Marking Records in Alma for Retention Commitments - 2018 project

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

During the 2018 commitment to ReCAP, the following changes were made in bulk to records in Alma.

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 7/5/2021.

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

Library Name	committed to retain - Hathi	committed to retain - ReCAP	committed to retain - ReCAP, Hathi	Num of Items (In Repository)
Andover-Harvard Theological Library		44,773		44,773
Cabot Science	3,171	83,080	3,718	89,969
Countway Medicine		43,933		43,933
Fine Arts Library		127,449		127,449
Frances Loeb Library		7,988		7,988
Gutman Education		6,484		6,484
Harvard Kennedy School		7,745		7,745
Harvard Law School Library		429,179		429,179
Harvard Yenching Library	23,927	408,858	43,568	476,353
Loeb Music Library		27,830		27,830
Tozzer	7,496	51,778	6,125	65,399
Widener Library	389,366	2,496,026	291,832	3,177,224
Grand Total	423,960	3,735,123	345,243	4,504,326

ReCAP Shared Collection Item Counts By Library & Location

Data below current as of 7/5/2021.

Library Name	Location Name	Total
Andover-Harvard Theological Library	Offsite Storage (HD)	44,759
Andover-Harvard Theological Library	Special Coll. (HDSP) -- Offsite Storage (HD)	14
Andover-Harvard Theological Library Total		44,773
Cabot Science	Offsite Storage (HD)	84,901
Cabot Science	Offsite Storage (RD)	1,897
Cabot Science Total		86,798
Countway Medicine	Offsite Storage (HD)	43,933
Countway Medicine Total		43,933
Fine Arts Library	Offsite Special Collections (HD)	347
	Offsite Storage (HD)	114,867
	Rubel Offsite Special Collections (HD)	29
	Rubel Offsite Storage (HD)	12,206
Fine Arts Library Total		127,449
Frances Loeb Library	Offsite Storage (HD)	7,988
Frances Loeb Library Total		7,988
Gutman Education	Offsite Storage (HD)	5,256
Gutman Education	Offsite Storage (RD)	1,228
Gutman Education Total		6,484
Harvard Kennedy School	Offsite Storage (HD)	7,745
Harvard Kennedy School Total		7,745
Harvard Law School Library	GEN	1
	Offsite Storage (HD)	338,378
	Offsite Storage (RD)	90,800
Harvard Law School Library Total		429,179
Harvard Yenching Library	Offsite Storage (HD)	194,993
	Offsite Storage (RD)	55,208
	Offsite Storage C (HD)	103,399
	Offsite Storage C (RD)	15,174
	Offsite Storage J (HD)	23,649
	Offsite Storage J (RD)	2,615
	Offsite Storage K (HD)	30,013
	Offsite Storage K (RD)	6,353
	Offsite Storage V (HD)	13,914
	Offsite Storage V (RD)	1,336
	Offsite Storage W (HD)	5,407
	Offsite Storage W (RD)	365
Harvard Yenching Library Total		452,426
Loeb Music Library	Offsite Storage (HD)	27,830
Loeb Music Library Total		27,830
Tozzer	Offsite Storage (HD)	38,012
	Offsite Storage (RD)	8,244
	Offsite Storage TOZ-LC (HD)	11,283
	Offsite Storage TOZ-LC (RD)	364
Tozzer Total		57,903
Widener Library	European Languages Division (HD)	6
	GEN	1
	Middle Eastern Division (HD)	2
	Offsite Storage (HD)	2,602,815
	Offsite Storage (Judaica) (HD)	2
	Offsite Storage (RD)	185,032
Widener Library Total		2,787,858
Grand Total		4,080,366

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

Data below current as of 7/5/2021.

