# Resources - Metadata
This section contains information on policies, workflows, how-to's, and configuration settings for metadata in the WRLC Alma environment.
# Resources - Metadata Configuration
# Authority Control
### Authority Control Jobs
The WRLC Network Zone runs three different jobs in Alma for authority control every day. These jobs apply only to Network Zone-linked bibliographic records that have been added or updated since the last time the job was run, also to bibliographic records with subject headings linked to authority records that have been updated since the last job was run.
1. Link BIB Headings job : links authority headings to an authority record
2. Preferred Term Correction job : changes the heading from the non-preferred term to the preferred term.
3. Handle Local Authority Record Updates job : updates $0 in the bibliographic record and performs relinking for local authority records.More information can be found in the [Alma Knowledge Center](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/060Working_with_Authority_Records#Jobs_Related_to_Authority_Records).Ex Libris runs a re-indexing job on all repository records twice a year (from November to January, and from May to July). This process applies both authority control jobs to all records in the repository; this is the only time that the jobs will run on old records as well as new ones.The WRLC did not have authority control jobs running in the Network Zone until 2022. In the Fall of 2021, the WRLC Metadata Committee reviewed authority control in Alma and came to the conclusion that, although the jobs are not perfect, the benefits outweigh the drawbacks. A detailed description of this review can be viewed in the [Authority Control Testing Fall 2021](https://docs.google.com/document/d/1b8x16c4RAa3WDVrEeEO6yG3jFX-Efs94nWb19z4n2so/edit#heading=h.mlv4luawgvu2) document created by the WRLC Authority Control Subgroup. The official WRLC Policy on Authority Control can be found in the [WRLC Network Zone Bibliographic Record Policies document](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-authority-control-jo).
### Authority Control Rules
In addition, WRLC created several Authority Control rules to mitigate some of the mistakes commonly committed by the Link BIB Heading and Preferred Term Correction jobs. The jobs and rules mentioned above are configured in the Network Zone, and therefore only apply to records linked to the Network Zone. Below are are the current configurations in the WRLC Network Zone for authority control.
#### Configuration > Resources > General > Authority Control RulesLink BIB Headings Tab[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/authority-control-1.PNG)
**Undifferentiated Personal Name** : when the authority 008 control field, position 32 = "b", then do not link
**Exact subfield codes** : Subdivision fields will NOT be disregarded by the Link BIB Heading job
#### Configuration > Resources > General > Authority Control RulesPreferred Term Correction Tab[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/authority-control-2.PNG)
**Undifferentiated non-preferred personal name** : Prevents preferred term correction for personal names in an X00 field to be linked to an authority record with an undifferentiated non-preferred personal name
**655 LCSH Headings** : If a term in a 655 field is from LCSH vocabulary, preferred term correction will not be applied
Resources :
- [Working with Authority Records](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/060Working_with_Authority_Records)
- [Authority Control Rules](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/060Working_with_Authority_Records/Authority_Control_Rules)
- [WRLC’s Authority Control Testing Fall 2021](https://docs.google.com/document/d/1b8x16c4RAa3WDVrEeEO6yG3jFX-Efs94nWb19z4n2so/edit?usp=sharing)
# Metadata Editor Warnings (MARC21 Bib Extensions)
When a record is opened in Alma’s Metadata Editor, Alma checks the record for a variety of characteristics such as missing information, invalid information, duplicate records, and so forth. If an issue is found, it is presented as a warning at the bottom of the screen. These warnings are controlled in Alma configuration through extension packs, which are xml files that describe the use and function of each field in MARC21.In addition to the out-of-the-box extension packs, the WRLC Network Zone has both added and edited several extension packs in an effort to minimize the number of incorrect warnings in the Metadata Editor. The extension packs in the WRLC NZ that have been edited from the out-of-the-box configuration are for MARC fields 082 and 590; the new extension packs that have been added to the WRLC NZ are for MARC fields 012, 019, 029, and 891.Because this is configured in the Network Zone, it is only applicable to records linked to the Network Zone. If your institution would like to recreate these configurations for Institution Zone only records, the NZ settings would need to be recreated in your Institution Zone configuration.
# Institution Zone InstructionsUse the following instructions below if you wish to recreate the NZ settings in your own IZ
## User Roles Needed :
- Catalog Administrator
## Instructions :
1. Go to Configuration > Resources > Cataloging > Metadata Configuration
2. Choose the MARC21 Bibliographic active profile
3. On the Profile Details page, click Shared Extensions
4. Download each of the extension packs contributed by 01WRLC\_NETWORK. For each, an xml file will be saved to your Downloads folder in your computer.
5. Download the extension pack for MARC field 029 (contributed by 01CSCU\_WCSU). An xml file will be saved to your Downloads folder in your computer.
6. Return to the Profile Details page, and click Add Extensions (to Institution)
7. Upload one of the newly downloaded xml files, then click Add Extensions
8. Repeat the steps above for each extension
9. Return to the Profile Details page, and click the blue Deploy button at the top right-hand corner of the screen
# Resources :
- [WRLC Metadata Editor Warnings Submitted for Correction in Validation Profile](https://docs.google.com/spreadsheets/d/12F-XY4QLLcXIgYW9Ux3C4vM0zTn72b_52WJ2dgqueHo/edit#gid=0)
- [WRLC NZ MARC21 Bib Extension packs](https://drive.google.com/drive/folders/1UNcD1R1FK7Bxk6Zm5nSG4Wna-k-KN1rJ)
- [Editing MARC-Based Profiles with Extension Packs](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/210Metadata_Management_Configuration/Configuring_Cataloging#Editing_MARC-Based_Profiles_with_Extension_Packs)
Posted 03/14/2023 by Jackie Saavedra (WRLC Network Zone Manager)
# Merge Rules
It is WRLC policy to use one of three specific merge rules when merging records; these rules were written so as to preserve local WRLC notes in the bib record. The decision to use specific WRLC merge rules was made by the WRLC Metadata Committee in [July of 2018](https://www-libraries-wrlc-org.proxywcl.wrlc.org/content/metadata-committee-minutes-july-27-2018).
#### What are the three WRLC merge rules?
All of the rules can be found in the Metadata Editor under the **Rules > Merge > Shared** folder
##### ***1. CONSORTIUM NZ / IZ Overlay all fields but local***
***DESCRIPTION : CONSORTIUM NZ / IZ Overlay all fields but local for Integration Profile, Import Profile, Combine and Merge Inventory***
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-11.PNG)
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-12.PNG)
There are two identical copies of this rule; one that is saved in the Network Zone (and is used on NZ records), and the other that is saved in the Institution Zone (and is used for IZ only records).
This rule is to be used for most merge cases, specifically for
- integration profiles
- import profiles
- combine and merge inventory function.
For both integration and import profiles, the primary record is the existing record in Alma; for the combine and merge function, the primary record is the record in the left pane of the Metadata Editor (the one that is opened first). For more information about primary and secondary records as they pertain to merging, please see the Knowledge Center page on [Primary Records](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/016Working_with_Rules/030Working_with_Merge_Rules#Primary_Records).
##### ***2.* *CONSORTIUM NZ / IZ Search external overlay all fields but local***
***DESCRIPTION : CONSORTIUM NZ / IZ Overlay all fields but local for Search External Resources***
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-13.PNG)
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-14.PNG)
There are two identical copies of this rule; one that is saved in the Network Zone (and is used on NZ records), and the other that is saved in the Institution Zone (and is used for IZ only records).
This rule is ONLY meant for merging a record using the “Copy & Merge” function in the “Search External Resources” page of the Metadata Editor.
When copy cataloging using Search External Resources, the primary record is the record found via the external resource (NOT the existing record in Alma). For more information about primary and secondary records as they pertain to merging, please see the Knowledge Center page on [Primary Records](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/016Working_with_Rules/030Working_with_Merge_Rules#Primary_Records).
##### ***3. CONSORTIUM NZ Add local fields***
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-10.PNG)
There is only one copy of this rule, and it is saved in the Network Zone (because this rule is only used on NZ records).
This rule is to be used when one wishes to import records directly to the Network Zone using an import profile. More information on the official WRLC Network Zone policy for this merge rule can be found [here](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-record-load-profile).
#### What do the WRLC merge rules do?
##### ***CONSORTIUM NZ / IZ Overlay all fields but local for Integration Profile, Import Profile, Combine and Merge Inventory*** rule
Completely replaces the primary record with the secondary record except for the following:
- Leave the 001 unchanged
- Retains the following fields in the primary record
- 246 only if they include $5
- 541, 561, 562, 563, 583, 584, 585
- 500, 501, 506, 526, and 540 only if they are institution- or copy-specific and include $5
- 655 fields only if they include $5
- 700, 710, 711, 730, and 740 only if they include $5
- Retain the following fields in the primary record AND add them from the secondary record:
- 009
- 035 (other than OCoLC)
- 09X
- 59X
- 69X
- 9XX
- Replace the following fields in the primary record unless they don’t exist in the secondary record: 500, 505, 520
- Replace the following field in the primary record with the value from the secondary record: 035 (OCoLC only)
##### ***CONSORTIUM NZ / IZ Overlay all fields but local for Search External Resources***
Keeps the primary record unchanged except for:
- Retain the following fields in the primary record and add them from the secondary record:
- 009
- 049
- 09X
- 246 only if they include $5 that contains a C, D, E, G, L, or V
- 541, 561, 562, 563, 583, 584, 585
- 500, 501, 506, 526, and 540 only if they include a $5 that contains a C, D, E, G, L, or V
- 59X
- 655 fields only if they include $5 that contains a C, D, E, G, L, or V
- 69X
- 700, 710, 711, 730, and 740 only if they include $5 that contains a C, D, E, G, L, or V
- 9XX
- Leave the 035 as is if it contains “OCoLC”, otherwise replace the 035s in the primary record with the 035s from the secondary (Alma) record (this would retain for example *(ViFGM)4673997-gmudb*)
- If the following fields don’t exist in the primary record, add them from the secondary record:
- 500
- 505
- 520
The intention is to create a simple merge rule that will preserve all local field numbers (009, 09X, 59X, 69X, 9XX), regardless of whether or not they are actually coded as a [local extension](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/010Network-Managed_Records_in_a_Network_Zone#Adding_Local_Extensions_Using_the_MD_Editor).
##### ***CONSORTIUM NZ Add Local Fields***
Adds only local fields from the imported record to the Network Zone record via an import profile. Please see the relevant [Network Zone Policy](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-record-load-profile) for more information.
- Add the following fields from the secondary record (the record that is bein imported) to the primary record (the Network Zone record)
- 09X with $9 LOCAL
- 246 only if they contain a $5 with a C, D, E, G, L, or V
- 500, 501, 506, 524, 561, 562, 563, 583, 584, 585, 588 that contains a $5 with a C, D, E, G, L, or V
- 59X with $9 LOCAL
- 600, 610, 611, 630, 647, 648, 650, 651, 655 that contains a $5 with a C, D, E, G, L, or V
- 69X twith $9 LOCAL
- 700, 710, 711, 720, 730, 740, 758 that contains a $5 with a C, D, E, G, L, or V
- 77X with $9 LOCAL
- 78X with $9 LOCAL
- 9XX with $9 LOCAL
#### When are merge rules used in Alma?
##### 1. When copy cataloging using an [external resource](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/035Browse_and_Search/030Searching_Resources) in the Alma Metadata Editor.
