Merging Bib Records

Owned by Jennifer Koerber (Unlicensed)
Last updated: Mar 22, 2022 by Amy Armitage
2 min read

There are two methods for merging bibliographic records in Alma:


Method 1: Both bibliographic records are already open in the record list in the Left Pane of the Metadata Editor (MDE)

Merge the Records

  1. With the preferred/target record open in the Main Pane, choose split editor mode (F6 or the split screen icon ). The preferred record should move to the left side of the Main Pane. 
  2. Open the non-preferred/secondary record so that it displays on the right
    1. To review:
      1. Left side of pane = preferred record
      2. Right side of pane = non-preferred/secondary record
  3. Go to Record Actions >> Merge & Combine
  4. Choose HVD Staff - prefer left record from the merge routine drop-down menu 
  5. Optional: Select Show merge preview after choosing a merge routine to see what the result would look like for a record merge
  6. Choose OK to merge the records

Note: This operation is non-reversible! You cannot un-merge records.

Choose How to Handle the Non-Preferred/Secondary Record

All holdings, items, order records, and other associated records will be moved to the preferred/target record. You have an option for how to handle the non-preferred/secondary record: Delete, Suppress, or Keep. Choose the option appropriate for the situation.

We recommend choosing Delete unless you have a specific reason to suppress the record so that it is retrievable in the future.

Make sure you're familiar with the policy on when to suppress vs. delete a bib record: Collection Management - Policy for Suppression and Deletion

Save and Release the Record

  1. Save and release the bibliographic record when you are done (Ctrl+Alt+R or File >> Save and Release Record)
  2. Required: delete field 014 from any moved holdings records

Method 2: Finding Matches

  1. Open a bibliographic record in the Main Pane of the MDE 
    Select Record Actions >> Find Matches (Ctrl+M) to open potential record matches in the right pane 

    Note that if you have the split editor open already and are viewing two records, only the left record will have the Ctrl+M option  


  2. Select View. Compare the bibliographic records carefully. 
  3. Select Back to results to see the list of matching records again in the right pane
  4. If this is the record you would like to merge, select Edit
  5. Edit one of the matching records
    1. Once you choose Edit, the list of matching records in the right pane is replaced by the chosen record in Edit mode
    2. If you need to see the list of matches again, click in the left pane and enter Ctrl+M again

  6. Once your preferred record is open on the left, go to Record Actions >> Merge & Combine

    Open/close split editor to adjust the order of your records so that the preferred/target record is on the left and the non-preferred/secondary record is on the right. See [OLD] Metadata Editor (MDE): Navigation and Overview for more information on working with the split editor.

     

  7. Continue with steps 4 and 5 in Method 1 above

  8. Choose How to Handle the Non-Preferred/Secondary Record

  9. Save, and Close. Remember to delete field 014 from any moved holdings records