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Marking Records in Alma for Retention Commitments

Harvard commitments to retain materials should be recorded in both Alma item records and Alma holdings records, as follows.

  • All Alma item records must be marked with a Statistics Note 2 with designation of "committed to retain - ReCAP". Additional commitments for same items will be added in same field separated by a comma ("committed to retain - ReCAP, Hathi)".

  • All Alma holding records where at least one item is committed must have an 583 field designating the term of the commitment.

Required coding:

    • First Indicator - 1 - Not Private
    • Second Indicator - # - Undefined
    • $a - Action (NR) - constant text: committed to retain
    • $c - Time/date of action (R)  - date of the commitment
    • $d - Action interval (R)  - constant text: in perpetuity
    • $f - Authorization (R) - name of the collaborative agreement 
    • $5 - Institution to which field applies (NR) - constant text: HUL

Example 583 for ReCAP Shared Collection

583 1# $a committed to retain $c 20181001 $d  in perpetuity $f ReCAP Shared Collection  $5 HUL

All Alma holding records where at least one item is committed must have an 008/12 marked as 8 (permanent retention).

Pilot Project - Marking Records with ReCap Shared Collection Commitments

LTS will:

  • Create itemized sets of items in Alma using spreadsheet data provided by Jim Hodgson as input. December 2018 (Complete)
  • Update items identified for retention with a note in Statistics Note 2. December 2018 - January 2019 (Complete. LTS reviewing errors with Harvard Library Team.) 
  • Apply a norm rule to add the 583 holdings linked to items in the set. Norm rule will first check that an 583 $f ReCAP Shared Collection is not present already. (Complete. LTS reviewing errors with Harvard Library Team.) 

ReCAP Shared Collection Item Counts by Library

Data below current as of 6/1/2020.

Alma Analytics Report: /shared/Harvard University/Physical Items/ReCAP Shared Collection

Library Namecommitted to retain - Hathicommitted to retain - ReCAPcommitted to retain - ReCAP, HathiNum of Items (In Repository)
Andover-Harvard Theological Library 46,394 46,394
Cabot Science3,17183,1483,71890,037
Countway Medicine 43,946 43,946
Documents (Lamont) 1 1
Fine Arts Library 127,536 127,536
Frances Loeb Library 7,995 7,995
Gutman Education 6,486 6,486
Harvard Kennedy School 7,769 7,769
Harvard Law School Library 429,311 429,311
Harvard Yenching Library23,918408,93843,577476,433
Loeb Music Library 27,852 27,852
Tozzer7,49651,8836,12565,504
Widener Library389,3152,497,758291,8833,178,956
Grand Total423,9003,739,017345,3034,508,220

ReCAP Shared Collection Item Counts By Library & Location

Data below current as of 2/13/2019.