In this scenario, you will want to configure the *CONSORTIUM NZ / IZ Search external overlay all fields but local* merge rule for your external resource.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-1.png)
The merge rule used in this scenario is configured for that specific resource under the [**Configuration Menu > Resources > Search Configuration > External Search Resources**](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/080Configuring_Resource_Management/020Configuring_Search#Configuring_External_Search_Resources) page.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-2.PNG)
##### 2. When importing records using an import profile
Under the Match Actions section of an import profile, you can choose which merge rules to use.
In this scenario, you will want to use the *CONSORTIUM NZ / IZ Overlay all fields but local* merge rule when importing records into the Institution Zone.
When importing records directly into the Network Zone, you must use the ***CONSORTIUM NZ Add local fields*** rule. This is according to WRLC Network Zone policy (see below).
> **Record load profile**
>
> **Policy Statement:** Record load profiles should generally only import to the Institution Zone; the Use Network Zone setting for each institution’s import profile should be set to No.
>
> Import profiles can match to the Network Zone, but if a matching record is found the NZ record must be used (only local fields may be added), and if a matching record is not found the incoming record must be imported to the IZ only. To use this method, the following settings should be used: Use Network Zone: “Yes”, Upon Match: “Merge”, Merge method: “CONSORTIUM NZ AddLocalFields”, Upon No Match: “Import to IZ.”
##### 3. When importing records from OCLC Connexion to the Institution Zone
In this scenario, you will want to configure the *CONSORTIUM NZ / IZ Overlay all fields but local* merge rule for your IZ's OCLC Connexion Integration Profile.
Alma uses an Integration Profile (to be found under the **Configuration Menu > General > External Systems > Integration Profiles**) to import records from OCLC to Alma. If the Integration profile is configured to not use the Network Zone (see image below)...
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-5.PNG)
...then Alma will use the merge method configured under the Actions tab of the Integration Profile for merging.
When Alma finds a match with an imported OCLC record and a pre-existing Institution Zone record (the system will use the criteria stipulated under the Serial match method and Non serial match method configured in the Integration Profile; for more information on match methods, see the WRLC NZ policy on [Bibliographic Utilities](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-bibliographic-utilit)), the two records will be merged using the merge method chosen in the Integration Profile.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-6.PNG)
##### 4. When merging two already existing records in the Metadata Editor
Each time you use the Merge Records & Combine Inventory function in the Metadata Editor, you choose which merge rule to use in the pup-up window.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-4.png)
In this scenario, you will want to use the *CONSORTIUM NZ / IZ Overlay all fields but local* merge rule when the primary record is on the left-hand side of the Metadata Editor split screen (the one that is opened first). For more information about primary and secondary records as they pertain to merging, please see the Knowledge Center page on [Primary Records](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/016Working_with_Rules/030Working_with_Merge_Rules#Primary_Records).
Full instructions on how to merge two records can be found in the [How to merge bibliographic records](https://alma.wrlc.org/books/resources-metadata/page/how-to-merge-bibliographic-records) page of the WRLC Wiki.
Keep in mind that you can merge two bibliographic records only when both records are Institution Zone records, or both are Network Zone records. You CANNOT merge an Institution Zone bib record with a Network Zone bib record
#### When are merge rules NOT used in Alma?
##### 1. When importing records from OCLC Connexion to the Network Zone
Alma uses an Integration Profile (to be found under **Configuration Menu > General > External Systems > Integration Profiles**) to import records from OCLC to Alma. If the Integration profile is configured to use the Network Zone (see image below)...
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-7.PNG)
...then the Integration Profile IGNORES the merge method chosen under the Actions tab of the Integration Profile.
If a match with a Network Zone record is found, that Network Zone record is used, and the record will NOT merge with the OCLC record.
##### 2. When linking an IZ record to a matching NZ record
You can share an Institution-Zone record with the Network Zone in the Metadata Editor by choosing **File > Share with Network**. If Alma finds a match between the IZ record and an NZ record, you can preview the match or select from among multiple matches. Select Link beneath the matching record to link the Institution Zone record with the Network Zone record.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/merge-rules-8.png)
When an IZ record is linked with an NZ record, the NZ record metadata overlays the IZ record metadata; no merging occurs. The only metadata in the IZ record that merge into the NZ record are [local extensions](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/010Network-Managed_Records_in_a_Network_Zone#Adding_Local_Extensions_Using_the_MD_Editor).
#### Extra Resources
[Ex Libris Alma Knowledge Center - Working with Merge Rules](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/016Working_with_Rules/030Working_with_Merge_Rules)
# Match Profile in the Metadata Editor
Match methods in Alma are primarily used in [import profiles](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/060Record_Import/020Managing_Import_Profiles#Creating.2FEditing_an_Import_Profile:_Match_Profile) to determine whether an incoming record is considered a duplicate of an existing record.
Match methods are also used in the Metadata Editor, specifically when [linking records from the Institution Zone to the Network Zone](https://alma.wrlc.org/books/resources-metadata/page/how-to-link-and-unlink-bibliographic-records-from-the-nz#bkmrk-linking-bibliographi), and when [using Search External Resources](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/035Browse_and_Search/030Searching_Resources). In both workflows, a list of record(s) is given if a match is found for the open record in the Metadata Editor.
#### Match Profile Configuration for the Metadata Editor
The matching records are determined by the match profile configured in Alma. This configuration can be found under the **[Configuration Menu > Resources > General > Other Settings](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/080Configuring_Resource_Management/060Configuring_Other_Settings)** page.
**It is [WRLC policy](https://www-libraries-wrlc-org.proxywcl.wrlc.org/content/metadata-committee-meeting-minutes-53119) to use the Fuzzy Match Method for both serials and non serials.**
You must choose the same match profile for both the Network Zone and the Institution Zone. The *Share with Network* functionality may fail if the configuration settings differ between the Network Zone and the Institution Zone.
##### Non Serial Match Profile
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/match-method-1.png)
The parameter value for the non\_serial\_match\_profile setting in the WRLC NZ and IZs should be as follows:
```
com.exlibris.repository.mms.match.CDLMatchingProfile
```
##### Serial Match Profile
The parameter value for the serial\_match\_profile setting in the WRLC NZ and IZs should be as follows:
```
com.exlibris.repository.mms.match.CDLSeMatchingProfile
```
##### Fuzzy Match Algorithm
Both the Fuzzy Non-Serial Match Method and the Fuzzy Serial Match Method use the following algorithm to find a match:
>
Alma attempts to find records with, at least, one of the following matching IDs:
- ISSN
> - ISBN
> - LCCN
> - CODEN
> - OCLC unique number
> - Other system number (035 field)
>
>
If no matches are found through this attempt:
- If the incoming record has authors, Alma attempts to find records that have at least one matching combination of title + author.
> - If the incoming record does not have authors, Alma attempts to find records that have at least one matching title.
>
>
The following title and author fields are used for matching: - MARC 21 Title: 245 a; 210 a; 246 a
> - MARC 21 Author: 100 a-d,jq,u; 110 a-e,n,u; 111 a,c-e,n,q,u; 700 a-d,jq,u; 710 a-e,I,n,u; 711 a,c-e,I,j,n,q,u
> - UNIMARC Title: 200 a,e,d,h,i; 531 a
> - UNIMARC Author: 700 a-d,f,p; 701 a-d,f,p; 710 a-h,p; 711 a-h,p; 720 a,f; 721 a,f; 702 a-d,f,g; 712 a-h,p; 722 a,f
>
>
Examples:
>
When the 100/245 match and the 210 exists in the Alma record but is lacking in the incoming record, will there be a match? Yes. Once the records are matched by the 100/245, that is enough. There is no need to check the 210.
>
When the 100/245 match and the 246 exists in the Alma record but is lacking in the incoming record, will there be a match? Yes. Once the records are matched by the 100/245, that is enough. There is no need to check the 246.
>
When the 100/245 match and the 246 exists in the Alma record has one or more 700 fields but the incoming record is lacking all or some of the 700 fields, will there be a match? Yes. Once the records are matched by the 100/245, that is enough. There is no need to check the 700 field(s).
>
If no matches are found in either attempt, Alma issues a message that no matches have been found.
# Item Description Templates
Alma allows for a template to be configured when generating an item description based on the enumeration/chronology fields in an item record.
WRLC has 32 different item description templates configured in our Network Zone and pushed to all Institution Zones.
These templates are only applied to item records with one of the following material types :
**Code**
**Description**
BOOK
Book
ISSUE
Issue
ISSBD
Bound Issue
For a full list and description of these templates, please see the [Templates configured in the WRLC NZ](https://alma.wrlc.org/books/resources-metadata/page/item-record-description-policies-and-templates#bkmrk-templates-configured) section of the [Item Record Description Policies and Templates](https://alma.wrlc.org/books/resources-metadata/page/item-record-description-policies-and-templates) page.
To view the NZ template configurations in your own IZ, go to ***Configuration > Resources > General > Description Templates***; they will be listed under the ***Network Rules list*** section.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-12/desc-template-config2.PNG)
The NZ templates are configured so that they have precedence over any templates configured in the individual Institution Zone. This means that NZ description templates are applied to item records first, and then IZ-only description templates are applied.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-12/desc-template-config3.PNG)
This setting is configured in ***Configuration > Resources > General > Other Settings***. The parameter ***network\_description\_templates\_rules\_precedence*** should be set to ***true*** in all WRLC Institution Zones.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-12/desc-template-config1.PNG)
# Bibliographic Record Deletion - Related Records
Alma allows the ability to prevent the deletion of related records in the Network Zone. In the [*Bibliographic Record Deletion - Related Records*](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/040Working_with_Bibliographic_Records/Restrict_Deletion_of_Network_Zone_Bibliographic_Records_with_Related_Records_and%2F%2For_Local_Extensions#Configuring_Bibliographic_Record_Deletion_with_Related_Records) page of Alma Configuration (which can be found under **Configuration > Resources > Collection Retention**), you can specify which types of related records will result in a warning or a block if staff try to delete them.
In the WRLC Network Zone, only the following relation types are enabled as a Block; this means that any records with a ***Contains*** (774 field) relationship or a ***Part Of*** (773 field) relationship with another record will NOT be deleted by Alma. For more information, see the [Related Record Types](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/051Link_Resolver/030Access_to_Services#Link_Resolver_-_Services_for_Related_Records) section in the Alma Knowledge Base.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-06/wiki-bib-record-deletion-1.PNG)
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-06/wiki-bib-record-deletion-2.PNG)
This prevents the accidental deletion of boundwith records in the catalog that use the 773 or 774 fields for linking. For more information on creating boundwiths in Alma, see the [Configuring Related Records for Physical Inventory](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Physical_Resource_Management/070_Configuring_Resource_Management/009Configuring_Related_Records_for_Physical_Inventory) in the Alma Knowledge Base.
