2021 Notes

Owned by Kay Granskog (Unlicensed)
Last updated: Oct 27, 2021 by Metadata Management (Unlicensed)
10 min read

TS Council 07-28-21

Present: Don Depoorter, Joshua Barton, Lisa Robinson, Ed Gildner, Ranti Junus, Lisa Smith, Lucas Mak, Emily Sanford, Tim Kiser, Kay Granskog (notes)

Regrets: Autumn Faulkner, Dao Gong, Nicole Smeltekop

Agenda

  • See Journal of Italian cinema & media studies in Sierra and FOLIO. (You can search by b14008471x in both systems).  Ranti will explain better but this is a e-title ordered in Sierra after Serials Solutions.  It is available via HLM but the bib record is in the Sierra catalog.  This is a transition workflow but we will also want to discuss the pros and cons of having a record in Inventory for these.  What other questions are related to this? Discussion: Discovered the root problem is that if we plan to track e-resources solely in EDS, creating an Inventory record in FOLIO at the point of order will create a duplicate and incomplete record. ACTION: Lisa Smith will create a list of all inventory records that should not exist either because they will cause a duplicate record or because they were suppressed in Sierra and will need to continue to be suppressed in FOLIO, and when complete, will send it to Molly Driscoll, EBSCO to delete them.

  • Wide discussion ensued around the implications of not having a robust set of metadata (such as is found in OCLC) available for searching e-resources and the effect this will have for patrons but also for catalogers who seek to place new materials in the context of the entire holdings of the libraries both for subject analysis and for classification purposes. The lack of a left anchored browse function is a serious deficiency that is unlikely to be overcome with currently capabilities.

  • Granskog requested that we continue to wait until we actually see an example of the custom databases EBSCO has proposed. Granskog also reported on a meeting with EBSCO’s Mike Napoleone, product owner for GoPac, EBSCO’s nascent OPAC product. It does represent some improvements but it does not improve the left anchored browse situation. This lack was clearly reported to Mike.

  • Granskog explained the proposed process for migrating Inventory records corresponding to already migrated orders. In brief, only order related inventory records exist in the production tenant. At the point we expect to migrate the entire Sierra database, EBSCO will harvest a list of all of the Sierra bib record numbers in production and create a spreadsheet for us. We will upload these bib numbers to a create list and will export the bib records in their own batch to be overlaid in FOLIO. We will also create a new suppression code, Overlaid in FOLIO, and globally add this code to all bib records that were overlaid. The code will keep us from sending the same records to be added.

  • ACTION: Granskog will remind Molly of our desire to have a session explaining what metadata is included in HLM/EDS and what our ability to improve it is.

 

TS Managers 08-18-21

Present: Don Depoorter, Joshua Barton, Lisa Robinson, Ranti Junus, Lisa Smith, Dao Gong, Adam DeWitt, Kay Granskog (notes)

Regrets: Autumn Faulkner, Ed Gildner

Agenda:

Implications and procedure for adding bib records to Sierra for e-book orders specifically ordered by selectors - Lisa Smith. Smith provided an example where a bib records had been added without an order record. In the past we have tried to always have some record attached for display. Granskog asked for other concerns which resulted in these decisions:

  • Because it is e-only and temporary, we will not attach a record.

  • A 977 field will be added with a note “nofolio” included so these records can be excluded from migration.

  • Records will NOT have a bib cdate added.

  • Barton will create a set of constant data to use when exporting a record from Connexion.

Discussion on item and holdings mapping for migration - Joshua Barton.

 

TS Managers 08-25-21

Present: Joshua Barton, Ed Gildner, Lisa Robinson, Ranti Junus, Lisa Smith, Dao Gong, Adam DeWitt, Kay Granskog (notes)

Regrets: Don Depoorter, Autumn Faulkner

Agenda:

Approve minutes

  • (not done)

Banker Boxes - Kay

  • TS no longer needs to store extra banker boxes previously used for Rovi materials

Space needs for TS. Granskog asked if our year physically separated from each other has changed how we view office space for the unit. Factors considered:

  • Differences in opinion exist based on how much of the daily work requires working with physical materials

  • It is unclear how FOLIO implementation will affect our need to easily communicate with other TS units

  • It would be nice to have some soundproof conference spaces closer to the unit

  • In general, it is nice to keep all of Technical Services together with some exceptions for folks to be able to work close to the collection they catalog

Discussed Marcive records. In the past this company has asked that there records not be shared with OCLC. Do they feel the same about EDS? Granskog will investigate how these records arrive since part of the records are for e-resources and part for print in relation to what we need for FOLIO/EDS. Robinson asked about Lexis Nexis records too because of their stance on record agreements. Barton reminded that record quality improvements have been made before we loaded vendor records into Sierra.

