Alma AI metadata assistant DRAFT
- Corinna Baksik
Overview
The tool can be used to create or enhance a bib record in Alma, and is available to every staff member with a Resource Management Operator role, provided they follow the guidelines in this document. The tool will NOT produce correct cataloging. All cataloging must be reviewed by a cataloger.
You will be offered the option to upload 4 image files which the tool will use to generate metadata.
TIP: crop images to remove unwanted areas to help the tool focus on the right content
You can also upload PDFs, and the tool will use the first 4 pages.
The images / PDFs will NOT be saved in Alma and will not be available for reference in Alma.
The tool will add LCSH, all all terms will be validated.
Like all AI, the tool may invent information, i.e. HALLUCINATE . It is important to review every record.
You can use the tool in Alma mobile by downloading Alma to your phone from the app store.
The tool does not search the internet for additional information.
The tool is managed by Ex Libris, and was Initially designed for English language resources, with additional languages to be added on an ongoing basis.
Why might you want to use it?
To facilitate data transcription.
You have stub of unique material in a backlog and you want to take pictures of the index and so that the tool can use it to suggest metadata.
You have a PDF of original material and want to use the tool to get a record started.
A book has been scanned via Google/HathiTrust and the record is minimal. You can upload key page images into Alma to enhance the record.
Reminder: best practice is to perform original cataloging in OCLC where feasible. Harvard records are sent to OCLC via Data Sync, but only once to set holdings, unless they are part of a Manuscript Data Sync collection, where they are sent periodically.
How to create a new record using the AI assistant
In the MDE, New menu > Create with AI Assistant
Enter a Title (the tool will enhance/edit this field)
All other fields are optional
Upload images / PDFs (you can select multiple files at once)
Select “Generate record”
You can continue working and Alma will work in the background to create the records.
When the record is ready, it will appear in your MDE with a label “AI generated.” You will also get a notification in the upper right area of Alma.
Once you save the record, the “AI” label in the left pane of the MDE will go away
At Harvard we have customized this feature so that all records generated via AI will receive encoding level 5, and the 914 NO-WORLDCAT field to prevent it from being shared with WorldCat before cataloger review.
Records will be published to HOLLIS unless you suppress them.
Make sure to read “Reviewing the AI-generated data” later in this document
How to enrich an existing record
MDE > Editing Actions > Enhance with AI Assistant
The record will be locked for editing until the AI processing has completed
The AI suggested metadata will be merged with the existing record, creating a new draft. The library’s existing record is considered the preferred record and no existing metadata will be overwritten.
Elements added by the tool will appear in purple (or orange if the field has a warning). The colors will be removed when the record is saved.
Reviewing the AI-generated data
Recommendations for converting the bib to one that can be shared with WorldCat (this section is under review)
Remove the 588 added by the AI tool
Adjust the 520 summary if necessary. You may leave $7 (source of information) if appropriate
Verify every element added by AI
Add pagination
Remove the 914 NO-WORLDCAT field to share with OCLC
What to watch out for
Inaccurate, irrelevant, or false information
Information that may be true but does not belong in the bib
Incorrect field, subfield, indicator coding
Missing data
Incorrect subjects or subjects that are too broad
Sample AI-generated record and its counterpart in OCLC, for illustration purposes
Google slide (click title to open in new tab and enlarge)
Identifying records created with or enriched by AI
This information is available in multiple places:
Alma Analytics – Subject Area – Titles – Bib details
Record versions
Icon in search results
Presence of 588 or 520 $7 (these also indicate that the record has not been verified)
Additional information about the AI assistant
To submit feedback on the quality of the generated metadata suggestions, click the AI feedback button in the MD Editor, while working on a draft which was created / enriched with the AI Metadata Assistant. This feedback is used to monitor and maintain the quality of AI generated metadata over time.