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| Child pages (Children Display) |
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Ann
Present: Emma, Laura, Sara, Jaime, Colin, Lou, Jen, Ann
...
TL;DR To effectively prep for go-live, we will need testing & evaluation of app interactions across functional areas, like orders/inventory or circulation/inventory, and for metadata work, cataloging practices and policy need to be aligned both for migration and for working in a shared system. IWG as currently structured doesn’t have the authority or the full expertise needed to manage those projects.
Cross-functionality with Inventory and other apps will be determined by the groups handling the other apps
FIT & Leads have agreed on a reorganization as we approach implementation.
Two groups were originally suggested: a new working group, and an FC committee.
Metadata Management Working Group Charge
This group was meant to be the FOLIO implementation team
Proposed Five College Metadata Management Committee Charge
This group was meant to be the 5C governance committee
Because we have a finite number of people with full workloads already, FIT and Leads have decided to create one group.
The first charge and responsibility will be the MM Working Group charge -- managing up to and through Go Live.
After launch, the group will continue as a FC committee (like our ERM colleagues) to handle the policy and governance needs of a shared catalog environment.
This is a mirror of FERM
Fuller background on reorganization process and history here, for anyone interested.
Laura has the list for the new metadata group!
Rachel Beckwith is FCLC Liaison
Members: Laura, Jen B., Colin, Sara, Ann and Sharon
Rachel will reach out to the group to set up the first meeting
Special collections was the only part that was not represented that was requested
Laura thinks that someone from the FCLC archives group would be a liaison to the group (let’s follow up on this if needed)
Lou is an “unofficial” IWG member--we will make sure she has information to continue attending as she desires
Emma is going to work with her supervisor at MHC to see if there is somewhere else for her to contribute. If she needs assistance, Ann suggested also contacting Leads to take part in CUFF or other appropriate group
Jaime is going to stick with all FOLIO Documentation all the time :)
Metadata responsibilities - items (probably not at first), holdings, bibs.
...
Upgrade
Production/ERM will be upgraded today (21 July - 2p-8p).
Iris release notes: https://wiki.folio.org/display/REL/R1+2021+%28Iris%29+Release+Notes
After the sandbox upgrade, there will be a gathering to compare release notes, etc.
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Jen
Present: Sara, Ann, Emma, Jaime, Colin, Jen, Lou
...
Recordings: I’ve realized I’ve forgotten to post links for the past few meetings
No one has asked me for recordings
After surveying on Slack, I will disable the automatic recordings
Recordings can always be made on request and anyone can request that a meeting be recorded!
Request when needed -- just turning off automatic recording, and anyone interested can request (colleagues, etc).
Any issues, questions or comments regarding last month’s clean-up projects?
Nope? Slack if you have issues
Iris upgrade timeline for production has been pushed back slightly
This will move back our data load
Iris sandbox upgrade mid-July
Current data will migrate, new inventory data will come after theo’s vacation (all of august)
Will now happen post-Iris upgrade, at the end of the summer
Tentative promise (via Aaron & Anya) that sandbox data will be able to be transferred to the ‘dry run’ environment next Jan
Sara has an excellent proposal for the July meeting about reviewing Iris upgrade for new features (compare new environment with release notes).
Items with no holdings
These do not migrate into FOLIO properly
All items need to have holdings
Check your institution’s folder to clean up (AC/MHC/SC/UMA):
https://drive.google.com/file/d/1UB3mNr5jZElEpI4ueLth_ekbgpolmgwi/view?usp=sharing
Ann is reaching out the RC as well
Can we have a few volunteers work on the DP spreadsheet? It’s around 200 items
Discussion about need to add holdings to legit no holdings records (open orders) just before migration - related issues like EAST LHR export
Smith has inverse - items w/o holdings - for special collections material. Colin will discuss @ smith and with steve about needs (both migration and workflows)
Reminder from last month’s discussion - 856s in bibs don’t need cleaning--just holdings records
Ann will work with Leads regarding tasks that need to be done/changed right before the freeze before migration
FOLIO-Discovery Task Group
Charge: https://docs.google.com/document/d/1-ZAXwnU-ifZ4cDi6AzjuQAyovP1MGDIDx6yhc_JBSd8/edit
Small group - focused on testing EDS/Inventory interaction
FAWG meeting yesterday; Ann K. will try to attend regularly and would love for Inv and FAWG to meet together to work on app interaction areas. (see parking lot)
Cover records discussion area
Sara reviewed the packages feature in orders (not = ERM package) but once feature is functioning may be useful as cover/container type record
Watch June 3 FOLIO RMsig meeting for discussion with Owen and Dennis
Yesterday’s discussion in FAWG was around only a small fraction of records with ADMIN material type (which are not all cover-type records or even ACQ related)
Get some ARC reports for our suppressed bibs
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Jen
Present: Ann, Jen, Emma, Rebecca, Michelle, Sara, Colin, Jaime
...
Failed bibs--please fix your institution’s tab: https://docs.google.com/spreadsheets/d/1si7XyoKs5TdrE41hzMRTHV_hVXeNGs_bQLk_jc4Zut4/edit#gid=0
Sharon Domier can work on CJK titles at all 5C
Yellow highlighted ones were done by Sharon Domier
Most problems were 33x, languages, missing titles
Smith 952 follow-up
Leads have pushed for a decision log/tracking document. This has been added to the document and will be followed up on with the next load
952s (in holdings) will be moved to a note field
Jaime shared that Confluence site will have a home for this.
Confluence has 10 seat limit for editing, so leads and Jaime will be managing/creating/building out. Everyone will have view access, though
Next load is July 15
891 follow-up (Slack poll)
We have votes from UMA, AC, HC, MH--no 891 prediction pattern data wanted
SC - Colin consulting with Acq/Serials team at SC
Ann follow up with Colin
(Colin spoke to Lou/Glen after Ann had the slack chat below and confirmed that Smith doesn’t need the information currently in the 891 in the bib)
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Question from Lou/Glen: The Bib. record 891 field for prediction patterns is relatively new. In our current Aleph environment, they are not useful, because Aleph generates expected item records based on similar information in 853 and 853X fields in the holding record. For recent OCLC overlays of serial bibs, I have stripped out the 891 fields if present.
Yes, this is correct. 891s in bib records don’t do anything for us. The larger question here is if an institution wants any holdings prediction pattern data (the 853) reconstructed into 891 data for bib records for historical purposes. This would be a custom solution and I would have to ask our developer if it’s even possible. We will not have any MARC holdings in FOLIO. We will be using FOLIO holdings. There is nowhere for 853 data to go in a FOLIO holding record and this data will be lost. If institutions needed this information, we needed to specify a place for it to go, and the bib record is the only solution. Colin can help answer Glen’s questions regarding FOLIO holdings records.
Question from Lou/Glen: Will FOLIO have the capacity to generate expected serial items and automatically populate item description fields using the bib 891 field prediction patterns? If not, of what practical use do these fields serve?
No, FOLIO doesn’t have any of this capability. The fields would serve no practical use except for historical data or to reconstruct at some point in the future **if an institution deemed it necessary. For the record, none of the other 5C wants/needs to keep this information.
Question from Lou/Glen: Each of the Five-Colleges has different conventions for both describing and marking serial pieces. The prediction pattern we set-up & use, therefore is based on those conventions. How would this be accommodated in FOLIO if there was just the one set of 891 fields in the Bib?
The short answer is that FOLIO has no serials functionality of any kind at this time, and may not for some time in the future. The 5C is exploring putting together a serials working group who would sort through serials functionality, etc. when it is necessary (also for those who need it. Not all 5C will be using any future serials functionality that is developed in FOLIO). So my questions regarding this 891/853 data is purely to see if I can work with the developer IF one of our colleges needed it. I currently have no elegant solutions to offer--really no solutions at all, but want to make sure I hear everyone’s voices and try to address any concerns. I may not be able to do much of anything!