For more information about deleting NZ bibliographic records, please see the [WRLC policy](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-descriptive-catalogi).
# WRLC Retention and WRLC Permanent designation in Alma
#### Overview
Within our consortium's Alma system, items that are designated for **WRLC shared retention** or **permanent retention** are identified directly in the **Item Record** using Alma’s retention commitment fields.
These fields allow participating WRLC institutions to indicate materials that are committed to long-term retention as part of the consortium’s collection management strategy.
---
#### Designation Criteria
Items are designated as **WRLC Retention** or **WRLC Permanent** by **WRLC Headquarters (HQ)** as part of consortium-level collection analysis and retention initiatives.
Retention designations are applied only to
1. Items NOT located in the [Exclusion List for WRLC Retention Designation](https://docs.google.com/spreadsheets/d/10xFW90Oh0aSLkFnOQw8dD58yNamu05YXmhgSHv6aIOw/edit?usp=sharing), and
2. Within participating institutions.
**WRLC Retention**
- Assigned to **one copy of each specific edition of a monographic title.**
- Matching of unique title editions is based on the **Network ID number** in Alma.
**WRLC Permanent**
- Assigned to **monographs published prior to 2005**.
- Titles qualified if there were **ten or fewer copies in the United States listed in WorldCat** at the time of the original collection analysis.
- This analysis was conducted as part of the **WRLC Sustainable Collection Services (SCS) Project** in 2014.
For additional background, see the [**WRLC Sustainable Collection Services Project 2014 Final Report**](https://drive.google.com/file/d/0B6xjsXTB6D0LbktaVHFmOTRUTzhoVnVLRHdhcWFhZU96WVBN/view?resourcekey=0-KU5H2WwrQwaFoXbphH5spg).
*Note: Some sections of the report regarding the number of retained copies and item tagging procedures have since been updated and replaced by current practices.*
---
#### Shared Collections Facility Policy for WRLC Retention items
To support long-term preservation while minimizing unnecessary duplication, the WRLC repository maintains **one copy of each specific edition of a print monographic title** in retention-eligible locations.
- **No print monograph may be added to the repository if the same edition (i.e. if a WRLC Retention or Permanent item) is already stored in a retention-eligible location.**
- These restrictions apply **only to locations designated as eligible for WRLC retention participation** (see the [Exclusion List for WRLC Retention Designation](https://docs.google.com/spreadsheets/d/10xFW90Oh0aSLkFnOQw8dD58yNamu05YXmhgSHv6aIOw/edit?usp=sharing)).
Items stored in **non-retention locations** are **not subject to this restriction**. For example, an institution may retain multiple copies of a title in a **Special Collections or Rare Books location at the Shared Collections Facility (SCF)** if that location is not designated as retention-eligible.
For more information, please see the [Shared Collections Facilities Policies page](https://alma-documentation-bookstack.azurewebsites.net/books/general-wrlcscf-policies/page/shared-collections-facility-policies) of the WRLC Alma Wiki.
---
#### How Retention Is Indicated in Alma
Items that are part of the WRLC retention program are marked in the **Item Record** with the following values:
- **Committed to Retain:** `Yes`
- **Retention Reason:**
- `WRLC Retention`
- `WRLC Permanent`
The selected **Retention Reason** identifies the type of retention commitment for the item.
---
#### Where to Find This in the Item Editor
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/screenshot-2026-03-06-121942.png)
In the **Alma Item Editor**, the retention designation appears in the **Retention Information** section of the item record.
Staff can view the following fields:
- **Committed to Retain**
- **Retention Reason**
If an item has been designated as part of the WRLC retention program, **Committed to Retain** will be set to **Yes**, and the appropriate **Retention Reason** will be selected.
---
#### Retention Reason Configuration
For each participating **Institution Zone (IZ)**, two retention reasons are configured in the **Item Retention Reason Code Table**, found in Configuration > Resources > Collection Retention > Item Retention Reason
These configuration entries control the retention options available in the item record.
Description
Code
WRLC Retention
`WRLCRetentionDONOTDELETE`
WRLC Permanent
`WRLCPermanentDONOTDELETE`
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/screenshot-2026-03-06-115511.png)
The **Description** values appear in the **Retention Reason** dropdown within the Alma item editor.
The **Code** values are the underlying system identifiers and **should not be modified or deleted**, as they support the WRLC retention workflow.
---
#### Participating Institution Zones
The following Institution Zones participate in the WRLC retention project:
- American University
- Catholic University of America
- Gallaudet University
- George Washington University
- Georgetown University
- Howard University
- Marymount University
- University of the District of Columbia
*Please note that neither George Mason University nor any of the specialty libraries (Law and Health Sciences) participate in the WRLC retention program.*
---
#### Important Notes for Catalogers and Staff
- **Retention designations are assigned by WRLC HQ.**
Local staff should **not manually assign or remove** the **WRLC Retention** or **WRLC Permanent** designations unless directed by WRLC HQ.
- If an item that is marked **WRLC Retention** or **WRLC Permanent** becomes **lost, damaged, or missing**, please open a **WRLC Service Desk ticket** so that HQ can review and reassign the retention commitment if necessary.
Email: ****
****
---
#### Resources
- **[Shared Collection Print Monograph Retention Memorandum of Understanding (2024 Update)](https://www.libraries.wrlc.org/sites/www.libraries.wrlc.org/files/2024-10/MOU%20Shared%20Collection%20Print%20Monograph%20Retention.pdf)**
- **[WRLC Sustainable Collection Services Project 2014 Final Report](https://drive.google.com/file/d/0B6xjsXTB6D0LbktaVHFmOTRUTzhoVnVLRHdhcWFhZU96WVBN/view?resourcekey=0-KU5H2WwrQwaFoXbphH5spg)**
- **[Shared Collections Facilities Policies](https://alma-documentation-bookstack.azurewebsites.net/books/general-wrlcscf-policies/page/shared-collections-facility-policies)**
- **[Exclusion List for WRLC Retention Designation](https://docs.google.com/spreadsheets/d/10xFW90Oh0aSLkFnOQw8dD58yNamu05YXmhgSHv6aIOw/edit?usp=sharing)**
# Resources - Metadata Policies
# Fields That can be Deleted in the WRLC Network Zone Without Consultation
Updated March 22, 2024
Please direct any questions or comments about this document to the WRLC Metadata Committee:
When in doubt: ask. Any questions about deleting fields in Network Zone (NZ) bib. records can be posted to the message board of the WRLC Metadata Basecamp: [https://3.basecamp.com/3574750/projects/10052002](https://3.basecamp.com/3574750/projects/10052002)
Any deletion mentioned in this document can be done as an edit or as part of merging bib. Records without consultation.
The following fields may be deleted without consultation:
1. Access points with $$2 nab or $$2 nbc. These start with a number like 86.40 or 86.04.
Example:
650 7 86.40 philosophy of law $$0 (NL-LeOCL)0077607767 $$2 nab
2. ---
Access points from the Book Industry Study Group vocabularies. These are in all-caps and have $$2 bisac or $$2 bisacsh or $$2 bisacrt or $$2 bisacmt.
Example:
650 7 POLITICAL SCIENCE $$2 bisac
3. ---
Access points that duplicate other, controlled access points.
Example:
650 0 Gorillas as pets.
650 4 Gorillas as pets.
4. ---
Access points that are just translations of corporate names or titles.
Examples:
610 20 United Nations. \[keep\]
610 20 Vereinte Nationen. $$2 gnd $$0 (DE-588)4077323-1 \[delete\]
630 00 United Nations Framework Convention on Climate Change $$d (1992 May 9) \[keep\]
630 06 Convention-cadre des Nations Unies sur les changements climatiques (1992 mai 9) \[delete\]
5. ---
Non-local 9xx fields generated on import.
Examples:
938 $$a YBP Library Services $$b YANK $$n 15604791
948 $$h NO HOLDINGS IN CAO - 11 OTHER HOLDINGS
994 $$a Z0 $$b CAO
6. ---
A field that duplicates the function of another preferred field.
Examples:
546 $$a In English, French, German, and Spanish. \[keep\]
500 $$a In English, French, German, and Spanish. \[delete\]
7. ---
A field that applies to a non-WRLC institution.
Example:
561 $$a Gift of Herbert Pell, March 18, 1943. $$5 DLC
583 $$a Commitment to retain ǂc 20151204 ǂ2 pda ǂ5 OTUTLD
8. ---
856 fields with URLs leading to institution-specific resources.
Examples:
856 41 $$u [http://site.ebrary.com/lib/georgemason/Doc?id=10090633](http://site.ebrary.com/lib/georgemason/Doc?id=10090633)
856 42 $$u [http://find.galegroup.com/gdl/start.do?prodId=GDL&userGroupName=wash31575](http://find.galegroup.com/gdl/start.do?prodId=GDL&userGroupName=wash31575)
9. ---
Non-local 0XX fields that exist in OCLC master records.
Examples:
029 NZ1 $$b 4240676
084 GD 30 $$2 blsrissc
10. ---
AVA and ITM fields. These fields were incorrectly added to bibliographic records by Alma, and can be deleted.
Examples:
AVA $$0 99100748753604109 $$8 22276190790004109 $$a 01WRLC\_HOW $$b HUF $$c Founders Stacks $$d F1401 .J68 v.35 no.3 1993 $$e available $$f 1 $$g 0 $$i HU $$j hufperm $$k 0 $$o 22276190790004109 $$p 1 $$q Founders Library
ITM $$d 1989 v. 20 issue 4 mo. OCT $$i perl $$s wrlc danc $$e 1989 v. 20 issue 4 mo. OCT $$m ISSUE $$n 27010901818292 R15M11S21T12 CD $$b 32003000212874 $$z R15M11S21T12 CD
# Formatting Copy-Specific Metadata
### Adding Copy-Specific Metadata in Alma
Copy-specific information can be included in the following fields. Some of these fields may need to be configured for display and/or search in some instances of Primo VE.
#### Copy-specific metadata in holdings records:
**541** - Immediate Source of Acquisition Note
Example:
- 541 1\_ $$c Gift of: $$a Bead Society of Greater Washington.
---
**561** - Ownership and Custodial History
---
**562** - Copy and Version Identification Note
Example:
- 562 \_\_ $$a Worming on pastedowns; inscriptions on front endsheet and title page.
---
**563** - Binding Information
Example:
- 563 \_\_ $$a Bound in brown and yellow paper wrappers.
---
#### Copy-specific metadata in bibliographic records:
**099** - Local call number
Example:
- 099 \_\_ $$a MOML $$a Trials (Online)
---
**246** - Varying Form of Title
Include $$g or $$i with organization name for Primo VE display. Include $$5 with MARC organization code.
