ...."


Title main entry:
In some circumstances you may not be able to provide a single main entry, such as if a collection has two or more creators, an anonymous creator, or a creator who is otherwise hard to determine. In such cases you may use the Title/245 as the main entry by entering 0 as the first indicator in your 245, and by providing no 1xx field. If you are using the title as your main entry because the collection has multiple creators, be sure to list those creators in 7xx. 

245  Title 

See Formulating Titles for guidance on devising titles for manuscript collections and archival series.

For Manuscript Collections
245 10  $$a Title of collection, $$f YYYY-YYYY (inclusive) $$g YYYY-YYYY (bulk)

For Archival Series
245 10   $$a Series title $$f YYYY-YYYY (inclusive) or $$g YYYY-YYYY (bulk)
Note: Please note use of punctuation and capitalization in the examples below (only capitalize the first word of the title and proper nouns such as personal names and names of offices). 

Indicators: 
  • First indicator should be 1 (title added entry) unless you are using the title as your main entry, in which case it should be 0 (see "Title main entry" note above). 
  • Second indicator is for how many non-filing characters at beginning of title (usually 0) 

Subfields: 
  • $$a is used for a title proper
  • $$f for inclusive dates or single dates
  • $$g for bulk dates
  • avoid using $$k (creating a format-only Title)

Examples:
  • 110  2_  $$a Salpêtrière (Hospital)
  • 245  10  $$a Salpêtrière Hospital records, $$f 1859-1942 (inclusive), $$g 1900-1919 (bulk)
  • 110  2_  $$a Harvard Fatigue Laboratory
  • 245  10  $$a Harvard Fatigue Laboratory reports, $$f 1935-1947 (inclusive).
  • 110  2_  $$a Harvard Medical School. $$b Office of the Dean
  • 245  10  $$a Harvard Medical School. Office of the Dean executive administrative files, $$f 1916-1952 (inclusive)
  • 100  1_  $$a Morrison, H. $$q (Hyman), $$d b. 1881
  • 245  10  $$a H. (Hyman) Morrison papers, $$g 1920-1957 (bulk)
  • 110  2_  $$a New England Surgical Society
  • 245  10  $$a New England Surgical Society records, $$f 1916-2002 (inclusive), $$g 1948-2002 (bulk)
  • 100  1_  $$a Whitcomb, Asa, $$d 1718-1804
  • 245  10  $$a Letter from Asa Whitcomb to Dr. David Townsend, Boston, $$f 17 July 1776

Archived website:

  • 245 10 $$a [title of website, plus the qualifier "archived website" in square brackets. ]
    • Example: 245 10 $$a Harvard Medical School [archived website]
    • Note that the above title guidance only applies if the entire resource you're describing is an archived site. If the site is just one part of a larger manuscript collection/record group, you'll supply here the collection title (no qualifier needed).
    • If the entire resource you're describing is an archived site, for the inclusive dates, use the website's extant dates. If you don't know the site dates, use the Archive-It crawl date(s) as your 245 date.

A note on legacy series titles:
Keep in mind that NEW titles of record series should be formed according to DACS (most importantly, the creator name should be folded in to the title, so that the contents of the series are comprehensible “outside of” the record – that is, unique). HOWEVER, if there already is a series name and an Alma record, such as with an accrual, please “add” to the record that already exists rather than change it to be DACS-friendly. 

EXAMPLES OF LEGACY SERIES TITLES ($$k used to indicate record type/format):
    • $$k Special events records, |g 2005 (bulk)
    • $$k Committee records, |f 2000-2010 (inclusive)

DACS-COMPLIANT TITLES ($$a used to indicate proper title that includes name of office of origin):
    • $$a Harvard Medical School Office of the Dean executive administrative files, $$f 1916-1952 (inclusive)
    • $$a Harvard Medical School Department of Pharmacology records, $$f 1995-2005 (inclusive)
    • $$a Harvard Fatigue Laboratory records, $$f 1916-1952 (inclusive), $$g 1941-1947 (bulk)


300  Physical Description (extent)

300 _ _ $$a [number of] $$f [cubic feet] ($$a [number of] $$f [records center carton(s) or other container]). 

