(Test load/Go-live) Bib record management

Legend: not started IN PROGRESS STALLED decided

Status	decided
Description	We need to decide whether bibs will be managed at the IZ or NZ level
Decision	See below
Owning group	Resource Management FG
Approver	PPC
Stakeholders	R = Resource Management IG A = ICs C = Acq/ERM I = PPC, ICs
Decision-making process
Due date	Jan 12, 2021

Recommendations

This decision is part of a larger policy document being drafted by RMFG that covers working in the SILS NZ more generally. See https://uc-sils.atlassian.net/wiki/spaces/RMF/pages/1088127169 for current policy guidelines.

Background

ExLibris documentation: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/010Network-Managed_Records_in_a_Network_Zone)

From Phase 3:

Where do bib records get managed? What exactly is meant by “managed”?

ExL give us a choice to manage records at the institutional zone or network zone, and there are ramifications to either choice.
Do we want one big shared catalog? How do we want to organize and manage our bib records?

See other decision pages (https://uc-sils.atlassian.net/wiki/spaces/PPC/pages/493814340 , https://uc-sils.atlassian.net/wiki/spaces/RMF/pages/495485291 )

From ExLibris on setting cataloger permissions: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/040Metadata_Management/030Cataloging_Privileges

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/055Deleting_Unused_Bibliographic_Records_in_the_Network_Zone

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/050Creating_Import_Profile_Templates_in_the_Network_Zone

Campuses cannot delete NZ records that have any other IZs linked to them

Questions to consider

Do we want to allow everyone to edit NZ records?

Campuses need some ways to edit NZ records and should be allowed to make changes to any NZ record for a resource that they own/to which they have access but who needs an actual NZ login?

Campuses can edit NZ records from within their own IZ for the most part, anecdotally there are issues with deleting NZ records within an IZ even if there are no other consortial holdings.

Is CDL the sole administrator for the NZ?

If no, how do campuses determine who has NZ access and how do they make that request?

If yes, is CDL ok with handling changes to things like bibs for tangible resources? For example: if/when the UCs set up daily OCLC bib change notifications, will CDL process them even if the changed bibs are for resources they have nothing to do with acquiring?

Partial answer: NZ admin accounts will be available as needed for specific tasks.

What kind of communication structures do we need for Vanguard?

Might be able to leverage Alma versioning to ask questions about changes if needed

Cataloger listserv for Vanguard?

Probably too much overhead.

Are we assuming that most/all of our records will be available in the NZ?

Yes. Aside from some specific exceptions

Should we be looking at the “enforced” network zone?

Alma has 3 options that can be set at the consortial level:

Default institution: new records are added to the IZ (have to be linked to NZ afterwards)

Default network: new records are added to the NZ (IZ-only records have to be unlinked afterwards)

Enforce network: all records are added to the NZ no matter what. User does not have the option to add to IZ only.

How do people interact with/add local fields in the NZ?

Campus specific fields (950-999)

These can be added while logged into an IZ, they just won’t show up in the NZ version of the record

System-wide local notes (900-949)

These can be added while logged into either the NZ or IZ and will show up in all NZ-linked IZ copies of the record along with the NZ copy

SCP related issues:

Protection of SCP local fields (collection titles(formerly 793), vendor title identifiers, …?)
Policy & procedure on deleting SCP records (i.e. bib records attached to CDL portfolios)
Record merging rules (prevent SCP records being merged, i.e. protect SCP data loss)

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Status
Escalate to TSEG/ICs--Liz	07/24/2020	Done
Brought back to RMFG for discussion	09/09/2020	Done
RMFG vote	09/15/2020	Done