CMS notes 2023

Owned by Joshua Barton
Last updated: Jan 03, 2024 by MSU TechServices
24 min read

 

CMS 2023.12.4

Notes: Autumn

Recording

https://mediaspace.msu.edu/media/MSUL+Cataloging+%26+Metadata+Services+Team+Meeting+2023-12-04/1_cmyd55qg

1. NARDAC update (North American RDA Committee)

  • Autumn attended the fall update in mid-November

  • Several working groups charged with refining specific areas of the new RDA delivered reports (see slides)

  • Big news: RDA training modules have been prepared by the PCC and will be available in late 2023 or early 2024; PCC webinars and Q&A sessions are also being planned (see slide 80)

2. FOLIO Poppy release preview

  • Poppy features can be tested in the Poppy bugfest environment; email Autumn for login info if needed

  • New Lists app

    • First version coming in Poppy

    • Operates similarly to Sierra Create Lists; users can build a query with various search operators and Folio record fields

    • Can currently search users, loans, and items; holdings, instances, SRS records, and other data are on the development roadmap

    • Catalogers will be interested in items; many of the item record fields, plus some instance fields, are available for queries

    • Once a list is generated, results can be exported to CSV, based on a checklist of desired field info from instance/holdings/item (i.e., no custom export yet)

    • Lists can be saved and are dynamic; i.e., if a record from the list is edited so that it no longer meets the query, it will disappear from the list

  • Boundwith functionality

    • Ability to view linkages between multiple item records and one holdings/instance record arrived with the Orchid release (the little black book icon)

    • Ability to add/delete linkages between will be available in Poppy

      • When viewing item, Actions → Edit

      • Scroll to the very bottom to the boundwiths/analytics section

      • Add a link by using the holdings HRID on the instance you’re linking to

3. Slight changes to single record import

  • Menus are different, and some job profile names have been update

  • What other job profiles should we associate with CAT?

4. Updates & reminders

  • Materials now available in T Loc P and T Loc A for original catalogers to pull from

  • Homosaurus check-in – anyone making use of the vocab? Any procedural questions?

  • Free text searching of SHM in ClassWeb now available; keep checking back, as ClassWeb functionality seems to be improving in fits and starts, without much communication via the usual cataloging community channels

  • Remember to replace OCLC double dagger with $ when editing in Inventory

  • Use personal observance days before Dec. 22

CMS 2023.11.7

Notes: Tim Kiser

Recording

MSUL Cataloging & Metadata Services Team Meeting 2023-11-07

New T Loc and new assignment procedure

  • A few important changes:

    • One new backlog

      • T Loc P: Problems

        • This is for things that have copy, but the copy has issues that an original cataloger can solve

          • Examples: NACO work; a new set record is needed for a single volume of a set; things that turn up at Remote without a record for some reason

        • Things that might have formerly languished for a long time in T Loc A will be transferred to T Loc P instead

    • Rearranged shelves

      • T Loc H is staying in its longtime location

      • T Loc A will move to new shelves; T Loc P will also be on new shelves.

    • A new way to assign a note to a T Loc piece so it can be tracked in FOLIO.

      • We’ll be using statistical codes in the instance record, similarly to our process for marking instances for deletion

      • In the instance record, go to actions-->edit instance

        • Suppress from discovery

        • Click “Add statistical code” and select one of the T Loc backlogs

        • Click “Add administrative note” and add a note in the approximate format:

          • [stat code] [date], for example: H 11-07-2023

          • The exact note format is not important, this is intended to be human-readable info

      • Manually remove the stat code and note when the piece is cataloged and removed from T Loc.

        • Hopefully it will be possible in the future to remove the code and note automatically during overlay

      • More T Loc notes:

        • The new procedure will facilitate identifying T Loc materials in FOLIO Inventory, using facets in the search panel

        • In the past, Kim W. and her students were responsible for T Loc organization. With these changes, some of the T Loc organization process is moving to catalogers.

        • The trucks we used to use for things going to T Loc are going away; instead you can put things on the T Loc shelves yourself

        • For titles without an instance record, create a new one (see first bullet under “Sending a title to a T Loc” in the procedure linked above)

        • Continue working on T Loc H cleanout project as before; we hope not to transfer these items to T Loc A

        • Autumn will continue refining the T Loc procedures in Confluence

Coming soon: New choices for single record import dropdown

  • The popup when doing a single record import from Inventory includes a second dropdown for job profiles, which currently has only one option. Additional profiles will be added.

