Linking material in Alma

Owned by Vernica Downey
Last updated: May 15, 2023Version comment

Creating a new holdings record

If there is not a NET holding attached to the bibliographic record or if the NET holding is not for the copy that has been digitized, create a new holding by following these instructions. Each call number should have a separate NET holdings record.

  • Search Physical Titles “MMS ID” or “Local field 900: Aleph number” (with leading zeros for nine digits total)
  • Edit Record
  • View Inventory (Ctrl + I)
  • Copy the call number for the holding that has been digitized
  • Open Templates
  • Select MARC21 Holdings > Private > (choose template)
  • Choose New
  • Fill in the 843, 856, and 908 fields:
    • 843 $n: paste call number copied from view inventory step
      • $$n Copy digitized: Houghton Library: [CALL NUMBER]
      • $$n Copy digitized: Houghton Library: EC65.A100.647b2

    • 856: add page or work image in $3, if needed, or remove $3, if not needed; put delivery link in $u; for PDS templates, delete the $z that does not apply; for suppressed PDS templates, add future reproduction instructions and DRS ID 

No PDS example:

PDS example:

Suppressed PDS example:

      • $$3 [IDENTIFY WORK] $$u http://nrs.harvard.edu/urn-3:FHCL.HOUGH:xxx $$z Color digital images available of entire work $$z Color digital images available of selected pages $$x [FUTURE REPRODUCTIONS] $$x DRS ID: [XXX]
      • $$3 (3) $$u http://nrs.harvard.edu/urn-3:FHCL.HOUGH:5113404 $$z Color digital images available of entire work |x Paper copies for future reproductions |x DRS ID: 28662995
    • 920: replace $$d with year (4 digits) month (two digits), day (two digits), and initials (two letters), $$f with catalogers NETIS, and $$f with the curatorial department code

      • $$a c $$d 2022XXXX $$e HO $$f abc789 $$x modbm, htc, earbm, poe, pga, hyde

      • ex.   920 11 $$a c $$d 20220829 $$e HO $$f scp369 $$x hyde

  • Save holdings record
  • For suppressed holdings, select Tools > Set Management Tags > Suppress from Discovery
  • Release bibliographic and holdings records

Adding to an existing holdings record

If there is a NET holding attached to the bibliographic record and it contains links to images from the same call number, add the new link to the existing holdings record following these instructions.

  • Search Physical Titles “MMS ID” or “Local field 900: Aleph number” (with leading zeros for nine digits total)
  • Edit Record
  • View Inventory (Ctrl + I)
  • Edit the matching NET holding from the inventory list
  • Add 337 ($$a computer $$b c $$2 rdamedia) and 338 ($$a online resource $$b cr $$2 rdacarrier) fields, if fields are not present
  • Update the 843 $d and $7
    • Add the most recent digitization year (first and last year should be represented on the record, no more) to the 843 $d (e.g., change $d 2010. to $d 2010, 2018. and change $d 2010, 2017. to $d 2010, 2018)
    • Change $7 byte 1 from s (single) to m (multiple) and add most recent digitization year to bytes 6-9 (e.g., change $$7 s2010####maun#s to $$7 m20102018maun#s and change $$7 m20102017maun#s to $$7 m20102018maun#s)
  • Add an 856 for the new DRS link
    • Follow the instructions for the 856 field under creating new holdings records and the examples in the templates below
  • Correct fields that may have been incorrectly coded in Aleph or that do not meet Alma requirements
    • Change 583 $$a Harvard University Library to $$j Harvard University Library
    • Remove comma from 843 $7 and replace carats ("^" with pound signs "#") (e.g., change $$7 m2010,2018maun^s to $$7 m20102018maun#s)
    • Change 856 40 to 856 41
  • Save holdings record
  • Release bibliographic and holdings records

Digital Medieval Manuscripts bibliography NET holdings

If a Houghton NET holdings record only has an 856 field with $z Bibliography and a $u that links to a Digital Medieval Manuscripts at Houghton project page##, follow these instructions.

  • Create a new holdings record, as described in the instructions above
  • Copy the 856 field from the bibliography NET holdings record
  • Add the copied 856 field to the new holdings record (code the 856 field as 856 41)
  • Save the new holdings record
  • Delete the bibliography NET holdings record
  • Release bibliographic and holdings records.

