Requesting Changes to Shared NZ Alma Rules (Merge, Normalization, Indication)

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Legend: not started IN PROGRESS STALLED decided

Status	DECIDED
Description
Decision summary	RM-CMOST will approve changes and issue updates quarterly
Owning group	RM-CMOST
Approver	N/A
Consulted
Informed	All-chairs, all-cohort
Decision-making process
Priority	Medium
Target decision date	May 12, 2022
Date decided	May 12, 2022

Recommendation

Resource Management will field requests for changes to “allUC” merge, normalization, and indication rules on an ongoing basis but non-urgent changes will only be made quarterly to keep updates manageable for campuses.

Requests will be tracked here: https://uc-sils.atlassian.net/wiki/spaces/RM/pages/1911619585

Impact

Stakeholder group	Impact

Stakeholder group	Impact
Acquisitions	Requests will have to be routed to RM-CMOS for any “allUC” rules used during Acq processes.
ERES	Requests will have to be routed to RM-CMOS for any “allUC” rules used during ERES processes.
Local campus resource management	Campuses may have to wait to see changes reflected in the Alma NZ rules
CDL Ops	Better able to track changes in rules

Reasoning

There is a need to balance timely updates with consistency in campus workflows. Many campuses maintain local copies of the NZ rules to use in their IZ processes to ensure that their bib data is consistent with system-wide quality expectations. Frequent updates to the NZ rules creates a burden on campus staff and also risks missing critical changes. Resource Management will always issue urgent updates on an ad hoc basis but otherwise changes to “allUC” rules will be made quarterly in July, October, January, and April.

Background

Resource Management maintains the shared normalization, merge, and indication rules in Alma because they impact bibliographic data. Over time, rules have needed adjustments to accommodate new situations and our deeper understanding of a consortial Alma environment.

Options Considered

	Option 1	Option 2

	Option 1	Option 2
Description	Continue to issue ad hoc changes as problems arise	Collect change requests and issue changes on a regular schedule
Pros	Changes can be made quickly	Transparency in tracking Time for testing Campuses know when to expect changes
Cons	Campus copies have to be updated at the same time Less time for feedback Easier to forget about a request	Campuses may have to wait up to 3 months for a non-urgent change Have to remember to stay on schedule for updates More tracking documentation

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Status
RM-CMOST discussion	May 12, 2022	Done
Decision drafted	May 16, 2022	Done
Decision approved	May 26, 2022