How to Create Brief Bibliographic Records in the Metadata Editor

updated: 4/10/2025

Getting Started in Resource Management

 

In the metadata editor, make sure you are saving your records locally. Select the New menu and select Placement Options. 
 

A screenshot of the New menu in the Metadata editor outlined with orange and the placement options selected below and outlined with orange.

Select Local for the Placement of new records and templates. Click Save. (Remember to change this back to Network before cataloging regular library items.) 
 

Image of placement options dialog with local selected

 

On the New menu, under MARC 21 Bibliographic, click on Books (Default) 

Image of the new menu with books default selected

Fill in the information you want in your bibliographic record.

Sample bib record

Click Save to save the record.

Click the +Add Inventory menu, and under Add MARC21 Holdings select Books (Default) 
 

Image of add inventory menu with books default holdings selected

If you are using a non-standard call number scheme, make the first indicator is 8 in the 852 field. Click CTRL-F to open the form editor and use the drop-down menus to fill in the subfields for the 852 field.

You can place a call number/location in $$h and $$i if needed. Click Save. 

Sample holding record

Click the +Add Inventory menu, and select Add Item
 

Image of the Add Inventory menu with Add Item selected

 

Fill in the item record form, and save the record 

Sample item record copy 1

If you have more equipment to add to this holdings record, click +Add Item at the top of the Items list.

Screenshot of item list with add item highlighted

Change the description and copy numbers to indicate this piece of equipment is different from the previous one, click Save.

Sample item record copy 2

In the metadata editor, release all records from the MARC21 Bib tab and the Holdings tab. 
 

Image of the bib and holdings tabs with release icon highlighted

Here’s how the record looks in Alma: 

Image of new bibliographic record in Alma

 

Related Trainings:

Basic Cataloging in Alma

Copy Cataloging Using Search Resources in the Metadata Editor

Add a Local Extension Field to a Bibliographic Record

Placement Options in the Metadata Editor

Deleting Inventory Records in Alma

How to Add a Portfolio to a Bibliographic Record

Marking Items as Missing in Alma

Training Session Links