Holdings records best practices using classic UI

Scope

Holdings records in Alma contain data about where to locate specific items within our libraries. Every holdings record is linked to a single bibliographic record; every item record is linked to a single holdings record. Holdings records may also have attached POLs (order records). Holdings records are created and modified within the Metadata Editor (MDE).

This document uses the "classic" Alma All Titles Search UI. If you've switched to using the new UI which became the default in February 2025, see Holdings records best practices.

For cases where item records must be associated with more than one bibliographic/holdings record, see Creating host bibliographic records for bound-withs in Alma.

Overall serials holdings record management is not covered here. For the most part, serials fall under Acquisitions. The sections below about relinking items between holdings records apply to serials, but for other serials holdings management concerns, see Acquisitions. Serials.

Required Alma roles
  • Physical Inventory Operator Limited
    • Scope: YOUR LIBRARIES
    • Tasks: Creating and editing holdings records. Cannot relink holdings & items between bibliographic records.
  • Physical Inventory Operator
    • Scope: YOUR LIBRARIES
    • Tasks: Creating, editing, relinking holdings & items.
  • Cataloger
    • Tasks: Creating or modifying your templates; working with templates from the Records list (left sidebar).
  • Receiving Operator Limited
    • Scope: YOUR LIBRARIES - Acquisitions Department
    • Tasks: Viewing POLs.

Contents

Holdings record templates

Use the appropriate shared holdings template when creating a new holdings record or a customized holdings template.

The following shared holdings templates have been created with the proper leader (LDR) and 008 coding and minimally required fields:

  • UCB Single-part (Default)
  • UCB Multipart
  • UCB Serial

If using a customized holdings template, make sure the LDR and 008 coding match the appropriate standards detailed in Holdings record field coding. LDR / 008 fields.

UCB Single-part (Default) is for monographs. It is the default option in the MDE Add Inventory menu (Ctrl+Alt+H). It is also used whenever you choose a new holdings creation option from outside the MDE such as:

  • From a List of Holdings, click the Add new holdings link.
  • From a Record View, click the Add Holdings button.
  • From an All Titles or Physical Titles search click the … (More actions) button, then click on Add Holdings.

Searching for templates

This section requires a Cataloger role.

Templates are stored in the MDE in three types of folders:

  • Private - Contains private templates created and only seen by the user.
  • Shared - Contains shared templates contributed from Berkeley, other UCs, or Ex Libris.
  • Community - Contains templates shared to the community by all Alma users.

All template folders will display in the templates list out of the box. You can apply filters to allow all or some of the template folders to display in your MDE view.

To filter the template folders:

  1. Open the MDE.
  2. Click on the Templates tab.
  3. Click on the Filter and Sort list icon under the record type tabs. It does not matter which record type is selected as the filter changes will be applied to all template record types.
  4. Select the desired scope(s) to display. The scope is where the template has been created.
    • We generally don’t use the Community templates, so turning them off should be fine for most users.
  5. Change how the templates are sorted, if desired.
    • It can be helpful for those who don’t work at BANC to use Z-A sorting so that the UCB templates are at the top and the BANC templates are at the bottom.
  6. Click Apply.

Customizing your templates configuration in the MDE

Templates display configuration lets users quickly access templates for regular use (for both bib and holdings record templates).

  1. Open the MDE.
  2. Click on New from the Main Menu actions.
  3. Click on Templates display configuration.
  4. In the Display in Menu column, toggle the slider to the right to select the templates that appear in the New menu or toggle the slider to the left to remove the templates from the New menu.
  5. Click Save.

Note: changing the configuration will not remove anything from the templates list, but the ones you leave toggled on will appear in the appropriate MDE menus so you can choose them more easily when needed. Alma displays templates in the menus in alphabetical order; use the Quick Links to create links and keyboard shortcuts in a specific order.

After customizing your Templates Display Configuration in the MDE, you can further customize your workflow by using Quick links, which will allow you to create a holdings record with just one mouse click or a keyboard shortcut (Ctrl+Shift+[assigned number key]).