NET bibliography and NET digital object records that have not been consolidated should be, if found during routine work.

## Example: Bibliography for Harvard University, Houghton Library, MS Lat 433 (MMS ID: 990133294860203941)

Templates

Source: Houghton's Alma templates are based on Harvard Library's Best Practices for NET Holdings for Locally Digitized Materials.

Access: Until Harvard Library policies about Alma shared templates change, both Houghton's Digital Collections Program Manager or Metadata Librarian have copies of the current Alma templates and can temporarily post them to the shared templates folder on request. These templates should be duplicated to the private templates folder. Then the shared templates should be either set to private again (if originals) or deleted (if copies). 

Maintenance: At the start of each new calendar year, the year should be updated in the 843 $d and $7 and 908 $b.

Template selection

NOPDS or PDS: For images that will display via the Image Delivery Service (IDS), use the NOPDS templates. For images displayed through the Page Delivery Service (PDS), use the PDS templates.

GEN or RDM: RDM templates are only used for digital masters, records for print monographs and serials that were created according to the Benchmark for Faithful Digital Reproductions of Monographs and Serials and that will be exported to the Registry of Digital Masters. All other digitized materials use the GEN templates. 

SUPPRESSED: Select one of the suppressed templates for any images that will be suppressed from public view. Before September 2017, links to digital images of restricted (i.e., under copyright) material described in finding aids were added to suppressed holdings in Aleph; current practice is to only add these as digital objects in ArchivesSpace. Records following the old practice will be found in Alma.

List of templates

Templates last reviewed: 2023-05-15

Shared templates

 HOU NET GEN

See HVD NET GEN Books (Default) (NET Holdings for Locally Digitized Materials)

LDR   ##    #####nx###22#####1n#4500
007    ##    cr|cn |||||a|p
007    ##    cr|cn |||||a|a
008    ##    ######1z####8###4001uu###0000000
506    0#    $$a No restrictions on access copy. $$f Unrestricted online access $$2 star
843    ##    $$a Electronic reproduction. $$m $$b Cambridge, Mass. : $$c Harvard Library Imaging Services, $$d 2023. $$f CALL_NO. $$7 s2023^^^^maun^o
852    8#    $$b NET $$c GEN
856    41    $$3 $$u http://nrs.harvard.edu/PDS_OBJ_DELIV_URN $$z Color digital images available of entire work
856    41    $$3 $$u http://nrs.harvard.edu/IDS_FILE_DELIV_URN?buttons=y $$z Color digital image available
909    ##    $$k nethou
920    11    $$a c $$d 2023mmdd $$e HO $$f netid $$x drs_billing_unit

 HOU NET GEN SUPPRESSED

See HVD NET GEN Books (Default) (NET Holdings for Locally Digitized Materials)

LDR    ##    #####nx###22#####1n#4500
007    ##    cr|cn |||||a|p
007    ##    cr|cn |||||a|a
008    ##    ######1z####8###4001uu###0000000
506    1#    $$a No restrictions on access copy. $$f Unrestricted online access $$2 star
843    ##    $$a Electronic reproduction. $$m $$b Cambridge, Mass. : $$c Harvard Library Imaging Services, $$d 2023. $$f $$n Copy digitized: Houghton Library: CALL_NO $$7 s2023^^^^maun^o
852    8#    $$b NET $$c GEN
856    41    $$3 $$u http://nrs.harvard.edu/PDS_OBJ_DELIV_URN $$z Color digital images available of entire work
856    41    $$3 $$u http://nrs.harvard.edu/IDS_FILE_DELIV_URN?buttons=y $$z Color digital image available
909    ##    $$k nethou
920    11    $$a c $$d 2023mmdd $$e HO $$f netid $$x drs_billing_unit

 HOU NET RDM

See HVD NET RDM Books (Default) (NET Holdings for Locally Digitized Materials)

