Shared Print Retention Notes

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)".
  
  
• 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  in perpetuity $f ReCAP Shared Collection  $5 HUL

All Alma holding records where at least one item is committed must have an 008/12 marked as 8 (permanent retention).

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 (Complete)
• Update items identified for retention with a note in Statistics Note 2. December 2018 - January 2019 (Complete. LTS reviewing errors with Harvard Library Team.) 
• 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. (Complete. LTS reviewing errors with Harvard Library Team.) 

ReCAP Shared Collection Item Counts by Library

Data below current as of 6/1/2020.

Alma Analytics Report: /shared/Harvard University/Physical Items/ReCAP Shared Collection

ReCAP Shared Collection Item Counts By Library & Location

Data below current as of 2/13/2019.

ReCAP Shared Collection Item Counts By Library & Location & Item Policy

Data below current as of 8/9/2019.

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 as 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. 

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