  1. Open any bibliographic record in the MDE to activate the Add Inventory menu.
  2. Click on the Add Inventory button.
  3. Hover over the menu item you want to put into your Quick Links to make the grayed out star appear to the left.
  4. Click on the star to make it blue.
  5. After activating the options you want as Quick Links, click anywhere away from the menu to release it.
  6. Release the bibliographic record you used in step 1.
  1. Click on the Quick Links button in the top right corner.
  2. Drag the items in your Quick Links list into the order you prefer.
  3. The top 9 items in your Quick Links are automatically set to keyboard shortcuts as shown in the list.
  4. To add a row of all of your Quick Links below the MDE menus bar, click on Pin Quick links menu.

Using the Serial and Multipart shared holdings templates

If you are working on a serial or other multipart title but created a holdings record from the default UCB Single-part template, override it with the UCB Serial or UCB Multipart holdings template using these steps:

  1. Make sure you’re still in your new holdings record.
  2. Select Editing actions > Expand from template.
  3. Choose the appropriate template: UCB Serial or UCB Multipart (or the appropriate customized holdings template created for your library).
  4. Select Applying method: Override.
  5. Click OK to update the holdings record and proceed with editing.

If you have customized your templates configuration in the MDE, you can go straight to making a new UCB Serial or UCB Multipart holdings via the templates:

  1. Open the bibliographic record in the MDE.
  2. Create a new holdings record using one of the following methods:

You can also go straight to using the UCB Serial or UCB Multipart holdings template from the Templates tab:

  1. Open the bibliographic record in the MDE.
  2. Click on the Templates tab in the left-hand Records list.
  3. Click on the Holdings tab below.
  4. Either search for the Shared template you want or scroll to it.
    • All Berkeley official templates start with UCB.
    • Templates created for specific libraries or departments start with standard library or department codes (e.g., BANC).
  5. Click on the template you want to use.

Creating holdings records

When to create a new holdings record

Once you have identified a bib record that describes the item(s), check to see if there is already a holdings record linked to that bib that matches the item in the following areas:

  1. Library location (852 $$b and $$c)
  2. Call number (852 $$h, $$i, $$j)
  3. Call number prefix (852 $$k), if used
    • If the only difference between the item in hand and the call number in the existing holdings record is a prefix that doesn’t indicate a different shelving location for the item (e.g., a special provenance code or size designation such as tinies in most libraries), do not create a new holdings record. Instead, attach the item record to the existing holdings record. Do not include the prefix in the holdings record; record the full call number (with prefix in front) in the Item call number field in the appropriate item record.

If a matching holdings record already exists, attach the item to the existing holdings record that matches location and call number. If a matching holdings record does not exist, create a new holdings record.

If you chose a holdings record with $$j in the 852, change $$j to $$h and correct the 1st indicator (if necessary). See Call number formatting guidelines for Alma.

Creating a new holdings record

  1. In Alma, retrieve the bib record using an All titles search.
    • Note: Do not use a Physical titles search. A Physical titles search only retrieves bibliographic records with attached holdings records.
  2. Create a new holdings record.
    1. If there are no holdings:
      1. Click the … (More actions) button.
      2. Select Add Holdings.
    2. If there are holdings:
      1. Click Holdings.
      2. Verify that a holdings record for the desired location and call number does not already exist. (Note: if there are more than 5 holdings, you should click on the Holdings link in the And others: section below the list of the first 5 holdings.)
      3. Click Add new holdings.
  3. If  the record needs to use a different template than the UCB Single-part (Default) holdings template:
    1. Select Editing Actions > Expand from Template.
    2. Choose your template.
    3. Select Applying method: Override.
    4. Click Ok.
  4. Edit the 852 $$b and $$c to reflect the applicable library and location.
    • Enter the location information by typing directly into the 852 field or using the Form Editor.
      • To open the Form Editor, either:
        • Put your cursor in the 852 field and hit Ctrl+F
          or
        • Click the … (More actions) button to the right of the field. Then select Open Form Editor.
  5. In the 852 field, add the call number in $$h and, if needed, $$i and $$k.
    • To import a call number from the bib record according to the Alma Call Number Mapping table, select Record Actions >Update from Bibliographic.
    • If left blank, a call number will automatically be imported from the bib record when the holdings record is saved.
    • Check the call number against the shelflist and adjust for conflicts in existing records.
    • If importing the call number, add the prefix ($$k) in front of $$h, if needed.
  6. As needed:
    1. Add summary holdings fields (866/867/868). See Recording textual holdings of multipart and serial titles.
    2. Add copy-specific information. See Copy-specific information in Alma (forthcoming).
  7. Click Save > Save and Release Record (Ctrl+Alt+R), then exit the MDE (Alt+M).
  8. If holdings are not already set in OCLC under your OCLC holdings symbol, set holdings in OCLC or refer to your Tech Lead or Cataloging Unit (submit a BadCat ticket or email csdhelp@berkeley.edu for most locations).

