Resources - Metadata Policies

• Fields That can be Deleted in the WRLC Network Zone Without Consultation
• Formatting Copy-Specific Metadata
• Item Record Description Policies and Templates
• Making Changes to WRLC Network Zone Bibliographic Records
• Principles for Working in WRLC’s Alma Network Zone
• Recommendations for Print Periodicals in the Washington Research Library Consortium
• WRLC Network Zone Bibliographic Record 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: metadata@list.wrlc.org

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

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 

    856 42  $$u 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

---

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

Item Field Designations

Language of auto generated prefix

The 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 abbreviations

Enter 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.

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}

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}

Templates configured in the WRLC NZ

For more information about how these templates are configured in Alma, see the 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.)

---

v.{EnumA}: no.{EnumB}, {EnumC} ({Chronl})

v.x: no.x, iss.x (Year)

Example : v.101: no.3, iss.7 (2022)

---

v.{EnumA}: no.{EnumB}, {EnumC}

v.x: no.x, iss.x

Example : v.101: no.3, iss.7

---

v.{EnumA}: no.{EnumB} ({Chronl}: {ChronJ} {ChronK})

v.x: no.x (Year: Mo. Day)

Example : v.101: no.3 (2022: Mar. 21)

---

v.{EnumA}: no.{EnumB} ({Chronl}: {ChronJ})

v.x: no.x (Year: Mo./Season)

Example : v.101: no.3 (2022: Mar.)

---

v.{EnumA}: no.{EnumB} ({Chronl})

v.x: no.x (Year)

Example : v.101: no.3 (2022)

---

v.{EnumA}: no.{EnumB}

v.x: no.x

Example : v.101: no.3

---

v.{EnumA}: {EnumC} ({Chronl}: {ChronJ} {ChronK})

v.x: iss.x (Year: Mo. Day)

Example : v.101: iss.7 (2022: Mar. 21)

---

v.{EnumA}: {EnumC} ({Chronl}: {ChronJ})

v.x: iss.x (Year: Mo.)

Example : v.101: iss.7 (2022: Mar.)

---

v.{EnumA}: {EnumC} ({Chronl})

v.x: iss.x (Year)

Example : v.101: iss.7 (2022)

---

v.{EnumA}: {EnumC}

v.x: iss.x

Example : v.101: iss.7

---

no.{EnumB}, iss.{EnumC} ({Chronl}: {ChronJ} {ChronK})

no.x, iss.x (Year: Mo. Day)

Example : no.3, iss.7 (2022: Mar. 21)

---

no.{EnumB}, iss.{EnumC} ({Chronl}: {ChronJ})

no.x, iss.x (Year: Mo./Seas)

Example : no.3, iss.7 (2022: Mar.)

---

no.{EnumB}, iss.{EnumC} ({Chronl})

no.x, iss.x (Year)

Example : no.3, iss.7 (2022)

---

no.{EnumB}, iss.{EnumC}

no.x, iss.x

Example : no.3, iss.7

---

v.{EnumA} ({Chronl}: {ChronJ} {ChronK})

v.x (Year: Mo. Day)

Example : v.101 (2022: Mar. 21)

---

v.{EnumA}({Chronl}: {ChronJ})

v.x (Year: Mo.)

Example : v.101 (2022: Mar.)

---

v.{EnumA}({Chronl})

v.x (Year)

Example : v.101 (2022)

---

v.{EnumA}

v.x

Example : v.101

---

no.{EnumB} ({Chronl}: {ChronJ} {ChronK})

no.x (Year: Mo. Day)

Example : no.3 (2022: Mar. 21)

---

no.{EnumB} ({Chronl}: {ChronJ})

no.x (Year: Mo.)

Example : no.3 (2022: Mar.)

---

no.{EnumB} ({Chronl})

no.x (Year: Mo.)

Example : no.3 (2022)

---

no.{EnumB}

no.x

Example : no.3

---

iss.{EnumC) ({Chronl}: {ChronJ} {ChronK})

iss.x (Year: Mo/Sea. Day)

Example : iss.7 (2022: Mar. 21)

---

iss.{EnumC} ({Chronl}: {ChronJ})

iss.x (Year: Mo/Sea)

Example : iss.7 (2022: Mar.)

---

iss.{EnumC} ({Chronl})

iss.x (Year)

Example : iss.7 (2022)

---

iss.{EnumC}

iss.x

Example : iss.7

---

{Chronl}: {ChronJ} {ChronK}

Year: Mo/Sea. Day

Example : 2022: Mar. 21

---

{Chronl}: {ChronJ}

Year: Mo/Sea.

Example : 2022: Mar.

---

{Chronl}

Year

Example : 2022

---

{EnumD}

Example : v.3: no.5 (2020: Oct.) - v.4: no.3 (2021: Jun.)

