Items - Overview

• Users authorized to update items can update items from all libraries.  Logins are no longer limited to a specific set of libraries.

• A bibliographic record may have holdings record(s) without items, however...

• Items must be attached to holdings. Alma will not allow you to create an item without a holding. When creating an item, Alma will also create a holding if one does not already exist for the item's library/location/call-number.

  • Migration note: Items migrated from Aleph that were not attached to holdings, will be attached to holdings in Alma.

    • If a holding did not exist in Aleph, one was created in Alma.

    • If an item was not attached to an existing holding, Alma attached it to an existing holding provided the library/location were the same. If they were not, then Alma created a new holding.

• Materials records can only be suppressed at the bib or holdings level, not at the items level. For more on suppressing records, see Suppressing and Deleting Bibliographic Records or Holdings - Creating, Editing, Suppressing, and Deleting.
  • Make sure you're familiar with the policy on when to suppress vs. delete a bib record: Collection Management - Policy for Suppression and Deletion
  • Migration note: Items that were status 88 in Aleph (suppressed) are no longer suppressed in Alma, and must be re-suppressed at the holdings level. 
• Temporary locations:

• When moving items from one location to another, staff have the option of inputting an end date for the temporary location. On this date, an automated job will warn staff to return these items to their regular location.

• Items at their temp locations use the fulfillment policies and rules of the new location.

• Items at a remote storage facility need to be associated with a collection code for the remote storage facility to ensure that request and transit work orders function properly.  The Aleph Item Processing Status (HD, RD) and the Remote Storage ID (HDEP, ReCAP) do not exist in Alma.

• Barcodes: As in Aleph, Alma will not permit you to add a duplicate barcode. 

• When viewing search results in Alma, there is a summary line of holdings/items. The system lists the first and last item held so this is not a true summary, just an "at a glance" status. In this case when you go see the items HYL actually has 2008-2015, but is missing 2011. The system does not mention the gap: 

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