CMS 2021.10.19

FOLIO CMTF updates

1. CMTF had good meetings with Theo & Molly from EBSCO re: migration reports

   1. Reviewed migration reports for instances and holdings; migration reports covered the handling of Sierra data into FOLIO in latest test migration, covering the data that had been migrated so far; checkin record data still needs populating

   2. 10.7 million records migrated as instances; around 5k failed to migrate due to duplicate 001

      1. Duplicate 001 records will need to be a cleanup project; in meantime, asking EBSCO to force them to migrate.

      2. Many of the duplicate 001s come from our SkyRiver days and the OCLC reclamation that followed. Duplicate OCLC numbers came from OCLC merging multiple of our records into one master record in WorldCat, returning us the same OCLC number for each.

   3. Contributor type mapping is a potentially large project because RDA relationship designators (which we use widely) are not part of FOLIO reference data, so these don’t map to controlled labels in the system. But this is only a staff-side concern, not worth the trouble to clean up now.

2. Did export to EBSCO for this test migration include suppressed records like HathiTrust (before these were deleted)?

   1. Yes, this included everything in the catalog. Future exports either won’t include records we don’t intend to migrate or the export will include the records with markers for EBSCO not to load them.

   2. Understood that records like HathiTrust, etc. are a source of some of the errors showing up in these migration reports.

3. FOLIO Task Force Chairs discussion re: FOLIO release schedule

   1. Helpful to remember that when FOLIO community releases a version of the software, EBSCO undertakes it’s own testing and assessment of that software before rolling out to its libraries. This can pad the release schedule with a few extra weeks.

4. Kiwi release is supposed to include Elastic Search as the underlying search technology; a more flexible improvement upon current search.

5. EDS custom catalog (the slice of EDS that includes are locally-cataloged collections) will have a test version built on this current test migration of FOLIO

2021/22 holiday schedule updates

1. Library building to be closed between Christmas and New Years (12/27-12/30)

2. For those not taking vacation or personal time, work-from-home options are available

3. On site access is possible through temporary prox access; consult with Joshua if interested in this option

Connexion Client 3.0

1. Systems is reaching out individually to schedule upgrades

2. Acknowledged that there are some problems reported:

   1. Searching irregularity, or at least searching differences, on the authorities side of things. Search algorithm seems to cast a wider net, brings up more results.

   2. Macros operating in strange ways or freezing in some cases (e.g. conversations on OCLC-CAT)

   3. Others reporting no problems.

   4. If you find strategies to work around macro problems, please share them.

Selections from Round Robin

1. Law Library former visiting faculty book in Georgian fully cataloged now; see OCLC# 1277079445

2. Lisa R.: HathiTrust records now all deleted; resulted in 109k blind authority records; Lisa deleted the personal and corporate NARs (80k); the rest have to be looked at manually by her team to make sure they are indeed blind.

CMS 2021.10.05

FOLIO CMTF updates

1. Test migration is loaded, but needs some cleanup

   1. Location mapping table erroneously structured only for 5-character location codes (e.g. omitting BU)

   2. Some location codes were changed in FOLIO without adjusting mapping to account for the change

2. CMTF started a list of records to use as examples for assessing the migration

T-Loc H scanned material

1. Procedures are here

2. Consists of t-loc material that accrued during pandemic; Kim didn’t have ability to shelve it according to procedure; got sent for scanning, but chronological order wasn’t preserved; set aside as a cache of scans usable as work-from-home

3. Scans in a dedicated Google Drive folder (link in procedure above)

4. Work on these in truck number order

5. Keep a list of titles and order numbers for materials that you have cataloged; handy for finding things on shelf when in-building

6. Ideally, ensure that you send materials on for processing in-building within a week of cataloging from home

7. This is not how t-loc materials will be handled going forward; these procedures only pertain to this chunk of material that came in during initial months of pandemic

8. Available for original catalogers to work on as part of their work-from-home time; just consult with Joshua

Selections from Round Robin

1. Adam: handled a book from a former faculty member written in Georgian; collaborating with Joshua on cataloging

2. Cathy: provenance info in Davis Collection: books inscribed by William F. Buckley Jr. to Dorothy Schiff, former owner of New York Post.

3. Tad: Foxe’s Book of Martyrs: Pat Olson’s recataloging of our copy attracted an external scholar, a specialist on this work, to look at variations in our copy; scholar gave his notes to Tad, which could result in additions to record; our copy included “cancel slips” (a kind of erratum) that hadn’t been noticed before; so on to Conservation to make sure those are flattened and retained in the book

CMS 2021.09.21

FOLIO CMTF updates

1. Holdings statements for serials & multiparts:

   1. Non-serial multipart holding statements recorded in bib record in Sierra mapping; migrating these to FOLIO will be non-exact.

