Harmonization-Based Data Cleanup Tasks for Vanguard Campuses

Data Cleanup tasks that were pending harmonization decisions can be found below, as well as links to the original decision pages which can provide some additional context. As with other data cleanup tasks, we will be tracking what campuses are able to accomplish prior to the vanguard data extracts. Additionally, where there are various options that can be followed by campuses, we will be tracking which options the campuses are following and gathering some sample records to review in the vanguard review and testing phase.

• It is recommended that any large-scale data cleanup needs be communicated to systems administrators since timing may need to be coordinated.  Your systems administrator may also be able to advise on whether the data cleanup should be done on the system records or within the extracted records that will be sent to ExLibris.

The SILS ILS Data Cleanup Group has identified data cleanup tasks related to the following harmonization decisions.

https://uc-sils.atlassian.net/wiki/spaces/RMF/pages/572358950

Decision: If they are concerned about losing data, campuses should consider copying 856 fields into a 9XX field of their choosing (between 950 and 999) or into the 856 of a holdings record

• Actions:

  • SCP: keep existing 856 data, as well as copy all 856 data to a 946 field

  • Other campuses: keep existing 856 data

    • Additional option 1: copy all 856 data to a 950-999 field in the bibliographic record and add $9 LOCAL

    • Additional option 2: copy 856 data for physical resources to an 856 in the holdings record (NOTE: the P2E process will eliminate holdings records for electronic resources)

• Document: which option your campus is following and some sample records to review in the vanguard.

https://uc-sils.atlassian.net/wiki/spaces/RMF/pages/587399660

Decision: There is no need to try to remove non-OCLC IDS from 035 fields in bibliographic data. Campuses can remove whatever non-OCLC 035 data that they wish to remove, or identify mixed sets for testing, but there is no mandate one way or the other.

• Actions: Ensure that any non-OCLC 035 records do not begin with (OCoLC), ocm, ocn, or on.

• Document: what non-OCLC 035 data your campus is migrating and some sample records to review in the vanguard.

https://uc-sils.atlassian.net/wiki/spaces/RMF/pages/510132580

Decision: There is no prescribed fields to store local data, except for 900-949 reserved for CDL and 996/992 for current and previous system IDs.

• Actions:

  • Current and previous system IDs

    • Option 1: copy current and previous system IDs to 996 $a and add $9 LOCAL

    • Option 2: copy current system IDs to 996 $a and add $9 LOCAL; copy previous system IDs to 992 $a and add $9 LOCAL

    • Option 3: take no action

  • 900-949 data

    • SCP: copy or move any local notes not desired for NZ record somewhere; all other 900-949 keep as-is

    • All other campuses: move local data out of 900-949 to an appropriate local field and add $9 LOCAL

• Document: which option your campus is following and some sample records to review in the vanguard.

Decision:

To the extent possible, the following categories of records should be left out of the Alma NZ:

• Records for local equipment

• Records for non-library reserves resources (i.e., personal copy)

• Records marked for deletion

• On the fly records

• Other records lacking OCLC numbers

  • Records without OCLC numbers should only load into IZ

  • Campuses can add them to the NZ post-migration using linking jobs

To the extent possible, the following categories of records should definitely be added to the Alma NZ:

• Monograph records for analyzed serials lacking inventory (item record is linked to the serial record)

• Finding aids

• Bound-with records

All other records are at the discretion of the campuses.

• Actions:

  • Group 1 (left out of NZ): for records that are not identified in the migration forms to be loaded only to the IZ, be sure that there are no OCLC numbers in the records that would allow them to be loaded to the NZ

  • Group 2 (added to NZ): to guarantee that a record will be added to the NZ, it must have an OCLC number

  • Group 3 (discretion of each campus): in order to make sure a record is included in the NZ, it must have an OCLC number

• Document: what records your campus is loading only to the IZ and which records your campus is loading to the NZ and some sample records for each type to review in vanguard.

Decision: In order to best prepare print and electronic records and their order records for migration, in consideration of the P2E process, vanguard institutions should consider the following actions.

For hybrid bib records with electronic and print orders associated:

Action:

• Option 1: For any single bib records with combined print and electronic data and two order records (where one order is print, one electronic), split bib data into two bib records, and move associated orders to bib, by format, and include only the electronic bib in the P2E file.

• Option 2: Take no action. However, if these records are not split prior to preparing P2E file, libraries should be prepared to track these records for Vanguard testing, review and likely post-migration data clean-up.

• Document: which option your campus is following and some sample records to review in vanguard.