Editing an existing holdings record

There are many reasons one might need to edit a holdings record, among them:

  • Changing the call number (including adding/removing prefixes in 852 $$k), correcting miscoded indicators, and changing $$j to $$h (see Holdings record field coding. 852).
  • Relocating all items on a holdings record within the same library. To transfer items from one library to another, see Moving items procedures – single volume monographs (forthcoming).
    • If relocating all of the items on a holdings record within the same library, edit the existing holdings and change the 852 $$c code to the new location code.
    • If relocating only some of the items on the holdings record (e.g., some issues of a journal are oversize and shelved in folios, but all of the items migrated to the stacks holdings record), have a holdings record for each location and attach/relink the items as appropriate between the holdings records.
  • Adding or updating copy-specific notes about a volume attached to the holdings. See Copy-specific information in Alma (forthcoming).
  • Routine serials management including:
  • Suppressing or unsuppressing a holdings record.
  • Withdrawing an entire set of holdings (see Withdrawal policy & procedures).
  • Reinstating the only item on a withdrawn holdings (see Reinstating withdrawn items).

Editing a holdings record in the MDE

  1. In Alma, retrieve the bib record using an All titles search.
  2. Click Holdings.
    • If there is only one holdings record, the holdings record may open in view mode.
    • If there are multiple holdings records, a list of the holdings records will display.
  3. Open the holdings record in the MDE.
    • If viewing the holdings record in view mode, click on the Edit button in the upper right.
    • If viewing a list of holdings records, to the right of the holdings record you want to edit, click the … (More actions) button, then click Edit.
  4. Add, delete, and edit any holdings fields from the MDE.
  5. If upgrading a holdings record that was created before 2025 to the latest standards, update the LDR, 008, and possibly 866 by Expanding from Template.
    1. Select Editing Actions > Expand from Template, choose the appropriate template, select Applying method: Add all, and click Ok.
      • Using Add all will add new LDR and 008 fields below the existing LDR and 008 fields and will add a blank 852 (and 866 if it’s the serial or multipart template) field below the existing one(s) in the record.
      • Note: Do not use Override as that will wipe out your 852 field and 866 field, if there is one, and you’ll have to release the record without saving and start again or recreate your data if you accidentally saved.
    2. Delete the old LDR and 008 fields.
    3. Delete the blank 852 field.
    4. If updating the 866 to the new standard (see Recording textual holdings of multipart and serial titles), populate the new 866 field and delete the old 866 field.
    5. If accepting the old 866 field, delete the blank 866 field and change LDR/17 (Encoding level) to u if the old 866 field does not have 4 as the first indicator.
  6. Always remember to Save > Save & Release (Ctrl+Alt+R) when you’ve completed your edits before exiting the MDE (Alt+M).

Managing holdings in relation to items, bib records, and POLs

Adding a new item to an existing holdings record

  1. In Alma, retrieve the bib record using an All titles search.
  2. Click Holdings.
  3. To the right of the holdings record to which you want to add a new item, click the … (More actions) button.
  4. Select View Items.
  5. Click Add Item or Add Item from Template (if you’ve created private item templates).
  6. Populate the item record fields as described in Items - adding, editing, and field coding.
  7. Click Save.
  8. As needed, open the holdings record in the MDE to:
    1. Add or edit summary holdings fields (866/867/868). See Recording textual holdings of multipart and serial titles.
    2. Add or edit copy-specific information. See Copy-specific information in Alma (forthcoming).