300 _ _ $$a [number of] $$f [gigabytes] ($$a [number of] $$f digital files, and $$f [number of] folders 


Notes: Write out "cubic feet" and "gigabytes." Digital extent should be recorded in a separate 300 field. For digital extent, always indicate volume in gigabytes (not megabytes), rounding to nearest two decimal places and including a leading zero if the volume is less than 1 (0.5 *not* .5). 

See also: Calculating Extent for instructions on calculating and expressing physical and digital extent.

Indicators: 
  • Both should be blank 

Examples: 
300 _ _ $$a 22.7 $$f cubic feet ($$a 13 $$f records center cartons, $$a 18 $$f letter size document boxes, and $$a 2 $$f half letter size document boxes). 
300 _ _ $$a 21 $$f cubic feet ($$a 21 $$f records center cartons).
300 _ _ $$a 7.98 $$f gigabytes ($$a 17,826 $$f digital files, $$a 2,361 $$f digital folders)
300 _ _ $$a 3.02 $$f gigabytes ($$3 digital files on network storage).         [example for an unprocessed network transfer accession]
300 _ _ $$a 2.3 $$f gigabytes ($$a 1 $$f archived website).

For accruals/additions: describing both processed and unprocessed extents:
Record total unprocessed extent in a separate 300 from the processed extent and specify that you're referring to unprocessed records. You could potentially have as many as four separate 300s: one for processed papers, one for unprocessed papers, one for processed digital, and one for unprocessed digital media on network storage. For example:
300 _ _ $$a 50 $f cubic feet ($$a 50 $$f records center cartons).
300 _ _ $$a 21 $f cubic feet ($$3 unprocessed papers in $$a 21 $$f records center cartons). 

300 _ _ $$a 0.5 $$f gigabytes ($$a 39 $$f digital files, $$a 12 $$f digital folders)
300 _ _ $$a 25 $$f gigabytes ($$3 unprocessed digital files on network storage)

Sample language:
  • 1 records center carton 
  • 2 records center cartons 
  • 1 letter size document box 
  • 1 legal size document box 
  • 1 half letter size document box 
  • 1 half legal size document box 
  • 1 oversized box
  • 1 oversized flat storage box 
  • 2 oversized folders in flat file storage cabinet
  • 3 flat storage boxes
  • 1 slide box
  • 1 negative storage box
  •  0.04 gigabytes
  • 14.4 gigabytes


351  Organization/Arrangement of Materials (for MSS)

351 _ _ $$a Number of series in collection, followed by the series names and date spans 

Indicators: 

  • Both should be blank 


Examples: 

  • $$a The Harold Leonard Higgins Papers are arranged in five series: Series I. Professional Records, 1910-1941, undated. Series II. Professional Organizations Records, 1920-1946, 1957-1958. Series III. Personal Records, 1896-1946, undated. Series IV. Writings, 1908, 1923-1946, undated. Series V. Collected Reprints and Publications, 1918, 1927, 1935-1948, 1957-1958, undated. 

545  Biographical or Administrative Note 

545 0 _ $$a Biographical note about the collection creator 

OR 

545 1 _ $$a Administrative history for the records creator 

Notes: For institutional archives, check HOLLIS for existing records that contain a description of the office in the 545 field. 

Indicators: 

  • First indicator: Use 0 for a biography (person) or 1 for administrative history (organization, company, etc.)
  • Second indicator should be blank 


For guidance on authoring biographical notes and administrative histories for this field, see the Descriptive notes page. Keep in mind that corporate or biographical histories should not be clipped and copied from websites in their entirety, especially as laudatory, promotional, or otherwise “subjective” descriptions are often employed. 


520  Summary

520 2 _ $$a Brief overview of collection/records $$b Collection level scope note 

520 2 _ $$a Description of records series 


Notes: For stub records, the 520 can be taken from the Scope and Content note in the ArchivesSpace accession record. For institutional records, check HOLLIS for existing records that contain a description of the records in the 520 field. For processed collections, the 520 should contain a condensed version of the collection-level scope and content note from the finding aid. 

