2020-05-15 Meeting notes

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

Complete Review ExLibris Migration Guides and Document Data Cleanup Aspects

Finalize Millennium review spreadsheet

30 minutes

@Marcia Barrett @Cathleen Lu @Eileen Pinto (Unlicensed) @Ryan Finnerty @Kathleen Garvey-Clasby (Unlicensed)@Erika Quintana

@Ryan Finnerty and @Marcia Barrett will finish the Millennium spreadsheet this afternoon after the main meeting.

Announcements

Share short pieces of need-to-know information

10 min

All

• If a team member needs to take a significant amount of time off of this group, please post that information in our wiki. See the https://uc-sils.atlassian.net/wiki/spaces/SP4/pages/506363918 ; put vacation information in the Google Drive.

• These wiki pages will be made public June 1st. Slack, email and Google Drive remain confidential. If there’s something on the wiki that needs to get cleaned up before June 1st, inform @Catherine Busselen

• Use the https://uc-sils.atlassian.net/wiki/spaces/IDC/pages/443187967 to talk about anything that comes up (e.g. over email) that might need to be tackled at a future meeting

Review of Task List

Maintain Awareness of Incomplete Tasks

10 min

All

Updates from ExLibris Basecamp and Implementation Coordinators questions

Understand responses to our questions and notate our recommendations based on those responses

20 min

All

Answers from Ex Libris –
(note that these bullet points reflect a selective summary of the discussion on 5/15. Decisions should be made based on the Ex Libris answers at the Google Doc)

• 900-949 need to be reserved for NZ use. No campus can have information in these fields that needs to be preserved for their use. Those campuses moving from another system will have their own mapping forms; those who are already on Alma will probably need to be moved prior to migration (questions remain).

• Special Collections Cataloging CKG should be kept informed about the potential different options regarding local information that is not in local fields (such as 561 fields). There are various options, and the question will need to be elevated to a decision-making group. Note that: If local information is in the holdings record, all campuses can see other campus information in Primo

• Campuses in Alma already do need to add $9 to local fields

• Information about the order of Vanguard loads will be decided on May 21st

• SCP will probably be loaded separate from SD. SCP considering providing a big huge delete file to remove SCP records from all local systems.

• Note that it is possible to have duplicate OCLC numbers in the same IZ. For instance those who have separate records for Special Collections and General Collections may leave the duplicates in their system for the migration, assuming the post migration linking procedure is run, which allows discovery. Further discussion will come after the testing in the Vanguard?

• Potential – Add to Harmonization recommendation list – 561 information. Which 9xx field, move to Holding, etc? The RM group will need to make a decision about putting copy specific information in (1) holdings records to hold copy specific notes or (2) moving them to a 9xx or 59x field. This impacts discovery so it will need to an escalated decision.

• Potential recommendation to campuses-- selectively export batches of records that might have lots of local data, so that it is possible to recover this information if necessary.

Documenting and sharing recommendations

Determine how we want to share out our recommendations

Determine which recommendations are ready to be documented and shared now and timeline for remaining recommendations

20 min

All

Team’s first deliverable is to expand The Spreadsheet to include anything that we’ve determined needs to be added, and anything that needs to be removed, then provide to ICs so that campuses can start data cleanup. We’re focusing on the vanguard now.

Our deadline is uncertain, but ASAP can be assumed.