Library NameLocation NameItem Count
Andover-Harvard Theological LibraryGEN2
Historical Collections -- Offsite Storage (HD)22
Historical Collections -- Offsite Storage folio (HD)1
Historical Collections -- Tillich Archive -- Offsite Storage (HD)1
LOST Offsite Storage1
OLD DIV folio1
Offsite Storage (HD)46,522
Offsite Storage Brittle Book (HD)108
Offsite Storage SCP (HD)7
Offsite Storage folio (HD)237
Offsite Storage port. (HD)6
Andover-Harvard Theological Library Total 46,908
Cabot ScienceGEN2
Offsite Storage (HD)87,533
Offsite Storage (RD)1,896
Offsite Storage SCP (HD)106
Serial2
Cabot Science Total 89,539
Countway MedicineGEN7
JCSW Women and Medicine1
Offsite Storage (HD)43,985
Countway Medicine Total 43,993
Documents (Lamont)Offsite Storage (HD)1
Documents (Lamont) Total 1
Ernst Mayr LibraryOffsite Storage (HD)44
Ernst Mayr Library Total 44
Fine Arts LibraryGEN1
Offsite Special Collections (HD)4
Offsite Storage (HD)132,755
Offsite Storage SCP (HD)607
UNASSIGNED location1
Fine Arts Library Total 133,368
Fine Arts-RubelGEN1
Offsite Storage (HD)13,169
Fine Arts-Rubel Total 13,170
Frances Loeb LibraryGEN2
Offsite Storage (HD)15,384
Offsite Storage SCP (HD)28
Frances Loeb Library Total 15,414
Gutman EducationOffsite Storage (HD)5,870
Offsite Storage (RD)1,215
Offsite Storage SCP (HD)194
Offsite Storage SCP (RD)463
Gutman Education Total 7,742
Harvard Kennedy SchoolGEN8
Offsite Storage (HD)7,775
Offsite Storage ARC (HD)6
Reserve1
Harvard Kennedy School Total 7,790
Harvard Law School LibraryGEN33
Offsite Storage (HD)351,312
Offsite Storage (RD)81,604
Offsite Storage Rare (HD)1
Offsite Storage SCP (HD)34
Offsite Storage SCP (RD)7
Reference12
Reserve8
Harvard Law School Library Total 433,011
Harvard Yenching Library(C)80
(J)10
(K)6
(V)129
(W)6
DVD (K)5
GEN4
Offsite Storage (HD)205,657
Offsite Storage (RD)56,275
Offsite Storage C (HD)104,019
Offsite Storage C (RD)15,240
Offsite Storage J (HD)23,865
Offsite Storage J (RD)2,618
Offsite Storage K (HD)33,865
Offsite Storage K (RD)7,281
Offsite Storage V (HD)13,897
Offsite Storage V (RD)1,336
Offsite Storage W (HD)5,785
Offsite Storage W (RD)364
VCD (C)1
Harvard Yenching Library Total 470,443
Loeb Music LibraryOffsite Storage (HD)53,870
Offsite Storage A (HD)50
Offsite Storage SCP (HD)130
Seeger Room1
Loeb Music Library Total 54,051
TozzerGEN9
Offsite Storage (HD)38,238
Offsite Storage (RD)8,168
Offsite Storage SPEC.COLL. (HD)22
Offsite Storage SPEC.COLL. (RD)26
Offsite Storage TOZ-LC (HD)11,298
Offsite Storage TOZ-LC (RD)364
Tozzer Total 58,125
Widener LibraryEuropean Languages Division (HD)9
GEN15
Offsite Storage (HD)2,678,433
Offsite Storage (Judaica) (HD)397
Offsite Storage (Judaica) (RD)2
Offsite Storage (RD)150,893
Offsite Storage SCP (HD)846
Offsite Storage SCP (RD)742
UNASSIGNED location2
WID-LC33
Widener Library Total 2,831,372
Grand Total 4,204,971

ReCAP Shared Collection Item Counts By Library & Location & Item Policy

Data below current as of 8/9/2019.