Indicators:

  • First indicator should be 2 for scope and content note 

  • Second indicator should be blank 

 

524  Preferred Citation (use only for processed collections)

524 _ _ $$a Enter the collection citation as it appears in the finding aid <prefercite> element.


546  Language Note
Only use a 546 when you need to clarify language information conveyed in the 041. 

Indicators:
  • Both should be blank 

Examples:
  • 546 _ _ $$a Records are predominantly in French, with some German and English. 


555  Finding Aid Note 

555 0 _ $$a Indicate if there is a box/folder list (for unprocessed), and/or finding aid available (repeat 555 if needed). $$u Finding aid URI 

Indicators: 

  • First indicator should be 0 for finding aid 
  • Second indicator should be blank 


Examples: 

  • $$a Unpublished inventory available upon request. 

  • $$a Electronic finding aid available:  $$u http://id.lib.harvard.edu/ead/med00XXX/catalog         (make sure to include a space after the colon)

 

6xx  Subject Added Entries

Authorized subject terms are strongly preferred, only use local/unauthorized terms if absolutely necessary. 

See Handling Corporate Body Name Changes for specific guidance on using names of schools or departments that have changed over time as subject entries. 

Search and browse for authorized headings:

Library of Congress Subject Heading (LCSH) 
Medical Subject Headings (MeSH)  (see also MeSH tree view)
Art and Architecture Thesaurus (AAT)
See also: Headings & Authorities for commonly used headings.


For stub records: A minimum of three subject headings should be assigned to each record. 
For full records: Processors should considerably augment the stub record's initial access points to more fully reflect the subject content of the described material. 
Tips:
  • Assign subject headings from the point of view of a researcher: if you were interested in topic “X,” would this collection be a good “hit” in a catalog?
  • The name used in the 1XX should always be included as a subject 6XX.
People & families
600 10  $$a Name of a person who is a subject of the collection, authorized form preferred $$b Numeration $$c Titles and other words associated with name $$d Dates associated with name

Indicators:

  • First indicator should be 1 for surname or 3 for family name 
  • Use 0 for Library of Congress subject headings (LCSH), even if the name is locally formed and not in LCNAF (names coded as local do not display in Alma).
Corporate bodies
610  20  $$a Name of a corporate entity that is a subject of the collection, authorized form preferred $$b Subordinate unit $$x General/topical subdivision $$y Chronological subdivision] $$z Geographic subdivision

Indicators:

  • First indicator should be 2 for a non-jurisdictional corporate body, and 1 for a jurisdictional name (e.g. United States. Army.)
  • Use 0 for Library of Congress Name Authority, even if the name is locally formed and not in LCNAF (names coded as local do not display in Alma).

Topical headings

650 _ 0 $$a Topical subject heading $$x General/topical subdivision $$y Chronological subdivision $$z Geographic subdivision

Notes: When identical headings appear in both LCSH and MeSH, just provide the LCSH version. Use MeSH when needed to represent topics or aspects not adequately represented in LCSH, especially for specific diseases, medical instruments, techniques, etc.

LCSH terms have periods at the end of the entry, while MeSH terms do not. 

Indicators:

  • First indicator should be blank 
  • Second indicator should be used to indicate the source of the term 
    • 0 for Library of Congress subject headings (LCSH) 
    • 2 for Medical Subject Headings (MeSH) 

Examples:
  • 650_0 $$a Medical education [LCSH] 
  • 650_2 $$a Education, medical [MESH] 
Formats
655 _ 7 $$a Use to indicate different types of formats, mostly non-textual (photographs, videotapes, audio recordings, etc.) $$2 Use to indicate the thesaurus used (AAT)

Notes: Use AAT terms for formats. For quick reference, consult our list of frequently used format headings on the Headings & Authorities page.

Indicators:
  • First indicator should be blank 
  • Second indicator should be 7 (source of term specified in subfield $$2) 

Examples:

  • $$a Black-and-white photographs $$2 aat 
  • $$a Drawings (visual works) $$2 aat 
  • $$a Negatives (photographic) $$2 aat 
  • $$a Notebooks $$2 aat
  • $$a Web archives $$2 aat
Occupations
MeSH and LCSH terms preferred. MeSH terms are browseable as well as searchable. If no adequate term is found in LCSH or MESH; use the Dictionary of occupational titles (DOT).
656 _ 7 $$a Use to indicate an occupation $$2 Use to indicate the thesaurus used.