  • If you have requests for job profiles you’d like to see included in this second dropdown, let Autumn know

Reminders

  • extra holdings records may appear on uncataloged stuff

    • These are errors generated by a past process. They often appear as a suppressed holdings on an uncataloged instance.

    • For MSUL materials (not Law Library or LM), these holdings can be deleted at the time of cataloging (or you can edit/reuse them if that’s easier).

      • If not cataloging the piece, leave the suppressed holdings in place for now.

      • Law Library materials can be referred to Adam DeWitt.

  • remove holdings/items from any instance marked as delete

  • When marking instances for deletion in Inventory, remember to remove OCLC holdings if necessary.

Other notes

  • Meeting note-taking procedural note: No notes need to be taken during the cataloging lab.

  • Cataloging lab (optional, feel free to add your own stuff)

CMS 2023.10.17

Recording

https://mediaspace.msu.edu/media/MSUL+Cataloging+%26+Metadata+Services+Team+Meeting+2023-10-17/1_wtxwsjmo

Words Matter webinar from Cal State University Libraries

Webinar recording

CSU’s Inclusive Description Task Force website

Words Matter webinar follow-up from Autumn

  • CSU’s Inclusive Description Task Force site has useful resources

  • Thanks to Lisa Robinson for great contributions to our own efforts to repair terminology like “illegal aliens”. We’re part of a national movement!

  • Cataloging often has a focus on procedures but decisions we make about language are meaningful and make things better for library users, especially those who’ve experienced significant lack of respect.

  • Procedural note: when updating a previously cataloged item with improved language, be sure to replace record in WorldCat!

LA IV search update

  • Michael Sipek accepted position, previously working in CMS as on-call – will now be full-time.

  • Official first day is Monday 10/23/23. Cubicle across from Anne Swan & Diane Warner’s office.

  • Welcome Michael!

New LC Romanization table for ADLaM script

  • Presentation slides

  • Presentation recording

  • Mike Erickson attended presentation and summarized for us

  • ADLaM is a script, invented in 1980s, for the Fulani language of West Africa

  • MSU is one of only 7 U.S. universities with items in ADLaM script!

  • Transliteration tools for ADLaM now available: Google docs add-on and keyboard map

  • In related news, LC recently updated transliteration tables for Armenian, Macedonian, Japanese, and Church Slavic.

New LC classification numbers for asexuality

  • Kudos to Mike Erickson, who proposed this to LC!

  • Already live in ClassWeb:

    • HQ73.9 = Asexuality

      • HQ73.93 = Biography, collective

      • HQ73.94 = Biography, individual

New CMS meeting schedule

  • Initially proposed to alternate Tuesday & Fridays, to better accommodate work schedules, but feedback from the team indicates sticking with Tuesdays is the best option

  • Hybrid meetings with in-person and Zoom options

  • “Cataloging lab” follows meeting with cataloger-selected examples to discuss

New shelving and T Loc updates

  • New shelving installed, thank you Facilities!

  • Thanks to pandemic and Folio migration, we got behind on T Loc H and T Loc A processing. Autumn is getting us organized again!

  • Main point for today: we urgently need to reduce the volume of T Loc H. Original catalogers, watch for an email from Autumn with details.

Autumn’s updates

CMS 2023.10.03

Recording

https://mediaspace.msu.edu/media/MSUL+Cataloging+%26+Metadata+Services+Team+Meeting+2023-10-03/1_gbf68ycw

10/17 meeting will be given over to Words Matter webinar offering from California State University (CSU) libraries

  • Hosted by CSU Inclusive Cataloging Task Force

  • Will be at the same time as CMS 10/17 meeting at 2pm ET

  • Group consensus – everyone will view the Words Matter webinar at 2pm on 10/17 (Autumn has updated Outlook invite with link) and gather at 3pm for a short follow-up meeting

How to use the Homosaurus vocabulary -- presentation from Ruth Ann Jones

  • Slides

  • Exercise

  • Updated Confluence documentation on using Homosaurus as well as RBMS-CV

    • Includes scope, coding, guidelines, etc.

  • Important notes for catalogers:

    • Homosaurus terms indexed in the VuFund subject index

    • Catalogers may begin assigning these terms right away; use them in addition to LCSH

    • Word of caution! Take time to become familiar with the Homosaurus vocabulary, and pay special attention to descriptions (scope notes) for terms. There are not always one-to-one equivalents between LCSH and Homosaurus terms; the same words or concepts may be defined differently in each.