Library NameLocation NameItem PolicyNumber of Items at ReCAP
Cabot ScienceOffsite Storage (RD)Regular Loan (28)1,897
Cabot Science Total  1,897
Gutman EducationOffsite Storage (RD)Regular Loan (01)1,055
Gutman EducationOffsite Storage (RD)Regular Loan (61)173
Gutman EducationOffsite Storage SCP (RD)7-day loan (64)414
Gutman EducationOffsite Storage SCP (RD)In-library use (02)49
Gutman Education Total  1,691
Harvard Law School LibraryOffsite Storage (RD)2-hour loan (10)9
Harvard Law School LibraryOffsite Storage (RD)28-day loan (61)1
Harvard Law School LibraryOffsite Storage (RD)In-library use (02)19
Harvard Law School LibraryOffsite Storage (RD)Regular Loan (01)81,589
Harvard Law School LibraryOffsite Storage SCP (RD)7-day loan (64)7
Harvard Law School Library Total  81,625
Harvard Yenching LibraryOffsite Storage (RD)14-day loan (26)663
Harvard Yenching LibraryOffsite Storage (RD)7-day loan (24)1
Harvard Yenching LibraryOffsite Storage (RD)In-library use (62)11
Harvard Yenching LibraryOffsite Storage (RD)Regular Loan (01)42,296
Harvard Yenching LibraryOffsite Storage (RD)Regular Loan (61)13,341
Harvard Yenching LibraryOffsite Storage C (RD)14-day loan (26)29
Harvard Yenching LibraryOffsite Storage C (RD)Regular Loan (01)13,228
Harvard Yenching LibraryOffsite Storage C (RD)Regular Loan (61)1,989
Harvard Yenching LibraryOffsite Storage J (RD)14-day loan (26)6
Harvard Yenching LibraryOffsite Storage J (RD)Regular Loan (01)2,570
Harvard Yenching LibraryOffsite Storage J (RD)Regular Loan (61)45
Harvard Yenching LibraryOffsite Storage K (RD)14-day loan (26)946
Harvard Yenching LibraryOffsite Storage K (RD)Regular Loan (01)6,344
Harvard Yenching LibraryOffsite Storage K (RD)Regular Loan (61)3
Harvard Yenching LibraryOffsite Storage V (RD)Regular Loan (01)1,328
Harvard Yenching LibraryOffsite Storage V (RD)Regular Loan (61)8
Harvard Yenching LibraryOffsite Storage W (RD)7-day loan (24)1
Harvard Yenching LibraryOffsite Storage W (RD)Regular Loan (01)316
Harvard Yenching LibraryOffsite Storage W (RD)Regular Loan (61)47
Harvard Yenching Library Total  83,172
TozzerOffsite Storage (RD)In-library use (02)1
TozzerOffsite Storage (RD)Regular Loan (01)8,244
TozzerOffsite Storage SPEC.COLL. (RD)7-day loan (64)29
TozzerOffsite Storage SPEC.COLL. TOZ-LC (RD)Regular Loan (01)1
TozzerOffsite Storage TOZ-LC (RD)Regular Loan (01)364
Tozzer Total  8,639
Widener LibraryOffsite Storage (Judaica) (RD)Regular Loan (01)1
Widener LibraryOffsite Storage (Judaica) (RD)Special Collections requestable (91)2
Widener LibraryOffsite Storage (RD)7-day loan (24)7
Widener LibraryOffsite Storage (RD)In-library use (02)146
Widener LibraryOffsite Storage (RD)Regular Loan (01)181,349
Widener LibraryOffsite Storage (RD)Regular Loan (61)4
Widener LibraryOffsite Storage SCP (RD)7-day loan (64)742
Widener Library Total  182,251
Grand Total  359,275
Library NameLocation NameItem PolicyNumber of Items at HD
Andover-Harvard Theological LibraryHistorical Collections -- Offsite Storage (HD)Special Collections requestable (91)64
Andover-Harvard Theological LibraryHistorical Collections -- Offsite Storage folio (HD)Special Collections requestable (91)1
Andover-Harvard Theological LibraryHistorical Collections -- Tillich Archive -- Offsite Storage (HD)Special Collections requestable (91)1
Andover-Harvard Theological LibraryLOST Offsite StorageSuppressed (88)1
Andover-Harvard Theological LibraryOffsite Storage (HD)In-library use (02)5
Andover-Harvard Theological LibraryOffsite Storage (HD)Regular Loan (01)46,482
Andover-Harvard Theological LibraryOffsite Storage Brittle Book (HD)Regular Loan (01)108
Andover-Harvard Theological LibraryOffsite Storage SCP (HD)7-day loan (64)7
Andover-Harvard Theological LibraryOffsite Storage folio (HD)Regular Loan (01)236
Andover-Harvard Theological LibraryOffsite Storage port. (HD)Regular Loan (01)6
Andover-Harvard Theological Library Total  46,911
Cabot ScienceOffsite Storage (HD)1-day loan (20)1
Cabot ScienceOffsite Storage (HD)3-day loan (22)584
Cabot ScienceOffsite Storage (HD)4-day loan (23)198
Cabot ScienceOffsite Storage (HD)7-day loan (64)7
Cabot ScienceOffsite Storage (HD)In-library use (02)1