Indicators:
  • First indicator should be blank 
  • Second indicator should be 7 (source of term specified in subfield $$2) 

Examples:

  • $$a Oral surgeons $$2 lcsh 
  • $$a Oral and Maxillofacial Surgeons $$2 mesh 
  • $$a Prosthodontist $$2 dot


7xx  Author Added Entries 

7XX fields are used to indicate additional persons corporate bodies with significant responsibility for the creation of the materials. For example, the name of a particular Dean or administrator who significantly contributed to the creation of the office’s records.

See Handling Corporate Body Name Changes for specific guidance on using names of schools or departments that have changed over time.

Always use authorized forms of names from LCNAF when available. 

Personal names
700 1 _ $$a Use for the personal name of some who intellectually contributed to the creation of the series/collection $$c Use for titles and other words associated with a name $$d Use for dates associated with a name 

Indicators:

  • First indicator should be 1 for a name in indirect order (surname first); use 3 for a family name 
  • Second indicator should be blank 


Corporate body names
710 2 _ $$a Use for the name of a corporate entity that intellectually contributed to the creation of the series/collection $$b Subordinate unit

Indicators:

  • First indicator should be 2 for a name in direct order 
  • Second indicator should be blank

Examples:
110  2_ $$a Harvard Medical School. $$b Office of the Executive Dean for Administration
700 1_  $$a Doe, John, $$d 1945-

Additional resources


Holdings Records

Creating, editing, suppressing, deleting, moving

 Creating

  • Open the bib record in the Metadata Editor.
  • Click the Add Holdings icon from the top right menu bar (it looks like a document with a plus sign) or hit Ctrl+Alt+H.
  • Fill in the 852 $$b and $$c which are required (see the field guide below for additional instructions)
    • 852 $$b MED $$c [HDRB or RAREB]
  • Remember to save as you're working (floppy disk icon or Ctrl+ S) and when finished, Save and Release (under the File menu or Ctrl+Alt+R).
  • Please note that every holdings record must have at least one item attached (this allows Aeon requesting).

Editing

  • Open the bib record in the Metadata Editor
  • Click the View Inventory Icon in the top-right menu bar (it looks like a box with a magnifying glass) or hit Ctrl+I. This will display any associated holdings records in a split screen on the right side. 
  • Click "View" or "Edit" to the right of a holdings record to view or edit it. 
  • Remember to save as you're working (floppy disk icon or Ctrl+ S) and when finished, Save and Release (under the File menu or Ctrl+Alt+R).

Handy Alma shortcuts for record editing:
  • Add field:  F8
  • Add subfield: F9
  • Delete field: Ctrl+F6
  • Split screen: F6 (then click on any bib or holdings record in the lefthand menu to display it on the righthand screen)
  • Open form editor: Ctrl+F (only works on some fields)
  • Save: Ctrl+S
  • Save and release: Ctrl+Alt+R
  • View inventory (opens holdings & items for a bib record): Ctrl+I
  • Add holdings: Ctrl+Alt+H
  • Add item: Alt+I


Suppressing

  • Open the Holdings record in the Metadata Editor. 
  • Go to Tools >  Set Management Tags > Suppress from Discovery. Check the box. 
  • When you suppress a holding in Alma, all attached item records are also suppressed from discovery (e.g. HOLLIS) 

Deleting

  • First, ensure there are no items attached to the holdings record you wish to delete. 
  • Open the bib record in the Metadata Editor and view Holdings by selecting View Inventory. 
  • Click the More Actions button (...) to the right of the holdings record you wish to delete, and select Delete Holdings, and click Confirm in the confirmation dialog box.


Moving Holdings Record to Different Bib Record
For additional guidance, see: Holdings & Items on the LTS wiki

Holdings Record Field Guide

Notes: If a record for a collection already exists, but a new accession needs to be added to the holdings record, add a new holdings record for each new accession and modify the extent and dates in the bibliographic record as needed. Each new holdings record should contain the new accession number, but does not necessarily have to contain notes about availability or access. 