  • Reminder that this position was designed to fill an increasingly urgent gap in comics cataloging, following Randy Scott’s retirement and Jason Larsen’s move to the Comics Librarian role

  • Interviews concluded, search committee recommendation sent forward to HR

  • Hope to announce new staff member by next meeting

Changes proposed to CMS meeting

  • Much appreciate your feedback on the survey! Results and proposals below.

  • Content that team members are most interested in:

    • National and local policies and practice

    • Tips, tricks, tools, etc. – hearing from others on the team

    • Connecting with colleagues

    • A more optional segment for troubleshooting, Q&A, etc.

  • More than 50% of team members interested in an in-person option

  • Autumn’s proposals based on feedback

    • Shift to a hybrid meeting with in-person and Zoom available

    • Reduce the official agenda portion to 30 minutes

      • Agenda-based, can flex this as needed

    • Add up to an hour of optional “cataloging lab” time after the official business is concluded

      • Drop-in time for questions, problems, consulting the hive mind

      • Will share what will be tackled in advance, if known, so others can stick around if it’s relevant

      • Autumn will be available this entire time; others can attend as desired

    • Move our 3rd Tuesday meetings to a 3rd Friday 1-2:30pm time slot*

      • This ensures everyone has a chance to attend at least one of these in-person, based on the spread of WFH days across the team

      • [post-meeting note: This disrupts regularity a bit, with gaps between meetings alternating between 7 workdays and 11 workdays. Just FYI!]

  • Will send an quick poll to the team with an option to weigh in on these plans before they are finalized; this would begin in November, most likely

Finding stuff you’ve work on in Folio

  • Unlike Sierra’s Create Lists, Folio has no easy option to locate records you have brought in or worked on

    • Expected Lists app will change this, but we don’t expect this until 2024

  • You can locate records you have brought in in two ways:

    • Inventory → Item → use date filters to narrow in on a particular date

      • You will have to sort through items brought in by other users too

    • Data Import → Actions → View all logs → filter by user, and by date if desired

      • Will show you every import you have brought in

  • Not possible at the moment to find what existing records you have edited

Using a smartphone camera for visibility

  • For small or unclear markings on a resource, use your smartphone camera to take a picture and enlarge

  • iPads can be checked out from Circ for this purpose as well

AI & cataloging

  • Thanks Cathy for sharing this article investigating the use of ChatGPT for creation of MARC records. It prompted an interesting discussion on the Teams chat. Ran out of time to discuss in the meeting but shared here for your perusal!

  • Autumn is happy to discuss anyone’s thoughts; the Troublesome Catalogers group on Facebook has also had an interesting conversation about it.

CMS 2023.09.19

Recording

Nicole Smeltekop – new Interim Head of Copy Cataloging

  • Welcome Nicole! Has been on the job for about two weeks & doing great work

  • Please send all copy cataloging communication to her going forward

  • [Post meeting update: Nicole remains in her 2E Maps Library office, but a landing space in TS is a possibility]

Planning additional shelving in TS

  • Cubicles beside Autumn’s office in TS being dismantled; new shelving going in

  • Will be used for project, backlog, and problem storage (these types of materials are currently piling up in individual cubicles)

Small batch of ETDs coming soon

  • 200ish ETDs from Lucas to add to the ETDs spreadsheet for cataloging – coming soon

Long MARC field causing Data Import issue

  • Cherish and Nicole discovered that a lengthy 505 field (about 4 pages when copied to Word) caused a record to fail during import

  • Breaking this field into several 505s resolved the issue

  • Possible this could happen with any lengthy MARC field (520?) so keep an eye out

Any non-Roman-language materials on your desk?

  • Some funding available for an outsourced cataloging project with Backstage

  • Send numbers of non-Roman titles to Nicole, send physical pieces to Cathy Illman

Homosaurus vocabulary activity

  • Homosaurus is a controlled vocabulary for LGBTQ+ topics, which can be used in tandem with LCSH terms

  • A goal for the CMS team this year is to become familiar with and begin regularly applying Homosaurus terms, and several things are happening around this

  • Authority records for the Homosaurus terms are now available, coordinating with Lisa Robinson so these can be brought into Folio

  • The Harmful Language Remediation Working Group is also doing a systematic pilot to test out application of Homosaurus terms

  • Ruth Ann Jones presenting on Homosaurus specifics on October 3, 2023

  • Nicole and Eli laying the groundwork with a talk about ethics in cataloging practice (see below)

Allyship in Cataloging presentation from Nicole Smeltekop and Eli Landaverde

  • Slides:

Comments

  • Lisa Robinson

    • Related to the use of alternative vocabularies, see RBMS Combined Vocabulary (RBMS-CV), which has some useful language among their genre terms for “prejudicial works” and can be applied to any type of materials, not just rare books