5XX in holdings records
590s need to be deleted or moved SC/UMA only
https://docs.google.com/spreadsheets/d/1Or2h0YpE5-T7mzFkZk3dXlOpnryyyi_l/edit#gid=1378290857
Holdings 856 clean-up
No valid second indicator, therefore does not display or map relationship info in FOLIO. Please review indicators--we have many invalid MARC indicators. Clean up if desired, just be aware that if you don’t desire, relationship info will not display in FOLIO. AM/HC/SC/UMA only (UMA/SC done)
856s lacking $u--no link displays in FOLIO/EDS. Please review and clean-up if necessary All 5C (done= AM/SC/UMA/MHC/DP including Loeb Classics, too, now)
856s lacking $z--no public note (which at this time is used for link language). Please review and clean up if necessary
Some of these are dupes from above All 5C (UMA/MHC/DP including Loeb done, now, too)
https://docs.google.com/spreadsheets/d/1Zh743zFvYzaV0kmJ3fDxdMEn_OuabNPT/edit#gid=1757538128
856s with $y--standard subfield for link language. Please review. SC/UMA only
Reminder that MARC documentation from LOC is what FOLIO uses for its validation rules.
880s troubleshooting
From Jennifer Eustis: I just heard back from Ann Marie about the 880s. Apparently everything is being accounted for. From AM: all the 880 fields are taken into account in the default MARC-Instance mapping. We had to do some special handling for the 100/110/111/245 fields. The rest are handled just like the MARC field in the $6 of the 880 would be handled. I just added a video explaining the mapping and demonstrating with a MARC file from U Alabama. See https://drive.google.com/file/d/1nxZ450PIQJgSnqrL9B5s6-eSrzaeGBE2/view?usp=sharing
Ann is investigating this because not all 880s are mapping. Only 1XX and 245 specially handled 880s are showing for us
Resolution: looks like this has been handled for Iris
Put on decision log and check on next load
...
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Colin
Present: Ann, Colin, Emma, Rebecca, Michelle, Jen, Sharon, Lou, Jaime, Sara
...
FIT reaffirmation of roles and responsibilities: https://docs.google.com/document/d/1FhInqdHaQlr5qP4kfHpvLSltgjnu_nwgvOgfh44upyg/edit
Updates that will be most relevant to us (working group member expectations): https://docs.google.com/document/d/1B0inwN167U_CHZ5wBjVLfr82yIjcd6_t6l7DluUa13g/edit
Meant to empower everyone to make decisions
Next data load in July (this last one has errors, but is good enough
...
Review data
Find problems and/or possible errors
What questions do we have for Ann to solve or bring to Leads?
Item mapping: https://github.com/5-C-Folio/migration_reports_FSE/blob/master/mapping_files/item_mapping.json
Item description + enum are being addressed in the next load
Holdings mapping: https://docs.google.com/spreadsheets/d/1ac95azO1R41_PGkeLhc6uybAKcfpe6XLyd9-F4jqoTo/edit#gid=1891035698
Note: 5C is using the community map without customization to ingest our data and create FOLIO holdings. We are not maintaining MARC holdings.
Jennifer helping run reports on a handful of game-breaking migration errors - Ann will reach out if she needs our help with cleanup
Things we are finding!
Effective call number string contains Enumeration, Chronology, Volume
Probably just want the Volume field (sans the extra enum from the last load)
Need volume information in EDS (and enum and chron are rough fits) - once we have a pipeline to EDS, we need to figure out the best field for this human-readable item description
Test in the Year, caption field
Also want to make sure that it displays well in FOLIO
Enumeration (and chron) fields are a combination of multiple Aleph fields concatenated together. We are losing the serial/periodical functionality from Aleph, so how do we want this info to migrate into FOLIO?
Colin is worried about trying to map things out of a historical Aleph file several years down the line. He proposes putting all of our enum and chron values into the FOLIO fields, but using commas to separate values or some other machine-readable format. He want to make sure that we can migrate these values into FOLIO and leave Aleph behind, but still be able to unpack the values if there is more functionality
Sara on prediction patterns - could we tuck this info into the bib (not mapping it to an Instance field) so that we can unpack it later, if/when functionality arrives?
Call# prefix in holdings and items
Items prefix not mapped to a separate item field - holdings are!
Michelle’s strange Oversize example: 310183630696064
Aleph has the $k, but we’re not sure where the duplicate “Oversize” is coming from
310183610078858 is an example with a DVD prefix that is working well
Record counts when searching for collections are bad. This is a known Inventory item, and Charlotte is hoping that Elasticsearch will fix this. We can’t search in FOLIO and hope that
Also a thing in WMS
“It was built for speed, not for accuracy.” -OCLC
We don’t need to create items in Aleph for records that don’t have them. Searching might be wonky right now, but it will improve due to some larger-FOLIO group work that is happening for Iris
Due date is really hard to see when looking at the item grid!
CJK materials
Same problems as everyone else - sucks to not be able to search on the vernacular (Sharon is more concerned with bound-withs)
Can’t search with diacritics in a string in FOLIO - you can search for the title if you drop with diacritics.
For future reference: receiving on holdings record as demoed by Chicago
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...
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Colin
Present: Ann, Colin, Emma, Laura, Jen, Sara, Lou, Jaime
...
Delay
Being taken to FCLC (FIT has approved a delay)
Probably in the future, not in the past
More details when we have them
Ann and Jennifer submitted a recommendation regarding metadata go-live (https://docs.google.com/document/d/135SNrFlQ7AaNcjfT8olLBiXzChHo1lbeN-NFpjISn5Y/edit) brought to FIT the other week (specific to metadata, but echoed by other apps)
Juniper not including a ton of new features, but it would give us more time to develop and test workflows
Questions
Data load vs. go-live (Colin)
A functional FOLIO->EDS pipeline would be a big driver for getting a full inventory migration, so we can see and test what our catalog looks like in EDS - ETA beginning of fall? Summer?
“Done-ish”
We’re going to have less EBSCO support, with many other schools going live summer 2021, so likely fall EDS
SIG and sub-group memberships (can we do this quickly?)
Data load
Items still being loaded (per FC migration slack channel)
What happens with data we have added (that is still to be loaded)?
Ann to follow up and find out
Future migrations should include clear guidelines for staff working in our snapshot
When will non-print locations be loaded?
FOLIO documentation
SIG-organized documentation - MM SIG has a few volunteers
Kate (FOLIO-wide documentation expert) has been extended 6 more months
Style guide is the Google developer documentation style guide: https://developers.google.com/style
Community Contributed Resources https://wiki.folio.org/display/FOLIOtips/Community+Contributed+Resources
Google drive folder where people have shared local RM documentation: https://drive.google.com/drive/folders/13wPqX94186UhPDsGfic2z1pA9lNqoDtu
FC
As we create local documentation, how do we do so in a way that stays current with the apps (since releases occur so often and UI often changes)
Possible location documentation platform? - Confluence wiki (same as community platform)
Need to pay for logins
Workflows and testing
Got lots of workflows from the open house (https://docs.google.com/spreadsheets/d/1lBnC514LkY9ab44tLgNovV8XaPYhBFN9GvisEkgIj3Y/edit#gid=1014475779)
We’ll need a plan for testing Iris
helpful to have someone who knows how to do user acceptance testing design - bugfest tests are not useful for workflow design
There are Aleph update tests that we might be able to use as a starting point: (https://docs.google.com/spreadsheets/d/1C6xA5_8ayP_O-jhjfZQd28bYof0DPf1ocw0IHhXiCGo/edit?usp=sharing )
We want to be careful when starting with an Aleph mindset for some functions - FOLIO is so different
Need to think about triggers and outcomes (keep it general)
Who/What
Inventory relies on lots of other apps, so workflows might need to have other start and finish points
Nature of Contents filter
Inventory search filter (unpopulated in FC snapshot)
What do we need this filter to do, and can we make a recommendation?
Short-term group - a few weeks
Mode of issuance ended up breaking business logic, so we don’t want to do that again (and we had an ERM customization that also broke stuff)
...
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Jen
Present: Ann, Jen, Emma, Colin, Laura, Sara, Aaron, Jaime
...
Thanks for all the clean-up work!!!
Questions?
Smith’s locations are updated
General announcements from anyone?
Single record export: Aaron tested; Colin & Ann attended the demo session.