852 8_ 
Indicators:
  • First indicator should be 8 for “other scheme.” 
  • Second indicator should be blank. 

TIP: click in the 852 and hit Ctrl+F to open a form editor rather than manually entering your fields and data. To exit the form editor, just click in another field.

Subfields:
  • $$b MED
  • $$c RAREB [on site/network storage] or HDRB [Harvard Depository] or NET [Networked resource]
    NOTE: Electronic records on network storage should be represented in a holdings record with the RAREB location code. If cataloging a collection that consists of papers stored offsite and digital records on network storage, you'll need two holdings records: one for the papers (HDRB) and one for the digital records (RAREB).
  • $$h [Collection/Series number. Do not put a period at the end of this field]
    • For new accessions:
      • Institutional records: Series ##### (ACC. YYYY-###) ex:  Series 12345 (Acc. 2003-004)
        • Note: if holdings is for an Archive-It seed, you only need one holdings record for all accessions. Add all accession numbers to $h.
      • Manuscripts: H MS c### (ACC. YYYY-###)  ex: H MS c400 (Acc. 2011-001)
      • Electronic records: Add "(Network storage)" in a subfield $$j. Ex: H MS c400 (Acc. 2011-001) $$j (Network Storage)
        • Note: only do this to represent electronic records that have been transferred to network storage - any media stored in boxes and not digitally transferred need not be represented by a separate holdings record. 
    • For processed collections:
      • Do not use the 852 to record permanent onsite stacks location. Instead, ensure that you've manually entered onsite locations in ArchivesSpace. 
  • $$z  Collection is closed pending archival processing to prepare it for access. Please contact Public Services to inquire about availability.

Examples
852 8_ $$b MED $$c RAREB $$h H MS c400  
852 8_ $$b MED $$c HDRB $$h Series 12345 (Acc. 2003-004)
852 8_ $$b MED $$c RAREB $$h H MS c400 $$j (Network Storage)
852 8_ $$b MED $$c NET $$h H MS c400        [use in combination with 856 field, see guidance below]

506 1_  

Indicators:

  •  For the first indicator, use 1 if restrictions are present (such as for processed collections that do have restricted materials), and 0 if collection has no restrictions.
  • The second indicator should be blank. 

Subfield $$a:

[For processed collections; modify as needed] 
Collection is open for research. Access requires advance notice. Access to Harvard University and certain organizational records are restricted for 50 years from the date of creation. Access to personal and patient information is restricted for 80 years from the date of creation. Consult Public Services for further information.



856 41  (for linking to digitized items)
856 41 $$3 View digitized items from this collection: $$u [persistent url for item or collection in Omeka/PDS/Dataverse/etc.]
856 40 $$3 Archived website: [Website title], [dates} $$u [Archive-it url*]
  • Update dates with each new accession
** The url we use to point to Archive-it sites is generated by clicking on the linked  SeedID from within Archive-it (this allows us to point to an Archive-it page that includes metadata). To get this url, when viewing the archived site information in Archive-it, click on the linked SeedID under the SeedID field. Then copy and paste the url from the browser. For example, the SeedID-based url for the Junying Yuan site is: https://archive-it.org/collections/5818?sort=f_sort_title.asc&fc=meta_SeedID%3A2567356
XPR _ _   (discontinued)
H08 _ _ (discontinued)
As of Alma implementation this is now the 908 field and is not required. The 908 should only be used for special cases where we do not want to push holdings info to OCLC, in which case we should enter: 
908 _ _ $$a p. 
Item records
-it page that includes metadata). To get this url, when viewing the archived site information in Archive-it, click on the linked SeedID under the SeedID field. Then copy and paste the url from the browser. For example, the SeedID-based url for the Junying Yuan site is: https://archive-it.org/collections/5818?sort=f_sort_title.asc&fc=meta_SeedID%3A2567356


XPR _ _   (discontinued)

H08 _ _ (discontinued)
As of Alma implementation this is now the 908 field and is not required. The 908 should only be used for special cases where we do not want to push holdings info to OCLC, in which case we should enter: 
908 _ _ $$a p. 


