Restoring Deleted Records

Overview

It is possible to restore a single or group of deleted records using the Manage Deleted Repository (MDR) function.

You must have the Repository Manager role to restore records. To request this role, submit the Alma login request from with the text "Restore Deleted Records" in the Other box. 

LTS can also restore a record for you. Please submit a ticket: http://nrs.harvard.edu/urn-3:hul.ois:almasupport

Before restoring deleted records, please read the Ex Libris documentation, especially the note at the end: 

• When restoring records deleted by a user, only records deleted by the last action performed by that user are restored.
• Restoring a bibliographic record restores all records that were deleted together with it, for example holdings and item records, or portfolios or collections. (Note, though, that only records deleted during the same step will be restored. If you deleted multiple holdings individually, only the final holding will be restored with the bib record.)
• Restoring an item record restores its higher level records, for example holdings and bibliographic records, but not other records that were under its associated bibliographic record.

Search "Manage Deleted Repository"

Searching for deleted items in MDR is extremely finicky. In general, searching for physical items using the item PID seems to be fastest and produce the most reliable results.

MDR searching guidelines

• Deleted records can only be searched/restored in MDR at the level they were deleted. Example: Item A was deleted, resulting in its holdings and bib being deleted as well because it was the last item on the record. Even though a bib record and holdings record were also deleted, searching MDR by title or holding won’t return results in MDR. Only searching physical items using Item A’s PID will be reliably successful, because the deletion originated at the item level. (Restoring the item will also restore the holding and bib.)
• The MDR search by "MMS ID/PID" requires that the record ID level match the search type. For example, entering a MMS ID (title-level) to search for a physical item will not return results.
  1. Physical item search = Use Item PID (not the barcode)
  2. Title search = Use Title MMS ID
  3. Holding search = Use Holding PID
• MDR search “Deleted by <Alma User>” will only return records that were deleted individually by that user. It won’t include records deleted by batch/job, even if the job was run by that user. Batch jobs are associated with a generic system user instead.

Other available search types

• Range – all records of the selected type that were deleted within a specified date range. Searching a broad date range can take a very long time to complete.
• Deleted by user – all records of the selected type that were deleted by the specified Alma user. Note that this search takes a long time, and will not return any records deleted by a job or other batch process.
• Deleted by job ID – all records of the selected type that were deleted as part of the specified job ID – useful if you have the job information from a previous batch deletion and want to undo it. 

Restore a deleted item

Before beginning

To restore a previously deleted item, you need the individual item PID. The PID is the Alma system number for item or holdings records. For more information about the PID field, see Ex Libris documentation Configuring Search Indexes.

Note: You cannot search for deleted items using the barcode or the associated title MMS ID.

If you only have the item barcode, you can use it to find the PID:

• Method 1: Look up the physical item in Alma Sandbox, and get the PID from the item record in the Physical Item Editor – the PID is the 18-digit number listed as "Item ID". Note this will only work if the item still exists in Sandbox.
• Method 2: Look up the item record in Analytics: Run "RES - Physical items details" report from Alma Analytics menu with the following parameters:
  1. Item barcode
  2. Item lifecycle: Deleted box is checked
  3. In the search results, the PID is Column 2 ("Item ID")

Restore a deleted item by PID

Searching by PID is usually the fastest, most reliable way to search for deleted items.

Restoring an item will also restore any holdings and/or bib records that were deleted along with it if the item was the last record on the holding/bib. You'll see a confirmation dialog that specifies all of the records that will be restored.

1. Go to Alma > Resources > Advanced Tools > Manage Deleted Repository.
2. Search using the following parameters:
   1. Find "Physical Items"
   2. Search criteria: MMS ID/PID – enter the item PID. 
      Note: even though the search prompt includes "MMS ID", entering a bib MMS ID will not find deleted items. You must use the item PID.
3. Confirm the deleted item appears correctly in the search result, and select the "Restore" button.
4. You will see a confirmation dialog confirming the item record along with parent records (holdings, bib) being restored.

Note that if the item was withdrawn due to Technical Migration or other process status, you will need to go into the restored item record to clean up its availability and metadata.

Restore a deleted title (bibliographic) or holding record

1. Go to Alma > Resources > Advanced Tools > Manage Deleted Repository.
2. Search using the following parameters:
   1. Find "All Titles" (title) or "Holding" (holding)
   2. Search criteria: MMS ID/PID – enter the title record MMS ID or holding record PID, respectively
3. Confirm the deleted item appears correction in the search result, and select the "Restore" button.
4. You will see a confirmation dialog confirming the record(s) being restored.

Approved staff

• Amy Armitage (ITS)
• Amy Dittman (ITS)
• Michael Hopper (Middle East)