Recording: And the recording of our meeting is:
https://us02web.zoom.us/rec/share/Wu4j8OMMAwZ3KcGJ4uO_AWK3JBe7l1KE2ZJ8_0oAZUMSX0D6oQIB1FvtBFFSGzdl.3k4yyMsuAqh8Rgi8 Passcode: &x#9#B7a
Second demo has been proposed.
Z39.50 being used vs OCLC APIs. (Index Data was one of the authors of the Z39.50 spec).
Aaron thinks he can create a command-line method for deleting records.
The API is implemented, there’s just no user interface.
Data load -- Aaron
Theo has the updated locations and loan type mapping. Ebsco staff are taking vacation before March-August implementation marathon. Will announce date with fanfare when known.
Folio Github (json):
Community mapping:
5C Github:
E-resources in Inventory Task Group recommendation -- Ann
Final recommendation/report will go to FIT soon. Recommending the use of items for e-resources right now, with a planned re-evaluation after we’ve been live for a while.
Q&A
Reminder: 2/26 joint IWG/RMWG open house regarding metadata workflows
Please submit workflows if you have them
Most of our use case work from the end of summer 2020 does not have workflow information (they covered desired functionality)
FOLIO update -- Aaron
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Laura
Present: Ann, Anya, Aaron, Laura, Jen, Colin, Jaime, Emma, Sara
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https://docs.google.com/spreadsheets/d/1Pecl0q3nu6mTOFc2xu2dvAqdlAhvFblP/edit#gid=1177331741
These have nowhere to go in FOLIO, and Steve is going to remove this field from the export profile
We will not have MARC holdings
UMass does not want these migrated--AC & SC please review
If there are notes that need to be migrated, they will have to change field and be mapped to the appropriate MARC so it ends up in FOLIO
...
Holdings record 952 notes -- Deadline 1/29/2021
https://docs.google.com/spreadsheets/d/1HWa5WwSP_pKoyXxikF_-umIfT7OXvQWDv8Gn7M6vK5w/edit#gid=0
Amherst has 2 records to review
Smith!!! Please do not touch :) We are keeping these for you
Ann has already cleaned up UMass, and is working on DP. We are the major offenders here.
Everyone else is free!!! You are all good!!!
...
Bib record 338 clean-up -- Deadline 1/29/2021
https://docs.google.com/spreadsheets/d/1mwtNOhAbnOafQOfuAjiUJAiTOY_6pGX4/edit#gid=425284787
Please look at your tab and correct these fields
This project is not to recatalog these records! Please only fix 337/338--this is critical for Inventory
The code in $b needs to be correct
Change color of tab to green when complete
...
Any questions regarding the Inventory locations project so far? (Aaron) -- Deadline 1/20/20221
Column G is what we will see in Inventory
Location Name and Location Code need to be unique
Okay to have location that is currently empty
...
Testing overview (Anya)
From Bugfest Test Rails: https://docs.google.com/spreadsheets/d/1ujjp28uxICZf5fR5SVNG9z1Qi42C7fWRgZUK7Un2VKU/edit#gid=699885494
We need to create test cases for our workflows and job tasks
https://drive.google.com/drive/u/1/folders/1A3NgtEpYajYUEt6QoixrIlfpD-WEnijL (or update the use cases we wrote in the summer of 2020)
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Present: Ann K., Jennifer E., Jen B., Rebecca H., Emma B., Rachael S., Sara C., Jaime T., Lou B., Aaron N., Michelle P., Laura E., Colin V.
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Colin/Ann
Present: Ann, Aaron, Laura, Rachael, Colin, Jamie, Sara, Jen, Michelle
...
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https://docs.google.com/document/d/1CVPkiXiT2feYWyKdt9zyFU5aqym_4-pUugpVkRes_RI/edit#
https://us02web.zoom.us/rec/share/jq20hVSr7lhasdJ_L5VAUN8a5xcxLtnJQVx-ABBAL6sbUpWuyxLkQiKajCzVqrQE.NTJBzibgx9NAhcuq (Passcode: S056hxO^)
Q&A (15 min.)
Small group that met to discuss requirements in late September
Import into FOLIO (not an export from Connexion - schools ponied up cash to make this happen, so they drove priorities)
Helper app for Inventory (so separate, but needs inventory to work)
How fragile is this kind of development?
Creating these kinds of apps because MARCcat is not viable, and european schools are not MARC-based
UI for other helper apps stinks
Could this be folded into MARCcat later? Will it continue to float by itself (and perhaps be left behind at some later point)
Good for copy cataloging, but an extra step for original cataloging
What if you just missed a record in FOLIO - Aleph lets you know when you are bringing in a dup.
New dev team for MARCcat
What about skyriver? Yeahhhhh… We’re not thinking that far in advance
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https://docs.google.com/drawings/d/1Vgx5wyPIFlBfckuazSybOgkQgoDDby5y4JDKzJVb24Y/edit Charlotte’s diagram showing Inventory and SRS interactions
You can find meeting notes for Data Import here: https://wiki.folio.org/x/TgDQ (you have to log in to see attachments)
These videos show the current state of data import functionality - let me know (or just reach out to Ann Marie Breaux - she is super friendly) if you can’t access this Drive : https://drive.google.com/drive/u/0/folders/10lwqsEWcWS6fSSYpOEUbkhCtH7Q2tFx3
Colin has been working on developing functional requirements. Right now DI has been in active live use import at some of the schools
They’ve been making sure that it suits our core functionality
Live demos from Ann-Marie (Colin will send)
MarcCat is a human way of interacting with SRS, Data Import is for “machines”--it will match on an instance, save to SRS
Lots of short videos to show how to do a specific thing--Colin will share
It mostly lives in Settings
Select Data Import
See Profiles and “Other” (shows file extensions allowed and MARC field protection)
Jobs are made of matches and actions
Matches are going to find something in a file and match to something in FOLIO
Actions include overlays, etc.
Field mapping understands MARC, Instances, Holdings and Items
Job profiles can get as complex as we need them to be--we can have cascades of actions and matches
Field mappings--MARC transformations being considered as well
Can see the JSON after import
Data Import currently working on a log
OCLC Single Record Import log would be a part of the DI log
Permissions between DI & OCLC single record import--who gets what permissions?
Error messages? Being speced for the log
If we make changes to MARC, we are reliant to the Marc to Instance mapping for Inventory
If we update something in an Instance record, we are really updating the Marc behind it
Merged file will be in Goldenrod by Friday
We will do an in-between meeting with RMWG and IWG to play with this merged file and ask each other questions
Once the file is in, we’ll figure out scheduling
Ann and Jennifer will do a townhall meeting (for other FOLIO people or people who haven’t seen FOLIO yet) where they will demo inventory, and see some merged records
Anticipated after thanksgiving
Charlotte is demoing Inventory things for the next two weeks in Explore
See Anya’s comment in Explore Slack channel on October 19: “For this week - does anyone have any records for serials handling, and especially split of series -can you then send me MARC records of a given journal with holdings, and item data, which the library would like to split. I will be sending them to Charlotte.”
Message charlotte and anya to figure out what a split means
Honeysuckle Bugfest
Email Anton if you need to get into testrails and have an expired license to the application
Anya will be sending Ann the homework from Magda regarding Data Export. I may need feedback on items, which I will post to Slack when applicable.
Slack comments/questions:
Colinvanalstine I had a thought about single-record import after the fact. Abigail from Smith special collections was on the call, and asked about how to handle local fields. Right now we can create or heavily modify a master record in Connexion, save your changes, and add local fields (using macros or text strings) and then import into Aleph, without saving those local fields to the WorldCat record.
All the work happens in Connexion and you don't need to open up the bib in Aleph in this case.
Colinvanalstine To replicate this in FOLIO with the 'request record from WorldCat' direction, you would need to make all your edits in Connexion, save, go to FOLIO, import, open the FOLIO record in QuickMARC, and then add the local fields to FOLIO. Just a few steps more, and you won't have native text string or macro support. We can probably move some Connexion macros to something like AutoHotKey if needed.
It just means that you won't be able to get around making edits in FOLIO if you want to do something specific to our record.