Examples:
- 246 1\_ $$g Catholic University Library’s binder's title: $$a Sermons for the seasons $$5 DCU
- 246 1\_ $$i Howard University Library’s binder’s spine title: $$a Neuromancer trilogy $$5 DHU
---
**500, 501, 506, 526, 540, 541, 561, 562, 563, 583, 584, 585** - Notes
Include $$3 with organization name and, if necessary, copy information for Primo VE display. Include $$5 with MARC organization code.
Examples:
- 561 \_\_ $$3 Burns Law Library copy: $$a Bookplate of Thomas Merton. $$5 DGW-L
- 563 \_\_ $$3 Georgetown University Library copy: $$a Binding: red morocco (probably 19th century) gilt with ornamental lozenge on covers; joints restored; gilt on edges of binding and pages; decorated endpapers. $$5 DGU
---
**59X** - Notes
Include organization name in $$a or $$3 for Primo VE display.
Example:
- 590 \_\_ $$a Burns Law Library copy: Little, Brown and Co. publisher's catalog (8 pages, dated: Sept. 1, 1856) precedes the main text.
---
**655** - Index Term--Genre/Form
Include $$3 with organization name and, if necessary, copy information for Primo VE display. Include $$5 with MARC organization code.
Examples:
- 655 \_7 $$3 Burns Law Library copy 3: $$a Bookplates (Provenance) $$z United States $$y 20th century. $$2rbprov $$5 DGW-L
- 655\_7 $$3 Burns Law Library copy 2: $$a Vellum bindings (Binding) $$z Netherlands $$y 18th century. $$2 rbbin $$5 DGW-L
- 655 \_7 $$3 Burns Law Library copy: $$a Booksellers' labels (Provenance) $$z Washington (D.C.) $$y 19th century. $$2 rbprov $$5 DGW-L
---
**700, 710, 711, 730, 740** - Added Entry
Include $$3 with organization name and, if necessary, copy information for Primo VE display. Include $$5 with MARC organization code.
Examples:
- 700 1\_ $$3 Burns Law Library copy: $$a O'Brien, Flann, $$d 1911-1966, $$e former owner. $$5 DGW-L
- 710 2\_ $$3 American University Library copy: $$a Carnegie Endowment for International Peace, $$e former owner. $$5 DAU
---
**773, 774** - Linking Entry
Include $$5 with MARC organization code.
Example:
- 773 08 $$i Boxed with: $$t Constitution-that delicate balance. $$d New York, N.Y. : Columbia University, 1983 $$w (OCoLC)10472486 $$5 DGU
---
**9xx** - These may be locally/consortially defined and customized for Primo VE display and keyword searching. If the fields are intended for public display/access the institution and copy to which the field refers should be specified in a human readable way appropriate to the field (usually $$3 or $$g). $5 is optional but likely helpful for future compatibility. If the fields are not intended for public display/access they should be in the IZ only.”
Examples:
- 961 \_\_ $$3 American University Library copy: $$a Ownership and custodial history: book plate on front paste down: From the library of Lise Mayer. $$5 DAU
- 970 1\_ $$3 American University Library copy: $$a Mayer, Lise, $$d 1957- $$e former owner. $$5 EAU
- 975 2\_ $$a Jacob Burns Law Library Fund $$d 2005. \[a 9xx not intended for public display/access\]
# Item Record Description Policies and Templates
Item record descriptions for print periodicals should follow the guidelines below. Every effort should be made to adhere to these guidelines for newly cataloged items. Legacy records should be corrected only as time and resources allow.For a full list of WRLC recommendations for print periodicals, please see the following document : [Recommendations for Print Periodicals in the Washington Research Library Consortium](https://alma.wrlc.org/books/resources-metadata/page/recommendations-for-print-periodicals-in-the-washington-research-library-consortium)
### Item Field Designations
### Language of auto generated prefixThe auto generated prefixes are in English. Policy is left to each individual school on whether to always use English, or to use the language of the item being cataloged. If using the language of the item, the prefixes must be changed manually in the Description field of the Item Record.
### Month abbreviationsEnter using the appropriate abbreviation. Policy is left to each individual school on whether to always use English, or to use the language of the item being cataloged.If a language is not listed here, consult the [CONSER documentation](https://www.loc.gov/aba/pcc/conser/conserhold/Mosabbr.html).
English
Jan.
Feb.
Mar.
Apr.
May
June
July
Aug.
Sept.
Oct.
Nov.
Dec.
French
janv.
févr.
mars
avril
mai
juin
juil.
août
sept.
oct.
nov.
déc.
German
Jan.
Feb.
März
Apr.
Mai.
Juni
Juli
Aug.
Sept
Okt.
Nov.
Dez.
Spanish
enero
feb.
marzo
abr.
mayo
jun.
jul.
agosto
sep.
oct.
nov.
dic.
Portuguese
jan.
fev.
marco.
abril
maio
junho
julho
agosto
set.
out.
nov.
dez.
Latin
Ian.
Febr.
Mart.
Apr.
Mai
Iun.
Iul.
Aug.
Sept.
Oct.
Nov.
Dec.
Italian
genn.
febbr.
mar.
apr.
magg.
giugno
luglio
ag.
sett.
ott.
nov.
dic.
Dutch
jan.
feb.
maart
apr.
mei.
juni
juli
aug
sept.
oct.
nov.
dec.
### Enumeration D (Special Cases)Enumeration D should be used for descriptive information that does not fit in the categories designated for Enumeration A-C and Chronology I-K. This can include new series (n.s.), parts (pt.), indexes, supplements, and others. All prefixes for Enumeration D should be written in the Enum D field; no prefixes will be added to the Enum D value in the Description field.In addition, complex descriptions for bound periodicals should be written with prefixes in Enumeration D; the information should not be written in any other Enumeration or Chronology fields. For an example, see [Template {EnumD}](https://alma.wrlc.org/books/resources-metadata/page/item-record-description-policies-and-templates#bkmrk-%7Benumd%7D)
If Enum A-C and Chron I-K are used along with Enum D, the value in Enumeration D will always be added to the end of the Description field. For examples, see [Template X {EnumD}](https://alma.wrlc.org/books/resources-metadata/page/item-record-description-policies-and-templates#bkmrk-x-%7Benumd%7D)
### Templates configured in the WRLC NZ
For more information about how these templates are configured in Alma, see the [Item Description Templates](https://alma.wrlc.org/books/resources-metadata/page/item-description-templates) page.
---
#### v.{EnumA}: no.{EnumB}, {EnumC} ({Chronl}: {ChronJ} {ChronK})v.x: no.x, iss.x (Year: Mo. Day)Example : v.101: no.3, iss.7 (2022: Mar. 21)
---
#### v.{EnumA}: no.{EnumB}, {EnumC} ({Chronl}: {ChronJ})v.x: no.x, iss.x (Year: Mo.)Example : v.101: no.3, iss.7 (2022: Mar.)
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-2-1.PNG)
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-2-2.PNG)
---
#### v.{EnumA}: no.{EnumB}, {EnumC} ({Chronl})v.x: no.x, iss.x (Year)Example : v.101: no.3, iss.7 (2022)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-3-1.PNG)
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-3-2.PNG)
---
#### v.{EnumA}: no.{EnumB}, {EnumC}v.x: no.x, iss.xExample : v.101: no.3, iss.7[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-4-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-4-2.PNG)
---
#### v.{EnumA}: no.{EnumB} ({Chronl}: {ChronJ} {ChronK})v.x: no.x (Year: Mo. Day)Example : v.101: no.3 (2022: Mar. 21)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-5-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-5-2.PNG)
---
#### v.{EnumA}: no.{EnumB} ({Chronl}: {ChronJ})v.x: no.x (Year: Mo./Season)Example : v.101: no.3 (2022: Mar.)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-6.PNG)
---
#### v.{EnumA}: no.{EnumB} ({Chronl})v.x: no.x (Year)Example : v.101: no.3 (2022)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-7.PNG)
---
#### v.{EnumA}: no.{EnumB}v.x: no.xExample : v.101: no.3[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-8.PNG)
---
#### v.{EnumA}: {EnumC} ({Chronl}: {ChronJ} {ChronK})v.x: iss.x (Year: Mo. Day)Example : v.101: iss.7 (2022: Mar. 21)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-9-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-9-2.PNG)
---
#### v.{EnumA}: {EnumC} ({Chronl}: {ChronJ})v.x: iss.x (Year: Mo.)Example : v.101: iss.7 (2022: Mar.)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-10-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-10-2.PNG)
---
#### v.{EnumA}: {EnumC} ({Chronl})v.x: iss.x (Year)Example : v.101: iss.7 (2022)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-11-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-11-2.PNG)
---
#### v.{EnumA}: {EnumC} v.x: iss.xExample : v.101: iss.7 [](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-12-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-12-2.PNG)
---
#### no.{EnumB}, iss.{EnumC} ({Chronl}: {ChronJ} {ChronK})no.x, iss.x (Year: Mo. Day)Example : no.3, iss.7 (2022: Mar. 21)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-13-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-13-2.PNG)
---
#### no.{EnumB}, iss.{EnumC} ({Chronl}: {ChronJ})no.x, iss.x (Year: Mo./Seas)Example : no.3, iss.7 (2022: Mar.)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-14-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-14-2.PNG)
---
#### no.{EnumB}, iss.{EnumC} ({Chronl})no.x, iss.x (Year)Example : no.3, iss.7 (2022)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-15-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-15-2.PNG)
---
#### no.{EnumB}, iss.{EnumC}no.x, iss.xExample : no.3, iss.7[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-16-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-16-2.PNG)
---
#### v.{EnumA} ({Chronl}: {ChronJ} {ChronK})v.x (Year: Mo. Day)Example : v.101 (2022: Mar. 21)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-17-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-17-2.PNG)
---
#### v.{EnumA}({Chronl}: {ChronJ})v.x (Year: Mo.)Example : v.101 (2022: Mar.)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-18.PNG)
---
#### v.{EnumA}({Chronl})v.x (Year)Example : v.101 (2022)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-19.PNG)
---
#### v.{EnumA}v.xExample : v.101[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-20.PNG)
---
#### no.{EnumB} ({Chronl}: {ChronJ} {ChronK})no.x (Year: Mo. Day)Example : no.3 (2022: Mar. 21)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-21-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-21-2.PNG)
---
#### no.{EnumB} ({Chronl}: {ChronJ})no.x (Year: Mo.)Example : no.3 (2022: Mar.)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-22.PNG)
---
#### no.{EnumB} ({Chronl})no.x (Year: Mo.)Example : no.3 (2022)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-23.PNG)
---
#### no.{EnumB}no.xExample : no.3[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-24.PNG)
---
#### iss.{EnumC) ({Chronl}: {ChronJ} {ChronK})iss.x (Year: Mo/Sea. Day)Example : iss.7 (2022: Mar. 21)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-25-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-26-2.PNG)
---
iss.{EnumC} ({Chronl}: {ChronJ})iss.x (Year: Mo/Sea)Example : iss.7 (2022: Mar.)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-26-1.PNG)
---
#### iss.{EnumC} ({Chronl})iss.x (Year)Example : iss.7 (2022)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-27-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-27-2.PNG)
---
#### iss.{EnumC}iss.xExample : iss.7[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-28-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-28-2.PNG)
---
#### {Chronl}: {ChronJ} {ChronK}Year: Mo/Sea. DayExample : 2022: Mar. 21[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-29-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-29-2.PNG)
---
#### {Chronl}: {ChronJ}Year: Mo/Sea.Example : 2022: Mar.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-30.PNG)
---
#### {Chronl}YearExample : 2022[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-31.PNG)
---
#### {EnumD}Example : v.3: no.5 (2020: Oct.) - v.4: no.3 (2021: Jun.)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-32-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-32-2.PNG)
---
#### X {EnumD}Example 1 : v.2: no.4 (2018) pt.1[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-33-1-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-33-1-2.PNG)Example 2 : v.13-24 index[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-33-2-1.PNG)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/temp-33-2-2.PNG)Approved by the Metadata Committee April 28, 2023
# Making Changes to WRLC Network Zone Bibliographic Records
Last revised: September 30, 2022
Please direct any questions or comments about this document to the WRLC Metadata Committee: [metadata@list.wrlc.org](mailto:metadata@list.wrld.org)
When in doubt: ask. Any questions about editing or changing Network Zone (NZ) bib. records can be posted to the message board of the WRLC Metadata Basecamp: [https://3.basecamp.com/3574750/projects/10052002](https://3.basecamp.com/3574750/projects/10052002)
### The following kinds of changes, as an edit or as part of merging, may be made without consultation:
Any change mentioned in this list can be done as an edit or as part of merging bib. records.