Item records

Batch upload

Item records can be batch uploaded in Alma using the Staff new items (multiple) MIXED (EXCEL) import profile developed by LTS. Only the Collections Services Archivist is authorized to run this job.

Note: This job can only be used for collections that have ONE holdings on the bib record

To prepare item records for batch import:

  • Open the excel template located in N:\Administration_CHoM\Policies_and_Policy_Development\Cataloging and Description\Alma-Batch-Item-template
  • Save a copy of the template to the relevant collection folder on the N: drive. For manuscript collections, file in the Accessioning folder. Name according to e-control file naming conventions (i.e. 2024-10-07_serialItemsMultiple_Zanarini.xls)  
  • Populate fields with red text with collection/item-specific data (Fields in Black are pre-populated with static data and should not be edited)
    • 001 - MMS ID (for the collection record)
    • 049$a - barcode
    • 049$n - box description (Box number) i.e. 01, 02, 03, etc.
  • Save and send the file to the Collections Services Archivist for upload

Creating & editing

Create a new item using any of the following methods from the Holdings record:
  • Use the Add Item option in the icon menu
  • Or, use keyboard  shortcut Alt + I
  • Or, go to Tools > MARC21 Holdings > Add Item
  • Or, when viewing the list of items, click the Action button (...), select Duplicate, and update the Description field for your new item and other fields if needed).

To edit an existing item:
  • From Persistent Search Bar:
    • Search for the using the Physical Items search (search for creator name, title, etc)
    • Click Edit Item from the search results
  • Or, from the Metadata Editor 
    • View the Holdings/Inventory (Ctrl+I)
    • Click the Action button (...) next to the relevant holdings record
    • Select View Items
    • Click the Action button (...) next to the relevant item and select Edit


Follow the guidelines for filling out the Physical Item Editor fields.

General Information

Barcode:                   Fill in if shipping to HD

Material type:            Use Mixed Material [add guidance for other material types?]

Description:              Use Box 01 (capitalize box and use a zero in front of single digits so that they display in sequential order)

For electronic records, enter Electronic Records in this field (only one item record is needed to indicate the presence of all electronic records). 

For small archival/manuscript accessions, enter either Small Archival Accessions Box 0x or Small Collections Box 0x. 

Item policy:               Use Special Collections (97) for items attached to unprocessed holdings (this prevents them from being Aeon-requestable; supersedes the now-deprecated Status 88).
                                  Use Special Collections (91) for items that are available for request (books, processed papers/records, etc)


Location Information
Permanent library/location:         Inherited from the Holdings record.   


When complete click Save in the upper right.

Deleting (aka withdrawing) items

To delete a single item:   From the list of items, click the Action button (...) and select Withdraw.
To delete multiple items: From the list of items, check the boxes on the left for the items you want to delete, and click Withdraw Items at the top of the page.

If you are discarding a box that was previously barcoded and housed at HD (usually due to collection shrinkage during processing), remember to also strip the barcodes from the box and Withdraw the barcode from HD.

Moving items between holdings

If you need to move items between different bib records, consult with the CSA.
  • Before you begin, make note of the box numbers OR barcodes for the items you want to move, and the ID for the Holdings Records to which you are moving them.
  • Use the Physical Items search in the persistent search bar to search for the record containing the items you wish to move.
  • From the results list, to the right of the relevant bibliographic record, click Items (may be under More Actions: "...").The list of items will appear.
  • Select the item(s) using the checkboxes and click Change Holdings. The list of holdings appears.
  • Select the holdings to which you want to move the items and click Select.
  • To review, click the View all Holdings link.

Mark Item as Missing

To mark an item as missing in Alma:

  • Search for the item using the Physical Titles search.
  • From the search results display, find the bib record you're looking for, and expand the associated holdings by clicking Physical. 
  • Under the holdings record, click Items.
  • Find the item that's missing, and click the action item list icon ("...")  on the right, and select Toggle Missing Status.
  • To unmark an item as missing, follow the same steps above.