TS Council 09-01-21

Present: , Joshua Barton, Don Depoorter, Autumn Faulkner, Ed Gildner, Dao Gong, Ranti Junus, Tim Kiser, Lucas Mak, Emily Sanford, Nicole Smeltekop, Lisa Smith, Kay Granskog (notes)

Regrets: Lisa Robinson

Agenda

Approve minutes and assign someone to take them today See: 2021 Notes

  • Published these and asked all to go back and check them.

Mapping items and holdings discussion of where we might be able to help.

  • Barton reviewed progress on the Sierra mapping documents. There are some fields that TS members can help investigate.

  • Granskog will analyze the MSU Libraries use of the checkin “Indentity” field looking for contents beyond copy numbers.

  • CheckInfo and Check-in fields deal with checkin cards. Dewitt discovered you can export the contents of these fields. This will need review. If possible, we would like to ask these not to map in iteration one.

Other

  • Depoorter reported that all of the Rovi records we intend to send to Internet Archive have been suppressed and a list of items we intend to keep has been created in advance of a project to pull them.

  • Kiser and Robinson are working on another project for map call numbers. These numbers are being stored in MARC field 097. Please do not delete these!

  • Smeltekop is a part of a taskforce looking at ROVI adult materials and if these will be sent to Internet Archives or kept.

 

TS Managers 09-15-21

Present: Joshua Barton (notes), Don Depoorter, Autumn Faulkner, Ed Gildner, Lisa Robinson, Ranti Junus, Dao Gong, Adam DeWitt, Kay Granskog

Regrets: Lisa Smith

Agenda

Approval of minutes

  • Approved

LED Lights and what is turned on or off

  • Turning off individual bulbs was disallowed temporarily because of a project; this is available again now

  • Lights in southwest corner of W106 largely dimmed by staff requests to Facilities

  • Feedback from staff makes it seem like current setup is okay

Do not contribute to FOLIO note - is the 977 field in the bib record working and should we begin identifying other records we won’t contribute in a uniform way? Such as Serials Solutions records?

  • Definitive decisions on what should/shouldn’t be handled in Inventory vs. just EDS will be informed by what test custom catalog in EDS looks like and how it handles e-resources with relation to custom catalog. This EDS setup is still in the works.

  • New e-resource record loads: our goal is to have these handled on the EDS side; we’re trying to see if EBSCO is covering this appropriately for us. In the meantime, we have loaded some e-resource packages to Sierra, though these should’ve been given to EBSCO to load to EDS instead. Need to clear this up and internally clarify our plan here.

  • To see what is being submitted to HLM, can look in the eHoldings app in FOLIO, but individuals need to be given access.

  • Holding certain e-resources back from Inventory would have description and authority control implications. MSU theses, for example, won’t be fully described outside of the existing workflow that generates MARC records - this workflow would flow through Inventory. If Naxos records were held back, this would eliminate some authority control work done on Inventory side, but would reduce the end quality of the headings in the records.

  • Group discussed what has/hasn’t been sent to EBSCO to be loaded to custom database layer in EDS. Don has made these submissions. Will connect with Ranti to start to evaluate what is/isn’t showing up in EDS now that these have been submitted. E.g. Kanopy isn’t showing in EDS yet, even though it’s been loaded. Need answers from EBSCO on this.

TS Council 10-06-21

Present: Joshua Barton, Adam DeWitt, Autumn Faulkner, Ed Gildner, Dao Gong, Ranti Junus, Tim Kiser, Lucas Mak, Lisa Robinson, Emily Sanford, Nicole Smeltekop, Lisa Smith (notes), Kay Granskog

Regrets: Don Depoorter

Agenda

FOLIO

  • Kay turned off tags. Did this cause a problem?

