Normaliztion Rules (New UI)

1. Normalization Rules

1.1 Welcome

Notes:

Welcome to this session of the Alma Administration Fundamentals Training. In this session, we will discuss three topics related to managing bibliographic records and the metadata they contain: normalization rules, merge methods and match methods.

1.2 Agenda

Notes:

Normalization Rules

Normalization Rules are used to edit MARC21 bibliographic or holdings records according to a predefined rule. You can use Normalization Rules to add, remove or replace MARC fields. You can apply normalization rules to a single bibliographic record, or to a set of records.

Merge Methods

Merge Methods are used to combine, or merge, two records into one. Merge Methods allow you to define how the records are merged - which fields will be kept, which will be overwritten, etc.

Match Methods

Finally, we’ll discuss Match Methods. Alma can search the repository for duplicate records, or for records in the repository which match an imported record. Match Methods allow you to choose how a match should be defined, for example, by ISBN/ISSN or other unique identifier.

1.3 Metadata Editor - Normalization Rules

Notes:

Normalization Rules, Merge Methods and Match Methods - can be applied when working with a single record in the Metadata Editor:

1.4 Metadata Editor - Match Methods

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With a bibliographic record open in the Metadata Editor, Select Tools > MARC21 Bibliographic > Find Matches, or use the keyboard shortcut Ctrl+M

1.5 Metadata Editor - Merge Methods

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If Alma finds a match, you can choose what to do.

1.6 External Search – Normalization, Merge

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Normalization Rules and Merge Methods can be applied when importing bibliographic records via an External Search Resource,

1.7 Connexion – Normalization, Match, Merge

Notes:

when importing bibliographic records via OCLC Connexion - either the Connexion client or the Connexion web interface,

1.8 Import Profile – Normalization

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and when importing records in batch via an import profile. Here we see where to select the Normalization routine that will be applied to bibliographic records imported via this import profile.

1.9 Import Profile – Match, Merge

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And here we see where to select the Match Profiles and Merge method.

1.10 Agenda

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Normalization Rules allow you to make changes to the metadata in bibliographic or holdings records based on pre-defined rules and conditions.

1.11 Normalization Rules

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Rules may be used to replace fields, subfields and indicators with other fields, subfields and indicators

1.12 Normalization Rules

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Rules may also be used to add fields and subfields

1.13 Normalization Rules

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Rules may be used to remove fields and subfields…

1.14 Normalization Rules

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…or to replace or add text in subfields

1.15 Normalization Rules

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Actions in normalization rules can be conditional or not.

For example, “Replace the text apple with the text orange in field 650 subfield ‘a’ (unconditionally).”

Or ” Replace the text apple with the text orange in field 650 subfield ‘a’ only if field 049 subfield ‘a’ does not contain the string OCM”

1.16 Normalization Rules

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Normalization Rules are created or edited in the Metadata Editor. To create or edit Normalization Rules, you must have the Catalog Administrator role.

1.17 Normalization Rules

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You can edit or duplicate existing rules

1.18 Normalization Rules

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As well as create new rules

1.19 Normalization Rules

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Refer to the Alma online help for details of syntax and examples

1.20 Agenda

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If Alma identifies matching bibliographic records, you can choose to merge the matching records into a single record. Merge Methods define how matched records are merged.

1.21 Merge Methods

Notes:

Merge Methods are similar to Normalization Rules regarding configuration, syntax and what they can do. The primary difference is that Normalization Rules work on a single record, without reference to any other record, whereas Merge Methods require two records which Alma has identified as matching.

1.22 Metadata Editor - Merge Methods

Notes:

Merge Methods are used to combine two records into a single record, keeping some fields from each record, or overwriting one of the records completely.

1.23 Merge Methods

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In this example, fields from the record on the left, will be merged into the record on the right.

1.24 Merge Methods

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The Merge Method acts on the record defined as the “preferred” record. Merge Methods remove, add, and/or replace fields in the preferred record with values from the non-preferred record. Which record is “preferred” depends on the scenario. Highlighted fields were merged to the preferred record.

1.25 Merge Methods

Notes:

For Import profiles and OCLC Connexion, the local record is the preferred record

When importing via External Search Resources, the preferred record is the external, or incoming record

1.26 Merge Methods

Notes:

Although the same Merge Method can be configured for use in an Import profile as well as an external search resource for example; depending upon your objective, you may not get the same results, since the identity of the preferred record differs in these scenarios. You may need two different Merge Methods - one for use with an import profile and the other for use with an external search resource - in order to achieve the same results.