1. Any of the deletions listed in the [Fields That can be Deleted Without Consultation](https://alma.wrlc.org/books/resources-metadata/page/fields-that-can-be-deleted-in-the-wrlc-network-zone-without-consultation) document.
2. If your institution has the only holding on the bib. record, you may make any changes, so long as they conform to the WRLC metadata [Principles](https://alma.wrlc.org/books/resources-metadata/page/principles-for-working-in-wrlcs-alma-network-zone) and [Policies](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies).
3. Corrections of obvious typos/mistakes in fields and subfields that are not transcribed.
4. Adding new fields, so long as they are valid and appropriate for the NZ.
Example:
English title already present in record:
245 00 $$a Abū Ḥāmid al-Ghazzālī fī al-dhikrá al-miʾawīyah al-tāsiʻah li-wafātih : $$b ashghāl al-Nadwah al-Dawlīyah "al-Ghazzālī al-Yawm, li-mādhā"?, Bayt al-Ḥikmah, 17-21 Māy 2011 / $$c rājaʻahu wa-aʻaddahu lil-nashr Miqdād ʻArafah Mansīyah.
Add title in Arabic script:
245 00 $$a ابو حامد الغزالي في الذكرى المئوية التاسعة لوفاته : $$b اشغال الندوة الدولية "لغزالي اليوم، لماذا"؟، بيت الحكمة، 1721 ماي 2011 / $$c راجعه واعده للنشر مقداد عرفة منسية.
5. Making changes or additions that update a record to current metadata standards (example: upgrading a record from AACR2 to RDA) if the changes don’t involve major changes like changing the main entry.
6. Updating authorized access points (e.g. 1xx, 6xx, 7xx, 8xx) to current forms.
7. Upgrading a regular contents note to an enhanced contents note.
Example:
505 00 $$t Title A / $$r Author A -- $$t Title B / $$r Author B. \[after\]
505 0 Title A / Author A -- Title B / Author B. \[before\]
8. Upgrading a MARC tag to the current standard.
546 $$a In English, French, German, and Spanish. \[after\]
500 $$a In English, French, German, and Spanish. \[before\]
020 $$a 156478181X $q (\[paperback\]) \[after\]
020 $$a 156478181X (pbk.) \[before\]
041 $$a eng $a fre $a spa \[after\]
041 $$a engfrespa \[before\]
758 $$1 \[URI\] \[after\]
758 $$0 \[URI\] \[before\]
9. Changing anything in transcribed elements or certain descriptive parts (e.g. 245, 26x, 300, 490, 505, etc.) if you have the piece in hand.
---
### The following kinds of changes, as an edit or as part of merging, should not be done without consultation:
Any change mentioned in this list cannot be done without consultation as either an edit or as part of merging bib. records.
1. Any deletions not listed in the [Fields That can be Deleted Without Consultation](https://alma.wrlc.org/books/resources-metadata/page/fields-that-can-be-deleted-in-the-wrlc-network-zone-without-consultation) document.
2. Major changes to the record that are not related to upgrading it to current metadata standards.
3. Changing anything in transcribed elements or certain descriptive parts (e.g. 245, 26x, 300, 490, 505, etc.) if you do not you have the piece in hand.
4. Changing anything in a record that is for something that is likely in an institution’s special/rare/archival collections (examples: coded 040 $$e appm, bdrb, cco, cgcrb, dacs, dcgpm, dcrb, dcrmb, dcrmc, dcrmg, dcrmm, dcrmmmss, dcrms; anything produced/published before 1900; one-of-a kind resources like manuscripts). Exceptions: you may update an obsolete AAP to its current authorized form and correct typos in AAPs.
5. Any job or automated process run on a set or sets of NZ bib. records. Please post a message to the WRLC message board of the WRLC Metadata Basecamp: [https://3.basecamp.com/3574750/projects/10052002](https://3.basecamp.com/3574750/projects/10052002) if you want to propose running a job or automated process that could alter NZ records. This does not apply if you are running jobs to manipulate only your local (IZ) fields.
6. Making changes or additions that update a record to current metadata standards (example: upgrading a record from AACR2 to RDA) if they involve major changes like changing the main entry.
7. When closing a serial or integrating resource record, please alert other institutions that have holdings, and make the following changes:
Set the Type of date in the 008 to d. Add date 2 (use chronological designation if different from publication date).
Add publication dates for first and last issues, if these are in hand (if inferring a publication date from chronological designation or copyright date, use brackets).
264 \_1 .... $$c -\[1932\]
Add a note for the last issue, or similar information if the last issue is not in hand. CONSER prefers unformatted notes.
362 1\_ Ceased with: Volume 7, no. 4 (Spring, 1932).
362 1\_ Ceased in 1932.
Add or modify note for the latest issue consulted.
588 Latest issue consulted: Volume 7, no. 4 (Spring, 1932).
Please see: [https://www.loc.gov/aba/pcc/conser/issues/CSR.html](https://www.loc.gov/aba/pcc/conser/issues/CSR.html)
# Principles for Working in WRLC’s Alma Network Zone
Last revised: March 29, 2019
Please direct any questions or comments about these principles to the WRLC Metadata Committee:
1. Do no harm. Please see the WRLC Network Zone Bibliographic Record Policies, the Making Changes to WRLC Network Zone Bibliographic Records, and the Fields That can be Deleted in the Network Zone Without Consultation documents.
2. When in doubt: ask. Any questions about editing or changing Network Zone (NZ) bib. records should be posted to the message board of the WRLC Metadata Basecamp: [https://3.basecamp.com/3574750/projects/10052002](https://3.basecamp.com/3574750/projects/10052002)
3. Most bibliographic records for non-electronic resources that have OCLC numbers and that have been cataloged should reside in the Network Zone with a linked record in each holding library’s Institution Zone (IZ). Exceptions are allowed for rare resources, special collections, and any other records an institution wishes to manage locally.
4. In general, add information applicable to the work/expression/manifestation to the record in the NZ, not your local IZ (e.g., tables of contents; summaries; added entries for editors; additional subject or genre headings; etc.)
5. Be careful when editing specialized records (CONSER, pcc, dcrm(b)). For CONSER and PCC, add information, but do not change anything in the record unless you are certain there is an error. For records that are for something that is likely in an institution’s special/rare/archival collections, please see the Making Changes to WRLC Network Zone Bibliographic Records document.
# Recommendations for Print Periodicals in the Washington Research Library Consortium
The following are recommendations for print periodicals written by the Serial Holdings Subgroup and approved by the Metadata Committee in fiscal year 2023.
The purpose of these recommendations is to standardize serial holding and item records in the WRLC Alma Institution Zones, and to facilitate the discovery of print periodicals in the WRLC instances of Primo VE.
Every effort should be made to adhere to the following recommendations for newly cataloged print periodicals. Legacy records should be corrected only as time and resources allow.
# Recommendations for Item Records
1. Item records for print periodicals should have enumeration and/or chronology information.
2. Description of item records for periodicals should follow the guidelines specified in the [WRLC Item Description Policies and Templates](https://alma.wrlc.org/books/resources-metadata/page/item-record-description-policies-and-templates) document. This uniformity ensures all schools use the same enumeration and chronology fields in the item record for the same pieces of information.
3. Item records should use one of the following item material types to describe periodicals : Issue, Serial, Journal, Book, or Bound issue.
4. Avoid using temporary locations for print periodicals. If items are in a temporary location, the holdings statement in the 866 field does not display in Primo VE ; instead, an ad-hoc holdings statement is created by Primo, which is not always accurate (for instance, the ad-hoc statement created by Primo will not display any gaps in holdings).
# Recommendations for Holding Records
5. Holding records for print periodicals should have one summary statement in an 866 field.
6. It is recommended to not have more than one of each public 8XX field in the holding record. In Primo VE, the entirety of the holdings summary is not displayed automatically if there are repeating fields or subfields; only the first instance of each 8XX field and subfield is automatically displayed in Primo VE.
# Recommendations for Primo Configuration
7. Primo VE should be configured to display the complete summary holdings in the Locations section; the default setting is to display a partial holdings summary. Information about this configuration can be found in the [Configuring Additional Holdings Fields for Display in Primo VE Knowledge Center page](https://knowledge.exlibrisgroup.com/Primo/Product_Documentation/020Primo_VE/Primo_VE_(English)/080Configuring_Delivery_Services_for_Primo_VE/Configuring_Holdings_Display_Fields_for_Primo_VE#Displaying_the_Complete_Holdings_Summary_on_the_Locations_Page).
# Serial Holdings Subgroup Members
American University Amy Robertson; Matt Smith; Liam Toohey
George Mason University Rekha Pandya; Dorothee Schubel
George Washington University Dawn deVillasana; Qali Farah; Joyce Whitmore
Georgetown University Mark Winek
Washington Research Library Consortium Jackie Saavedra
Committee Chairs Amy Robertson; Joyce Whitmore
# WRLC Network Zone Bibliographic Record Policies
Please direct any questions or comments about these policies to the WRLC Metadata Committee: [metadata@list.wrlc.org](mailto:metadata@list.wrlc.org)
BACKGROUNDThe WRLC Metadata Committee was tasked to provide policies regarding a shared catalog in Alma integrated library system. Below shows the consortial topography for cataloging related functions in the Alma shared catalog environment. These policies have been revisited since going live in Alma.The following policies govern mainly the bibliographic records in the shared catalog environment(Network Zone (NZ)). Some of the policies will also have impacts on bibliographic and authority records in the Community and/or Institution Zone (CZ and IZ respectively) when applicable. These policies reflect the [WRLC Principles for Working in the Alma Network Zone](https://alma.wrlc.org/books/resources-metadata/page/principles-for-working-in-wrlcs-alma-network-zone) upon which WRLC member libraries have committed to adhere.The WRLC Metadata Committee develops bibliographic principles, policies, and procedures to facilitate implementation of a shared library system. These provide a fundamental framework for the WRLC member libraries, as the creators, editors, maintainers, and users of this metadata, upon which we will operate.
