Alma Merging Algorithms and Protected Fields, incl. valid subfield 5 codes
- Corinna Baksik
- Jennifer Koerber (Unlicensed)
Overview
Merge routines in Alma are defined by Harvard.
Current routines, with a history of changes, are tracked via GitHub here: https://github.com/cbaksik/Alma/tree/master/MergeRules
Routines are used as follows:
| Merge Name | Application |
|---|---|
| SYS-A-Staff-MDE-PreferLeft | applied in MDE when staff use Combine Records and Merge Inventory (record on left is preferred) |
| SYS-Batch-Connexion | applied to records exported from Connexion client to Alma |
| SYS-ExternalResource | applied when merging a record from an External Resource in MDE |
| SYS-Batch-PreferIncoming | used for certain data loads |
| SYS-Batch-PreferIncoming, drop 914 | used for certain data loads. Drops 914 No-WorldCat if present in the database record. The incoming record is an improvement over the stub therefore it is safe to report to WorldCat. |
| SYS-Batch-Local | used for certain data loads |
| SYS-WorldCat-Updates-No-Overlay | used for WorldCat updates, when bib has No-Overlay field |
| SYS-WorldCat-Updates-Overlay | used for WorldCat updates, when bib lacks No-Overlay field |
Protected Fields in Bibs: local fields and use of subfield 5
Protected bib fields with $5
When these bib fields have a subfield 5 with a VALID 3-character code (see below), they will be retained during merges:
- 246
- 500, 501, 526, 541, 585, 588
- 655
- 700 , 710, 711
- 730, 740
- 800 , 810, 811
- 830
880 fields (non-Latin scripts) do not get protected if $5 is present.
These fields are always protected (regardless of subfield 5):
- 69X
- 752 (this field will also be added from the non-preferred record when using the "prefer left record" manual merge)
- 9XX excluding 998 (no-overlay field)
Valid $5 codes
The best practice is to enter the code in lower case when used in $5, with no trailing punctuation. If the code is upper case or trailing punctuation is present, the field will still be protected.
Do not use MARC organization codes in Alma - the fields will not be protected unless they have one of the codes below.
| Code | Name | Note |
|---|---|---|
| ajp | Arnold Arboretum Horticultural Library | |
| arg | Botany Gray Arnold | Botany 1 of 6 |
| arn | Botany Arnold (Cambridge) | Botany 2 of 6 |
| bak | Baker Business | |
| ber | Biblioteca Berenson | |
| cab | Cabot Science | |
| ddo | Dumbarton Oaks | |
| des | Frances Loeb Library | |
| div | Harvard Divinity School Library | |
| ecb | Botany Economic | Botany 3 of 6 |
| env | Environmental Information Center | |
| fal | Fine Arts Library | |
| far | Botany Farlow Library | Botany 4 of 6 |
| fun | Fung Library | |
| gra | Botany Gray Herbarium | Botany 5 of 6 |
| gut | Gutman Education | |
| hel | Center for Hellenic Studies | |
| hfa | Harvard Film Archive | |
| hou | Houghton Library | |
| hua | Harvard University Archives | |
| hul | (used when heading is not limited to a single library) | Example use: e-reader collection |
| hyl | Harvard Yenching Library | |
| ksg | Harvard Kennedy School | |
| law | Harvard Law School Library | |
| map | Harvard Map Collection | |
| mcz | Ernst Mayr Library | |
| med | Countway Medicine | |
| mic | Microforms (Lamont) | MIC is no longer a separate library in Alma. It was subsumed by LAM. You may still use the code in $5 |
| mmf | Master Microforms | |
| mus | Loeb Music Library | |
| net | Online Resource | |
| orc | Botany Ames Orchid | Botany 6 of 6 |
| poe | Poetry Room (Lamont) | POE is no longer a separate library in Alma. It was subsumed by LAM. You may still use the code in $5 |
| sch | Schlesinger Library | |
| the | Theatre Collection | |
| toz | Tozzer | |
| wid | Widener Library | |
| wol | John G. Wolbach Library |
Obsolete $5 codes - not protected
- The codes below may exist in our data due to past organizational structure or integrations.
- afr, art, bio, car, cea, crl, dan, dcj, dev, fig, for, fri, geo, gib, gro, hsl, ill, kir, lin, lit, mur, nmm, oph, pal, pea, phi, phy, psy, qua, rrc, san, sbr, scc, sia, smy, soc, sta, uri, wei
- These should NOT be used prospectively.
- They are NOT protected during Alma merge routines.
- You are not required to take them out or leave them in, but MSWG advises that you change them to that of the current holding library if applicable.
Non-Harvard $5 codes
Fields with subfield 5 from non-Harvard institutions should be removed from our records if they are encountered.
When using Alma's Search Resources or Connexion, these fields are removed from the incoming records if they contain subfield 5: 246, 500, 501, 561, 562, 563, 655, 700, 710, 711, 730, 740, 800, 810, 811, 830
Protected Fields in Holdings
Because we have no processes that merge holdings record in Alma, there are no merge routines.