1. Alma -> Admin -> Run a Job -> Select the Change Physical items information job -> Select the set created based on the PID.  In the job selection criteria, scroll to the Change Retention Information section. Select the buttons in front of each line you want to update. Click next, review your selection, and click submit. When you try to delete the items either with the Withdraw item job/delete bibliographic record job or individual Alma, will not withdraw the items marked for retention.

Holding Record

1. Creating Holding a Normalization rule

1. Open the metadata editor -> click on the Rules tab -> Next, choose Normalization -> Choose the Shared folder, find the GreenGlass Holding Rule.
   
2. Right-click on the rule -> choose duplicate.
   
3. Adjust the name and description to fit your needs. The Shared and Enabled buttons need to be selected -> click Save -> make changes to the rule if needed.
   
4. Click Save -> Exit -> from the pop-up “Do you want to save normalization rules before closing?” choose Yes.
   

2. Testing the Rule

1. Find one holding record to change and edit the holding record. 
   
2. Open the holding in the split-screen mode (arrow to the left of the exit button). 
   
3. Click Rules in the lower-left corner -> Normalization Rule -> Shared -> choose the rule with the house icon (IZ). 
   
4. Click on the rule to edit. The rule appears in the right screen -> Preview -> the changed holding record displays in the right screen. 
   
5. If the rule does not work as anticipated, return to the normalization rule to make further changes and try again. Remember to save the rule once it works.  
   

3. Adding the Rule as a Process

1. Configuration -> Resources -> Cataloging -> Metadata Configuration -> MARC21 Holding -> Normalization Process tab -> Add Process -> enter a title and give a description -> Next -> Add Tasks -> select MarcDroolNormalization -> Add and Close -> Next -> from the dropdown in Drools File Key choose the normalization rule -> Save. 
   

4. Running the job to update the Holding Records

1. Admin -> Run a Job -> Select Change Holding Information job -> Select the item job from adding item retention -> In job select "Correct the data using normalization processes. From the adjacent dropdown, select the normalization process added in step 3 -> Run the job. 
   

Bibliographic Record

1. Creating a Bibliographic Normalization Rule

1. Navigate to the Metadata Editor -> Click on Rules -> Normalization Rules.
   
2. Right-click on the GreenGlass Holding -> Duplicate -> Change MARC field 583 to 590 (or whichever local MARC field you choose) -> Save the Rule.
   

3. Adding the Rule as a Process

1. Configuration -> Resources -> Cataloging -> Metadata Configuration -> MARC21 Bibliographic -> Normalization Process tab -> Add Process -> enter a title and give a description -> Next -> Add Tasks -> select MarcDroolNormalization -> Add and Close -> Next -> from the drop-down in Drools File Key choose the normalization rule -> Save. 
   

1. Configuration -> Resources -> Collection Retention -> Item Retention Reason.
   
2. Click on Add Row, and enter a code and description. Click Add Row from within the box. Click Customize in the corner to confirm the addition.
   

2. Preparing and running the job

1. Copy the columns with the item id to a new spreadsheet using the spreadsheet returned from OCLC. In the spreadsheet, change the column header to PID; the column under the header should list the IDs. Save the spreadsheet.
   

1. Open Alma.
   
2. From the Admin menu, choose Manage Sets -> Add an itemize set -> Enter a Set name and change the Set Content type to Physical Items. In the Add Contents from File to Set area, click the radio button From File, and use the browse to navigate to the spreadsheet with PID header. Click Save. Alma runs a job to add the items specified in the spreadsheet to the set.