Cabot ScienceOffsite Storage (HD)Regular Loan (01)2,050
Cabot ScienceOffsite Storage (HD)Regular Loan (28)81,622
Cabot ScienceOffsite Storage (HD)Regular Loan (61)3,063
Cabot ScienceOffsite Storage SCP (HD)7-day loan (64)86
Cabot ScienceOffsite Storage SCP (HD)Regular Loan (28)20
Cabot Science Total  87,632
Countway MedicineOffsite Storage (HD)In-library use (02)3
Countway MedicineOffsite Storage (HD)Regular Loan (28)44,027
Countway MedicineOffsite Storage (HD)Regular Loan (61)1
Countway Medicine Total  44,031
Documents (Lamont)Offsite Storage (HD)Regular Loan (01)1
Documents (Lamont) Total  1
Ernst Mayr LibraryOffsite Storage (HD)In-library use (02)44
Ernst Mayr Library Total  44
Fine Arts LibraryOffsite Special Collections (HD)Special Collections requestable (91)4
Fine Arts LibraryOffsite Storage (HD)7-day loan (64)103
Fine Arts LibraryOffsite Storage (HD)In-library use (02)17,332
Fine Arts LibraryOffsite Storage (HD)Regular Loan (01)115,310
Fine Arts LibraryOffsite Storage (HD)Suppressed (88)0
Fine Arts LibraryOffsite Storage SCP (HD)7-day loan (64)607
Fine Arts Library Total  133,356
Fine Arts-RubelOffsite Storage (HD)In-library use (02)912
Fine Arts-RubelOffsite Storage (HD)Regular Loan (01)12,256
Fine Arts-Rubel Total  13,168
Frances Loeb LibraryOffsite Storage (HD)1-day loan (20)7,373
Frances Loeb LibraryOffsite Storage (HD)Regular Loan (01)7,762
Frances Loeb LibraryOffsite Storage (HD)Regular Loan (61)238
Frances Loeb LibraryOffsite Storage (HD)Suppressed (88)11
Frances Loeb LibraryOffsite Storage SCP (HD)1-day loan (20)2
Frances Loeb LibraryOffsite Storage SCP (HD)7-day loan (64)26
Frances Loeb Library Total  15,412
Gutman EducationOffsite Storage (HD)In-library use (02)8
Gutman EducationOffsite Storage (HD)Regular Loan (01)5,705
Gutman EducationOffsite Storage (HD)Regular Loan (61)144
Gutman EducationOffsite Storage SCP (HD)7-day loan (64)191
Gutman EducationOffsite Storage SCP (HD)In-library use (02)3
Gutman Education Total  6,051
Harvard Kennedy SchoolOffsite Storage (HD)3-day loan (22)2
Harvard Kennedy SchoolOffsite Storage (HD)3-hour loan (11)1
Harvard Kennedy SchoolOffsite Storage (HD)7-day loan (64)1
Harvard Kennedy SchoolOffsite Storage (HD)Regular Loan (01)7,771
Harvard Kennedy SchoolOffsite Storage (HD)Regular Loan (61)4
Harvard Kennedy SchoolOffsite Storage ARC (HD)Regular Loan (01)6
Harvard Kennedy School Total  7,785
Harvard Law School LibraryOffsite Storage (HD)14-day loan (26)1
Harvard Law School LibraryOffsite Storage (HD)2-hour loan (10)56
Harvard Law School LibraryOffsite Storage (HD)28-day loan (61)13
Harvard Law School LibraryOffsite Storage (HD)7-day loan (24)15
Harvard Law School LibraryOffsite Storage (HD)In-library use (02)340
Harvard Law School LibraryOffsite Storage (HD)Regular Loan (01)350,904
Harvard Law School LibraryOffsite Storage (HD)Restricted loan (04)2
Harvard Law School LibraryOffsite Storage Rare (HD)Regular Loan (01)1
Harvard Law School LibraryOffsite Storage SCP (HD)7-day loan (64)34
Harvard Law School Library Total  351,366
Harvard Yenching LibraryOffsite Storage (HD)14-day loan (26)1,598
Harvard Yenching LibraryOffsite Storage (HD)3-day loan (22)4
Harvard Yenching LibraryOffsite Storage (HD)7-day loan (24)6,080
Harvard Yenching LibraryOffsite Storage (HD)7-day loan (64)1
Harvard Yenching LibraryOffsite Storage (HD)In-library use (02)10
Harvard Yenching LibraryOffsite Storage (HD)In-library use (62)30
Harvard Yenching LibraryOffsite Storage (HD)Regular Loan (01)155,605
Harvard Yenching LibraryOffsite Storage (HD)Regular Loan (61)42,290
Harvard Yenching LibraryOffsite Storage (HD)Special Collections requestable (91)2
Harvard Yenching LibraryOffsite Storage C (HD)14-day loan (26)52
Harvard Yenching LibraryOffsite Storage C (HD)7-day loan (24)45
Harvard Yenching LibraryOffsite Storage C (HD)Regular Loan (01)95,146
Harvard Yenching LibraryOffsite Storage C (HD)Regular Loan (61)8,781
Harvard Yenching LibraryOffsite Storage J (HD)14-day loan (26)53
Harvard Yenching LibraryOffsite Storage J (HD)7-day loan (24)124
Harvard Yenching LibraryOffsite Storage J (HD)7-day loan (64)1
Harvard Yenching LibraryOffsite Storage J (HD)In-library use (62)1