**Last revised: May 29, 2020**
# Policy Statements.
## Authority control jobs in AlmaPolicy status: FinalizedFunctional Areas: Resource ManagementResponsible Body: WRLC Metadata CommitteePolicy Statement: Quality authority control facilitates access to information. Authority control is performed in the WRLC Network Zone via the Alma Link BIB Heading and the Preferred Term Correction jobs. The WRLC Consortial Network Zone Manager regularly reviews the results of the authority control jobs. Any manual changes needed for authority control will be announced by the NZ Manager in the Metadata Basecamp.Functional ability: Alma, PrimoLast revised: July 29, 2022
## Bibliographic, holdings, and item data cleanupPolicy status: Finalized. Functional Areas: Resource ManagementResponsible Body: WRLC Metadata CommitteePolicy Statement: If resources permit, institutions should make an effort to address known dataproblems. Significant changes to records, such as main entry or unnoticed title changes for serials, can be corrected after consultation with member libraries that have holdings attached via the message board of the WRLC Metadata Basecamp: [https://3.basecamp.com/3574750/projects/10052002](https://3.basecamp.com/3574750/projects/10052002)Functional ability: Alma, PrimoLast revised: March 29, 2019
## Bibliographic UtilitiesPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: OCLC is the common bibliographic utility for WRLC member libraries. The OCLC record number provides a single match point that simplifies loading, maintenance and other technical service operations in the Alma shared catalog environment. Below lists some types of bibliographic records that are not required to contain an OCLC record number or to have holdings set in WorldCat; these records should not be in the NZ:• Brief records for equipment, inventory, ordering, or ILL purposes• Personal copies for course reserves• Shipping list records for GovDoc, Marcive• Host bibliographic records for Bound-withs• Suppressed bibliographic records• Vendor records other than OCLCFunctional ability: Alma, PrimoLast revised: October 26, 2018
## Bound-withsPolicy status: Not finalized. Pending ExLibris Enhancement. Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteeOriginal Source: Ex Libris : Presentations and Documents Cal State: Bound-withsPolicy Statement: In Alma, each bound-with has a host bibliographic record in the IZ linked tobibliographic records in the IZ and NZ for each title in the bound-with. It is recommended that the host bib record should be suppressed. Libraries may create collection-level records for bound-withs in OCLC with individual items in a contents note if required, then import the record into the NZ. Such records should not be linked to IZ/NZ records for individual titles in the bound-withs. Certain catalogers are working to develop the best way to handle bound-withs in Alma, so this policy statement may soon be revised.Functional ability: Alma, PrimoLast revised: April 26, 2019
## Copy-specific metadataPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata CommitteePolicy Statement: Copy-specific metadata can be added in Alma in the following ways:a)In bibliographic records that are in the IZ and not linked to the NZb)In bibliographic records that are in the NZ and linked to the IZc)In IZ holdings or item records.Copy-specific metadata should only be added to NZ bibliographic records if it would be of interest to library users outside of the institution. If copy-specific metadata is added to bibliographic records in the NZ, it must be in the appropriate fields and it must be clear which institution the metadata applies to. Please see the [Formatting Copy-Specific Metadata](https://alma.wrlc.org/books/resources-metadata/page/formatting-copy-specific-metadata) page for more information on and examples of how to correctly format copy-specific metadata.Functional ability: AlmaLast revised: April 28, 2020
## Creating and managing local unique dataPolicy status: Finalized.Functional Areas: Resource Management, AcquisitionsResponsible Body: WRLC Metadata Committee, Special Collections Interest GroupOriginal Source: Introduction to Local Bibliographic ExtensionsLocal Extension DefinitionLocal field migration mappingCal State: Local FieldsOrbis Cascade: Local FieldsIn general, data that applies only to a member library should be put into reserved Alma local MARC fields (e.g. 590, 9xx). The majority of these fields are defined by the entire consortium to contain similar data; some fields may be reserved for local optional use.Some libraries may wish to make copy-specific information visible to the whole consortium in non-local notes or in other indexed fields, especially for rare materials. Libraries that choose to do this must make it clear to which library the copy-specific metadata applies. Please see the policy: Copy-Specific Metadata.Functional ability: Alma, PrimoWRLC Libraries Rationale: To protect local data from accidental deletion or overlay by anotherinstitution, Alma provides the functionality for each institution to secure, manage, and display their local data through defined fields. Prior to migration, local legacy data for the WRLC institutions was mapped to the fields defined in [WRLC Metadata Committee’s Final Mapping for Migration document](https://docs.google.com/spreadsheets/d/1k5kECZ8R5bsYoSXTwtsuX0ZQLkvDMWpv8NSrzP41v5w/edit#gid=1833157035).Last revised: November 22, 2019
## Deletion of NZ bibliographic records
Policy status: Finalized.
Functional Areas: Resource Management
Responsible Body: WRLC Metadata Committee
Policy Statement: Network Zone bibliographic records can be deleted from each Institution Zone either individually in the Metadata Editor, or through a batch process. Alma will automatically prevent the deletion of Network Zone records that have holdings in other institutions, or that are associated with boundwith titles via the 773 or 774 linking field.
Previous WRLC policy stated that when deleting Network Zone bibliographic records, you must first unlink the record from the NZ, delete the IZ-only copy, and then have the Consortial Network Zone Manager delete the remaining NZ records. This policy was put in place to prevent the accidental deletion of bound-with bibliographic records. With the May 2024 Alma release, a new feature was introduced that can prevent the deletion of related records. The Metadata Committee agreed to add this new configuration to our Network Zone on May 31, 2024. For more information on deletion prevention in the WRLC Network Zone, please see the [Bibliographic Record Deletion - Related Records page](https://alma.wrlc.org/books/resources-metadata/page/bibliographic-record-deletion-related-records).
Functional ability: Alma
Last revised: June 28, 2024
## Descriptive cataloging standardsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: Records in the NZ should be cataloged according to an established standard such as RDA, dcrm(b), dacs, etc. In general, records should be updated appropriately in OCLC before import. Records may be accepted into the NZ if they are cataloged according to earlier cataloging standards (e.g. AACR2).Functional ability: Alma, PrimoLast revised: October 26, 2018
## Duplicate NZ recordsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: In general, there should be only one NZ record for each manifestation of a given work. Duplicate bib. records should be identified and resolved as time and resources allow. There may be exceptions for rare or special materials. Questions about possible duplicate bib. records should be posted to the message board of the WRLC Metadata Basecamp: [https://3.basecamp.com/3574750/projects/10052002](https://3.basecamp.com/3574750/projects/10052002)Alma Functional ability: Alma, PrimoLast revised: November 22, 2019
## Editing or making changes to NZ recordsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata CommitteePolicy Statement: Please see the [Principles for Working in WRLC’s Alma Network Zone](https://alma.wrlc.org/books/resources-metadata/page/principles-for-working-in-wrlcs-alma-network-zone), the [Making Changes to WRLC Network Zone Bibliographic Records](https://alma.wrlc.org/books/resources-metadata/page/making-changes-to-wrlc-network-zone-bibliographic-records), and the [Fields That can be Deleted in the Network Zone Without Consultation](https://alma.wrlc.org/books/resources-metadata/page/fields-that-can-be-deleted-in-the-wrlc-network-zone-without-consultation) documents. Any questions about editing or changing Network Zone bib. records should be posted to the message board of the WRLC Metadata Basecamp: [https://3.basecamp.com/3574750/projects/10052002](https://3.basecamp.com/3574750/projects/10052002)
Alma Functional ability: Alma, PrimoLast revised: March 29, 2019
## Identifier in $0 and/or $1Policy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteeOriginal Source: PCC URI FAQs (Feb 2018)Policy Statement: When adding an identifier to an entity, it is recommended that the identifier berecorded in $0 (authority data) and/or $1 (real world object) when available.The preference is to record an HTTP URI over a text string URI.Functional ability: Alma, PrimoLast revised: October 26, 2018
## Language of catalogingPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: English is the language of cataloging at WRLC. Records with a cataloging language other than English are discouraged from being in the Network Zone; legacy records cataloged in a foreign language should be corrected as time and resources allow. Functional ability: Alma, PrimoLast revised: May 31, 2019
## Local WRLC Subject HeadingsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Reparative Cataloging SubgroupPolicy Statement: Local subject headings can be suggested by consortial staff; a [Google form](https://forms.gle/DhThvx9mxbjd5VYD8) must be filled out. Once the form is submitted, the Reparative Cataloging Subgroup and the Metadata Committee follow a specific [workflow](https://drive.google.com/file/d/1VOzA8SeEeoBnPDKX2qd9VB4EPxJlaYxP/view?usp=sharing) to either approve or reject the subject heading. The local subject heading can either be a supplemental term or can replace a Library of Congress subject heading, as decided by the Reparative Cataloging Subgroup A local authority record is saved in the Network Zone for each local heading. Headings that are approved to replace LCSH are flipped to the local term by the daily Preferred Term Correction job. They are coded in the MARC record as LCSH (second indicator is 0). If the original LCSH contains subdivisions, the subdivisions are retained in the local heading. Supplemental headings are added to NZ bibliographic records based on the existence of specific Library of Congress subject headings in the original record. They are added via a normalization rule that runs automatically when a NZ record is saved in the Alma Metadata Editor. The normalization rule can be found in the Metadata Editor under Rules > Normalization > Shared > WRLC transform 650 to 650 subf 2 local subf 5 CAO. This rule can be used in Institution Zone configurations if a specific institution would like to add local WRLC headings to their own IZ records. The supplemental headings are coded in the MARC record with a second indicator of 7, a subfield 2 with a value of local, and a subfield 5 with a value of CAO (the OCLC code for WRLC). If the original LCSH contains subdivisions, the subdivisions will be added to the local heading. The full list of local headings can be found here : [Replacement and Supplemental Heading Tracking](https://docs.google.com/spreadsheets/d/1jiYpDAwBkSQ3hLTJu7abU3YwgI65MhtoiI-EW9VYXsk/edit?usp=sharing)
Functional Ability: Alma, PrimoLast revised: July 28, 2023