Relinking an item between holdings records on the same bib

Note that this is only for relinking items between holdings records within the same library (e.g., when copies or parts are shelved in different sublocations or have different call numbers). To transfer items from one library to another, see Moving items procedures – single volume monographs (forthcoming).

Relinking items between holdings on the same bib is commonly done when a new volume that is set to “latest in Reference” arrives and the earlier one from Reference needs to be relocated to Stacks, or when some copies are moved between Stacks and Permanent Reserves, or between Stacks and Folios. Relinking may also be done when it’s discovered that identical holdings exist on the record and should be “merged”.

If relocating all of the items on a holdings record within the same library, skip the directions below and edit the existing holdings and change the 852 $$c code to the new location code.

  1. In Alma, retrieve the bib record using an All titles search.
  2. Click Holdings.
  3. Verify that a holdings record appropriate for the item exists.
  4. To the right of the holdings record from which the item should be relinked, click the … (More actions) button.
  5. Select View Items.
  6. Select the item(s) to relink by ticking the checkbox to the left of each of the item(s).
  7. Click Manage Selected > Change Holdings.
  8. Click the radio button to the left of the target holdings record from the list, then click Select or press Enter.
  9. Click View all holdings to see that the item is now attached to the new holdings record.
  10. As needed, edit the relinked item record(s).
    1. Open a relinked item record.
    2. Make any needed changes such as Copy ID or Description.
    3. Click Save.
    4. Repeat for each relinked item.
    5. If this relinking has made any changes to the call number, Description, or Copy ID, print and replace the spine label(s).
  11. View the bibliographic record (click on the Title) to see if there is any copy-specific information related to the relinked item(s) that needs to be updated due to the change of holdings record. See Copy-specific information in Alma (forthcoming).
  12. To alter copy-specific information in the bib record, click the Edit button, make the changes in the MDE, then Save and Release (Ctrl+Alt+R) the record and exit the MDE (Alt+M).
  13. Consider whether this relinking requires updates to either of the holdings records involved to:
  14. If changes need to be made to either holdings record, open them in the MDE.
    • If viewing the holdings record in view mode, click on the Edit button in the upper right.
    • If viewing a list of holdings records, to the right of the holdings record you want to edit, click the … (More actions) button, then click Edit.
  15. If the original holdings record now contains no items, consider whether it should be suppressed or marked for deletion. In the case of relinking between identical holdings, follow Basic “merging” of holdings records.

Relinking an item to a different holdings record on a different bib

This would be done if there are multiple pieces on a holdings record and at least one of the pieces is correctly cataloged, but one or more of them is really a different work that must be relinked to the correct bib. It also needs to be done when a serial title change was missed; once the title change is cataloged the issues belonging on the new title must be relinked to the new bib.

Staff with a Physical Inventory Operator Limited role (e.g., student library employees (SLEs)) cannot relink inventory between bibliographic records.