    • Lisa S discovered it’s possible to create a tag inadvertently. Once a tag is created, it cannot be deleted, and the same list of tags shows across all FOLIO apps. A message was sent out to MSU Acquisitions, MSU ERM, Law Library, and Library of Michigan folks. No one reported using or needing tags at this point in time. Tags will remain turned off until such time when we have an understanding of how they work, and can use them in a constructive way.

  • Receiving monographs.  Lisa S will demonstrate so you can see some of the questions they are encountering that may affect workflow later.

    • It was noticed that receiving is being done differently by some Acquisitions staff. Most Acquisitions staff receive items without adding location information. Some receiving was done with the extra step of adding a location in the Receiving app. The only location choice in the Receiving app is the location listed in the Orders app. (For example, if the Order app had mn as the location, the only choice in the Receiving app would be ‘mn.’) The Order app in the production tenet of FOLIO has records default to ‘instance’ only, or ‘none.’ Since cataloging is not being done in FOLIO yet, and the orders are not set up to add holdings, there is no affect on the Inventory app.

    • In order to learn more about the interaction between the Order app, Receiving app and Inventory, we will plan to do testing in the FOLIO test tenet, after the migration of bib, checkin, and item records from Sierra to the FOLIO test tenet is complete.

  • Comments from everyone about where we are with Theo’s attempt to refresh.

    • There is still work to do. There was a misunderstanding that our Sierra locations always had 5 characters, so any location with less characters did not migrate properly. There were also several locations that were updated by MSU after the Acquisitions/ERM migration, which needed to be updated on EBSCO’s end. Some checkin information migrated, but most did not. Holdings have not yet been completed.

  • Imessage = d item records. There were 153,532 item records that are coded Imessage = d which means that when we moved to Millennium from Notis, there was no item record for a title. Should we wholesale move them over to FOLIO? Some information: of these records, 116,916 are for Special Collections leaving 36,616 for all other locations. Another 17,090 are for the Voice, 11,008 are for Main, and 2,081 are for Government Documents.

    • Tim Kiser located many of these ‘d' item records in the Maps collection, and updated the items. It’s conceivable that more titles could be located and updated over time. The records will be migrated to FOLIO with the thought that more information is better than less.

  • Group thoughts on cat sep, anals, and set add checkin card information and what to keep. (Example of each: set add c11150543; cat seps c11397470; Anals c1102740x)

    • Lynn Farabaugh is working on a project to close checkin cards that correspond to Sierra cancelled orders, as clean up ahead of FOLIO migration. Lynn had questions about how to handle CATSEP, SETADDS and ANALYTICS. A lot of these cards are old, so claiming is not a factor. Occasionally, the card information can be useful for trouble-shooting. However, the work involved in finding a way to migrate box information to FOLIO is a usable way seems daunting. It was determined that TS did not need box information for these older records kept. Checkin record fields will be migrated. Kay will run this by Steve Sowards before a final decision is made.

  • Joshua announced the COPIES fixed field code in the Sierra checkin record will not correlate to the copy number of the checkin record, rather than the number of physical copies receiveved at check-in.

    • The copy number will be recorded in the COPIES fixed field and in the IDENTITY (i-tag) field in Sierra. All existing, relevant checkin records have been updated. There is a wrinkle in that this affects the expected number of copies being checked in, or going to binding, etc in the checkin box. Staff who work with cards and boxes have been notified of this.

    • For new cataloging, if you add a second, third, etc. copy of a serial run to an existing bib record in Sierra, please input the copy number in the COPIES field, too.

Action items

  • Approved 9-15-21 minutes

  • Learn how FOLIO tags function before using in production

  • Lisa S/ACQ task force will work with CAT task force to test orders with instance, instance & holdings, and instance, holdings and item in the FOLIO test environment.

  • Kay will touch base with Steve Sowards regarding CATSEP, SETADDS, ANAL card information and migration.

Decisions

  • Migrate imessage=d item records from Sierra to FOLIO

TS Managers 10-26-21

Present: Joshua Barton , Don Depoorter, Autumn Faulkner, Ed Gildner, Lisa Robinson, Ranti Junus, Dao Gong, Adam DeWitt, Kay Granskog, Lisa Smith

Regrets:

Agenda