FAQ
How are bib records merged in Alma?
Introduction
In Alma, “merge” means combining two bibliographic records, retaining some elements from each record. “Overlay” means completely replacing all fields in the old record with the fields in the new record. CUNY uses the rules below to determine which fields to retain or remove when merging records.
There are two sets of rules for merging:
- One rule for bringing in a record through “Search Resources” in the Metadata Editor.
- One rule for:
- Sending a record from Connexion to Alma
- Loading bib records through an import profile
Merge rules only have three possible actions:
- Add a field
- Remove a field
- Replace a field
See Working with Merge Rules for more information.
The rules check for $5 containing “N” because every MARC organization code at CUNY has that letter.
Search External Resources
Keeps local fields from both records, allowing us to use this rule when both records have local fields.
Because the primary record in this case is the incoming "Search External" record, essentially all fields of the existing Alma (secondary) record are replaced except for what is defined below.
This rule ensures that all fields except local fields in an existing NZ record will be replaced by the fields in a record brought into Alma with the Search External Resources tool.
Merge Rules
| Merge Rule | Explanation |
|---|---|
| add MARC."009" | Keeps the possible local 009 from the existing record. |
| add MARC."09"X | Keeps all 09X fields from the existing record. |
| add MARC."246" when MARC."246"."5" contains "N" | Keeps any 246 field from the existing record if they include $5. |
| add MARC."541,561,562,563,583,584,585" | Always keeps any 541, 561, 562, 563, 583, 584, 585 fields from the existing record with the idea that these will always be institution- or copy-specific, even if they don't include $5. |
| add MARC."500" when MARC."500"."5" contains "N" | Keeps 500 field from the existing record only if they include $5. |
| add MARC."501" when MARC."501"."5" contains "N" | Keeps 501 field from the existing record only if they include $5. |
| add MARC."506" when MARC."506"."5" contains "N" | Keeps 506 field from the existing record only if they include $5. |
| add MARC."526" when MARC."526"."5" contains "N" | Keeps 526 field from the existing record only if they include $5. |
| add MARC."540" when MARC."540"."5" contains "N" | Keeps 540 field from the existing record only if they include $5. |
| add MARC."59"X | Keeps all 59X fields from the existing record. |
| add MARC."655" when MARC."655"."5" contains "N" | Keeps 655 fields from the existing record only if they include $5. |
| add MARC."69"X | Keeps all 69X fields from the existing record. |
| add MARC."700" when MARC."700"."5" contains "N" | Keeps 700 fields from the existing record only if they include $5. |
| add MARC."710" when MARC."710"."5" contains "N" | Keeps 710 fields from the existing record only if they include $5. |
| add MARC."711" when MARC."711"."5" contains "N" | Keeps 710 fields from the existing record only if they include $5. |
| add MARC."730" when MARC."730"."5" contains "N" | Keeps 730 fields from the existing record only if they include $5. |
| add MARC."740" when MARC."740"."5" contains "N" | Keeps 740 fields from the existing record only if they include $5. |
| add MARC."773" when MARC."773"."5" contains "N" | Keeps 773 fields from the existing record only if they include $5. |
| add MARC."774" when MARC."774"."5" contains "N" | Keeps 774 fields from the existing record only if they include $5. |
| add MARC."9"XX | Keeps all 9XX fields from the existing record. |
| add MARC."500" if does not exists | Keeps 500 field from the existing record only if it does not exist in the primary (external) record. |
| add MARC."505" if does not exists | Keeps 505 field from the existing record only if it does not exist in the primary (external) record. |
| add MARC."520" if does not exists | Keeps 520 field from the existing record only if it does not exist in the primary (external) record. |
OCLC Integration/Import Profile
Keeps local fields from both records, allowing us to use this rule when both records have local fields.
Using “remove” then “add” to avoid situations like a 260 in one record and a 264 in another record resulting in both fields being retained.
This rule ensures that all fields except local fields in an existing NZ record will be replaced by the fields in a record brought into Alma with an Integration Profile, Import Profile, or the Combine and Merge Inventory tool.
Merge Rules
| Merge Rule | Explanation |
|---|---|
| replace MARC."LDR" | Replaces LDR field. |
| remove MARC."0"XX excluding "001,009,035,09X" | Keeps 001, 009, 035, 09X fields. |
| remove MARC."1"XX | Removes all 1XX fields. |
| remove MARC."2"XX excluding "246" | Removes all 2XX fields excluding 246. |
| remove MARC."246" if not exists subfield "5" | Keeps any 246 field that includes $5. |
| remove MARC."3"XX | Removes all 3XX fields. |
| remove MARC."4"XX | Removes all 4XX fields. |
| remove MARC."5"XX excluding "500,501,505,506,520,526,540,541,561,562,563,583,584,585,59X" | Keeps specified fields, ensuring institution- or copy-specific details are retained. |
| remove MARC."500" if not exists subfield "5" | Keeps 500 fields only if they include $5. |
| remove MARC."501" if not exists subfield "5" | Keeps 501 fields only if they include $5. |
| remove MARC."506" if not exists subfield "5" | Keeps 506 fields only if they include $5. |
| remove MARC."526" if not exists subfield "5" | Keeps 526 fields only if they include $5. |
| remove MARC."540" if not exists subfield "5" | Keeps 540 fields only if they include $5. |
| remove MARC."6"XX excluding "655,69X" | Keeps all 69X fields excluding 655 and 69X. |
| remove MARC."655" if not exists subfield "5" | Keeps 655 fields only if they include $5. |
| remove MARC."7"XX excluding "700,710,711,730,740" | Keeps all 7XX fields excluding 700, 710, 711, 730, and 740. |
| remove MARC."700" if not exists subfield "5" | Keeps 700 fields only if they include $5. |
| remove MARC."710" if not exists subfield "5" | Keeps 710 fields only if they include $5. |
| remove MARC."711" if not exists subfield "5" | Keeps 711 fields only if they include $5. |
| remove MARC."730" if not exists subfield "5" | Keeps 730 fields only if they include $5. |
| remove MARC."740" if not exists subfield "5" | Keeps 740 fields only if they include $5. |
| remove MARC."773" if not exists subfield "5" | Keeps 773 fields only if they include $5. |
| remove MARC."774" if not exists subfield "5" | Keeps 774 fields only if they include $5. |
| remove MARC."8"XX | Keeps all 8XX fields. |
| add MARC."0"XX excluding "001" | Adds all 0XX fields except 001. |
| replace MARC."035" when MARC."035"."a" contains "OCoLC" excluding MARC."035"("9","9") | Replaces the OCLC numbers in the 035 field with those from the incoming record, but retains other 035 numbers. |
| add MARC."1"XX | Adds 1XX fields. |
| add MARC."2"XX | Adds 2XX fields. |
| add MARC."3"XX | Adds 3XX fields. |
| add MARC."4"XX | Adds 4XX fields. |
| add MARC."5"XX excluding "505,520" | Adds 5XX fields except 505 and 520. |
| replace MARC."505" if exists add MARC."505" if does not exists |
If the incoming record does not have a 505 field and the existing record does, the 505 field is retained. |
| replace MARC."520" if exists add MARC."520" if does not exists |
If the incoming record does not have a 520 field and the existing record does, the 505 field is retained. |
| add MARC."6"XX | Adds 6XX fields. |
| add MARC."7"XX | Adds 7XX fields. |
| add MARC."8"XX | Adds 8XX fields. |
| add MARC."9"XX | Adds 9XX fields. |
Metadata
Kristen Fredericksen
2025-04-14
5
Related Topics
Was this helpful? 0 0