Jen Bolmarcich Just some adjacent thoughts about OCLC and data maintenance. @colinvanalstine Has there been any discussion of setting holdings in OCLC as part of the workflow?
If one still starts in Connexion, not really a problem, but if someone is just pulling records into FOLIO, how will we all ensure that our holdings stay relatively up-to-date?
And related, once we have lots of merged records, if more of our processing/accessioning is adding holdings to instances, how do we build in holdings maintenance to regular workflows? Maybe a scheduled data export job going back to OCLC?
Colinvanalstine @Jen Bolmarcich I don't think that it has been considered at all. I'll bring it up with the single record import group. I'd personally rather rely on an export from FOLIO, just so we only have to keep one system up to date. (I'd also love to get regular imports of updates to WorldCat records, while we're at it.)
Jen Bolmarcich It would be great to have that be a set of scheduled jobs. Any convos in bib merge about shared practices for local holdings records (thinking about EAST at the moment)?
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https://fivecolleges-sandbox.folio.ebsco.com/settings/data-export/mapping-profiles?sort=name
This document is old but has useful links to Jiras: https://docs.google.com/document/d/1S4sDQ7SHOzhu8qI2yUKOHDoDdu3C_ABDAJRLn6JHYY0/edit
Exporting MARC holdings: https://issues.folio.org/browse/UXPROD-142
Field Mapping Profile:
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker: Ann
Present: Rebecca Henning, Ann Kardos, Jen Bolmarcich, Laura Evans, Patty Wanninger, Jaime Taylor, Theo Tolstoy, Raegan Wiechert, Rachael Smith, Lou Bouley, Aaron Neslin, Colin Van Alstine
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker(s): Jen
Present: Ann, Jen, Colin, Laura, Aaron, Rachael, Sara
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https://drive.google.com/drive/u/1/folders/1A3NgtEpYajYUEt6QoixrIlfpD-WEnijL
Moved written use cases to spreadsheet to compare functions, JIRA tickets
Possibly check with Anya and/or Charlotte about where tasks fit into JIRA cases/stories
Use cases cover everything from UI to unbuilt functionality--need to prioritize by needs for day-to-day work
Ann, Colin, and Laura will review compiled data
Input from other working groups -- important to identify cross-domain challenges
Colin notes that MARCCat/QuickMARC apps don’t have their own wg; collaboration with BibMerge group will be needed to keep an eye on that development
336 fix
$b subfield not required early on (still?); Ann added 336, 337, 338 for the 250K records to get them into Fameflower
Could be a cleanup need before actual migration
Many of the records aren’t good quality--more problems are likely, but at least they can be ingested.
Aleph serial workflows documentation/collection
Implementers - discussion in last meeting, Chicago discussed workflows at this week’s meeting (yesterday Aug 16); related discussion at RM sig
Glen at Smith was super helpful and did demos, Paul is also a great resource
UM is overhauling their serials workflow with the move to FOLIO (no remaining serials-specific staff).
If there are needs for monographic series work and tasks, we can address and discuss that at a future meeting(s)
https://drive.google.com/drive/folders/1EDEZAWpteiV-NZc_W9sjfTWlr4bpmd7N - Dennis's prediction pattern mock ups
https://drive.google.com/drive/folders/1L1GNBEc_pxiOL4dzeCa2-ZJT-8ARPChe recordings. 8/18 is up.
meeting notes https://wiki.folio.org/display/COHORT2019/2020-08-18+Meeting+notes
Item record field survey
Jaime and Ann are doing item record field surveys (ALEPH and FOLIO, respectively) to create cross-mapping to ensure no data is lost
Focus is making sure there is a space for everything (OPAC note is prime example)
Overall review may bring in CUFF folks too
Sara discussed the importance of serials issues here too -- requesting parts, sorting, etc. Lots of messy data in those records. Fixes are both straight clean-up work as well as migration preparation. The field survey will be important for the 2d half.
Aaron gave a quick review of FOLIO notes app and how it interacts across domains/apps. Discussion about actionable vs passive notes (circ notes, opac notes in ALEPH are functional [circ pops ups to staff at check-in/out; opac display for users]).
Goldenrod acceptance testing
Sandbox will have all the inventory, etc. Aaron will make logins later this week and will let us know when it’s available for use. No formal plans or need for acceptance testing, but if problems are apparent, please communicate.
Prepare for Raegan’s visit next month
September 16th visit to discuss Goldenrod and QuickMARC. Consider questions and discussion topics beforehand.
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker(s): Laura
Present: Ann, Jen, Aaron, Laura, Michelle, Sara, Jaime, Colin
...
Announcements
Jen replacing Rob as FIT liaison
Paul will be consulting as necessary
Michelle will be consulting as necessary(?) Or maybe not if Colin is needed on Dewey project at Smith immediately
Discuss Raegan’s visit
What do we need to take away from Missouri’s experience?
MSU collection very different from ours; would be helpful to hear from other large, complex institutions; who’s going live next?
Also would be helpful to hear from someone on Goldenrod when our data is in Goldenrod
Maybe have Raegan come back when they are on Goldenrod and talk about how using inventory has changed
Future Explore sessions on Inventory?
Reagan mentioned not to overlook serials, especially as Folio apps have been designed around monographs
Maybe once we move to goldenrod, can create serials test/survey to get feedback from serials people across 5C/across apps
Use cases
Review and assign for “testing”
https://docs.google.com/document/d/102uabg9RgvZXrPm0urBi93R7FrxePTQP1NybDcU7IBg/edit?usp=sharing
Are we able to currently do these things?
Are there tickets for things in development?
Some tasks are aspirational
Which tasks need cross-app attention
Laura will start a spreadsheet and Colin will help fill in the use cases; send it to the group to review one week prior to next meeting
Volunteer to review survey responses from Ann’s presentation at the 5C All-Access All-Staff. Are any of these use cases?
We have 7 million+ records in FOLIO!
Overview of inventory report from Theo
Report shows how many bibs were parsed and converted to instance records; also unmapped marc tags
If you create a new location let Aaron know
Would like to get a new report when our data is moved to Goldenrod
Question about mapping “legacy” aleph locations to folio locations; Aaron will reconcile the locations and start these conversations in future
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker(s): Colin
Present: Ann, Colin, Suzanne, Laura, Michelle, Anya, Jen, Sara, Rachael, Raegan, Jaime, Paul, Aaron
Zoom recording: https://umass-amherst.zoom.us/rec/share/velNK6r5139JR6PX93vBZaV9ENvbaaa81XIc8_YIyEkkTZJKxpc_WA6_U6bUljwS
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker(s): Sara
Present: Ann K. (UMass), Jen B. (Hampshire), Aaron Neslin, Sara Colglazier, Michelle Paquette, Laura Evans, Colin Van Alstine, Anya Arnold, Suzanne Karanikis, Rachael Smith, Jaime Taylor
Zoom recording: Recordings of Meetings will expire after a given amount a time now per Zoom. So if any meeting recording should be kept long term then Ann will need to know so that she can download it and save it separately.
Today’s recording is at https://umass-amherst.zoom.us/rec/share/_5wqFOvB-WdJTIHgq13bW7JwEdzVeaa8h3NP-vINzU-AgmtMu0OUosdpbPh4M0vt
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FIT/Leads meeting update
We met on 5/19/2020: Discussed: How to do better outreach and communicate. Inter-group and Intra-groups. See the notes:
https://docs.google.com/document/d/1FhInqdHaQlr5qP4kfHpvLSltgjnu_nwgvOgfh44upyg/edit?usp=sharing
How did the Edelweiss testing go?
