2023-03-27 10 am AASA-PT Meeting Notes

Record Zoom meeting

Review previous notes and tasks

5m @Ellen Augustiniak

Special Collections Feedback Should we create a decision page?

5m @Ellen Augustiniak

HOSC chair Polina Ilieva from UCSF invited Ellen & Danielle to April meeting.

Feedback is also still being submitted from campus specific special collections folks. Poll: https://docs.google.com/spreadsheets/d/1KeesYLZE4X-1dbHh8Fg2KGmSB7kBdvVJ5C81-8ZhKHY/edit#gid=0

• We already divide special collections somewhat;

• If Alma can’t accurately report special collections holdings - we can stick with current, campus-specific processes. We can easily remove special collections by location code, in Alma Analytics reporting.

Harmonization - Feedback form; discussion

15m - Harmonization sub team

• Based on the feedback form, the subteam has created revised, draft UCL/UCOP data requirements templates for the revised schedules.

Discussion

• How will deduplication be managed? It would be part of the search strategies (how the queries are built out in Alma Analytics). Similarly with suppressed titles - not including those.

  • Trying to utilize Alma normalization function; if campuses have issues with this approach, then we can know whether or not to use Title Normalized variable.

    • Sometimes Alma normalization function removes leading articles, but not always; will need to take a further look, to see where inconsistencies exist. (Are the inconsistencies, consistent?)

    • Third party reporting requirements have instructions around how/when to normalize too.

• Shared understanding is that we need to use Creation Date when querying the data; neither UCLA nor UCM can use Received Date, due to local practice (that field isn’t available).

• ProQuest DDA records (and other DDA/EBA records) - where we don’t yet own the materials, but the records are active and available; we will need to identify EDDA and EBA candidates (not yet purchased), to remove them from the counts/reporting.

  • Will be filtered out; might need a campus-specific approach, or potentially could be uniform. Will need to confirm we know how each campus designates EDDA (e demand drive acquisitions) and EBA (evidence based acquisitions), to ensure we can appropriately exclude them. Likely a future poll.

• “Other Serial (Ceased Publication)” - can this be re-binned as a serial? What is the distinction here? TBD.

Considering our final report

Wrap up - Review actions and decisions

5m - Danielle

• For more complex discussions (e.g., how to deal with special collections) - could create a decision page. This could allow us to document special collections feedback.

  • Confirmed: Decision pages continue to be a structure/process, to document, post phase 4.

• We also still need to create documentation & instructions to support data collection moving forward (so we continue to understand why and what we’re doing)

• We should build out a decision page for our proposed changes (broadly); as well as a decision page specifically for the decision specific to special collections.

• Documentation specific to annual data collection will also be created (after support from SILS-LG (DOC, CoUL) has been confirmed, for proposed changes).

Parking Lot - Capture important topics for future discussion