FAQ

How do I suppress records in Alma?

There are lots of ways to suppress in Alma:

Suppress an individual bib or holdings record
  • Example: You have multiple editions of a title on the shelf, but you don't want the older editions to display in Primo VE (OneSearch).
  • Instructions:
    • Option A: Open the bib record or holdings record in the Metadata Editor. Go to Record Actions, and check the box next to Suppress from Discovery (or simply press Alt+Shift+S on your keyboard).
    • Option B: Save the bib record as a set, then run the Suppress Bib records from discovery job on the set. This is the best option for electronic resource records linked to the Community Zone. This does not apply to holdings records.
 
Suppress multiple bib records with a job
  • Example: Some but not all titles in a location are inaccessible due to library repairs.
  • Instructions: Create a set of titles in Alma, then run the "Suppress Bib records from discovery job" on that set
 
Suppress multiple holdings records with a job
  • Example: Some but not all titles in a location are inaccessible due to library repairs, but you don't want to suppress the bib record because other libraries have the same materials
  • Instructions: Create a set of physical items in Alma, then run the "Change Holdings Information" on that set. Check the box next to "Tag records for publishing" and select "Suppress" from the dropdown menu
 
Suppress all records at a physical location
  • Example: You have a stacks location that is inaccessible due to library repairs.
  • Instructions: Go to Configuration Menu > Fulfillment > Locations > Physical Locations, and edit a location. Select the "Suppress from Discovery" check box. Open a Support case with Ex Libris to request re-indexing. Submit a ticket to OLS if you need help with any of these steps.
 
Suppress discovery of records under the following conditions
  • All holdings have been deleted for a record. This is already configured for all CUNY IZs, so that a bib record will automatically be suppressed if all holdings records have been deleted.
  • All holdings have been suppressed for a record. This is already configured for all CUNY IZs, so that a bib record will automatically be suppressed if all holdings records have been suppressed.
 
Suppress resources with specific process types
  • Example: You want all Lost and/or Missing items to be suppressed.
  • Instructions: Submit a ticket to OLS.
  • Note: Items with specific material types or in work orders can be suppressed in addition to specific item process types.
  • Note: If the item is attached to a bib record that is linked to the Network Zone (NZ), that record will display in OneSearch but the holdings and item will not display. If the item is attached to a bib record that is only in the Institution Zone (IZ), that record, holdings, and item will not display in OneSearch.
 
Suppress multiple bib records with a normalization process
  • Example: Some but not all titles in a location are inaccessible due to library repairs.
  • Instructions: Create a set of titles in Alma. Create a normalization rule that contains the MmsTagSuppressed task. Create a normalization process that uses that normalization rule. Run a MARC 21 Bib Normalization job on the set.

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Answered By:
Kristen Fredericksen
Last Updated:
2023-07-06
Views:
33

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