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How to Prepare HathiTrust Print Holding Data from Alma

This document describes the procedures of preparing print holdings data from Alma in three different parts, Single-part Monographs, Multi-part Monographs, and Serials.

Part 1. Single-part Monographs

1.     Create a set of all single-part monographs

  • Create a set of single-part books
      • Do an advanced search in IZ in Alma using the criteria below to get a set of all single-part books:
      • Click “Save Query” below the “Search” button, add title and other information if needed to describe this set, and click the “Save” button on the top.
  • IF you would like to include music scores, create a set of single-part music scores
      • Do an advanced search in IZ in Alma using the criteria below to get a set of all single-part music scores

      • Click “Save Query” below the “Search” button, add title and other information if needed to describe this set, and click the “Save” button on the top.
  • Combine two sets
      • Select Admin > Manage Sets
      • Click the ellipsis symbol in the row of one of the sets you want to combine, then click “Combine sets”
      • Fill in the new set name and other information if needed in the General Information part
      • Select “Or” for operation and select the other set you want to combine, then click “Submit” on the top. Click “Confirm” to process.
      • You will receive an email notification once the combination is done. Go to Admin > Manage Sets, the new set will be listed there.
  • Add more material types
      • If you would like to add other material types to the sets, repeat these two steps: create a set of single-part [the material type you choose] and combine those sets.
        We do not recommend adding various materials types to searching criteria using the “OR” condition because Alma may add parentheses between the conditions, and you could not adjust them.
        For example, you may want to search the following (Material Type equals “BK”) OR (Material type equals “Music Score”) OR (Material type equals “Atlas”) AND (Item description is empty) AND (Barcode Is Not Empty). BUT with this search criteria, Alma would generate (Material Type equals “BK”) OR (Material type equals “Music Score”) OR (Material type equals “Atlas” AND Item description is empty AND Barcode Is Not Empty).

2.     Create and run a publication profile

  • Create a new publication profile
      • Select Resources > Publishing Profile
      • In the IZ, create a new general profile by clicking “Add Profile” and selecting “General Profile”
      • Add Profile Name and other information if needed. Select the Bibliographic for Content Type and Bibliographic level for Publish on. Choose MARC21 Bibliographic for the Output format. Click Email Notification and add your email address so that you will receive a notification when the job is done.
      • Select the Publishing Protocol. For our institution, we use FTP. If you use FTP, select “XML” for Physical format. We suggest you use a large number for the Number of records in file.
      • Click ‘Next’
      • Click Add Items Information. Enter the repeatable field. In our institution’s case, internal notes 1 and 3 contain information about holding status and condition. We assign subfields (a, b, c…) as below, but only subfield f and g will be used in the Python script described in step 4. Please assign the subfields based on your institution’s item records.
      • Click ‘Save’
      • On the page of publication profiles, find the one you just created, click the ellipsis symbol, and run it.
      • You will receive an email notification when all records are exported.

3.     Download all exported results from the FTP server

  • Log into the FTP server and find the exported .tar file(s). Select all the exported files and drag them into a folder on your PC.

4.     Clean and generate a tab-delimited text file

  • Get Python ready
      • Make sure Python 3 and the pandas package are installed
  • Download the Single-part_Monographs.py from GitHub (https://github.com/gretaheng/HathiPrint_Process_Records) and follow the README instruction to process the compressed files exported from Alma.
  • The Python script generates the single_part_mono_results.txt in the result folder you created.

 

Part 2. Multipart Monographs

1.     Create a set of all multipart monographs

In Alma, we could not do an advanced search using ‘physical item: description is not empty’ or ‘physical item: chronology I is not empty’ criteria as ‘is not empty’ is not in the drop-down list. To get around with it, we use set minus to get multipart monographs– a set of all monographs minus a set of all single-part monographs

  • Create a set of all monographs
      • Do an advanced search in IZ in Alma using the criteria below to get a set of all monographs
      • Click “Save Query” below the “Search” button, add title and other information if needed to describe this set, and click the “Save” button on the top
  • Combine sets to get a set of multipart monographs
      • Go to Admin > Manage Sets, find the set you just created. Click the ellipsis symbol in the row of one of the sets you want to combine, then click “Combine sets.” Add a general description. Scroll down to “Combine sets”, select “Not” for Operation, and click “Select from a list”. Type the name of the set you created for single-part monographs and click the set. Click “Submit”. Click “Confirm” to process.
      • You will receive an email notification once the combination is done. Go to Admin > Manage Sets, the new set will be listed there.

2.     Create and run a publication profile (same with single-part monographs)

  • Create a new publication profile
      • Select Resources > Publishing Profile
      • In the IZ, create a new general profile by clicking “Add Profile” and selecting “General Profile”
      • Add Profile Name and other information if needed. Select the Bibliographic for Content Type and Bibliographic level for Publish on. Choose MARC21 Bibliographic for the Output format. Click Email Notification and add your email address so that you will receive a notification when the job is done.
      • Select the Publishing Protocol. For our institution, we use FTP. If you use FTP, select “XML” for Physical format. We suggest you use a large number for the Number of records in file.
      • Click ‘Next’
      • Click Add Items Information. Enter the repeatable field. In our institution’s case, internal notes 1 and 3 contain information about holding status and condition. We assign subfields (a, b, c…) as below, but only subfield f and g will be used in the Python script described in step 4. Please assign the subfields based on your institution’s item records.
      • Click ‘Save’
      • On the page of publication profiles, find the one you just created, click the ellipsis symbol, and run it.
      • You will receive an email notification when all records are exported.

3.     Download all exported results from the FTP server

  • Log into the FTP server and find the exported .tar file(s). Select all the exported files and drag them into a folder on your PC.

4.     Clean and generate a tab-delimited text file

  • Get Python ready
      • Make sure Python 3 and the pandas package are installed
  • Download the Multipart_Monographs.py from GitHub (https://github.com/gretaheng/HathiPrint_Process_Records) and follow the README instruction to process the compressed files exported from Alma.
  • The Python script generates the multipart_mono_results.txt in the result folder you created.

Part 3. Serials

1.     Create a set of all serials

  • Do an advanced search in IZ in Alma using the criteria below to get a set of all monographs
  • Click “Save Query” below the “Search” button, add title and other information if needed to describe this set, and click the “Save” button on the top.

2.     Create and run a publication profile

  • Create a new publication profile
      • Select Resources > Publishing Profile
      • In the IZ, create a new general profile by clicking “Add Profile” and selecting “General Profile”
      • Add Profile Name and other information if needed. Select the Bibliographic for Content Type and Publish on. Choose MARC21 Bibliographic for the Output format. Click Email Notification and add your email address so that you will receive a notification when the job is done.
      • Select the Publishing Protocol. For our institution, we use FTP. If you use FTP, select “XML” for Physical format. We suggest you use a large number for the Number of records in file.
      • Click ‘Next’
      • Since HathiTrust does not require item-level information for serials, we do not need to enhance physical items
      • Click ‘Save’
      • On the page of publication profiles, find the one you just created, click the ellipsis symbol, and run it.
      • You will receive an email notification when all records are exported.

3.     Download all exported results from the FTP server

  • Log into the FTP server and find the exported .tar file(s). Select all the exported files and drag them into a folder on your PC.

4.     Clean and generate a tab-delimited text file

  • Get Python ready
      • Make sure Python 3 and the pandas package are installed
  • Download the Serials.py from GitHub (https://github.com/gretaheng/HathiPrint_Process_Records) and follow the README instruction to process the compressed files exported from Alma.
  • The Python script generates the serials_results.txt in the result folder you created.

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