## MARC 588 fieldPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata CommitteePolicy Statement: For bibliographic records in the NZ, the MARC 588 can have either first indicators 0/1 or free text such as “Description based on” and “Latest issue consulted.” There is a Primo VE normalization rule that makes display of the 588 with indicators intelligible.Functional ability: Alma, PrimoLast revised: October 30, 2020
## Minimal level recordsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteeOriginal Source: Cal State: Floor Bibliographic StandardsOrbis Cascade: Floor Bibliographic StandardsPolicy Statement: Minimal level records are discouraged from being in the Network Zone. Member libraries are expected to meet quality requirements as agreed upon. Consult the [Making Changes to WRLC Network Zone Bibliographic Records](https://alma.wrlc.org/books/resources-metadata/page/making-changes-to-wrlc-network-zone-bibliographic-records) page to edit and review minimum level to core or full level records. Minimal or less-than-full records are allowed when the library lacks the necessary expertise, such as in language or format, to create or upgrade to core or full level records.Functional ability: Alma, PrimoLast revised: May 29, 2020
## Non-English subject headingsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: Access points should be in English and in Roman characters. Non-English and non-Latin scripts access points may be accepted into the NZ if present in the OCLC master record.Functional ability: Alma, PrimoLast revised: October 26, 2018
## Non-Latin (vernacular) scriptsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: Alma accepts and indexes non-Latin scripts (coded in UTF-8). Parallel descriptions in Roman and non-Latin scripts are accepted for bibliographic records. If vernacular data are not present in OCLC master, member libraries may choose to enhance the record with vernacular scripts in OCLC.Functional ability: Alma, PrimoLast revised: October 26, 2018
## Provider-neutral recordsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteeOriginal Source: PCC Provider-Neutral guidelinesPolicy Statement: Provider-Neutral records are for electronic resources, print on demandreproductions, and photocopies of textual materials. They are intended to eliminate a proliferation of records describing essentially the same content. Member libraries will adhere to the PN records for the NZ and follow the PCC’s practices and the LC-PCC PS for RDA 1.11. These do not apply to Community Zone records.Functional ability: Alma, PrimoLast revised: October 26, 2018
## Rare Book CatalogingPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: Special Collections Interest Group, WRLC Metadata CommitteePolicy Statement: Rare books, special collections, archival, or manuscript resources may be cataloged according to different national/international standards. Examples include: one of the Descriptive Cataloging for Rare Materials (DCRM) manuals, Resource Description & Access (RDA), and Describing Archives: A Content Standard (DACS). Records may be accepted into the NZ if they are cataloged according to earlier cataloging standards (e.g. AACR2). These resources sometimes warrant what appear to be duplicate bibliographic records in both the NZ and IZ, and this is left to cataloger’s judgement. When in doubt about anything in bibliographic records for these kinds of resources, ask the applicable institution(s). For guidance on copy-specific metadata (former owners, binding, etc.) please see the policy: Copy-Specific Metadata.Functional ability: Alma, PrimoLast revised: July 26, 2019
## Record encodingPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: Character set in MARC records is to be set in unicode, UTF-8 level. Recordencoding level in NZ must be full or core level.Functional ability: Alma,Last revised: October 26, 2018
## Record load profilePolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata CommitteePolicy Statement: Record load profiles should generally only import to the Institution Zone; the Use Network Zone setting for each institution’s import profile should be set to No.Import profiles can match to the Network Zone, but if a matching record is found the NZ record must be used (only local fields may be added), and if a matching record is not found the incoming record must be imported to the IZ only. To use this method, the following settings should be used: Use Network Zone: “Yes”, Upon Match: “Merge”, Merge method: “CONSORTIUM NZ AddLocalFields”, Upon No Match: “Import to IZ.”Functional ability: AlmaLast revised: February 25, 2022
## Records overlayPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: Do not use Alma’s Copy & Overlay feature, instead use Copy & Merge in the Metadata Editor. Use the merge rule created by WRLC: “Consortium IZ overlay all fields by local.” If merging two bib. records would result in changes that require consultation in the two documents listed below, post a message to the message board of the WRLC Metadata Basecamp: [https://3.basecamp.com/3574750/projects/10052002](https://3.basecamp.com/3574750/projects/10052002)
listing the institutions who have holdings in the subject line.Please see:
[Fields That can be Deleted in the WRLC Network Zone Without Consultation](https://alma.wrlc.org/books/resources-metadata/page/fields-that-can-be-deleted-in-the-wrlc-network-zone-without-consultation)
[Making Changes to WRLC Network Zone Bibliographic Records](https://alma.wrlc.org/books/resources-metadata/page/making-changes-to-wrlc-network-zone-bibliographic-records)
Functional ability: AlmaLast revised: December 13, 2019
## Serials in printPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteeOriginal Source: CSR guidelines (Sep 2017)Policy Statement: The institutional coverage of serials should be described in the holdings record or in local fields in the bibliographic record.Functional ability: Alma, PrimoLast revised: May 31, 2019
## Single versus separate recordsPolicy status: Finalized.Functional Areas: Resource ManagementResponsible Body: WRLC Metadata Committee, Coordinated Collections CommitteePolicy Statement: One record per format in the Alma repository. For legacy data, e.g. GovDoc materials, member libraries will make a concerted effort to resolve mul-ver records issue.Functional ability: Alma, PrimoLast revised: October 26, 2018
## Suppression of NZ bibliographic records for withdrawals
Policy status: Not finalized. Pending revision of the WRLC SCS Project Final Report
Functional Areas: Resource Management
Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee
Original Source: Orbis Cascade: Suppression for physical inventory
Cal State: Withdrawals
Cal State: Suppression of Records
WRLC SCS Project Final Report (on withdrawals)
Policy Statement: When WRLC used Voyager and Sierra as their ILS, it was policy for the schools participating in the WRLC Sustainable Collection Services (SCS) Project to suppress bibliographic and holdings records for items that were discarded in favor of a retention copy elsewhere.
Since WRLC’s migration to Alma, we now have the ability to view deleted record information in Alma Analytics; this policy is therefore no longer necessary.
The policy status will remain not finalized until the WRLC has revised the original SCS Project Final Report. That being said, bibliographic and holdings records can be deleted from Alma when an item is discarded for a retention copy elsewhere; the records no longer have to be suppressed.
Functional ability: Alma, Primo
Last revised: November 17, 2023
# Local Network Zone MARC Fields
There are several MARC fields specific to the Washington Research Library Consortium. They often (but not always) have subfields designating that they are local WRLC fields.
**Field**
**Indicators**
**Value**
**Additional Subfields**
**Further Documentation**
**Record Type**
592
\_ \_
Old Voyager / Sierra bibliographic ID number from WRLC's pre-migration to Alma in 2018. The prefix designates the institution from which the record ID was derived.
NONE ; Because these headings are categorized as local Library of Congress Subject Headings by Alma, they DO NOT have additional subfields
[Local WRLC Subject Headings Wiki page](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-local-wrlc-subject-h)
[Replacement and Supplemental Heading Spreadsheet](https://docs.google.com/spreadsheets/d/1jiYpDAwBkSQ3hLTJu7abU3YwgI65MhtoiI-EW9VYXsk/edit?usp=sharing)
NZ records
650
\_ 7
Supplemental WRLC subject headings
$$2 local $$5 CAO
[Local WRLC Subject Headings Wiki page](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-local-wrlc-subject-h)
[Replacement and Supplemental Heading Spreadsheet](https://docs.google.com/spreadsheets/d/1jiYpDAwBkSQ3hLTJu7abU3YwgI65MhtoiI-EW9VYXsk/edit?usp=sharing)
NZ records
690
\_ 7
Replacement AND Supplemental WRLC subject headings. Because we cannot add local LCSH to CZ linked records, all local WRLC subject headings are added to CZ records as supplemental headings in this specific field.
$$5 CAO $$9 local
[Local WRLC Subject Headings Wiki page](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-local-wrlc-subject-h)
[Replacement and Supplemental Heading Spreadsheet](https://docs.google.com/spreadsheets/d/1jiYpDAwBkSQ3hLTJu7abU3YwgI65MhtoiI-EW9VYXsk/edit?usp=sharing)
[Authority Heading Workflow Wiki page](https://alma.wrlc.org/books/wrlc-hq/page/local-authority-headings-workflows#bkmrk-community-zone-local)
CZ records
# Resources - Metadata Workflows and How-To's
# Metadata in the WRLC Training Sessions 2022
Session 1 | What you need to know (WRLC Overview)
Presented by Jackie Saavedra, WRLC, on October 18, 2022
Session 2 | Meet Alma (Introduction to the Alma ILS)
Presented by Jen Froetschel, GW, on October 25, 2022
Session 3 | Using the Metadata Editor
Presented by Robert Bratton, GW Law, on November 1, 2022
Session 4 | Advanced Alma Tools
Presented by Matthew Bright, GW, on November 8, 2022
# How to relink holdings records
There are two different ways to relink a holdings record; either through an Alma search or in the Metadata Editor.
#### Alma Search
1. Search for the record either using a Physical Titles or Physical Holdings search in Alma[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/relink.PNG)
2. Choose *View* to view the holdings record you wish to relink[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/relink6.PNG)
3. Choose *Relink* at the top right-hand corner[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/relink2.PNG)
4. From here, you will be taken to the Metadata Editor. Follow steps #3-8 under the [Metadata Editor](#bkmrk-metadata-editor) section of this page.
#### Metadata Editor
1. Open the holdings record you wish to relink in the Metadata Editor.
2. Choose *Record Actions > Relink to a different record[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/relink5.PNG)*
3. A **Relink Holdings** page will appear on the right-hand side of the Metadata Editor. From here, you can search for the bibliographic record you would like the holdings record to be linked to. You can search in the Institution or Network Zone. You can search by OCLC number via the *System Number* field OR you can search by MMS Id (or Network ID) via the *Any Field* field. [](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/relink3.PNG)
4. A list of matches will appear on the right-hand side of the Metadata Editor. Choose *Relink* to relink your holdings record to the new bibliographic record.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/relink4.PNG)
# How to link and unlink bibliographic records from the NZ
#### Linking bibliographic records to the NZ
1. Open the bibliographic record in the Metadata Editor. If the record only exists in your Institution Zone, a house icon will appear under the title of the item.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/linknz1.PNG)
2. Choose *Record Actions > Share with Network*[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/linknz2.PNG)
3. If there are no matches found in the Network Zone, the record will be linked to the NZ and be released from the Metadata Editor.
4. If matches are found, a pop-up will appear giving you the option to view all matches in the NZ, or push the record to the NZ. It is best practice to choose *Yes* and view all matches in order to avoid duplication in the NZ. Matches are found using the Match Profile Configuration (for more information on WRLC's policy, see [Match Profile in the Metadata Editor.)](https://alma.wrlc.org/books/resources-metadata/page/match-profile-in-the-metadata-editor)[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/relinknz3.PNG)
5. A list of matches will appear in the Metadata Editor on the right-hand side. If you find an exact match (same OCLC number for example) for the item you are cataloging, choose the Link option. For more information on single match points in the WRLC Network Zone, see the WRLC policy on [Bibliographic Utilities](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-bibliographic-utilit) and [Duplicate NZ Records](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-duplicate-nz-records). [](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/linknz3.PNG)
6. If you do NOT find an exact match from the list, choose *Record Actions > Share with Network* again, and this time select No when prompted to view relevant matches.