Suzanne, Jaime, Colin and Aaron tested our tenant
Feedback and comments collected: Jaime found that things were not completely stable and is concerned that one day it works, and on another it did not, which makes it hard to then to know whether it is or not working, and how to communicate this. … Anya and Aaron ask please to always document (esp. like date/time) intermediate/inconsistent problems like this since it is hard otherwise to track down later. … Colin: Lot of the search testing. Straight forward mostly. Encountered some problems around copying/pasting, or see long strings. He made a short video of one of the problems he encountered. … Suzanne: some things worked, some not. She documented with examples on the spreadsheet. … Anya: tests very functional, would be good to make more specific to us Five Colleges, rather than generally functional.
https://docs.google.com/spreadsheets/d/1l1RVeYsSJU3QRf-55yJI72axXflWxLpI/edit#gid=145174010
Wrike
Anya and FIT relaunching in Wrike; Ann to use with timelines and to-dos
What’s currently “Accepted”--which comes before Approved and/or Completed
I will be reviewing outstanding data and tasks regularly with Anya and Aaron
We’ll be doing this to review what’s been done and queuing up what comes next
Walk through tasks; document decisions; keep track what has been accepted, approved, completed--tied to timelines in line with other Apps and people in other Working Groups etc. where cross-App dependencies exist
People will get tagged and emailed from Wrike when they are assigned tasks etc.
Data Import and Data Export SIGs
Who is on these groups: Sara is on Data Export; Colin will be joining Data Import and Data Export; and Jaime can take over for Colin after Amelia starts
Who can be on these groups--see above
We need folks to act as consultants and help guide Inventory decisions related to these apps
How does our current data map affect both of these Apps
Use cases
We need to collect use cases
Some people have already been working on this
We need use cases from every single IWG member, plus other groups outside of IWG that will be using Inventory
Use cases needed for: course reserves, stacks, circ, acquisitions, metadata, archives
Anya & Aaron: important to make local, for acceptance testing out of which documentation can come as well as uncovering gaps and functional things relevant to us specifically that are missing and still need to be added. Esp. as single tenant multi-library implementation we are weird and so we need to figure out by way of use cases and testing for our workflows what ALL we do and need to do in the system.
Tips to help create feedback
Have an interactive Zoom call where one person is “driving” and the other person is narrating the task
Even if one person is doing the task, have them narrate aloud and record it
Ann and Susan Kimball (Circ/Users, now CUFF) presented at a virtual All-Access All-Staff event on May 13
Google form: https://forms.gle/vLvxQdGSKyuxEdGD7
Demo of Inventory, included breakout sessions and Q&A
I created a user feedback form and sent out to FCLIB and my department
Ideas?
Use a June 13th/15th deadline
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Time: 1-2pm
Location: Zoomhttps://umass-amherst.zoom.us/j/571590711
Notetaker(s): Suzanne
Present: Ann, Suzanne, Anya, Aaron N., Michelle, Paul, Sara, Rob, Laura, Jaime, Rachael, Colin
Zoom recording: https://umass-amherst.zoom.us/rec/share/1OUrIav-90lJG5Xx9hzaUJUMQ5vCT6a80SUWq_QOxEh_dJNj9vHkTTYzcrXi2m_B
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Each time we load data into our tenant, Ann now gets a report that she goes over with Aaron to see what went well, what needs to be looked at and where do we need IWG to focus
Reviewed and completely redone mapping
Ann discovered that we used an incorrect MARC mapping to base our Inventory mapping on (we are not the only ones…)
Ann and Colin reviewed this VERY FAST last week and updated according to the FOLIJET map
This has already been posted to Aaron and Theo
It will be used when we upgrade our tenant to Fameflower
This new mapping does not affect our Edelweiss tenant
We will start testing Edelweiss in earnest soon!
Anya pulling Chalmers user acceptance testing
Anya is taking Chalmers’ data from Test Rails and is moving it to 5C Test Rails and setting it up so that anyone can test whether they have a Test Rails account or not.
Anya should have an export and test session by the end of the week.
We should test until the next meeting, Anya wants bug fixes before Fameflower is live
5C Fameflower: to be installed first week of May, best case scenario.
It’s ok if you don’t have the capacity to test right now!
This is the best data load yet. Holdings and material types are there, but missing loan types.
Ann may ask to partner with Circ/Users on this
Ann met with Record Merge group, how can Inventory members help with MARC data cleanup?
Rachael -- Circ/Users met for the first time
We had provided a shortened list of item material types
Thought that might show up in Edelweiss
We need user stories from circ, reserves and discovery
Suzanne, Rachael, and Jaime, will contribute.
Holdings mapping may be done soon as well
Ann will begin doing demos for UMass tech services colleagues in the next few weeks and collecting user stories
Bug Fests
Ann, Michelle, and Aaron have participated
Tests are becoming more user friendly
Some inventory tests have were hard/not intuitive because they involved circulation.
Anya wants circ users to test inventory next round:
in my workflow, does this make sense?
Announcement: Hampshire has a systems librarian! Jennifer Bolmarcich starts 4/27/20
Next meeting: May 20
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Time: 1-2pm
Location: Zoom (Join URL: https://umass-amherst.zoom.us/j/571590711)
Notetaker(s): Someone from Amherst
Present: Ann, Rachael, Suzanne, Paul, Sara, Colin, Laura, Michelle, Jaime
Zoom recording: https://umass-amherst.zoom.us/rec/share/yZ1KHanU9FxIHNaT6RzfeIAZIo64aaa8gSUf_KBbnh0IE2YnUqrXoU4a1HvR1OKn
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...
See: Bib data analysis (2020-01-15 to 2020-02-19)
Inventory records for each institution categorized by material type were reviewed and issues with display were identified.
Colin has written a document which thematically categorizes the problems found with Inventory records (e.g., missing fields (notes, alternative titles, preceding/succeeding titles); incomplete fields (language), etc.)
The hope is that once our data is in Edelweiss many of the issues we are seeing in Daisy will be resolved.
Until we have Edelweiss we cannot submit tickets to correct errors and request improvements.
What went well?
Until we can see our data in Edelweiss, we will not be able to assess how well our mapping is working or view the actual display of our Inventory records
Sara C had us look at Folio snapshot which shows recent FOLIO developments. Inventory records here show much improvement over the Inventory records we are seeing for the Five College Daisy version. Seeing these newer developments is encouraging.
https://www.fivecolleges.edu/libraries/folio (Login: diku_admin / admin)
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Time: 1-2pm
Location: Zoom (Join URL: https://umass-amherst.zoom.us/j/571590711)
Notetaker(s): Colin
Present: Michelle P., Rob O., Aaron N., Colin V., Suzanne K., Rachael S., Sara C., Anya, Laura
Zoom recording: https://umass-amherst.zoom.us/rec/share/6cwpdq-p1UxJWtaOyX2YGY5-EdXXT6a81ncW-vYImU09slK6se8OcQIzzlJzWp-J
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Watch Steve B.’s FOLIO timeline update (24 min): https://umass-amherst.zoom.us/rec/play/7scpcu7-pzs3GteVsASDV6R4W9S4LP6s2iNK_fYMy028WnYBM1r3YLMbYuaMP9mMOAYUvIlOvkmKuu0t?startTime=1578509608000
Questions? Comments? (5 min)
Introduce our two January projects (we will split into two teams)
Anya will give an overview of each project (20 min)
Bib data testing
Review UA/FC mapping (submitted in September 2019)
Assign project teams (5 min)
Review communication and reporting out guidelines
IWG timeline
February: Holdings/Items data testing
March: What is Inventory for? What is it NOT for? How can we pull together an internal FC meeting for exposure and feedback?
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Present: Suzanne K., Rachael S., Sara C., Jaime T., Aaron N., Laura E., Anya A., Michelle P., Colin V.
Zoom recording: https://umass-amherst.zoom.us/recording/share/gF5krbItM3SU6X_y0aMXDQ14ueKQFkeLLSv8Bpb-HEawIumekTziMw
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Announcement: Jane P. retiring, last day will be this Friday (12/20). Possibility that she may be working part-time, but details are still being worked out and it does not look like she will continue involvement in committee work.
Our focus and schedule will change in the new year (30 min)
We need to switch to an afternoon time slot so that Anya and/or Steve can more easily join us
We will probably start by meeting monthly for the time being
We’ll do this at least through the winter (Jan-Mar?) and then reassess. If we find that we need to meet more often we can adjust.
Individual Leads will be joining us on a guest basis as needed--opportunity for them to update our group on their progress, make any needed asks from our group, etc.
We are shifting our focus onto testing
Per Anya: cataloging isn’t our current focus, but we still need to ensure that Inventory app is set up to work in the way we need it to. She’ll be calling on this group to look at mapping tables, do testing in our instance after data loads to see if things mapped the way we expected, work with Circ/Users WG as needed.