  1. In Alma, retrieve the target bib using an All titles search.
  2. Click Holdings.
  3. Verify that a holdings record exists to which you want to relink an item.
  4. Copy the MMS ID or OCLC Number from the target bib.
  5. Retrieve the source bib record using an All titles or Physical Titles search.
  6. Click Items.
  7. Depending on how many items need to be relinked and whether the item record needs to be edited (e.g., Copy ID or Description), do one of the following:
    • If relinking a single item that also needs edits to the item record, initiate the relinking process from within the Item Record Editor.
      1. Click on the barcode to open the Item Record Editor.
      2. Click on the Relink to another bibliographic record button at the top of the window.
    • If relinking multiple items, or just a single item that doesn’t need edits to the item record:
      1. Select the item(s) you wish to relink by ticking the checkbox to the left the item(s).
      2. Click Manage Selected > Relink to another bib.
  8. Click the Select Bibliographic record section.  
  9. In the Repository Search window, enter the search criteria (MMS ID or OCLC Number) copied in step 4, and press Enter or click the Search (magnifying glass) button to locate the target bib.
  10. From the list of search results, click anywhere on the row of the target bib.
  11. Click the radio button to the left of the target holdings record from the list, then click Select or press Enter.
    • If relinking the last item on the holdings record, when prompted what to do with the original holdings record, generally choose Suppress the holdings record from discovery.
  12. As needed, edit the relinked item record(s).
    1. If not already open, open a relinked item record.
      • If the relinking was done from List of Items:
        1. Do a new Alma search for the target bibliographic record (the MMS ID should still be in your clipboard).
        2. Click on Items.
        3. Click on the barcode for the item you need to edit.
    2. Make any needed changes such as Copy ID or Description.
    3. Click Save.
    4. Repeat for each relinked item.
    5. If this relinking has made any changes to the call number, Description, or Copy ID, print and replace the spine label.
  13. As needed, Edit Holdings for both of the holdings records involved in this change in the MDE to:
    1. Add or edit summary holdings fields (866/867/868). See Recording textual holdings of multipart and serial titles.
    2. Add or edit copy-specific information. See Copy-specific information in Alma (forthcoming).
  14. Click on the title to view the original bibliographic record to see if there is any copy-specific information related to the relinked item(s) that needs to be updated due to the change of bib record. See Copy-specific information in Alma (forthcoming).
  15. To move copy-specific information between the bib records, do the following:
    1. Click the Edit button in the original bib record.
    2. In the MDE, cut the information related to the relinked item(s).
    3. Delete the empty field using Editing Actions > Remove Field (Ctrl+F6).
    4. Save and Release (Ctrl+Alt+R) the original record and exit the MDE (Alt+M).
    5. Locate and open the target bib in the MDE.
    6. Create a new local field using Editing Actions > Add Local Extension (Ctrl+L).
    7. Enter the appropriate MARC tag and paste the copy-specific information cut from the original record.
    8. Save and Release (Ctrl+Alt+R) the target record and exit the MDE (Alt+M).
  16. If the original holdings record and/or bib now contains no items, consider whether the record(s) should be suppressed and/or marked for deletion.
  17. Update the institution holdings symbol in OCLC Connexion for both records as needed, or refer to your Tech Lead or Cataloging Unit (submit a BadCat ticket or email csdhelp@berkeley.edu for most locations).

Relinking an existing holdings record (and all attached items) to a different bib

This would be done if all of the pieces attached to the holdings record for a location belong on another bib record. This can occur if a location orders a title that is already cataloged in another location or if different locations have copies of the same title cataloged using different OCLC records. This method can also be used to relink wrong editions attached to a title with correct holdings or, after a serial title change, to relink the issues of the succeeding title when no copies of the preceding title (the title to which they’re currently linked) remain in active holdings for the library in question.

This is not to be used to relink holdings between duplicate bibs in the IZ or NZ; see Reporting duplicate bib records to be merged in Alma for those cases.

Staff with a Physical Inventory Operator Limited role (e.g., student library employees (SLEs)) cannot relink inventory between bibliographic records.

  1. In Alma, retrieve the target bib using an an All titles or Physical titles search.
  2. Verify that a target holdings record appropriate for the item does not already exist.
    • If there are more than 5 holdings, click Holdings to see the full list.
  3. If the required target holdings record already exists on the target bib, verify that there is no inventory attached to it.
  4. Copy the MMS ID or OCLC Number from the target bib.
  5. Retrieve the source bib record using an All titles or Physical titles search.
  6. Click Holdings.
  7. Click the … (More actions) button to the right of the holdings record to relink, then click Relink.
  8. In the Relink Holdings - Search Bibliographic Records window in the MDE, enter the search criteria (MMS ID or OCLC Number) copied in step 4 into the Any Field box, and press Enter or click Search to locate the target bib
  9. View the target record to confirm it is correct, then click Relink.
    • If relinking the last holdings on the bib record, when prompted what to do with the original bib record, choose Do nothing, then click on Relink.
  10. Click Save > Save and Release Record (Ctrl+Alt+R), then exit the MDE (Alt+M).
  11. Click on the title to view the original bibliographic record to see if there is any copy-specific information related to the relinked item(s) that needs to be updated due to the change of bib record. See Copy-specific information in Alma (forthcoming).
  12. To move copy-specific information between the bib records, do the following:
    1. Click the Edit button in the original bib record.
    2. In the MDE, cut the information related to the relinked item(s).
    3. Delete the empty field using Editing Actions > Remove Field (Ctrl+F6).
    4. Save and Release (Ctrl+Alt+R) the original record and exit the MDE (Alt+M).
    5. Locate and open the target bib in the MDE.
    6. Create a new local field using Editing Actions > Add Local Extension (Ctrl+L).
    7. Enter the appropriate MARC tag and paste the copy-specific information cut from the original record.
    8. Save and Release (Ctrl+Alt+R) the target record and exit the MDE (Alt+M).
  13. If the original bib record now contains no holdings, consider whether it should be suppressed and/or marked for deletion.
  14. As needed:
    1. Open the relinked holdings record in the MDE to:
    2. Open the relinked item record(s) to make any needed changes such as Copy ID or Description.
    3. If this relinking has made any changes to the call number, Description, or Copy ID, print and replace the spine label.
  15. Update the institution holdings symbol in OCLC Connexion for both records as needed or refer to your Tech Lead or Cataloging Unit (submit a BadCat ticket or email csdhelp@berkeley.edu for most locations).
  16. If the target bib has holdings records for the same location with the same call number, see Basic “merging” of holdings records to retain one of the holdings records and delete the other(s).