    • Backstage in the process of creating authority records for RBMS-CV terms so we can also have these in Folio

  • Joshua Barton

CMS 2023.09.05

Recording

Update from WOLFcon

  1. Library of Congress adopting FOLIO means they will be driving a lot of big performance updates on a condensed timeline

    1. Including big focus on acquisitions functionality, metadata management, and consortial/sharing functionality

    2. They plan to implement in October of 2024

  2. Relevant info from the 18-month road map for FOLIO (see for details)

    1. Data Import performance and stabilization a high priority

      1. Including chunking up large files automatically so Data Import doesn’t choke

    2. Search and browse improvements for Inventory

    3. Suppressing and deleting records via Bulk Edit

  3. New apps planned for FOLIO

    1. Lists app – similar in function to Sierra’s Create Lists

      1. Plans to make it possible to use Bulk Edit on record sets created with this app; for now though, it will only collect records based on certain search criteria, and record numbers can be exported to CSV

      2. Expected in Poppy (so January-ish for us)

    2. Workflow engine – automating a set of tasks based on a certain trigger

      1. Ex: when an Instance as marked with statistical code CATMAN--WITHDRAWN, automatically delete holdings and item and add specified administrative note to Instance

    3. Reporting app called MetaDB – some possibilities here, being discussed with Dao, Lucas, and Kay

      1. Reporting has been a significant gap in Folio functionality, so we are looking forward to this

  4. Autumn learned more about how to submit a “bug” in Jira – i.e., report discovered problems in Folio and get them in the queue for software developers to resolve

    1. You can explore issues.folio.org for examples of other tickets (use your Folio login)

    2. Lots of confusing terminology here but also lots of rich detail about what’s in the works

  5. Check OLF’s YouTube playlist for WOLFcon 2023 as presentation recordings get added

CMS 2023.08.15

Recording

Preview of the new RDA Toolkit

  1. This second version of RDA is based on the updated Library Reference Model, the successor to the conceptual model FRBR

  2. There will be much to learn about the new and revised content of RDA, but the updated interface includes some helpful user features:

    1. Each person can create their own user profile, which allows them to maintain a list of personal notes and bookmarks on RDA instructions

    2. Users may also create “views” of RDA which tailor the display of instructions to certain types of material only, as specified

    3. Any relevant best practices from the Library of Congress and the Music Library Association will be included with each instruction

    4. Users may search for MARC fields to find any RDA instructions relevant to information recorded in that field

      1. ex: search for “Bibliographic 300” or “Authority 100”

  3. Each instruction in the new RDA covers 4 different approaches for recording a piece of information

    1. Unstructured (free text, like the 546 language note)

    2. Structured (usually a term from a controlled vocabulary)

    3. Identifier (ISBN, UPC, etc.)

    4. IRI (essentially a URI)

  4. Official group-created notes from the preconference – lots of detail here, Autumn can help with any questions.

  5. PCC has announced their plan to do a rolling implementation of the new RDA between May 2024 and June 2027; MSUL does not have firm plans for adoption yet.

  6. Catalogers are free to explore the new Toolkit at access.rdatoolkit.org; email Autumn for the login and password.

    1. Once you have logged in with the generic MSUL login, you can set up your own profile with a personalized login and password.

    2. Remember not to implement these new guidelines yet. We are still working under the first version of RDA at original.rdatoolkit.org.

  1. Updates to Mormon Church, Mormons, and Mormon. New term is See list here:

    1. Mormon Church → Latter Day Saint churches

    2. Mormons → Latter Day Saints

    3. Mormon → Latter Day Saint

  2. Updates to terms related to sexual minorities:

    1. “Gay people” replacing “Gays”

    2. Result of work by the Gender and Sexuality NACO Funnel, yay!

LC limiting review of proposed headings to 200 per monthly list

  1. Concerns expressed about what this means for the already lengthy turnaround time on SACO work

CMS 2023.08.01

Recording

VuFind indexing frequency reminder

  1. Conventional, keyword-based search indexes are populated every half-hour in VuFind

  2. Alphabetical browse indexes are populated every night

  3. If you’re searching for new cataloging in VuFind, you’ll have to use the keyword-based searches to find your record; browse-based indexes will not find it until the next day

Cataloger’s Desktop content migrated to ClassWeb

  1. Most content previously browsable and searchable in Cataloger’s Desktop is now available through ClassWeb (as detailed in messages from Joshua through earlier in the summer)

