2021-09-03 Meeting notes

Item

Desired Outcome

Time

Who

Notes

Discussion

Actions

Announcements

Share short pieces of need-to-know information

3 min

All

· Reminder: analytics workshop next week.

Publishing bibliographic records in Alma (ExL documentation and OCLC documentation)

Understand how it works and share successful stories

30 min.

All

· Before SILS already-Alma campuses weren’t doing title level publishing for OCLC.  Is a complicated process whether setting up the service or manually sending holdings/LHRs to OCLC, especially since Alma does not export MARC holdings records. There are slides from SUNY re: publishing profiles: https://drive.google.com/file/d/1wpb9ruAPIEs9HWdGDNw47MUaI7n3lV3M/view?usp=sharing

 · General advice is for all campuses to be careful not to accidentally remove OCLC numbers from records.

 · UCSC:  Has set up bib data sync collection in OCLC to only process records containing OCLC numbers.  Apparently if record has a 260/264 field OCLC considers it a full rec and adds holdings so don’t want brief records to be included.  Is removing OCLC# from titles they don’t want to publish and using record status for processing.  Ignoring e-resource holdings for now. Marcia willing to help campuses with questions re: their setup.

· UCSD: If Acq staff is bringing in rec from external resources want to set to not add holdings so this can be done by cataloging staff later. May have Acq remove OCLC # from record after export or perhaps set up norm rule to move the OCLC# from 035 to 997 field.  If Acq staff wants to create a PO line using an NZ record it may be best to copy the NZ record to the IZ and then relink to NZ upon cataloging, or perhaps schedule a job to unlink/link them in batch later.  Also tested a process to send holdings data out of Alma to OCLC; it worked but was rather laborious.

· UCI: Having Acq staff default to export to IZ rather than NZ.  This may be individualized using placement options in MDE so records will go to the IZ.  Will probably make more use of catalogers’ judgement re: merging records.

· UCD: For now, if rec has OCLC#, put it in NZ. If no OCLC# put it in IZ.  Sees strange things in OCLC from other institutions trying to use publishing profiles and having dup records created.

Incorrect 035 cleanup identification and planning

Come up with a cleanup plan for all campuses

30 min.

All

· UCD is finished with their cleanup.  Other affected campuses are working on finding as many of these records as they can in their IZs using analytics, OCLC query collections, Excel matching, etc.  As campuses fix are advised to unlink these records from the NZ, fix and keep them in their IZs until everyone is done. 

· It appears a rogue system-generated delete/merge job ran and may have updated some of these records, complicating matters. This has been reported to ExL but no response yet.  Concerned with loss/merge of inventory.

 · UCLA will run a report of the 12,000 or so affected records in Voyager and will go through them all as some may be in the NZ, IZ, merged, etc.  Going to be a long process but don’t want to leave any impacted records behind. 

@Kevin Balster Kevin will share the full authoritative list of 035 problem records with ILSDC group.