POLs (order records) and holdings records

Order records associated with wrong holdings must be addressed by Acquisitions; submit a BadCat ticket or email csdhelp@berkeley.edu for most locations. See also Relinking POLs, holdings, and items.

Merging holdings records

Although Alma will prevent staff from manually creating a new or modified holdings record that’s identical to an existing holdings record on the same bib record, duplicate holdings records can be created during systematic changes such as library mergers and when additional copies are ordered on a separate bib and then the bibs are merged by the shelf-ready batch cleanup process. There may be other historical duplicate holdings as well.

Individual libraries may clean up their duplicate holdings in these situations.

There are also many cases of extra holdings accidentally created during migration that should be cleaned up following Extra holdings created in error during migration below.

Basic “merging” of holdings records

  1. Review the specifics for the title in question and follow Relinking an item between holdings records on the same bib.
  2. Since the duplicate holdings record is no longer needed, it needs to be deleted:
    1. From a List of Holdings, tick the checkbox to the left of the holdings to be deleted.
    2. Select Delete holdings.
    3. When the warning message appears, click on Confirm or press Enter.

Extra holdings created in error during migration

During the migration to Alma many brief holdings records were created for items because there was a mis-match between the location code in the holdings record and in the item record. Typically the migrated holdings record has no items attached, but it has the 866 field (if it’s a serial record) and possibly other historical data. In these situations the items should be moved to the holdings record with the more complete historical information (and for serials, the 866!), then the brief Ex Libris created holdings record can be deleted and the location code in the more detailed migrated record can be updated to the correct code.

Manually “merging” extra holdings created in error during migration:

  1. In Alma, retrieve the bib record using an All titles or Physical Titles search.
  2. Click Holdings.
  3. Look at the Holdings to determine which one has the historical data that should be retained.
  4. To the right of the holdings record from which you want to relink the item(s), click the … (More actions) button, then click View Items.
  5. Select the item(s) to relink by ticking the checkbox to the left of the item(s).
    • Most of the time in this situation all of the items need to be relinked to the same other holdings; in that case, click the check box in the column header to select all items.
    • If there are more items than can be displayed on one page, make sure to view the other page(s) and mark the items to relink from there too.
  6. Click Manage Selected > Change Holdings.
  7. Click the radio button to the left of the target holdings record from the list, then click Select or press Enter.
  8. Repeat steps 5-7 as many times as necessary if you’re splitting items between one Alma-created holdings record and two or more proper holdings records.
  9. Click the Back button to return to the List of Holdings.
  10. There should now be a number in the No. of Items column for the holdings record to which the item(s) were relinked, and a zero for the abandoned holdings record.
  11. Since the abandoned holdings record was never a correct record in the first place, it needs to be deleted.
    1. Click the checkbox next to the abandoned holdings.
    2. Click on Delete holdings.
    3. When the warning message appears, click on Confirm or press Enter.
  12. Edit the remaining holdings record(s) to change the permanent location (852 $$c) to match the actual location of the items. Also add or remove 852 $$k if there’s a prefix that should be added or removed to go with the new permanent location.
  13. If the record being cleaned up includes a miscoded non-LC call number (e.g., a microform accession number), make the following corrections (see Holdings record field coding. 852):
    1. Fill in the correct 1st indicator code (usually 8).
      • If this is not fixed, an LC call number is usually added to the non-LC call number in the holdings when the record is saved.
    2. If the call number is in a subfield $$j, change the subfield to $$h. 