   2. Working plan: migrate all 86Xs from bib to all FOLIO holdings records; do post-migration clean up

   3. Meeting with EDS catalog team confirmed that 86Xs from bib can be mapped to “note” fields in EDS to make sure they display there

2. Continuing to work on holdings/item mapping (Sierra data to FOLIO)

3. FOLIO test migration still in the works, informed by meetings with EBSCO reps

   1. Won’t properly address multilinked item records (e.g. bound-withs)

4. Once test migration is loaded, EDS test custom catalog will be rolled out

Selections from Round Robin

1. Autumn has volunteered for FOLIO Bulk Edit Working Group, to help develop a pilot for bulk/batch editing in various FOLIO apps

2. Lisa Robinson: Deletion of HathiTrust records has begun; creating blind headings in authority file that her team is working to remove; believes that headings marked as blind will have to be checked manually because of unreliability of Sierra blind headings report

3. Joshua: zine cataloged as serial, but chronological designations set in the future, Popular Pandemics. See OCLC# 1196095574

CMS 2021.09.07

FOLIO CMTF updates

1. Weekly updates will now be forthcoming from Shawn on the steps being taken by each TF

2. Holdings & Item mapping is ongoing in CMTF

   1. This is the work CMTF is doing to map Sierra checkin and item record data to FOLIO Holdings and Item record fields.

   2. Checkin records in Sierra are not directly analogous to Holdings records in FOLIO because checkin records in Sierra only exist for certain continuing resources like serials, while FOLIO will have a Holdings record for everything.

   3. Also new-to-us in FOLIO: an imposed hierarchy between Instance, Holdings and Item record - in that order. In Sierra, on the other hand, there is no hierarchical relationship between checkin and item records.

   4. This mapping works has required conversations across the library where stakeholders are implicated beyond Tech Services for the various Sierra-specific fields (e.g. Circulation, Conservation, Binding, etc.)

3. Test migrations of our data to our FOLIO test tenant will continue, with the next one happening around mid-September

   1. Will be based on the bib record-to-Instance mapping already done and the Holdings/Items mapping in its current state (though it is still a work in progress)

   2. The test migration will result in a fresh migration report from EBSCO that CMTF will use to assess cleanup needs, etc.

   3. It will also set the stage for a test version of our EDS Custom Catalog: the subset of EDS that will contain roughly what the Sierra OPAC provides access to now.

   4. Outstanding questions about serials holdings and holdings statements for non-serial multipart resources to be addressed on Sept. 13 to inform this test migration.

4. Acquisitions TF and CMTF continuing conversations on managing T-Locs

   1. Goal is to create location codes for each T-loc in FOLIO and track dates items are entered into T-loc in a custom FOLIO item note type: “T-loc date note”.

5. There is a scanned “stockpile” of T-loc H that’s kind of in stasis on the regular T-loc shelves. Work is ongoing to create ways to catalog scans of these as WFH. They are clearly marked on the shelves in the meantime.

Selections from Round Robin

1. Project underway between Autumn’s team and Elizabeth Webster to change classification of Children’s Lit collection: a local classification akin to what might be seen in a public library, greater breakdown by genres, all meant to meet needs of students using the collection.

2. Connexion 3.0 has been released by OCLC, but not being rolled out just yet, locally. If you do end up getting updated by Systems, it should be fine, but we’ll make a larger sweep yet this semester to get everyone updated.

   1. Home computers operating Connexion will ultimately need to be updated, too.

3. Latest Backstage processing resulted in duplicate fields in Sierra: the 3XXs and 255.

   1. Lisa Robinson has fixed the faculty books first because of upcoming reception.

   2. Fortunately, we only sent 3.5k records, so it was a relatively small batch.

4. Concentration camps heading and related terms have all had maintenance completed by Lisa Robinson, per changes in LCSH. Subdivisions have not been changed by LC yet, so those remain.

CMS 2021.08.17

Reminders / announcements

1. Remote work agreements for fall semester in effect as of 8/16; supervisors retain ability to approve ad hoc exceptions, ad hoc WFH days.

2. Free parking in select lots/garages ends 8/31; if you need a parking pass, acquire from the Parking Office and expect a two week turnaround.

3. Mask and vaccine mandates: details are available on Together We Will FAQ page; details on MSUL’s implementation of the mask mandate are in the 8/12 all-staff email from Terri Miller.

