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If your institution is a member of a collaborative network, the list of available External Search Resources is determined by the configurations and settings described in the External System Search in a Collaborative Network section.
External databases can be searched from within the MD Editor interface, and records displaying in the results of the searches can be imported directly into Alma from the search results screen. In addition, Alma can search your repository for records that match the imported record, merge the variant records into a single record, or overlay the existing record with the imported record.
To define the correct match profile to be used, you must include the appropriate file key in the serial_match_profile and non_serial_match_profile Parameter Value column (Resource Management > Resource Configuration > Configuration Menu > General > Other Settings). For detailed information on these file keys, see the table in Configuring Other Settings.
The external search, therefore, enables you to search external bibliographic databases and view and select relevant records before importing them into the repository.
The search external resources function is available from the Alma menu, in addition to the MD Editor (Resource Management > Cataloging > Search External Resources).
When you have a record selected in the MD Editor and perform a search of external resources, the split editor option is automatically activated, and the relevant search fields are automatically populated with information from the current record in view.
To configure external search, see Configuring External Search Resources and Configuring External Search Profiles.
Working with Search External Resources in the MD Editor
This section describes working with Search External Resources in the MD Editor.
To search external resources:
- Open Resource Management > Cataloging > Search External Resources, or in the MD Editor select Tools > Search External Resources.
The MD Editor Search External Resources page opens.MD Editor Search External Resources PageIf there was a draft open in edit mode and the external resources search was accessed from the Tools menu, the search fields are automatically populated with search terms from the draft record, as shown in the following example.MD Editor Search External Resources Page Record Selected
- From the Search Cataloging Profile drop-down list, select one of the predefined search profiles. For details on defining a search profile, see External System Search.
Enter the search values in any of the available fields according to the field name and select the required input expectation for the fields that you enter. You can select the input expectations from:
- Contains Phrase
- Contains Keywords
- The Year of Publication field must contain four digits.
- The condition Tag Suppressed (Title) with a value equal to No, is automatically added as part of your search criteria.
- Select whether you want each of the search fields to have And/Or options between them.
Click Search. The MD Editor External Search page refreshes and shows the results of the search.External Search Results Page - Example 1External Search Results Page - Example 2The results from the external search are shown in the tab of the Search Cataloging Profile that you chose in step 2 above. If there are additional external databases configured, tabs for these databases are displayed. If you want to perform the search on one of these databases, click the tab for the database and execute the search.The Held by indication is displayed for OCLC (WorldCat) records only.
- To view the bibliographic record details of an item on the External Search Results page, click the title of the item or click the View link beneath the title. The MD Editor page refreshes as follows:
External Search Results, View Bibliographic RecordClick Back to Results to return to the External Search Results page.
To import the bibliographic record of an item on the External Search Results page, click the Import link beneath the title; or if you are viewing the bibliographic record details (step 6), click Import. The bibliographic record is imported into the Drafts folder of the editor (and has a Drafts icon next to it), where you can manipulate it like any other bibliographic record.When you import the record (or perform an overlay or merge), the originating system version of the record is updated to be the version of the record in the external catalog.
Working with Search External Resources in the MD Editor and Using KERIS
When you import records from KERIS using Search External Resources and the KERIS resource contains records in both the KORMARC record format and the MARC 21 record format, the KERIS KORMARC records are stored in the KORMARC Bibliographic folder as shown below when you use a profile configured for KERIS KORMARC.
KORMARC Record Imported from KERIS
When you import KERIS records using the KERIS (Korea Education and Research Information Service) profile, the records are stored in the MARC 21 Bibliographic folder, since using the KERIS (Korea Education and Research Information Service) profile indicates to Alma that you are importing a record in the MARC 21 record format.
Importing Records with Search External Resources in the MD Editor and Viewing the UNIMARC Cross Walk
See the following procedure for the steps to view the UNIMARC cross walk when importing records with Search External Resources.
To view the UNIMARC cross walk in an external search/copy cataloging:
- Open the MD Editor (Resource Management > Cataloging > Open Metadata Editor).
- Create a new UNIMARC record (File > New > UNIMARC Bibliographic).
- Open the external search tool (Tools > Search External Resources).
- Complete an external search in a MARC 21 database (such as OCLC).
- When the search results appear, click the Merge Preview link for the bibliographic record that you prefer.
Merge Preview Link
- View the appropriate fields in the preview content to confirm that the preview record has been converted to UNIMARC format. For example, the 700 field should display the author information.
UNIMARC 700 Field Example
Click the Copy and Merge link and finish cataloging your record as usual.Copy and Merge Link