FERM Handshake Agreements & Workarounds

Five Colleges

1. Prefix Agreement records with two letter codes

2. Prefix Organization records with two letter codes

   1. We will not be sharing contact records from across schools (Ex. there will be 5 Amy Thurlow contacts in Organizations each with individual content)

3. Prefix Interface records with two letter codes *Per 5/13/21 FERM Meeting

4. Prefix all Tags with two letter codes

   1. It is easy to accidentally create a tag - this is not always as fixable

5. Prefix all Notes Helper App (from the Notes Accordion) Notes with two letter codes

   1. We agreed with Khalilah that seeing each others notes in eHoldings is fine

6. We agree not to edit other schools agreement lines or affect other schools notes in eHoldings (based on current single tenant multi-library setup for the EKB)

   1. If we accidentally add an AGL to someone else's agreement we can quickly delete

   2. If we were to accidentally delete another schools agreement line connection we need to alert the other school

   3. If you find an unfamiliar AGL in Agreements, please broadcast to the group and we will check to see whose it might be to fix it (if there is context to which school it is, let them know directly)

7. We agree to not use other institutions interfaces for admin platforms / portals

   1. We also agree not to share interface records from across schools (Ex. there may be 5 EBSCO Admin interfaces each with individual content)

8. We agree that Licenses can wait

   1. Work is beginning (Spring '22) to create the reference data for an eventual implementation of Licenses app functionality.

Amherst

Hampshire

Mount Holyoke

• Use of alternative fields for PO#, Bib/Sys, EZProxy Alias to be able to find agreements

Smith

UMass

• CORAL Resource Records - We are attaching “Supplemental Documents” without documents with a type of Wordmark. The “document” is the CORAL resource record URL for quick access to the workflow/CORAL queue until a suitable alternative is identified.

• The “CORAL Resource Block” in the description (with order record, bib record, coral material & acquisition type) will all be partially deleted when we bring up orders. SysNumbers reflect Aleph - not Instances - and in many cases the records for eResource subscriptions will not migrate. In the future, only record the system identifier (HRID or UUID in FOLIO) if there is a cover record. Currently there is no plan to remove the acq. or material type but a better method for recording this data should be found.

  • If the instance is associated with the order, and the order is attached as an AGL a link to the instance should appear on the AGL. Test before making changes.

• Use of tags: We will be using “umagreement” to be able to filter to a view of just UMass agreements. We are also using the tag umlocalagl to find non-eHoldings based agreement lines. All other uses of tags should be avoided in the ERM apps.

• UMA Documentation of FOLIO ERM (Honeysuckle Version)