3rd Wednesdays of the month @ 1pm
Next meeting: January 15th (following Ann’s planning meeting with Anya on 13th)
Ann contact 5C and reschedule room
Ann send out new meeting invite/reminders
Circ/Users wants to create a task force with IWG to work on cross-functions
Susan K. is considering a task force that would look at Material Type, Loan Type and Locations
Is this too much? Thoughts on scope. —makes sense since we all deal with aspects of these.
Who is the best member (or who are the best members) to represent us on this project? — RS&JT, who are already in both groups. Also need someone from each school, who knows that school’s metadata. Also AAG reps?
Ann K. already sent our very tentative item materials type to Susan, Anya & Aaron
Ann K. send membership to Susan K. on Slack
Locations - on the tenant tab
Anya needs eyes on the tenant tab of our Settings and Reference Data FCs sheet (linked above)
Review our own institution’s info for accuracy, focusing on columns G & H
MH -- Sara
Hamp -- Suzanne will ask Jane to take a look before Friday
UMass -- Jamie will look into things at UMass, find out who can make necessary decisions
Smith -- Michelle and Colin will review together
This data has been loaded into our FOLIO instance, so we can play around there to surface problems
Any questions can be brought to Anya directly
Complete by next meeting (1/15)
Old sheet - https://docs.google.com/spreadsheets/d/1NQ9pnzXbyil48jjXHL3Jw1UtESyn-n_Sg0CrpEOgw24/edit#gid=1700485988
SIG membership tally (please add your name to SIGs you participate in, and feel free to add SIGs to list too--this is not exhaustive list)
Metadata Management
Colin
Michelle
Laura
Sara
Ann
Metadata Export - MM SIG Subgroup
Sara
Resource Management
Patty
Sara
ERM Subgroup
Sara
User Management
Patty
Resource Access
Anya
Rachael
Reporting
Sara
System Operations and Management
Theo
Accessibility
KG
MARCcat - MM SIG subgroup (when it happens)
Ann
MARC to FOLIO instance/holding/item mapping (and vice versa) - MM SIG working group
Ann
Data Import - MM SIG subgroup
Ann (sometimes)
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Time: 9-10am
Location: Zoom https://umass-amherst.zoom.us/j/755070842
Notetaker(s): Jaime T.
Present: Ann K., Jaime T., Michelle P., Colin V., Laura E., Suzanne K., Sara C., Rachael S.
Recorded meeting available at: https://umass-amherst.zoom.us/recording/share/ViIHQgY88xnNIt8-ozBVydQphgE4DRA87OurwIL0eDKwIumekTziMw
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FERM Update: Anya was in town!
FAWG Update: Anya was in town!
Options for moving ACQ to FOLIO: concluded to migrate orders, but also keep them in Aleph for $
Need Aleph to pay
Link orders to FOLIO agreements
Prefix to distinguish between schools in single environment: two letter code+space
*cross app* not just Orders
RMWG Update: [nothing since 11/18 comments]
We will be discussing item material types in FOLIO and this preliminary mapping: https://docs.google.com/spreadsheets/d/1pPUy4n4yYzQvZU449ZiUgwqWlhGapoRnkOJRBFdI9r4/edit#gid=0
Where else do these matter? What about these vs. MARC, EDS pub types? Reporting? Circ rules?
Has no bearing on EDS pub type
This is *item* level, not bib
Grouping e-things for circ purposes, or separating them for reporting purposes?
Seeds, games & instruments in “unspecified”. What about kits? Sara to run kit ARC report. Also includes suppl for now.
“Electronic resources” for all online/non-physical
“Media” for all AV recordings? Check for feedback.
“Microform”? Get feedback. Currently in media.
“Physical print”: books, journals, scores, newspapers, gov pub(?), AC’s cards & prints, maps
Michelle to look into “artifact/object”
“Archival material”
“Admin” MH to stop using MUNC & Statistics only. Leaves Admin Record (BIB SUPPRESSED).
Ask Anya & Susan (circ/users) to comment.
ACTION ITEM: Ann will send out on Wednesday evening or Thursday
ACTION ITEM: Also send to Aaron Neslin
Rachael: Can two things with different loan types be under the same item material type?
4 parts to circ rules: material types, location, patron, loan type
Could use more granular locations to circ a material type differently, but this may not be desirable. Smith wants more granular item types instead.
...
FERM Update:
FAWG Update:
RMWG Update:
Meeting notes folder: https://drive.google.com/drive/folders/12lOJaJQvz7MhbJOt5XMT7tFTeLeh7ZoH
We are reviewing the first few BSLW sample sets and studying the BSLW profile. We will be making incremental changes to the profile defaults to improve the merging behavior.
If people have some recommendations for records they would like included in a sample set, please send the bib numbers to Colin or Laura - we can export the records and test them. Just keep in mind that we will only be merging the collections described here: collection codes Also, we will probably have two merge profiles for the things we are merging - one for print materials, and another for AV. We love tricky sample sets - send us your most gnarly examples!
Last time we watched most of Anya’s Explore FOLIO session on users/loan rules/circ. It began with an older video from Filip
Loan rules, UX iteration 4: https://discuss.folio.org/t/loan-rules-ux-iteration-4/834
Explore FOLIO session on 11/14:
Charlotte Whitt demo of Inventory and outline of what's to be implemented for MVP and post-MVP
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Recorded meeting available at: https://umass-amherst.zoom.us/recording/share/fnrM1prHDWeL-AEzn73Rqp5siNuzb1aU5CJjIQ6SFuKwIumekTziMw
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Join today’s meeting at: https://umass-amherst.zoom.us/j/363945147
Daisy update
Daisy is up and running
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Fill out the form/genre heading poll before 11/11
From Ann-Marie Breaux:Hi everyone, As promised at last MM SIG meeting, I've created a Doodle poll to determine how we will handle form/genre headings in the short term. Please share with your specialized catalogers who may use form/genre terms heavily (e.g. music, film, literary, archival catalogers). You'll see the three options, and a brief description of each. Please reply by Monday 11 November. Thank you!
By request, today we are watching the Exploring FOLIO session from September 19, regarding Circ Rules, etc.
Loan rule criteria, expressed with single-character shorthand
Can have priority weight for which rule is applied if there is a conflict
https://github.com/folio-org/mod-circulation/blob/master/doc/circulationrules.md
What is a fall-back policy? (examples from the github page make it look like an initial default policy)
Stopped group viewing at 54:43
Look for portion with item material types and watch that as a group next time
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Recorded meeting available at: https://umass-amherst.zoom.us/recording/share/sJ48U4owprBw5QJyeyW9YL3I7COU_Bwj2IMao8S6itQ
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FOLIO timeline update: Steve’s email and what that means for us
“The FOLIO Implementation Team met with the leads of the Five College Libraries working groups and representatives from FCLC earlier this week. We discussed the current FOLIO software development plan released by the FOLIO Product Council at the end of September and what we perceived as gaps in software functionality. Based on the pace of the software development and the set of features that will be available in early 2020 the Five College FOLIO Implementation Team has decided to focus our efforts on Electronic Resources Management and Acquisitions. The new plan we are developing will propose implementing parts of Electronic Resource Management and Acquisitions in FOLIO during the summer of 2020. The plan is to continue work on implementing the other modules with the goal of having all modules live by the summer of 2021. The FOLIO community will simultaneously continue to complete and add new features with we think are important for our implementation as a consortium. We plan on presenting a detailed project plan that reflects these changes later this fall.”
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Daisy update
Settings and reference data: https://docs.google.com/spreadsheets/d/1AxG2i7PEYrKidOPqB-_HxI3xBJXg2-9GjOT1gx5skn0/edit#gid=843290109
Our data should be loaded this week
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Chalmers Inventory Demo from Lisa
Lisa showed us how to add a holding and an item in Inventory
Chalmers only has one item material type: Physical item.
