2021-02-23 Meeting notes

Updates (please add in advance)

10 mins

All

Liz:

• Tentative PPC guidance for decision deadlines

  • mid-April for data migration

  • June for workflows

• New special fiscal close session added for March 25

• IC-PPC/Ex Libris subgroup update

Jean: Berkeley asks that in each new document or spreadsheet, we spell out acronyms and initialisms, every time, somewhere in the doc. As a footnote perhaps, or at each first use in the doc… (Like RACI [although Lynne Grigsby of Berkeley said “Oh, IT people use that one a lot, so we all know it…”] and like all the other not-completely-familiar-yet groups and so on). Everything is new and sometimes hard, and we need all the clarity we can easily get.

UCLA:

• Need to define a set of cataloging roles by Friday so it’s easier to assign user profiles. Initially thinking along the lines of:

  • Lead cataloger (Electronic Inventory Operator, Electronic Inventory Operator Extended, Physical Inventory Operator, Physical Inventory Operator Extended, Repository Administrator, Repository Manager, Catalog Administrator, Catalog Manager, Cataloger Extended, Designs Analytics)

  • Cataloger

  • Student Cataloger

  • Acq/Cat combo?

  • Does anyone have an example of something like this they could share?

ExL work with FGs: They have been asked to read FG meeting notes/decision pages; work with FGs to address identified issues/questions; FGs will be able to request ExL’s attendance in their meetings. They will not be able to access the Google drive.

Acronyms: a link will be added to the SILS glossary.

Campus feedback is welcome but be clear with local groups that the deadlines are subject to change and no further information (ExL schedule, etc.) is available at this time.

Cataloging roles:

Campuses please share if you have sets of assigned roles.

Test Load comments

20 mins

Jean: Berkeley is indeed timing its Test Load! I was wrong.

UCLA:

• Accidentally loaded some suppressed records into NZ because I forgot about 019s being changed to 035 $z--sorry!

• Multi-match report contains only about 2K records, yay. Created a spreadsheet; could be helpful to other campuses, since the problems are generally caused by other records containing a deprecated OCLC number in the 035 $a.

UCSD: so far, so good. Looked at some of our non-roman data again and some of it just needed to be fixed in our record. We got accounts on Friday so this week will be mostly data review

CDL/SCP: data looked as expected; had 1000+ multi-matches (most SCP records, ~200 MARCIVE); the total NZ bib & portfolio numbers are not matched with Alma searches; also has issues with “available for” data migrated from SFX/360; ExL looks into them now.

UCD: multi-match report has about 2800; looking at data from Law school who is currently in Sierra.

Anyone running dup report on ISSN/ISBN?-- No. it will not be very useful at this time.

UCM’s environment will be delivered this week. Should the moratorium be extended? – IC’s decision but RMFG agrees it should be.

Testing documentation

Identify data decision vs. non-data

20 mins

can we label our test scenarios so we know which ones need to be done in April-ish?

Label which ones are data migration decisions to make sure that they are prioritized according to the deadlines.

Internal training group

20 mins

Jean: About the Working Inventory for ITG spreadsheet (if this column is the correct spot for this comment): Berkeley is meeting again on Th., Feb. 25 to go through it line by line, so I won’t have much more input during systemwide RMFG Tue. meeting. I hope it can wait for Berkeley’s work, as I don’t recall a hard deadline.

Liz: Let’s maybe revise this a bit and focus on a few things we can deliver: OCLC=>Alma and a few best practices for import profiles

Create a document on OCLC import explaining the available options to help campuses learn and develop questions before the upcoming special session on the topic.

Should work start in OCLC rather than Alma? – Yes since edits for non-local data should be done to OCLC master records. Alma’s publish-to OCLC workflow should be reviewed as well but it will not be activated for the test.

New training documentation hub has been created in the Confluence.

Spring training workshops:

Who can attend the workshop? Does it need to be limited to SILS cohorts? – originally it was meant for the trainers but maybe there is more flexibility now. Some guidelines would help.

Is the test environment available during the June training? – Liz will check with ITG.

How did training go for current Alma campuses? – Train-the-trainers by ExL followed by local sessions, watching training videos, etc.

Drafting the OCLC import document

• Gather relevant ExL documentation

• Provide additional explanation, use cases, experience, etc.

• Information should be from IZ perspective for now but each option will include NZ considerations.

ETDs

10 mins

TSELG has asked us to look at possibly standardizing the MARC fields that are included in Merritt records, let’s start with an inventory of fields your campus needs and where they come from.

Please ask your campus to fill this out before March 1

UCSB/UCSC/UCR – do not catalog them.

Other campuses fill out the form by next week

OCLC/WorldCat daily updates

Continue discussing questions/concerns/thoughts around OCLC updates

20 mins

Please/please can we all name this “WorldCat Updates”? and change the name of the document too. My local colleagues talked about this again, and want to be so precise in this new consortium. Respectfully, JD.

Please review the google doc, can we approve the tentative RACI list by Thursday?

RACI (who is responsible for making decision, who is accountable for work, who gets  consulted, who gets informed) has been added.

No additional comment/feedback from campuses on the collections/criteria.

Campuses review the RACI by noon Thursday; make sure there is no serious issues; what has been assigned to RMFG makes sense.

After review Liz and Sarah will take it to CDL/PM.