1.27 Match Methods

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Alma allows you to identify duplicate records or records which ‘match’ each other.

1.28 Match Methods

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Match Methods determine the criteria used for defining a match. Match Methods are used primarily when importing records (either via Import Profile, External Search Resources or OCLC Connexion). Alma can search your Institution Zone for records that match the incoming record.

1.29 Metadata Editor - Merge Methods

Notes:

If a match is found, you can choose what to do:

· Reject or save the incoming record

· Use it to overlay the existing record; or

· Merge the existing and incoming records using Merge Methods.

1.30 Metadata Editor - Merge Methods

Notes:

Customization of Match Methods is not supported. Rather, you select the Match Method appropriate for the scenario from amongst those provided out of the box.

Alma includes seven distinct match methods for serials and a parallel set of seven for non-serial records.

1.31 Match Methods - Serials

Notes:

The 001 To MMS_ID Match Method…

… compares the content of the MARC 001 in the incoming record against the MMS_ID of records in the repository. This match method is used to re-import records that have been exported from Alma, for example in order to edit them in an external editor. The export job writes the MMS_ID to the MARC 001 of the exported record, thus allowing a unique and accurate match point when re-importing those records.

The Unique OCLC Identifier Match Method…

… matches records based on any one of the following prefixes in the 035 field, subfields a or z, regardless of any zero-padded data:(OCoLC), ocm, ocn, or on. In other words, all of these prefixes are considered to be the same for matching purposes. If you import records from OCLC, for example via Connexion, this is the match method you will most likely want to use.

The 035 (Other System Identifier) Match Method matches on any 035 field, regardless of prefix

1.32 Match Methods - Serials

Notes:

The LCCN Match Method matches on the 010$a (LCCN) field only

The ISSN/ISBN - 024 - 035 Match Method matches on either the 022/020, or the 024 (Other Standard Identifier) or the 035 (System Control Number) field

The ISSN/ISBN Match Method matches on the 022/020 (ISSN/ISBN) field only, subfields $a and $e

The Fuzzy Match Method uses a matching algorithm based on ID, Main Entry and Title.

1.33 Connexion – Normalization, Match, Merge

Notes:

Just as with Normalization Rules and Merge Methods, you select the appropriate Match Methods depending on the context such as when working with a single record in the Metadata Editor or External Search Resource

1.34 Connexion – Normalization, Match, Merge

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Or, when importing bibliographic records via OCLC Connexion - either the Connexion client or the Connexion web interface

1.35 Import Profile – Match, Merge

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And, when importing records in batch via an import profile. You may, of course, use different Match Methods with different profiles.

1.36 Session Review

Notes:

In this session, we discussed Normalization Rules, Merge Methods and Match Methods.

Normalization Rules

Normalization Rules are used to edit MARC21 bibliographic records according to a predefined rule. Rules allow you to add, remove and replace fields, subfields and indicators, and add or replace text in subfields. Normalization rules can be applied to a single record, for example via the Metadata Editor, or to a set of records by incorporating the normalization rule into a process. Once associated with a process, Normalization Rules can be used with the Metadata Editor, External Search Resources, Import Profiles and OCLC Connexion

Merge Methods

Merge Methods are used primarily when importing bibliographic records, either individually via External Search Resources or OCLC Connexion, or in bulk via an import profile. If one or more matching records already exist in the repository, you can choose to merge the imported record with one of the existing records. Merge Methods define how the records are merged. Merge Methods act on what we call the preferred record. When importing via Import Profile or OCLC Connexion, the preferred record is the local record. When importing via External Search Resources, the preferred record is the incoming record. The implication of this, of course, is that the same Merge Method may yield different results, depending on how the record is imported.

Match Methods

When importing records (via Import Profile, External Search Resources or OCLC Connexion), Alma can search the repository for records that match the incoming record. When a bibliographic record is open in the Metatdata Editor, Alma can search the repository for records that match the open record. Match Methods may not be customized, but you can select which Match Method to use in each scenario. Out-of-the-box Match Methods include a ’fuzzy’ method, methods based on one or more unique identifiers (such as ISBN/ISSN, LCCN, OCLC or other System Identifier), and a special match method that allows you to re-import exported records, and potentially merging or overlaying the original record with the re-imported record.

1.37 Thank You!

Notes:

Thanks for joining us. For more information visit the Ex Libris Knowledge Center.

1.38 About this Training

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