If something doesn’t display well in Inventory, they focus on getting it displayed in EDS (ex., call number suffix, volume numbers in items)
They migrated Sierra circ stats as Item notes
Advice: remember to test integration processes that are happening automatically (ex., their integration with national union catalog)
Lisa shared a screenshot of their circulation rules: https://files.slack.com/files-pri/TB1791TLP-FPP3SSXML/image.png
Wrike task: Create Mapping tables for material type from ILS to FOLIO
Material type will inform circ rules
FOLIO item material types in Inventory settings:
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We do want to have generic/broad enough types
We will need to work with Circ/Users on some of this
Just want to plug this in somewhere: Circ/Users WG Shared Loan Rules Proposal --RS
Steve B. asks that we also think about what we may want to differentiate for reporting, even when the the circ rule might be the same
DP material types? Ann already has asked Steve B. about this
Settings → Tenant → Campuses → list of campuses
5C Repository is a separate campus just like each college
Let’s not use material types to denote location--they need to be kept separate THIS IS JUST MATERIAL TYPE
It’s a ¼ of the stuff needed for circ rules (material type/location/circ type/patron group)
https://docs.google.com/spreadsheets/d/17HhItgPSExlD5tgsWmlmIU9TxzSLsedaHThad0PzXwQ/edit#gid=0
Action item: Each of us go to our home institutions and ask “what do we do with this item material type in Aleph?” Partner with someone from Circ & Reporting to get the information we need. Ann will also reach out to Susan Kimball regarding Circ/Users thoughts and what do we need to think about already?
Can Anya show us Chalmers material types?
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Recorded meeting available at: https://umass-amherst.zoom.us/recording/share/qC0V8OP8LXMIE3vyWaMe7B6NrmWWJ78iJb5czuaRZ1qwIumekTziMw
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Record Merge update (Laura):
At Record Merge open house, it was decided that Special Collections/Archives and records with STA fields would not be merged. We’re continuing to work on testing with Backstage.
Timeline for merge process depends on decisions about FOLIO go-live timing.
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Recorded meeting available at: https://umass-amherst.zoom.us/recording/share/0qna2IT41BLKtDYQvKKevM3esJKGli_v_YJvAAsrcfc
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Record Merge update (Laura)
Record Merge is starting to test some merge/deduplication of records with Backstage. We’ve been working on gathering lists of locations to exclude from merge as well as general types of records (e.g., suppressed) to exclude. We’ll be submitting small sets to Backstage to test the deduplication process over the next few weeks.
Questions?
Wrike: https://www.wrike.com/open.htm?id=370758359
Where Anya puts the things that she wants us to work on
Action item: everyone will get a Wrike account to see our to-do’s
Michelle, Rachael and Sara already have Wrike accounts
If you don’t have an account, go to https://www.fivecolleges.edu/libraries/folio to request one.
Working on an updated load into our FOLIO along with some configuration to sync the versions
Our FOLIO is not up to date with the current FOLIO version being worked on more broadly
With new load we will be updated to the stable snapshot version, but not have the newest stuff currently in dev.
This is where Anya communicates what needs to be done
Last week from the ERM SIG
Chalmers went live with the FOLIO ERM module in August and have demoed it in a few different SIGs: for FOLIO ERM SubSIG Call 2019-09-11: https://drive.google.com/drive/folders/17-AAS8JPMF77MIeRdDCqkIeD0ZO-WWP0
In RM SIG Anne Marie did a demo of ordering in the system as well (Kristin Martin explained no recording because: It turns out there was live patron information shared in the demo Ann-Marie did, so we are not going to make a recording available to protect privacy. I’ll get a note out to explain this.)
Action item: should watch the recording when it is released
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Most recent sprint review, including information for acquisitions, inventory and data import. Inventory and data import demos start at minute 39. Information on the updated mapping around minute 42:
Bugfest
Many are involved in this testing; will have space in the agenda next time to update on what we’ve discovered or experienced through this testing
There are a lot of unknowns and some confusion around BugFest right now
As we continue on our FOLIO journey, Anya will likely have some local bug testing sessions as well
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Homework:
Update on MARC to Inventory mapping
Michelle--collated comments due Sept. 6
Quick review by team--add/edit comments (24-48 hours for review period)
Ann--post to Wrike/Anya on Sept. 9
Differences between us and UA are mostly in whether we want subfields to show up rather than differing mappings
Done
Watch MM SIG meeting from 8/15/2019 re: search and sort in Inventory
Recorded meeting (search & sort discussion starts around min. 24): https://drive.google.com/file/d/1iwBvnjIwIU0wrcuTbvuiradvVENIL5oB/view?usp=sharing
Search and sort slide deck: https://docs.google.com/presentation/d/1HUX9ed0Qnx2jRE6M4DRlfTFUa-MUPJICD9k5lPECqew/edit#slide=id.g5eb9a9fe55_0_21
They’ve resolved the long list of RDA terms on the sidebar
Future updates: working on an advanced search and boolean operators
Question: In Aleph we index a lot of things. Can merge bib and holdings for export and search across these different records. How much of that custom indexing can we add as we get deeper into our use of FOLIO?
FOLIO is built on relational tables and postgreSQL indexing, not sure how much is built in for cross searching, but the CODEX is designed to facilitate some more of that flexibility to search/index easily across records without complex CCL searching
Beauty of open source is that we can touch the code and customize, the potential hindrance is the hosting model with EBSCO and what level of openness there will be for code access there
There hasn’t been much discussion of the CODEX lately though
Searching between apps is the greater concern and can we create our own indices
What will we be able to do ourselves vs. having to ask EBSCO to do it for us
Surveying our colleagues--due Sept. 6 (our title suggestions and questions)
Each person select 3-5 tricky titles of differing formats. Some of us need to find things that are suppressed or have EAST commitment notes, etc. as well.
Start identifying staff who would be potential testers.
What questions for the form do we want? Ann will create a google doc for us to put this info in.
Might need a little more development before we run this test so that we are not doing it over and over again
Plan is to wait for the newer version (Daisy) in October and then further develop and run the test
In recent MM SIG they were discussing making a dynamic display of the data based on the role/team/login that you have
Prioritizing the information that you might need to differentiate and do your type of work
October 8 meeting with FIT and the team leads with Anya for updates
At Oct. 7 Inventory meeting we should compile questions for Anya
Ann can give an informal download of this meeting over Slack between our two meetings
If anything comes up after the meeting, feel free to add here or in Slack
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Recorded meeting available at: https://umass-amherst.zoom.us/recording/share/y1xyK7V8SIjkHrGrwQhHQB8OySK7-gR2TK3pXyo-e3qwIumekTziMw
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Join today’s meeting is at: https://umass-amherst.zoom.us/j/799697851
Last time we met, met with Anya. Ann met with her separately and set up Wrike board - place where Ann can put tasks for our group. She will show us what that looks like via email.
Need to check that Jaime got access to Inventory folder.
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Wrap up our MARC to Inventory mapping
Please search items in our Five College instance: https://fivecolleges.folio.ebsco.com, folio, Madison
Steve B. gave us a file of everything in our instance. I’ve extracted the MARC 245 (title) fields for everyone and put in Excel. Let’s try to find a mix of titles/formats and see what they look like to inform the mapping! If you can manipulate the .mrc file and you want more info than just 245, Steve posted that on Slack. Let me know if you need help. Otherwise, the Excel file is shared on Slack, and I’ve also converted to Google Sheets here: https://drive.google.com/a/umass.edu/file/d/1CF5_8ThYhaCrjiylmN-2wial4gmCpX47/view?usp=sharing
Mapping doc with our comments: https://docs.google.com/spreadsheets/d/1bqsZDaHQ6KhKmoEInFAnir-q5MKiwp3CzblDTpSbOyM/edit#gid=999783508
Laura A. - why not display additional title subfields?
Jaime asks how is the interaction between leader and 00X fields impacting things?
Instance record will have link to MARC view in SRS.
Homework: watch Thursday’s MMSIG meeting.
Laura notes we probably don’t want the classification/call number mapping to the instance record and that we would instead specifically only want to map the holdings classifications/call numbers. Others agree. Jaime mentions that historically classifications are subjects, not necessarily an identification number, and isn’t that worth keeping in the bib? Sara notes that data will still be in the underlying MARC record, so do we need it in Inventory?