Library Name	Location Name	Item Policy	Total
Andover-Harvard Theological Library	Offsite Storage (HD)	Regular Loan (01)	44,759
	Special Coll. (HDSP) -- Offsite Storage (HD)	Regular Loan (01)	1
	Special Coll. (HDSP) -- Offsite Storage (HD)	Special Collections requestable (91)	13
Andover-Harvard Theological Library Total			44,773
Cabot Science	Offsite Storage (HD)	Regular Loan (01)	82,732
	Offsite Storage (HD)	Regular Loan (61)	2,169
	Offsite Storage (RD)	Regular Loan (01)	1,897
Cabot Science Total			86,798
Countway Medicine	Offsite Storage (HD)	In-library use (02)	1
		Regular Loan (01)	43,931
		Regular Loan (61)	1
Countway Medicine Total			43,933
Fine Arts Library	Offsite Special Collections (HD)	Regular Loan (01)	347
	Offsite Storage (HD)	Regular Loan (01)	114,867
	Rubel Offsite Special Collections (HD)	Regular Loan (01)	29
	Rubel Offsite Storage (HD)	Regular Loan (01)	12,206
Fine Arts Library Total			127,449
Frances Loeb Library	Offsite Storage (HD)	Regular Loan (01)	7,754
Frances Loeb Library	Offsite Storage (HD)	Regular Loan (61)	234
Frances Loeb Library Total			7,988
Gutman Education	Offsite Storage (HD)	Regular Loan (01)	5,122
	Offsite Storage (HD)	Regular Loan (61)	134
	Offsite Storage (RD)	Regular Loan (01)	1,055
	Offsite Storage (RD)	Regular Loan (61)	173
Gutman Education Total			6,484
Harvard Kennedy School	Offsite Storage (HD)	Regular Loan (01)	7,741
Harvard Kennedy School	Offsite Storage (HD)	Regular Loan (61)	4
Harvard Kennedy School Total			7,745
Harvard Law School Library	GEN	Regular Loan (01)	1
	Offsite Storage (HD)	In-library use (02)	2
	Offsite Storage (HD)	Regular Loan (01)	338,376
	Offsite Storage (RD)	In-library use (02)	1
	Offsite Storage (RD)	Regular Loan (01)	90,799
Harvard Law School Library Total			429,179
Harvard Yenching Library	Offsite Storage (HD)	In-library use (02)	11
		Regular Loan (01)	152,882
		Regular Loan (61)	42,100
	Offsite Storage (RD)	In-library use (02)	2
		Regular Loan (01)	41,894
		Regular Loan (61)	13,312
	Offsite Storage C (HD)	Regular Loan (01)	94,628
	Offsite Storage C (HD)	Regular Loan (61)	8,771
	Offsite Storage C (RD)	Regular Loan (01)	13,186
	Offsite Storage C (RD)	Regular Loan (61)	1,988
	Offsite Storage J (HD)	Regular Loan (01)	23,405
	Offsite Storage J (HD)	Regular Loan (61)	244
	Offsite Storage J (RD)	Regular Loan (01)	2,570
	Offsite Storage J (RD)	Regular Loan (61)	45
	Offsite Storage K (HD)	14-day loan (26)	5
		In-library use (02)	5
		Regular Loan (01)	29,947
		Regular Loan (61)	56
	Offsite Storage K (RD)	Regular Loan (01)	6,350
	Offsite Storage K (RD)	Regular Loan (61)	3
	Offsite Storage V (HD)	Regular Loan (01)	13,863
	Offsite Storage V (HD)	Regular Loan (61)	51
	Offsite Storage V (RD)	Regular Loan (01)	1,328
	Offsite Storage V (RD)	Regular Loan (61)	8
	Offsite Storage W (HD)	Regular Loan (01)	4,703
	Offsite Storage W (HD)	Regular Loan (61)	704
	Offsite Storage W (RD)	In-library use (02)	2
		Regular Loan (01)	315
		Regular Loan (61)	48
Harvard Yenching Library Total			452,426
Loeb Music Library	Offsite Storage (HD)	Regular Loan (01)	26,899
Loeb Music Library	Offsite Storage (HD)	Regular Loan (61)	931
Loeb Music Library Total			27,830
Tozzer	Offsite Storage (HD)	Regular Loan (01)	38,012
	Offsite Storage (RD)	Regular Loan (01)	8,244
	Offsite Storage TOZ-LC (HD)	Regular Loan (01)	11,279
	Offsite Storage TOZ-LC (HD)	Regular Loan (61)	4
	Offsite Storage TOZ-LC (RD)	Regular Loan (01)	364
Tozzer Total			57,903
Widener Library	European Languages Division (HD)	Regular Loan (01)	6
	GEN	Regular Loan (01)	1
	Middle Eastern Division (HD)	In-library use (62)	2
	Offsite Storage (HD)	3-hour loan Digital Reserves (87)	2
		In-library use (02)	404
		In-library use (62)	5
		Regular Loan (01)	2,602,363
		Regular Loan (61)	40
		Temporarily prohibited (89)	1
	Offsite Storage (Judaica) (HD)	Regular Loan (01)	2
	Offsite Storage (RD)	In-library use (02)	150
		In-library use (62)	1
		Regular Loan (01)	184,876
		Regular Loan (61)	4
		Special Collections requestable (91)	1
Widener Library Total			2,787,858
Grand Total			4,080,366

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://harvardwiki.atlassian.net/wiki/x/k4OVAg

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