CMS 2022.09.20

Recording

1. Available here: https://mediaspace.msu.edu/media/MSUL+Cataloging+%26+Metadata++Services+Team+Meeting+2022-09-20/1_g87wyvb2

Updated to Lotus Hotfix 3 in Folio

1. Field protection improved:

   1. Previously, the presence in a target record of any protected field would prevent any other protected fields from coming in (e.g. if target record had 866, incoming record 590 would be rejected).

   2. Now, this has loosened up a little: e.g. if target record has 866, other fields like 590 will be received, but new 866s still are rejected, even if they don’t match.

   3. We expect this to improve even more with Morning Glory.

   4. Continue to ensure that all expected fields in your incoming record show up after overlay. If any aren’t present, add in Quickmarc.

2. Some improvement to browse call number noticed; allowing more searches when classification contains cutter before $b.

   1. More improvements coming in Morning Glory on this, too.

Current known issues in Folio cataloging

1. Reports of MARC SRS and Instance record mismatches: different record in SRS than is being surfaced in Instance in Folio

   1. At time of meeting, seemed isolated to Single Record Import and only a few cases; not pervasive.

   2. Report any cases of this to Joshua.

2. Erroneous 035s generated in MARC SRS

   1. Record updates in some cases are creating junk 035s that combine (OCoLC) prefix from 003 with the Instance HRID in the 001.

   2. These can be deleted if found, but we hope to delete them in batch later.

   3. This is supposed to stop happening after Morning Glory, per EBSCO.

Instance tab: “Call number” vs. “Browse call numbers”

1. “Call number” is a search of the classification element in Folio Instance records. It is not a search of our effective call numbers and can’t be assumed to correlate with call numbers applied to items on our shelves. Generally not helpful to catalogers and you’re advised to ignore it.

2. “Browse call numbers” is in fact a browse of our effective call numbers. This is the option to use.

3. On browse, you can navigate backward and forward in the shelflisting with “previous” and “next” at the bottom of the results page.

4. Also available: effective call number search on the Item tab - but this is a search and not a browse. Used “normalized”, ignore “eye readable”.

5. Heads up: our effective call numbers are all in the same index. LC call numbers and local call numbers from 099 are all together, not in separate indexes as they were in Sierra.

6. Interesting to note: following a result from “Browse call numbers” leads to a handoff in Inventory to a “Call number” search, but using the “shelving call number” element from the item record, which should yield the record(s) we want. Have to navigate back to browse manually to do a browse again.

Sierra-format order record numbers in Folio

1. Acquisitions migrated into Folio in summer 2021, a year before cataloging. They migrated in open orders from fiscal year 2019/2020 and 2020/2021. These generated instances, too.

2. Cataloging happening now on items implicated in the above may have order numbers that have that Sierra number format. These can generally be searched in the Orders App alongside native Folio numbers.

3. Related: if you need to link orders to different Instances (e.g. if brief, uncataloged Instance has multiple orders linked to it and these need to be moved to other Instances that you’re cataloging) there is a method for this, but it requires some guidance. Reach out to Joshua or Lisa Smith if you need to move linkages between any orders and Instances.

Catalog dates and statuses in Inventory

1. Confirmed that cataloged dates and cataloged status still need to be added manually to each Instance when it’s an overlay, if it doesn’t happen automatically.

2. Hoping that this isn’t as necessary with Morning Glory.

Open dates on set records in Inventory and Orders App

1. Inventory and Orders app fail to show the dash “-” in publication date field and in other places when the date is meant to show an open date.

2. Needs advocacy in Folio community to update the UI to show this dash.

3. In Inventory, open date can be seen in MARC SRS.

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

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CMS 2022.08.02

Recording

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

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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

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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

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