  2. The content as presented in ClassWeb is not natively browsable or readable there, only searchable

  3. Searches pass you off to the PDF versions of the documentation as hosted at the LC website

  4. Browsability seems to be missing in what’s usable so far

  5. Please pass along feedback you have in this regard so we can let LC know about the loss of usefulness

Autumn Faulkner has accepted Interim Head of CMS role

  1. Though not announced through HR, paperwork is signed today

  2. Handoff of roles is in process; Joshua will be passing along information for continuity

  3. The role is a year long interim appointment through end of July 2024

  4. Joshua discontinuing standing meetings; Autumn will reach out to those who’ve had meetings with Joshua to establish a cadence

  5. An interim head of CopyCat will be found; in meantime, Autumn is still supervising copy catalogers

CMS 2023.07.18

Recording

Folio updates

Known issues after Orchid upgrade to Production

  1. Items with analytic / boundwith relationship are supposed to be displaying under all holdings records they are attached to. This is not happening. Was supposed to be new functionality in Orchid.

  2. Holdings records created by duplication (as is often done in add-loc processes) result in corrupted records. Must create holdings records from scratch at the moment for process to be successful. This issue has resulted in the creation of a Jira ticket for the Folio community.

  3. Holdings records with ~350 or more items attached: items will not load to display in Inventory UI. Awaiting a service patch to fix this issue.

  4. Joshua described an earlier service patch rollout, shortly after Orchid was installed, that fixed an issue with holdings records containing more than 200 items not displaying. Installation of that service patch got us up to 350 or so, but also introduced other issues (that were subsequently fixed).

Test tenant had a data refresh to match Production

  1. Test and Production are in sync up to July 16, 2023.

Clarification of VuFind index refresh cycles

  1. Regular search indexes (the generic “catalog” search and other non-browse searches) are updated upon each OAI harvest of Inventory: on the hour and half-hour through each day.

  2. Alphabetical browse indexes are only refreshed nightly.

  3. Please take account of this as your are using alphabetical browse indexes in daily cataloging.

  4. Joshua indicated need to bring feedback to VuFind team that a faster refresh rate for alphabetical indexes would be useful for cataloging.

ALA report outs

  1. Notes from Tim:

    1. Noticing that ALA conference becoming less suited to professional needs; many necessary, useful meetings being held elsewhere or online

    2. Has notes/slides from sessions on DEI in Tech Services and linked data in discovery.

    3. MAGIRT arranged a tour of the Newberry Library; interesting maps in their collection.

    4. NARDAC presentation covered some information from the more recent RDA Communication’s Bulletin. Possible tension at this session may have been smoothed by PCC’s intention to proceed with a three-year rolling implementation of new RDA rather than some hard cutoff.

    5. Potential future ALA scheduling may be done to avoid conflicting with height of Pride Month activities.

  2. Expect forthcoming reports from others:

    1. Autumn attended an RDA Preconference that looked at the new RDA Toolkit.

    2. Info about LC’s intention to experiment with moving away from use of form subdivisions in LCSH, using LCGFT terms instead.

Highlights from RDA Communications Bulletin

  1. Forwarded by Joshua to CMS distribution list from PCC listserv.

  2. PCC timeframe for implementing official RDA will be over three-year rolling period: May 2024 through April 2027.

  3. PCC has been doing work for several years to help guide development of RDA Toolkit (in response to wide concern about its over-abstraction) and wrap it in helper documentation.

  4. PCC doing ongoing testing and evaluation of new RDA Toolkit. Structured testing has taken place, with a preliminary report given in May. More reporting to come in the fall.

  5. PCC Participants Meeting online July 27: update on training for new RDA.

  6. We discussed / wondered about degree to which forthcoming changes are in conceptual matter of RDA vs. changes in the Toolkit itself.

    1. There is some sense that PCC would like to / is trying to guide the structuring of RDA Toolkit guidelines in a way that is useful.

CMS leadership update

  1. Joshua remains head of cataloging until an interim is confirmed.

  2. Open call ended Friday and at least one person expressed interest; formality of an interview would follow. No further details available at the point of this meeting.

CMS 2023.06.20

Recording

CMS leadership news

  • Joshua is stepping away from Head of CMS duties for one year, July 2023 through June 2024.

  • Joshua will be focusing on project work around zines and the absorption of NACO Coordinator duties; he will retain CONSER representative role for now.

  • Interim Head of CMS will be identified via an open internal call for expressions of interest and a short interview process (no formal presentation). Internal call likely to come beginning of July with duties handed off by mid-July.