   1. Joe has acknowledged feedback received re: complications around eating in the building. The next few weeks will be seen as capacity testing on the demand for reservable rooms for eating, etc. in half hour blocks. Please take advantage of those rooms so that we can truly test capacity. Ask your supervisor if you need help navigating the room reservation process.

   2. Joshua’s advice on vaccine mandate: if you still need to get yours, consider doing so before potentially high demand from students arriving to campus.

   3. Your vaccine information is due to the university by 8/31 by reporting here: https://covidresponse.msu.edu/vaccine/survey

   4. Vaccine mandate will be enforced at university level.

FOLIO review

Open

1. Sierra setup:

   1. Sierra is an integrated library system (ILS); all transactions with our collection and metadata about our collection flow through it, are facilitated by it.

   2. Before FOLIO, our setup consisted of Sierra, the Sierra OPAC and Summon

   3. Sierra generally contained: print collections, title-level records for e-resources (e-books, journals, etc.); these records were directly surfaced via the Sierra OPAC in real time

   4. Summon contained the same as Sierra, with the addition of more granular article-level and/or full-text data; Summon received input from Sierra every night, via a custom mapping that we devised when we implemented Summon. Article and full-text data was managed separately by ProQuest, based on what MSUL was supposed to have access to as indicated in our knowledgebase (i.e. stuff that Ranti, Diane and Anne handle that Joshua doesn’t understand).

2. FOLIO setup (our goal setup after cataloging migrates and we’ve fully implemented FOLIO):

   1. We will work a lot with FOLIO’s Inventory app. Inventory is just one app in the larger FOLIO universe (but a really big, important app). FOLIO isn’t an ILS like Sierra; it’s a modular system of apps that work together, can be added to or supplemented by other apps, etc.

   2. We will migrate all MARC data from Sierra into MARC Source Record Storage (SRS) in FOLIO; this data will serve as our “source of truth” for what appears in Inventory. SRS data will underlie Inventory, flow into Inventory, where staff will engage with the collection and perform transactions via the Inventory interface. When we create new MARC records (moving them from Connexion into FOLIO) they will be stored in SRS, where the data will flow into Inventory and be generally viewable to staff.

   3. We will have our own custom map for moving data from SRS to Inventory (e.g. 245 $a should go to the FOLIO title field; 246 should go to alternative title, etc.)

   4. Inventory consists of Instance, Holdings and Item records

      1. Instance records are generally analogous to MARC bib records

      2. Holdings records are analogous to MARC holdings records, but this marks a change for us. Sierra does not have holdings records: but we did have a practice of creating serial holdings statements in MARC form and storing these in Sierra checkin records. Checkin records were only used on continuing resources (e.g. serials) in Sierra. FOLIO will have holdings records for everything, serial or not. So we have to map Sierra checkin and item data in such a way to populate FOLIO holdings records - some of which will have underlying MARC holdings data in SRS (e.g. the serials that we have MARC-style holdings statements for will (hopefully) be mapped this way).

   5. We will have another custom map for moving data from SRS to EDS.

   6. EDS is our sole discovery platform in this setup. But the representation of the things we catalog won’t come from Inventory into EDS; it will flow from SRS into EDS by its own custom mapping - so two mappings at play: one for SRS>Inventory, another for SRS>EDS. This is an upshot of modularity.

   7. Resources managed in Inventory (whose source data lives in SRS) will be surfaced in a subset of EDS called the “custom catalog”. This is analogous to the Sierra OPAC from our former setup, but it is subsumed in EDS - not a standalone discovery platform.

FOLIO happenings

1. E-book problem:

   1. Separate decisions converged to obscure e-books in MSUL’s bento box discovery display:

      1. “Articles” pane was filtered to retrieve articles from Summon, and then from EDS when we made the switch

      2. “Books & more” pane pulled from Sierra OPAC; but we stopped supplying e-resource records to Sierra when switch to EDS was made

      3. This meant no e-books were showing at all in bento box, even though they were being loaded into EDS

      4. Staff in Digital Initiatives division are re-working the bento box to accommodate

2. Holdings & item mapping:

   1. Cataloging & Metadata Task Force are mapping data from Sierra checkin and item records to FOLIO holdings and item records

   2. Sierra checkin and FOLIO holdings are not analogous. Sierra checkins are only used by MSUL for serials; FOLIO holdings are used in Inventory across the entire collection

   3. Mapping therefore will be from combination of Sierra checkin & item to FOLIO holdings and from Sierra item to FOLIO item

   4. Several issues being discovered that are slowing the process: our complicated call number hierarchy in Sierra; Remote Storage barcodes; e-bookplate notes & links; multipart resource holding statements being recorded both in Sierra bib and Sierra checkin; coded vs. textual serial holdings statements