Homework for Michelle: Summarize where our MARC-to-Inventory Mapping. Where are we in agreement with UA and where are we NOT in agreement? Deadline: September 6.
Next FOLIO release (Daisy) is October
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Let’s compare to what we see in Aleph. Inventory instance records are primarily meant for identification. They will not be editable if there is any source record behind them, and will likely not be used by those who catalog. We want to understand what our colleagues in Circ, Reserves, Stacks, ILL, and possibly Acquisitions need from this record/tool. https://docs.google.com/presentation/d/1_aFEamhDqXBg7fBI77IUykDNZGQXTE4MH-zxKIQ-rkA/edit?usp=sharing
Non-MARC and other comments that have no specific place on the mapping document (please add below): STA, LKR, --- With MARC: EAST commit [583]; 9XX fields (??)
Ann believes Steve is working on this. Laura says Record Merge is working on this. Record Merge has not yet decided where to put these. Sara specifies this data needs to exist in Folio, though she is largely agnostic on where provided she can search on it.
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Recorded meeting available at: https://umass-amherst.zoom.us/recording/share/cGknx0CmkbWe-FhOtQxhE8MfaMCN2zk5_PeYFNRdnk6wIumekTziMw
New Folio Team: All the Working Group Team Leads as well as the Record Merge Group and FIT
Talked about making better use of the 5C FOLIO Instance: so that we can start looking at and doing stuff in it (see Anya’s links below)--she suggests we login and look for ourselves and if able create our own usernames/passwords for login to https://fivecolleges.folio.ebsco.com
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Anya is joining us!
Anya will be back in late September/ early October--exact timeframe still being determined
Link to Settings and Reference Document
Five College instance : https://fivecolleges.folio.ebsco.com, folio, Madison
Homework from last meeting: please try to complete the MHC FOLIO Instance Activity exercise that Rachael did a group: https://forms.gle/RHCebDEuGEYjMqRv6
If possible, grab a few colleagues and do this together!
See how this feels and compare against the responses from Rachael’s group
Discussion with the group/input from Anya?
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Worry is : will we only be able limit to the data within invernoty vs. the full record (ie marc, dc) within folio. - we would like to view the source record.
https://issues.folio.org/browse/UXPROD-125?jql=text%20~%20%22source%20record%22
Item states :https://docs.google.com/presentation/d/1DRMg3KPnOnZsw0CUqaJr58tYRJRE-EbjlYDTFKKJbaY/edit#slide=id.p
Dashboard : https://issues.folio.org/secure/Dashboard.jspa?selectPageId=10516
Non golive https://issues.folio.org/secure/Dashboard.jspa?selectPageId=10611
Review the responses from the activity at https://docs.google.com/spreadsheets/d/14bx5LgwsV5vnkUQnIMraAnvYRGRlHq0awpvERXubOjs/edit#gid=1873855121
Discussion regarding our MARC to inventory mapping
Collate questions and comments
General responses?
What is missing for us from the generic mapping (https://docs.google.com/spreadsheets/d/1bqsZDaHQ6KhKmoEInFAnir-q5MKiwp3CzblDTpSbOyM/edit#gid=1378817356)
Item Material Type designations need to be discussed
RDA resource names to our instance records
How do we map those names to what is current in our records
What records will get merged? What records will be migrated? What records will not?
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Zoom link: https://umass-amherst.zoom.us/j/799697851
Anya: She will be here visiting the 5C again from July 31 to August 2. I would like to reschedule our regular meeting from Monday, August 5 @ 9am to sometime while Anya is here. We will just pick the date and time when most people are available.
Doodle poll here: https://doodle.com/poll/pm934r6z49qi7fri
Announcements: Michelle P. went to Ebsco Day last week and got a clarification about Inventory vs. Discovery vs. Source Record Storage
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If you haven’t viewed the data import demonstration yet, please do!!! See how data displays in Inventory so far: https://drive.google.com/file/d/1fSrc2U3IEdgdYIYki_MCHANnJK5fZ4W8/view?usp=sharing
Video from the Metadata Management SIG on 6/27
Begin around minute 18
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Conclusion/action item: try Rachael’s “test” – with various types of users and various types of materials for our next meeting. This may help when making field mapping decisions in the UA mapping document.
UA mapping google sheet:
MH/Rachael’s Folio instance activity responses: https://docs.google.com/spreadsheets/d/14bx5LgwsV5vnkUQnIMraAnvYRGRlHq0awpvERXubOjs/edit#gid=1873855121
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Recorded meeting available at:
https://umass-amherst.zoom.us/recording/share/UarNN2BIIXyA36HaaqdCcvZVrAwEXf8LQOwTOyyhM0SwIumekTziMw
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Zoom info for 1st Mondays of the month: https://umass-amherst.zoom.us/j/363945147
Request for shared note taking duties for each meeting--notetaker does not need to have a laptop, but must be willing to edit our shared agenda during or after the meeting
We can rotate notetakers to share the duty
Rotation is as follows:
Hamphshire: first Jane, then Suzanne
Mt. Holyoke: Rachael, then Sara
Smith: Michelle, then Rose
UMass: Mary Ann
Amherst: Laura, then Paul
This also makes sure that multiple voices are heard, as we all hear things differently and remember different details
Card sort: https://j774s4f7.optimalworkshop.com/optimalsort/57n5l484
Ann-Marie Breaux demonstration of data import tool and see how data displays in Inventory so far: https://drive.google.com/file/d/1fSrc2U3IEdgdYIYki_MCHANnJK5fZ4W8/view?usp=sharing
Video from the Metadata Management SIG on 6/27
Begin around minute 18
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Recorded meeting available at: https://umass-amherst.zoom.us/recording/share/uuN3WORzJESzbnpddFIHRIFiSLM8aq_JstOwZv44qqCwIumekTziMw
Note on this recorded meeting: done from my laptop--so you’ll see a lot of just my face and sound around the room is a bit wonky, depending on who’s talking! Room for improvement :)
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Zoom info:
3rd Mondays of the month: https://umass-amherst.zoom.us/j/799697851
Meetings are currently scheduled for 9-10am, but Paul noted that the meeting at Amherst that happens at 10am can me moved to 10:30 if we need 1.5 hours for IWG
Meetings will be recorded and saved to the UMass zoom cloud
Zoom recorded meeting link will be posted to each agenda (see above for example)
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Begin review “Recommended MARC to Inventory Instance Mapping” at https://drive.google.com/a/umass.edu/file/d/1y1O02C6CfF_AUkCG_QeSGTYpOxznada1/view?usp=sharing
Rob noted that University of Alabama (UA) had already done a review. We will start from their mapping and see whether we have edits and if so, what they are. Note that some fields missing from UA’s mapping may be in the generic mapping spreadsheet, so refer to that if you think something’s missing.
Homework assigned: this group will do review work in this document. We will all look at the full mapping but some IWG members will give special attention to certain fields with certain types of cataloging in mind, as below:
Michelle -- Specials Collections/Archival
Sara & Jane -- Review of all tags (check for missing)
Paul (w/ help from Laura) -- Serials and electronic resources
Ann -- Foreign language and A/V
Laura -- Music
533/534 reproduction and original format notes -- check for microforms or other reproductions. Is this sufficient mapping for microforms, etc?
If you see a field that’s missing, please refer to the original mapping
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Inventory App overview: https://wiki.folio.org/display/FOLIOtips/Inventory and the relatively new App Interaction Group: https://wiki.folio.org/display/RM/App+Interaction+Group
The Technical Council meeting about Codex vs. Inventory, includes a vision of Codex, a summary and the meeting recording: https://wiki.folio.org/display/TC/2019-03-06+Technical+Council+Meeting+Notes
General FOLIO resources and SIGs:
Metadata Management SIG: https://wiki.folio.org/display/MM/Metadata+Management+SIG
Resource Access SIG: https://wiki.folio.org/display/RA
Resource Management SIG and Teams (includes Acquisitions, ERM and the above-mentioned App Interaction groups): https://wiki.folio.org/display/RM/Active+Resource+Management+Groups+and+Teams+-+February+2019
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