2020-05-15 Meeting notes

Date

May 15, 2020

Zoom link in Google Calendar invitation.

Notetaker: @Joshua Chaim Hutchinson (Unlicensed)

Attendees

  • @Kevin Balster UCLA (Voyager)

  • @Marcia Barrett UC Santa Cruz (co-chair) (Alma/Primo)

  • @Catherine Busselen UC Santa Barbara (co-chair) (Alma/Primo)

  • @Ryan Finnerty UC San Diego (Millennium)

  • @Kathleen Garvey-Clasby (Unlicensed) California Digital Library/SCP (Millennium)

  • @Joshua Chaim Hutchinson (Unlicensed) UC Irvine (Alma/Primo)

  • @TJ Kao UC Davis (Alma/Primo)

  • @Cathleen Lu UC San Francisco (Millennium)

  • @Eileen Pinto (Unlicensed) UC Berkeley (Millennium)

  • @Erika Quintana UC Riverside (Alma/Primo)

  • @Sarah Sheets UC Merced (WMS)

Not attending

Discussion items

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.

 

@Marcia Barrett will post a brief update from this discussion

Announcements

Share short pieces of need-to-know information

10 min

All

 

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.

 

 

@Catherine Busselen and @Marcia Barrett will comb through existing spreadsheets, pull out ‘Harmonization Questions’ and areas where we’re ready to make recommendations
@Eileen Pinto (Unlicensed) and @Joshua Chaim Hutchinson (Unlicensed) will look at the spreadsheets to see if there are areas that require clarification or notation (system specific?)

Future agenda items

WMS review and update

Notate where the existing spreadsheets align with Ex Libris recommendations

Begin creating list of harmonization decisions to be made related to DC work

Create final(?) version of recommendations to submit to IC/campuses (feel free to share with campuses as we move through the reviews)

Review existing Data Clean Up spreadsheets and document what cleanup has already been done and what is in progress at each campus

 

 

The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!

Question? Contact AskSILS-L@ucop.edu