Batch Deletion of Orphan CZ Bibliographic Records

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Legend: not started IN PROGRESS STALLED decided

Status	decided
Description	Decide how to handle CZ records that no longer have any active inventory at any of the UC campuses
Decision summary	CDL will run jobs each month to find and delete these bibs, larger project can be send to CDL on an ad hoc basis
Owning group	Resource Management
Approver	N/A
Consulted	CDL, ERES
Informed	ERES, Campuses
Decision-making process
Priority
Target decision date	Mar 31, 2022
Date decided	Mar 31, 2022

Recommendation

One a month, CDL Network Zone Administrators will:

Perform a search in Alma for all CZ-linked records
Use this search to form a set
Run the “Identify records not used by Network” job against the CZ set
Run the “delete bibliographic records” job against the subset created by step 3

Campuses can also request large ad hoc CZ record deletion from CDL by sending a list of MMS IDs to: sils-sysops@cdlib.org with the subject “CZ record deletion request”

Campus staff should not request one-off CZ record deletion

Impact

Stakeholder group	Impact

Stakeholder group

Impact

ERES

Campus e-resource managers only have to worry about local deactivation. Once a record is deactivated by everyone in the system, it will automatically be eligible for deletion by CDL

No flagging of records is needed

Discovery

Fewer orphaned bibs will show up in Primo

No need to report orphaned records

CDL

Adds another monthly task for the NZ administrators

Reasoning

Campuses are unable to delete CZ bibs from the NZ and are also unable to flag those bibs for deletion via the 902 field (see this decision for background). The process outlined above requires the least amount of maintenance on the campus-side and is also the most lightweight solution available in either Alma or Analytics at the moment.

Background

There is an existing process for flagging non-CZ bibs in the NZ for deletion but it can’t be used on CZ bibs because the 902 is not a real local extension. Campuses often de-activate CZ content, which can leave orphaned CZ-linked bibs in the NZ. It is important to be able to delete these for the sake of database maintenance and to ensure that Primo isn’t negatively impacted.

Questions to consider

How to find CZ bibs without any active portfolios at the campus level?

How often to run the job?

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Notes	Status
CDL NZ admins and RM chair/vice-chair develop/test workflow	3/22/2022		Done
Send to ERES and RM for approval/feedback	3/31/2022		Done