---

X {EnumD}

Example 1 : v.2: no.4 (2018) pt.1

Example 2 : v.13-24 index

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

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

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 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 and 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 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 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

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: metadata@list.wrlc.org

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 

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 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.

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

BACKGROUND

The 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 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 Alma

Policy status: Finalized

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee

Policy 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, Primo

Last revised:  July 29, 2022

Bibliographic, holdings, and item data cleanup

Policy status: Finalized. 

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee

Policy Statement: If resources permit, institutions should make an effort to address known data

problems. 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 

Functional ability: Alma, Primo

Last revised: March 29, 2019

Bibliographic Utilities

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy 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 OCLC

Functional ability: Alma, Primo

Last revised: October 26, 2018

Bound-withs

Policy status: Not finalized. Pending ExLibris Enhancement. 

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Original Source: Ex Libris : Presentations and Documents Cal State: Bound-withs

Policy Statement: In Alma, each bound-with has a host bibliographic record in the IZ linked to

bibliographic 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, Primo

Last revised: April 26, 2019

Copy-specific metadata

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee

Policy 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 NZ

b)      In bibliographic records that are in the NZ and linked to the IZ

c)       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 page for more information on and examples of how to correctly format copy-specific metadata.

Functional ability: Alma

Last revised: April 28, 2020

Creating and managing local unique data

Policy status: Finalized.

Functional Areas: Resource Management, Acquisitions

Responsible Body: WRLC Metadata Committee, Special Collections Interest Group

Original Source: Introduction to Local Bibliographic Extensions

Local Extension Definition

Local field migration mapping

Cal State: Local Fields

Orbis Cascade: Local Fields

In 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, Primo

WRLC Libraries Rationale: To protect local data from accidental deletion or overlay by another

institution, 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.

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.  

Functional ability: Alma
Last revised: June 28, 2024 

Descriptive cataloging standards

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy 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, Primo

Last revised: October 26, 2018

Duplicate NZ records

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy 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 

Alma Functional ability: Alma, Primo

Last revised: November 22, 2019

Editing or making changes to NZ records

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee

Policy Statement: Please see the Principles for Working in WRLC’s Alma Network Zone, the Making Changes to WRLC Network Zone Bibliographic Records, and the Fields That can be Deleted in the 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

Alma Functional ability:  Alma, Primo

Last revised: March 29, 2019

Identifier in $0 and/or $1

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Original Source: PCC URI FAQs (Feb 2018)

Policy Statement: When adding an identifier to an entity, it is recommended that the identifier be

recorded 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, Primo

Last revised: October 26, 2018

Language of cataloging

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy 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, Primo

Last revised: May 31, 2019

Local WRLC Subject Headings

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Reparative Cataloging Subgroup

Policy Statement: Local subject headings can be suggested by consortial staff; a Google form must be filled out. Once the form is submitted, the Reparative Cataloging Subgroup and the Metadata Committee follow a specific workflow 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

Functional Ability: Alma, Primo

Last revised: July 28, 2023

MARC 588 field

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee

Policy 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, Primo

Last revised: October 30, 2020

Minimal level records

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Original Source: Cal State: Floor Bibliographic Standards

Orbis Cascade: Floor Bibliographic Standards

Policy 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 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, Primo

Last revised: May 29, 2020

Non-English subject headings

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy 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, Primo

Last revised: October 26, 2018

Non-Latin (vernacular) scripts

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy 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, Primo

Last revised: October 26, 2018

Provider-neutral records

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Original Source:  PCC Provider-Neutral guidelines

Policy Statement: Provider-Neutral records are for electronic resources, print on demand

reproductions, 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, Primo

Last revised: October 26, 2018

Rare Book Cataloging

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: Special Collections Interest Group, WRLC Metadata Committee

Policy 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, Primo

Last revised: July 26, 2019

Record encoding

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy Statement: Character set in MARC records is to be set in unicode, UTF-8 level. Record

encoding level in NZ must be full or core level.

Functional ability: Alma,

Last revised: October 26, 2018

Record load profile

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee

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.”

Functional ability: Alma

Last revised: February 25, 2022

Records overlay

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy 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

listing the institutions who have holdings in the subject line.

Please see: 

Fields That can be Deleted in the WRLC Network Zone Without Consultation

Making Changes to WRLC Network Zone Bibliographic Records

Functional ability: Alma

Last revised: December 13, 2019

Serials in print

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Original 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, Primo

Last revised: May 31, 2019

Single versus separate records

Policy status: Finalized.

Functional Areas: Resource Management

Responsible Body: WRLC Metadata Committee, Coordinated Collections Committee

Policy 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, Primo

Last 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