Folio Inventory editing tip

  • When editing multiple record types (such as when working on a disassociated instance) in Inventory, be aware that records identified for editing by means of filters in Inventory may be dynamically removed from search results as you edit (e.g. if you filter on location SPREM, but then eliminate that location from item and holdings).

  • For this reason, Joshua advises making required edits to Instance record before edits to holdings and/or item.

Do Not Detach stamps

  • Kate Ojibway helped renew attention to call number inscription step for newly cataloged materials that may require a stamp: Do Not Detach.

  • For items whose cover or title page is the only source of title in the piece, include a Do Not Detach stamp on verso. This will help prevent the removal of that cover or page in any binding process.

  • Call Number documentation in Confluence has been updated accordingly.

Call number inscription in books with non-Western orientations

  • In an effort to bring greater consistency to the call number labeling step for CatMan, Joshua updated/clarified procedures for inscribing call numbers in books with non-Western orientations (i.e. books oriented right-to-left, as with Arabic, Hebrew and sometimes Japanese scripts).

  • For these kinds of books, place the book in front of you with the spine to the left; inscribe the call number on the inside of this top cover for a hardback, or on the would-be title page verso if a softcover.

  • Call Number documentation in Confluence has been updated accordingly.

Orchid upgrade to Production

  • Still on track for some time the week of June 26

CMS 2023.06.06

Recording

Librarians: use vacation days

  • Librarians are reminded that they can only roll over 10 vacation days past June 30th.

  • You are encouraged to use any surplus vacation days before then.

Special Collections serial adds

  • Kris Baclawski’s retirement will be at the end of this month (party on June 26th!).

  • Devon and Dayna are taking over serial adds work.

  • Emily has training scheduled for them.

  • Catalogers are advised to hold off on sending serial adds until further instructions are given.

Use Elvl [blank] for full level cataloging

  • Since 2020, OCLC has been working toward deprecating their alphabetical encoding level values for MARC bibliographic records, planning to align with the MARC-defined values instead.

  • Catalogers are encouraged to use encoding level [blank] (indicating a full-level record) instead of the previous alphabetical code "I" for full-level cataloging.

  • Please update your constant data accordingly.

EBSCO mobilizing development efforts for overhaul of Folio Data Import

  • Joshua reported on Folio Product Council meeting that introduced developments in the Folio community related to Data Import.

  • Previously, a group of large Folio libraries (ARLEF), which includes MSU, raised concerns about the trajectory and scalability of the Data Import, and EBSCO has responded by moving to take a leading role in addressing those concerns.

  • The implications of this development on the Folio release schedule were discussed, with a proposal to merge two releases and potentially freeze other development for around six months.

  • Long-time Folio community members raised concerns about the unprecedented nature of the proposed release merger.

  • A positive upshot of addressing capacity issues in Data Import would be benefits for electronic resource management within Folio.

Orchid delineation between search and browse in Inventory

  • Joshua attended an Orchid update session led by Molly Driscoll.

  • Molly highlighting in passing some differences in search vs. browse behavior in Orhid.

  • Joshua demonstrated how queries entered under the browse tab in Inventory in Orchid (e.g. for subject or contributor) take you first to a list of results in shelflist order. Selecting a result passes you through to a search function for the exact AAP matching your selected browse result, but clicking on the browse tab again returns you to your browse results. So unlike earlier releases, you can revisit your browse list after selecting a result.

  • Issues remain re: indexing of ending punctuation in contributor values in the instance. For example, newly created instance records (i.e. derived from a newly imported SRS record) will include the comma preceding $e in the indexing. Legacy, migrated records do not do this. This difference in indexing behavior results in split files when browsing contributor in Inventory.

CMS 2023.05.16

Recording

Reminders / announcements

  1. Reminder about Laura Walesby's message regarding the Dean candidate search. The deadline for providing feedback on the candidates' presentations is May 17.

  2. Announcement about the upcoming retirement of the browser-based version of Oclc Connexion. Users will only be able to use it until April 2024, and the plan is to shift to WorldShare Record Manager. Primary impacts are on staff working with serials who need to maintain Local Holdings Records (LHRs).

  3. Notification about the merger of Catalogers Desktop into Classification Web Plus this summer. Select content will be migrated, and access will be available from August 1st. See announcement from LC.

Updates on Folio Orchid release

  • There have been some issues with the EBSCO’s upgrade to Orchid in the test tenant, but they are being resolved.

  • The production tenant upgrade will occur between June 26 and 30.

  • Orchid release notes are available on the Folio wiki: https://wiki.folio.org/display/REL/Orchid+%28R1+2023%29+Release+Notes

  • Three live update sessions are available from EBSCO to see Orchid features demonstrated and have a chance to ask questions. See forwarded email from Joshua sent 5/16.