      Note that if you have a lot of these non-LC call numbers with 1st indicator 0 records to clean up, refer to your Tech Lead or Cataloging Unit (submit a BadCat ticket or email csdhelp@berkeley.edu for most locations); it’s possible that a set of holdings records can be updated in batch using an already existing norm rule for non-LC call number cleanup called “852 first indicator change and $j -> $h”

When to suppress/unsuppress a holdings record

We generally do not want to suppress the holdings records for items that will or have been sent to Metadata Services (MdS) for cataloging or record maintenance. We want users who might be looking for something to see that it’s in process; if they request it, MdS will bump it up in the processing queue to complete the request. Such items are better served by being in the Acquisitions Technical Services work order to show that they’re not on the shelf, but can still be requested.

One situation in which you might need to suppress a holdings record is when an entire set of a serial is missing (this is usually discovered because someone comes looking for the title) but you don't yet know why or what to do about it, and you want to keep users from seeing the items that simply aren't here while you research and clean things up.

You may also want to suppress a holdings record when you know that all copies on the holdings record are going to be unavailable to the public for an extended period and you don’t want people to be able to still see and possibly request them. An example of this is if you’ve pulled a bunch of items for withdrawal, but you know it will take a while to get all of the records updated.

Suppressing an existing holdings record (and all items attached to it)

  1. In Alma, retrieve the bib record using an All titles search.
  2. Click Holdings.
    • If you did a Physical titles search and there is only one holdings record, the holdings will open in view mode.
  3. Open the holdings record in the MDE.
    • From the List of Holdings, click the … (More actions) button to the right of the holdings to suppress, then click Edit.
    • If viewing the holdings record in view mode, click on the Edit button in the upper right.
  4. In the MDE Record Actions menu, tick the checkbox for Suppress from Discovery (Alt+Shift+S).
    • There should now be a suppressed icon (an icon of a gray circle with a white eye and a red diagonal slash) showing next to the IZ house icon at the top of the record in the MDE.
  5. Release the record.
    • If only suppressing the record, it is not necessary to save the record before releasing it.
  6. Check the Discovery view to verify that the record is not showing in UC Library Search.

Unsuppressing an existing holdings record (and all items attached to it)

If a holdings record has been suppressed via the checkbox and you’re ready to make it visible to the public again follow these steps:

  1. In Alma, retrieve the bib record using an All titles search.
  2. Click Holdings.
    • If you did a Physical titles search and there is only one holdings record, the holdings will open in view mode.
  3. Open the holdings record in the MDE.
    • From the List of Holdings, click the … (More actions) button to the right of the holdings to unsuppress, then click Edit.
    • If viewing the holdings record in view mode, click on the Edit button in the upper right.
  4. In the MDE Record Actions menu, untick the checkbox for Suppress from Discovery (Alt+Shift+S).
    • The suppressed icon (an icon of a gray circle with a white eye and a red diagonal slash) should disappear next to the IZ house icon at the top of the record in the MDE.
  5. Release the record.
    • If only unsuppressing the record, it is not necessary to save the record before releasing it.
  6. Check the Discovery view to verify that the record is once again showing up in UC Library Search.

Note that all **zw location holdings are suppressed automatically and the status of the Suppress from Discovery box will not change the suppression. To reinstate a withdrawn item and move it out of the **zw location, see Reinstating withdrawn items.

NRLF holdings considerations

  • Depositors should not pre-assign NRLF locations to deposits or add non-NRLF items to existing NRLF holdings.
  • In general, depositors should not edit holdings with NRLF locations, or move inventory to/from NRLF holdings. Contact NRLF’s Head of Deposit Services if you have a need for an exception.
     

By abaron on 04-17-2025

Tags

Cataloging, Collection maintenance, Policy, Procedure, Resource Management Group (RMG)