CMS 2022.08.16

Recording

1. Available here: https://mediaspace.msu.edu/media/MSUL+Cataloging+%26+Metadata+Services+Team+Meeting+2022-08-16/1_17g3m60t

Review and questions regarding checklist for general cataloging in Folio

1. Checklist available here.

2. Still a living document that could see changes.

3. Be mindful of the addition of a step to unsuppress instances once cataloging is complete for any instances that have been suppressed in Acquisitions workflows.

   1. The “Suppress from discovery” checkbox must be unchecked under Actions>Edit Instance.

   2. Suppressed instances are detectable by their red exclamation marks in initial search results and by a warning banner on the instance record itself.

Current MARC field protection behavior

1. MARC field protection is overly strict in our current Folio release, Lotus Hotfix 1.

2. In general, if a target record being overlaid contains a protected field, any other protected field in the incoming record will be rejected (e.g. if target records contains a 590 and incoming record contains a 866, the 866 will be rejected).

3. Rejected fields from incoming records have to be manually added via Quickmarc.

4. Current protected fields include: 590, 866, 867, 868 and 907 (which contains our legacy Sierra .b numbers)

5. This behavior is supposed to be improved with Lotus Hotfix 3 (hopefully September), and then improved even more with Morning Glory (hopefully October).

6. Main takeaway: every time you overlay a record, make sure that all the fields you want to see in the record are in fact there. If they’re not, add the missing fields in Quickmarc.

CMS 2022.08.02

Recording

1. Available here: https://mediaspace.msu.edu/media/t/1_le28t2h8

...

1. A potentially faster method for creating added copies or added locations

2. For add copies:

   1. Navigate to the appropriate Instance record, and then to an existing item on an existing holdings

   2. Under Actions menu, select “Duplicate”

   3. Edit the Item record to reflect the desired values (e.g. copy 2, edit workstat, etc.) and eliminate any irrelevant Sierra migration specific notes and fields; remove permanent location from new item; save

3. For add location:

   1. Follow same steps above to create a new item, then

   2. Navigate to an existing holdings record on the appropriate Instance

   3. Under Actions menu, select “Duplicate”

   4. Edit the new Holdings record to reflect the desired values, particularly the permanent location; save

   5. Back on the Instance record, under Actions menu, select “Move items within an Instance”

   6. Drag and drop your newly created Item to your newly created Holdings

   7. Under Actions menu, select “Stop item movement within an Instance”

Special CMS 2022.07.26

Recording

1. Available here: https://mediaspace.msu.edu/media/MSUL+Cataloging+and+Metadata+Services+Meeting+2022-07-26/1_5d18mn38

...

1. This builds on demo of new cataloging from July 19 meeting (see below)

2. Updates to 9XXs:

   1. 949$g updated to include call number type; defaults to LC, but if cataloger is using a 099 call number, must include: 949$g Other scheme.

   2. 949$b for copy number now defaults to “1” if $b is not included; so this subfield isn’t required in 949 unless you’re creating an item for a copy other than 1.

   3. 949$g for item status now defaults to “In process” if $g is not included; items that require other status besides “In process” will need to have a term supplied in $g (e.g. “Restricted” for non-circulating items in Maps or Special Collections).

   4. 948$b can include holdings temporary location (used for Browsing and other temporary locations)

3. Overlay matchpoint is in 947 field; Instance HRID in $c is only working matchpoint at present.

4. Finding Instance HRID:

   1. Pieces with order streamers will include Folio POL number; search this in the Orders App; follow link in order record to find the associated Instance.

   2. Or, search by title, ISBN, etc. to find the matching Instance directly in Inventory.

   3. Either way, Instance HRID is in the “Administrative data” section of the Instance record and can be copied by clicking the clipboard icon to the right of the number.

5. Job profiles:

   1. CAT2 in Production will overlay on either a MARC source or Folio source record based on a matching Instance HRID in 947$c.

   2. In Test Tenant, use: CAT overlay on uncat instance, any source – create new HI

6. Updating MARC vs. updating Folio:

   1. Updated Folio records will show that MARC SRS is created, Instance is updated, and Holdings and Item are created.

   2. Updated MARC records will show that MARC SRS is updated, nothing happens to Instance, and Holdings and Item are created. The Instance record, however, will be updated as changes to MARC SRS flow up to the Instance.

7. Checking Instance data:

   1. For all overlays, please make sure that Instance values for “Cataloged data” and “Instance status” have been updated with today’s date and the status “Cataloged” respectively. If they are wrong or empty, they will need to be manually updated: use the “Actions” menu and “Edit Instance”

   2. Make sure that any desired 590s from incoming record are present. If not, they must be re-added manually in Quickmarc.

8. Overlaying without creating Holdings and Item (i.e. overlaying / updating MARC and Instance only)

   1. This can be done by deleting 948 and 949 from record in Connexion before exporting, but keeping 947 with $c for Instance HRID of target record to update.

   2. At present, this will successfully update the MARC and Instance, but Data Import will show an error code because it’s expecting data re: Holdings and Item.

   3. A separate job profile may be created later to avoid these error codes.

CMS 2022.07.19

Recording

1. Available here: https://mediaspace.msu.edu/media/MSUL+Cataloging+and+Metadata+Services+Meeting+2022-07-19/1_uz4j1tjo

2. Folio new cataloging demo (no overlays); skip to these times for:

   1. Context and background: 10:50

   2. Connexion constant data overview for Folio new catalog: 14:45

   3. Connexion export to file overview: 34:50

   4. Importing exported file into Data Import app: 47:14

   5. Navigating an imported record (Instance, holdings and item): 53:09

...