Alma Brief Record Levels
- Gayle Fischer
- Allison Powers
- Corinna Baksik
Overview
The "Brief Level" is a feature custom to Alma and is not the same as the Encoding Level in the LDR of the bib record. While the feature is named "Brief level," we use it to assign levels to records based on certain criteria, not all of which signify briefness. The Levels are used in the following ways:
To exclude records from publishing to OCLC:
- We will use Alma Brief Record Levels to evaluate each record for the presence of certain fields (defined below)
- If certain elements are missing, the record will be assigned a Level that will automatically prevent it from being sent to OCLC
- This will reduce the need for staff to manually apply the new 914 field during the acquisitions phase to prevent records from being sent to OCLC
For searching and reporting:
- As a criteria in Advanced Search in Alma
- To report on in Analytics
- In set creation, for input to Jobs
Any time a bib is saved or changed (manually or via batch job), it's Brief Level will be re-evaluated by Alma and new level assigned if applicable. Slideshow with examples of Brief Levels and 914 field.
Search Tips
When searching Alma by Brief Level, you may wish to add additional parameters to focus your search on active records that are not linked to the CZ with item in place (on shelf), as in the screenshot below.
- Is linked = No (this will exclude all CZ records)
- Tag Suppressed (Title) = No (exclude suppressed bibs)
- Base Status = Item in place (exclude items in Acquisition status or Work Orders, though it will also exclude items loan)
- Local field 914: No-worldcat = Empty (exclude bibs deliberately excluded from OCLC Data Sync)
Connexion merges
When importing a record from Connexion, you will not be able to merge/replace a record if the Alma record has a higher Brief Record Level than the OCLC record.
How to view a record's current brief level
Method 1: Viewing the full record in preview mode:
Method 2: From the within the Metadata Editor: Tools >> Set Management Tags
Harvard's Record Levels
Level definitions are subject to change in the future. Changes will be announced if they happen.
Level name | Explanation / Notes | Alma internal # / Analytics # |
|---|---|---|
Missing 245 | Lacks 245 $a or $k. These records are excluded from the Data Sync process. No records should be at Level 1 because all records require at least 245 $a or $k. The rule is processed first, and no further tests are made if the record meets the criteria. | 01 |
| Insufficient elements for reporting to OCLC | Records that are missing mandatory elements for reporting to OCLC, or have too few elements for us to confidently send them to OCLC are excluded from the Data Sync process. Record of any type that meets any of the conditions below, unless it has an OCLC number. If it has an OCLC number, it will be reported to OCLC regardless of elements unless it has a 914 "NO-WORLDCAT" field or it has an 011 field (an invalid field introduced if a non-English cataloging level record is brought in via Search Resources).
The rule is processed second, and no further tests are made if the record meets the criteria. | 02 |
| Non-English cataloging | Assigned to non-English cataloging records: 040 $b is present and does not have "eng." If the record has an 011 field (see above) it will be assigned level 02. These records are excluded from the Data Sync process. The rule is processed third, and no further tests are made if the record meets the criteria. | 03 |
Any record which does not meet one of the levels above, are assigned one of the levels below. The levels below are mutually exclusive. | ||
| Encoding level - u/x/z | LDR/17= u / x / z Old Harvard values. No longer in use. They continue to exist in catalog. | 04 |
| Encoding level - 5 | LDR/17 = 5 | 05 |
| Encoding level - 3 | LDR/17 = 3 | 06 |
| Encoding level - Minimal | LDR/17 = 7 / K / M | 07 |
| Encoding level - Full | LDR/17 = blank / 1 / I | 08 |
| Encoding level - Any other encoding levels | Any encoding level not previously specified. | 09 |
| (not in use) | 10 | |
To see the exact rule set in use, visit https://github.com/cbaksik/Alma/blob/master/Brief_Level_Rules.txt
Criteria for having sufficient elements for reporting to OCLC
Record, any type, must meet the conditions below, unless it has an OCLC number. If it has an OCLC number, it will be reported to OCLC regardless of elements (unless it has a 914 "No-Worldcat")
- 008/07-10 (Date1) must not be blank (#)
- 008/15-17 (Place of pub) must not be blank (#)
- 008/35-37 (Language) must not be blank (#)
- 245 $a or $k
- 260 $a or 264 $a, unless Type = manuscript (b, d, f, p, t) or Bib Level = Collection (c)
- 300 $a or 300 $f
- 1XX $a or 7XX $a or 6XX $a, unless Bib Level = serial/integrating resource (s, i)
- the 6XX test will help account for material that has no author, and has been cataloged