Harvard Yenching LibraryOffsite Storage J (HD)Regular Loan (01)23,437
Harvard Yenching LibraryOffsite Storage J (HD)Regular Loan (61)246
Harvard Yenching LibraryOffsite Storage K (HD)14-day loan (26)3,777
Harvard Yenching LibraryOffsite Storage K (HD)3-day loan (22)1
Harvard Yenching LibraryOffsite Storage K (HD)7-day loan (24)51
Harvard Yenching LibraryOffsite Storage K (HD)In-library use (02)7
Harvard Yenching LibraryOffsite Storage K (HD)Regular Loan (01)29,985
Harvard Yenching LibraryOffsite Storage K (HD)Regular Loan (61)57
Harvard Yenching LibraryOffsite Storage V (HD)14-day loan (26)3
Harvard Yenching LibraryOffsite Storage V (HD)Regular Loan (01)13,853
Harvard Yenching LibraryOffsite Storage V (HD)Regular Loan (61)51
Harvard Yenching LibraryOffsite Storage W (HD)14-day loan (26)25
Harvard Yenching LibraryOffsite Storage W (HD)7-day loan (24)198
Harvard Yenching LibraryOffsite Storage W (HD)Regular Loan (01)4,847
Harvard Yenching LibraryOffsite Storage W (HD)Regular Loan (61)715
Harvard Yenching Library Total  387,076
Loeb Music LibraryMerritt Room Offsite Storage (HD)Regular Loan (01)14
Loeb Music LibraryMerritt Room Offsite Storage (HD)Regular Loan (61)1
Loeb Music LibraryMerritt Room Offsite Storage (HD)Special Collections requestable (91)52
Loeb Music LibraryOffsite Storage (HD)3-hour loan (13)9,441
Loeb Music LibraryOffsite Storage (HD)In-library use (02)3
Loeb Music LibraryOffsite Storage (HD)In-library use (62)4
Loeb Music LibraryOffsite Storage (HD)Regular Loan (01)42,652
Loeb Music LibraryOffsite Storage (HD)Regular Loan (28)1
Loeb Music LibraryOffsite Storage (HD)Regular Loan (61)1,718
Loeb Music LibraryOffsite Storage SCP (HD)7-day loan (64)130
Loeb Music Library Total  54,016
TozzerOffsite Storage (HD)7-day loan (64)1
TozzerOffsite Storage (HD)In-library use (02)1
TozzerOffsite Storage (HD)Regular Loan (01)38,152
TozzerOffsite Storage (HD)Regular Loan (61)6
TozzerOffsite Storage SPEC.COLL. (HD)7-day loan (64)18
TozzerOffsite Storage SPEC.COLL. (HD)Regular Loan (01)1
TozzerOffsite Storage TOZ-LC (HD)In-library use (02)1
TozzerOffsite Storage TOZ-LC (HD)Regular Loan (01)11,292
TozzerOffsite Storage TOZ-LC (HD)Regular Loan (61)4
Tozzer Total  49,476
Widener LibraryEuropean Languages Division (HD)Regular Loan (01)6
Widener LibraryOffsite Storage (HD)7-day loan (24)30,577
Widener LibraryOffsite Storage (HD)7-day loan (64)25
Widener LibraryOffsite Storage (HD)In-library use (02)736
Widener LibraryOffsite Storage (HD)None8
Widener LibraryOffsite Storage (HD)Regular Loan (01)2,616,478
Widener LibraryOffsite Storage (HD)Regular Loan (28)11
Widener LibraryOffsite Storage (HD)Regular Loan (61)89
Widener LibraryOffsite Storage (HD)Suppressed (88)30
Widener LibraryOffsite Storage (Judaica) (HD)Regular Loan (01)279
Widener LibraryOffsite Storage (Judaica) (HD)Special Collections requestable (91)124
Widener LibraryOffsite Storage SCP (HD)7-day loan (64)846
Widener Library Total  2,649,209
Grand Total  3,845,534


Impact on Ongoing Workflows

  • Staff should not remove markings that indicate that an item has a retention commitment (currently Item Statistic Note 2 and 583 field.
  • Staff should always check items for retention commitment marking in item record and should not withdraw items from the collection that are marked as committed to retain.
  • Workflow documentation will be provided in coming months for cases in which a withdrawing a previously committed item is required (lost or damaged items).
  • Workflow documentation will be provided in coming months for marking item data and holdings 583 notes (including, potentially, $3) when new commitments are made. 

Future Batch Commitments 

In future, LTS can partner with libraries to provide batch services to mark items for retention in cases when more than 200 items have been committed.

  • Libraries should create and itemized set of item records in Alma.
  • Libraries should submit an Alma support ticket to request retention marking.
  • LTS will schedule batch update processes for set of itemized and holdings.

Project Background

https://wiki.harvard.edu/confluence/x/k5LjDQ

 

 

 

 

 

 

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