  • The search and browse interactions in the inventory app will be split off into separate sections.

  • The test tenant was shown as an example, with search and browse options separated into different tabs.

  • Refreshing the test data from production will happen after the production upgrade to Orchid.

Call numbers added to Folio holdings records

  • With help from EBSCO, call numbers were added to holdings records in our production tenant, providing greater visibility of call numbers in the inventory app.

  • Around 8,000 records had multiple competing call numbers, so call numbers were not added to those holdings records. A project is being staged to address this issue.

  • The call numbers were added to the holdings records while still remaining in the item records.

  • The update doesn't have any immediate implications for discovery, it only enhances call number visibility in the backend.

  • Job profiles for generating call numbers were updated to include population of call numbers into holdings records as well.

  • It’s possible to re-engineer our approach to only include call number at holdings level and let it be inherited by the item record. There are pros and cons to this approach, and further discussion is needed at the team manager level.

  • For now, it's important to remember that call numbers are populated in both holdings and item records. Any changes needed in call numbers must be made in both places.

  • Copy numbers will generally not be recorded in the holdings records for non-serials. Our job profiles handle this. Copy numbers are embedded in the holdings record for job profiles cat 3 and cat 4 pertaining to serials, but not for monographic jobs using cat 1 and cat 2.

Folio Orchid authority and bib linking

  • A discussion ensued about the Orchid update that debuts linking of authority bib headings in bib records. The functionality was demonstrated, showing that headings can be linked to authority records in Orchid, but there were some unexpected display issues, such as extra boxes appearing.

  • The permissions for linking and unlinking headings were mentioned, indicating that they might not be available to all catalogers at the moment.

  • The need for further testing and feedback was emphasized, and attendees were encouraged to explore the test tenant and provide input on what is working and what needs improvement.

  • It was noted that linking functionality was not as automated as expected, and linking headings requires retyping and searching.

  • There was a discussion about permissions and whether linking should be part of the cataloger permission set.

PCC Operations Committee Meeting 2023

  • Emily and Nicole provided impromptu reports on outcomes from the PCC Operations Committee meeting in Washington DC in early May.

    • There was a focus on diversity, equity, and inclusion with respect to cataloging.

    • Involvement and impacts on Indigenous persons in cataloging and descriptions was discussed

    • The Library of Congress is hiring someone to develop relationships with Indigenous communities and work on describing Indigenous objects, places, and people accurately. This has an impact on SACO proposals in the meantime: any such proposals are on hold while LC lays the foundation for this new approach.

CMS 2023.04.04

Recording:

Timing of Nolana upgrade rollout

  • Nolana upgrade to Production on April 6

  • Authorities scripting process on April 7 after end of day, through weekend and all of Monday April 10

Announcements

  • Printing available in Nolana; Joshua demonstrates in recording.

  • Ruth Ann Jones joining CMS team, reporting to Autumn.

  • SPC cataloging: snake weights to be used instead of leather weights. Tad has snake weights on order to distribute to catalogers.

  • Observation days: 2 days per calendar year available for use; already available to staff using EBS; available to faculty as well, though TBD how to account in SMART.

Cataloging show and tell

CMS 2023.03.21

Recording:

Update on upgrade to Nolana

  • We have Nolana in our permanent Test tenant and in a temporary dryrun environment.

  • EBSCO has given conflicting guidance on which of these two environments should be the focus of our testing as they are doing script work related to authorities in one or the other of them at different times.

  • At the time of this meeting, instruction was to focus testing work in the Test tenant rather than dryrun.

Diacritics indexing in Folio Inventory vs. VuFind

  • Lisa Robinson demonstrated split file behavior due to unnormalized indexing of diacritics in Folio Inventory; we await assistance from EBSCO to reindex our records to hopefully remedy this.

  • In the meantime, VuFind has normalized diacritics (e.g. a and á are indexed the same) and searching and browsing is effective there. Catalogers should rely on VuFind for browsing needs; it is far superior to Inventory.

  • Instance HRIDs (001) and OCLC numbers (035) can be found in the staff view of any given record in VuFind; these can in turn be used to navigate to the record in Folio for editing work.

MARC Authority App

  • Folio application for viewing our MARC authority records: LC, local and others.

  • All catalogers have view only permission.

  • Lisa Robinson demonstrated the use of the app.

CMS 2023.03.07

Recording:

Special Collections laid-in material procedure review

  • Procedure for optional description of material laid in to Special Collections material being cataloged and for the required inclusion by Special Collections staff of notes documenting the relocation of that material to MSS 466.