7. Your record is now linked to the Network Zone, and an NZ icon will appear under the title of the item in the Metadata Editor.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/linknz4.PNG)
Please note that when an IZ record is linked with a pre-existing NZ record, the NZ record metadata overlays the IZ record metadata; no merging occurs. The only metadata in the IZ record that merge into the NZ record are [local extensions](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/010Network-Managed_Records_in_a_Network_Zone#Adding_Local_Extensions_Using_the_MD_Editor).
#### Unlinking bibliographic records from the NZ
1. Open the NZ record in the Metadata Editor. If the record is linked to the Network Zone, an NZ icon will appear under the title of the item.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/linknz5.PNG)
2. Choose *Record Actions > Copy to Catalog.* [](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/linknz6.PNG)This will create two separate bibliographic records; one that is in your Institution Zone only, and one that is in the Network Zone. The NZ copy no longer has any affiliation with your IZ. Please follow WRLC policy to delete the remaining NZ record.
3. Your record is now unlinked from the NZ. A house icon will appear under the title of the item, signifying it is in the IZ only.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/linknz7.PNG)
#### Linking & unlinking in batch
You can both link and unlink records from the Network Zone in batch by running an Alma job on a set of bibliographic records; you must have the Catalog Manager or Catalog Administrator role. Below are the two jobs that you can run on a set:
- ##### Link a set of records to the Network Zone
> Link local records to records in the Network Zone. See [Copying and/or Linking Local and Network Zone Bibliographic Records](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/010Network-Managed_Records_in_a_Network_Zone#Copying_and.2For_Linking_Local_and_Network_Zone_Bibliographic_Records "Network-Managed Records in a Network Zone").
>
> **Parameters:**
>
> Serial/Non Serial match method – To perform matching on the records, select one of the matching methods. See the matching parameters and options below. Leave these parameters blank to contribute all records to the Network Zone.
>
>
Serial / Non Serial Matching Parameters
Parameter
Options
Serial match method
- 024 / 035 Match Method
> - 001 To MMS\_ID Match Method
> - ISSN Match Method (exact subfield match)
> - ISSN / 024 / 035 Match Method
> - ISSN (exact subfield match) / 024 /035 Match Method
> - Unique OCLC Identifier Match Method
> - ISSN Match Method
> - LCCN Serial Match Method
> - 035 (Other System Identifier) Match Method
When you select this option, you may also specify a prefix (in the System Identifier Parameter) upon which to match records.
> - Fuzzy Serial Match Method
>
>
Non Serial match method
- 024 / 035 Match Method
> - 001 To MMS\_ID Match Method
> - ISBN Match Method (exact subfield match)
> - ISBN / 024 / 035 Match Method
> - ISBN (exact subfield match) / 024 /035 Match Method
> - Unique OCLC Identifier Match Method
> - ISBN Match Method
> - LCCN Match Method
> - 035 (Other System Identifier) Match Method
When you select this option, you may also specify a prefix (in the System Identifier Parameter) upon which to match records.
> - Fuzzy Serial Match Method
>
>
>
>
These matching parameters and options are similar to the ones used for import. See [Match Methods – Explanations and Examples](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/060Record_Import/020Managing_Import_Profiles#Match_Methods_.E2.80.93_Explanations_and_Examples "Managing Import Profiles") for more information.
>
Ignore resource type during matching – Use this option to enable matching for a set of records without consideration for the resource type (that is, ignore the Serial match method and Non Serial match method parameters).
>
Contribute IZ records – Select this parameter to contribute non-matching records only. If you are not performing matching, you must select this parameter; and all records are contributed to the Network Zone.
Please note that when an IZ record is linked with a pre-existing NZ record, the NZ record metadata overlays the IZ record metadata; no merging occurs. The only metadata in the IZ record that merge into the NZ record are [local extensions](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/010Network-Managed_Records_in_a_Network_Zone#Adding_Local_Extensions_Using_the_MD_Editor).
- ##### Unlink a set of records from the Network
> Unlinks bibliographic records identified by a specified a set (All titles, Physical titles, Electronic titles, or Digital titles) from the Network Zone.
>
> This job takes no parameters.
Unlinking records from the Network Zone creates two separate bibliographic records; one that is in your Institution Zone only, and one that is in the Network Zone. The NZ copy no longer has any affiliation with your IZ. Please follow WRLC policy to delete the remaining NZ record.
# How to create new bibliographic records in the Metadata Editor
1\. Open the Metadata Editor.
2\. Choose *Records* on the top left-hand corner, then choose *New > Placement Options.*
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/newbib1.PNG)
3\. Choose the location of new records (whether IZ-only or liked to the NZ). Then click Save; this setting will be saved until you change the setting again.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/newbib2.PNG)
4\. Choose New > MARC21 Bibliographic > Books (Default)
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/newbib3.PNG)
Please note that the IZ and NZ icons next to the Books (Default) templates does NOT signify the location of the new record; the icon only signifies which template you are using - either the book template saved in the IZ, or the book template saved in the NZ.
The MARC21 Bib Book template in the NZ (the one with the NZ icon) is the out-of-the-box template from Alma. If you would like to see more about creating record templates in Alma, see the [Working with Record Templates](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/014Navigating_the_Metadata_Editor_Page/030Working_with_Record_Templates) page.
5\. Edit the new record, then click *Save*.
# How to merge bibliographic records
Alma provides the ability to merge two bibliographic records in the Metadata Editor. This is helpful when catalogers identify duplicate records.
For more information on duplicate records in the WRLC Network Zone, see the WRLC policy on [Bibliographic Utilities](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-bibliographic-utilit) and [Duplicate NZ Records](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-duplicate-nz-records).
Please follow WRLC policy on [editing NZ records](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-editing-or-making-ch) when merging records linked to the Network Zone.
You can merge two bibliographic records only when BOTH records are Institution Zone records, or BOTH are Network Zone records. You CANNOT merge an Institution Zone bib record with a Network Zone bib record. In this scenario, it would be better to [link the IZ record to the NZ record](https://alma.wrlc.org/books/resources-metadata/page/how-to-link-and-unlink-bibliographic-records-from-the-nz#bkmrk-linking-bibliographi).
---
1\. Search for the duplicate titles in Alma. Push the bibliographic records to the Metadata Editor.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/merge1.PNG)
2\. Open the Metadata Editor. Now both records are listed on the left-hand side.
3\. First click on the primary record from the left-hand side. The record should now be open in the Metadata Editor.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/merge2.PNG)
In this scenario, the primary record is the record with the LEAST COMPLETE metadata. For more information about primary and secondary records as they pertain to merging, please see the Knowledge Center page on [Primary Records](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/016Working_with_Rules/030Working_with_Merge_Rules#Primary_Records).
4\. Then select the split-screen editor button, and open the secondary record. [](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/merge3.PNG)
The secondary record should now be on the right-hand side of the screen, and the primary record should be on the left-hand side of the screen.
5\. Choose *Record Actions > Merge & Combine[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/merge5.PNG)*
6\. In the pop-up window, choose the WRLC ***CONSORTIUM NZ / IZ Overlay all fields but local for Integration Profile, Import Profile, Combine and Merge Inventory*** merge routine. You can either *Show Merge Preview*, or go ahead with the merge by clicking *OK*.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/merge6.PNG)
This specific merge routine replaces the primary record (the one with the least complete metadata) with the secondary record, save for a few fields. For more information on this merge routine, please see the [WRLC Merge Rules](https://alma.wrlc.org/books/resources-metadata/page/merge-rules#bkmrk-3.-when-merging-two-) page.
7\. Both records have now been merged. All inventory (holdings and item records) has been combined and attached to the newly merged record.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-11/merge7.PNG)
# Best practices for local extensions (local fields) in NZ-linked records
Local extensions are local fields that can be added to NZ-linked bibliographic records. These fields are marked by a house icon in Alma.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-08/local-extension-1.PNG)
Specifically, you can enter local information in the MARC 21 77X/78X, 09X, 59X, 69X, and 9XX fields.
The fields only appear to your specific Institution Zone; they do not appear when other institutions are viewing the NZ record.
Local extensions can be added to NZ-linked records either in the Metadata Editor, or in batch via a normalization rule, import profile, or MARCedit.
#### Adding local extensions in the Metadata Editor
After opening an NZ-linked record in the Metadata Editor, choose **Editing actions > Add local extension** to enter a local extension in the bibliographic record.
Although not visible in the Metadata Editor, please note that the **$$9 local** subfield is automatically created and stored in the cached record. This subfield will appear in the local extension when exporting the MARC record from Alma.
A local extension should **NOT** be added to a record using the **Editing Actions > Add field** function, and then adding a **$$9 local** to the field. This will result in a false "local" field that is actually viewable by all institutions.
#### Adding local extensions via normalization rule / import profile / MARCedit
Local extensions can be added in batch to NZ-linked records using a normalization rule, an import profile, or MARCedit as long as it follows these guidelines
- Can only be a 77X/78X, 09X, 59X, 69X, or 9XX field
- Must add a **$$9 local** (although not visible in Alma, the $$9 local subfield is stored in the cached record)
Non-local fields (those without a $$9 local) CANNOT be added to NZ bibliographic records in batch in an Institution Zone by any method
#### Resources
[Alma Knowledge Center > Adding Local Extensions to Bibliographic Records in the Network Zone](https://alma.wrlc.org/Product_Documentation)
[Alma Knowledge Center > Working with Normalization Rules](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/016Working_with_Rules/020Working_with_Normalization_Rules)
# Duplicate NZ Records report
On the 2nd of every month, the WRLC Alma Network Zone creates an Analytics report listing all Network Zone bibliographic records that have duplicate OCLC numbers.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-10/dup-nz-report.PNG)
The WRLC Network Zone uses the OCLC number as our primary match point; all NZ records must have a unique OCLC number. As it says in the WRLC NZ policy [Bibliographic Utilities](https://alma.wrlc.org/books/resources-metadata/page/wrlc-network-zone-bibliographic-record-policies#bkmrk-bibliographic-utilit),
> OCLC is the common bibliographic utility for WRLC member libraries. The OCLC record number provides a single match point that simplifies loading, maintenance and other technical service operations in the Alma shared catalog environment.
It is therefore the responsibility of each of the WRLC institutions to review the report and edit the NZ records in this report for which they have holdings attached. Cleanup work can consist of [merging both NZ records](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Metadata_Management/040Working_with_Bibliographic_Records#Merging_Bibliographic_Records) (this would require the approval of all institutions with holdings via Basecamp), or [moving their holdings from one NZ record to the other](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Physical_Resource_Management/013Working_with_Holdings_Records#Moving_Holdings_Between_Bibliographic_Records_(Relinking)).
If you would like this report to be emailed to you each month, please send an email to to request access.