LDR    ##    #####nx###22#####1n#4500
007    ##    cr|cn |||||a|p
007    ##    cr|cn |||||a|a
008    ##    ######1z####8###4001uu###0000000
506    0#    $$a No restrictions on access copy. $$f Unrestricted online access $$2 star
538    ##    $$a Digitized according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
583    1#    $$j Harvard University Library $$l committed to preserve
843    ##    $$a Electronic reproduction. $$m $$b Cambridge, Mass. : $$c Harvard Library Imaging Services, $$d 2023. $$f  $$n Copy digitized: Houghton Library: CALL_NO $$7 s2023^^^^maun^o
852    8#    $$b NET $$c RDM
856    41    $$3 $$u http://nrs.harvard.edu/PDS_OBJ_DELIV_URN $$z Color digital images available of entire work
909    ##    $$k nethou
920    11    $$a c $$d 2023mmdd $$e HO $$f netid $$x drs_billing_unit
972    ##    $$a dlr

 HOU NET RDM SUPPRESSED

See HVD NET RDM Books (Default) (NET Holdings for Locally Digitized Materials)

LDR    ##    #####nx###22#####1n#4500
007    ##    cr|cn |||||a|p
007    ##    cr|cn |||||a|a
008    ##    ######1z####8###4001uu###0000000
506    1#    $$a No restrictions on access copy. $$f Unrestricted online access $$2 star
538    ##    $$a Digitized according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
583    1#    $$j Harvard University Library $$l committed to preserve
843    ##    $$a Electronic reproduction. $$m $$b Cambridge, Mass. : $$c Harvard Library Imaging Services, $$d 2023. $$f  $$n Copy digitized: Houghton Library: CALL_NO $$7 s2023^^^^maun^o
845    ##    $$a Permission to publish or reproduce should be obtained from the appropriate curator in Houghton Library.    
852    8#    $$b NET $$c RDM
856    41    $$3 $$u http://nrs.harvard.edu/PDS_OBJ_DELIV_URN $$z Color digital images available of entire work
909    ##    $$k nethou
920    11    $$a c $$d 2023mmdd $$e HO $$f netid $$x drs_billing_unit
972    ##    $$a dlr

Modifying shared templates for special formats

 Complete Multipart Monograph

See HVD NET RDM Multipart (Complete) (NET Holdings for Locally Digitized Materials)

  1. Create a new NET holding using the appropriate template from the shared templates list
  2. Make the following changes:

LDR/06:    v [multipart item]
LDR/17:    4 [holdings level 4]
008/16:    1 [complete]
843:    $$m [unit] [first unit]-[last unit]
856:    $$3 [unit] [first unit]-[last unit]
966    31    $$8 0 $$a [unit] [first unit]-[last unit]

Example: Parts digitized as a single PDS object
LDR    ##    #####nv###22#####3n#4500
008    ##    ######1z####8###1001uu###0000000
843    ##    $$a Electronic reproduction. $$m v. 1-3. $$b Cambridge, Mass. : $$c Harvard Library Imaging Services, $$d 2023. $$n EC65.A100.647b2 $$7 s2023^^^^maun^o
856    41    $$3 v. 1-3 $$u http://nrs.harvard.edu/FHCL.HOUGH:00000001 $$z Color digital images available of entire work
966    31    $$a 0 $$a v. 1-3

Example: Parts digitized as multiple PDS objects
LDR    ##    #####nv###22#####3n#4500
008    ##    ######1z####8###1001uu###0000000
843    ##    $$a Electronic reproduction. $$m v. 1-3. $$b Cambridge, Mass. : $$c Harvard Library Imaging Services, $$d 2023. $$n EC65.A100.647b2 $$7 s2023^^^^maun^o
856    41    $$3 v. 1 $$u http://nrs.harvard.edu/FHCL.HOUGH:00000001 $$z Color digital images available of entire work
856    41    $$3 v. 2 $$u http://nrs.harvard.edu/FHCL.HOUGH:00000005 $$z Color digital images available of entire work
856    41    $$3 v. 3 $$u http://nrs.harvard.edu/FHCL.HOUGH:00000008 $$z Color digital images available of entire work
966    31    $$a 0 $$a v. 1-3


Incomplete multipart monograph

See HVD NET RDM Multipart (Incomplete) (NET Holdings for Locally Digitized Materials)

Serial

See HVD NET RDM Serials (NET Holdings for Locally Digitized Materials)

Map

See Published Materials: Print Maps (NET Holdings for Locally Digitized Materials)

Single-item manuscript

See Manuscripts (Single items) (NET Holdings for Locally Digitized Materials)

Visual material

See Visual Material (NET Holdings for Locally Digitized Materials)

Project templates

Dickinson Family Library