  • Catalogers' optional notes describing individual laid in materials should be recorded in 561 (w/ $5 MiEM), per the procedure (please review steps there).

  • Special Collections staff required notes to be recorded in 590.

Update on using Google Translate app for cataloging

  • Update to the Google Translate app has complicated some of the cataloging uses we’ve used it for.

  • Google Translate still can be used with some perseverance or reorientation.

  • Still, Tim Kiser recommends use of OCR capabilities now available in iOS to capture text in photographs taken on one’s phone.

  • For example, one can use an iOS device (running iOS 15 or later) to take a photo of a resource being cataloged, OCR the text directly in the iOS Photos app, copy that text and paste into the Google Docs app, access that same Google Doc on one’s browser, and then use browser-based version of Google Translate. There are several ways to do this, probably; this is just one option.

  • OCR capabilities are also available in the Google Photos app on Android devices.

Folio Data Import update

  • We had Data Import downtime last Thursday; running presently but continuing to correspond with EBSCO.

  • Our evolving understanding is that Data Import runs on a finite amount of memory, which, when we exhaust it, makes work have to stop until EBSCO allocates yet more memory.

  • Please alert Joshua or another Team Manager as soon as possible if you are absolutely unable to load records to Data Import so that we can report the issue quickly. This doesn’t include Data Import errors like “completed with errors”. When records are not able to be loaded at all (i.e. the job never completes) this is when we need to file a report.

CMS 2023.01.17

Recording:

VuFind Soft Launch

  • See Devin Higgins’s January 6 message.

  • VuFind is available while still being actively developed.

  • Live connection to Folio Production; catalog updated every half hour (X:00 & X:30).

  • Please use it as you can or as you’re interested and provide feedback via link in header at the top of every page.

  • A viable fall back or first choice compared to browse functionality in Folio.

Folio notes & reminders

  • Please maintain vigilance to avoid including duplicate records in .mrc files you are bringing into Folio.

    • MarcEdit can be installed if desired to preview .mrc files before loading; can be used to check batches of records for duplicates.

    • .mrc files can also be opened in NotePad; not easily readable, but you can see the various elements in the display and check to make sure there’s only one copy of a given record.

    • Duplicate records in a .mrc file loaded into Data Import will result in a single Instance linked to multiple SRS records and there will be problems editing and maintaining the record going forward.

  • Please make sure that the Instance HRIDs in your 9XX fields match the instances you wish to overlay.

  • Folio browse contributor not retrieving results: a ticket has been entered with EBSCO to resolve.

    • Resolved in Test and Production as of 1/24/23

  • Folio browse subject

    • Subject headings as indexed include dashes as punctuation in some cases, depending on if the record is in its original migrated form from June 2022 or has been changed since then (or if it’s a new record since then).

    • Browse subject in Folio therefore behaves very irregularly and the indexes aren’t in order.

    • VuFind is a viable option while we wait for this to be fixed.

  • Folio browse call number

    • ongoing issues with particular sections of LC classification

    • Tim inquired with Folio community on Slack; there is already a ticket on this; seems to also be connected to original migrated records vs. ongoing cataloging.

    • VuFind is a good fallback in the meantime.

CMS 2023.01.03

Recording:

Round up of Folio updates over break

  • Test updated with snapshot of Production on 12/22.

  • Test also upgraded to Morning Glory Hotfix 1 over the break.

    • Hotfixes are incremental updates to major releases.

    • Release notes for Morning Glory Hotfix 1:

    • Some of the major elements in MG HF1 were already added to our Production tenant as urgent updates.

Disassociated Instances and MARC SRS: how to resolve

  • Recall how underlying MARC Source Record Storage is the “source of truth” for Instance records in Folio; see here:

  • If the linkage between a MARC SRS record and an Instance record is severed, the Instance becomes effectively unusable for us (and the MARC record becomes orphaned data that we can’t see anymore).

  • We can call these “disassociated Instances”.

  • Many of these introduced when EBSCO accidentally deleted and then restored Instances implicated in an order migration project.

  • Instances restored in this way are not usable; a new Instance (with a new underlying MARC record) is required and any orders must be moved to new Instance; old Instance to be marked for deletion.

  • Joshua demonstrated the process.

  • Procedure here:

Updates to job profile CAT2 (and prospectively to all overlays)

  • Updated to eliminate manual steps of: adding cat date, adding instance status, removing suppression.

  • If working as expected, will roll out to other overlay job profiles.

  • Joshua demonstrated use of new CAT2.