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IWG Rolling Agenda

IWG Rolling Agenda

7/21/2021

Time: 1-2pm

Location: Zoom https://umass-amherst.zoom.us/j/571590711

Notetaker: Ann

Present: Emma, Laura, Sara, Jaime, Colin, Lou, Jen, Ann

Items

IWG update (discussion (facilitated by Jen [FIT liason])

  • 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.

  • 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.

Iris sandbox updates

6/16/2021

Time: 1-2pm

Location: Zoom https://umass-amherst.zoom.us/j/571590711

Notetaker: Jen

Present: Sara, Ann, Emma, Jaime, Colin, Jen, Lou

 

Items

  • 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

  • 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

5/19/2021

Time: 1-2pm

Location: Zoom https://umass-amherst.zoom.us/j/571590711

Notetaker: Jen

Present: Ann, Jen, Emma, Rebecca, Michelle, Sara, Colin, Jaime

Items

  • 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)

  • 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

  • Holdings 856 clean-up

  • 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

 

5/5/2021

Time: 1-2pm

Location: Zoom https://umass-amherst.zoom.us/j/571590711

Notetaker: Colin

Present: Ann, Colin, Emma, Rebecca, Michelle, Jen, Sharon, Lou, Jaime, Sara

Updates
Data load working meeting

  • 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

 

 

4/21/2021

Time: Cancelled

 

Items

  • Searching by the ALEPH number in FOLIO

    • Search by 9 digits is required (so include the leading zeros)

    • Elastic search may solve this problem

3/17/2021

Time: 1-2pm

Location: Zoom https://umass-amherst.zoom.us/j/571590711

Notetaker: Colin

Present: Ann, Colin, Emma, Laura, Jen, Sara, Lou, Jaime

Items

 

  • Future meeting consideration: Aleph Item Statistic

    • It looks like we only need a few of these codes. Where do these belong in FOLIO moving forward?

    • Old codes mapped to custom item note called “Aleph Item Statistic”

2/17/2021

Time: 1-2pm

Location: Zoom https://umass-amherst.zoom.us/j/571590711

Notetaker: Jen

Present: Ann, Jen, Emma, Colin, Laura, Sara, Aaron, Jaime

Items

  • 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

12/16/2020

Time: 1-2pm

Location: Zoom https://umass-amherst.zoom.us/j/571590711

Notetaker: Laura

Present: Ann, Anya, Aaron, Laura, Jen, Colin, Jaime, Emma, Sara

Holdings record 590 notes -- Deadline 1/29/2021