Meeting Minutes for 08/25/2021

Announcements

• Marmot is working on a new Knowledge Base to replace current documentation for MUG
• MUG presentation on GAP analysis
  • Are any members interested in working on this presentation at MUG?
  • No, they are not interested.  Lloyd and Brandon will probably do this
  • Mary says she would like to hear from someone who is using FOLIO about it
    • Maybe we could get an implementer to present at MUG

FOLIO Updates

• Implementations
  • The entire University of Missouri system is going to FOLIO next Summer.  Hosting with EBSCO.
  • TAMU will postpone implementation until some time next year.
• Consortia SIG is working on a central administration tool for a multi-tenant setup.
• MARC to MARC matching is working in Juniper.  Previously you could only match to the inventory record.
• INN-Reach team is working on the system for record contribution. First it will load bib records, second it will pull item status.
  • They hope III will let them do certification in pieces rather than have to finish the whole thing before starting.
  • They still hope to get certification for the first release of 2022.
• Product council decided that reporting is a core function.  The LDP will be a core app.
• Data import can load up to 50,000 new records at a time, but updating existing records takes a lot more resources.  Only 5,000 updates can be loaded at a time now.
• QuickMARC looked at how to store serials holdings records.  These will be stored in a MARC holdings record attached to the bib record.  This is the same structure as Sierra.
• WOLFCon will be in Hamburg Germany in September 2022.
• Jamie asks if Marmot is doing anything beyond attending meetings to work toward an actual implementation?
  • Marmot IT is working with Index Data to figure out how we might implement a test server.  We have not heard anything about the work on this recently.  Chris is the lead person on this project for Marmot.  They are looking at whether they would use local hardware or cloud-based.
• Tallie asks if we got a speaker from Cornell or Missouri maybe they could talk about how it works with their discovery system.
  • Cornell is currently using Blacklight and Missouri is using VuFind.  Nobody is using Pika, and Bywater’s implementations are all on VuFind. They have not tried to use it with Aspen yet as far as we know.  So we are probably on our own to figure out Pika and FOLIO.

Completed action items

Discussion Topics

•  EDS loading issues
  • The process to use Scheduler for the EDS export requires two large review files.  These would have to be reserved.
  • The two files would have to be large enough for CMU’s collection.  One would have CMU’s items and the other would have their bibs.  
  • One issue is whether we need to do a full export every night, or just an update.  Update is faster.  But if we only update, how do we let EDS know when we delete things?  We would have to send them a file of MARC records for things we delete.  This would be difficult to organize.  The current method is to use the splitter to send a full export for each college.  EDS just replaces the whole file every night, so deletes are not a problem.
  • The difficulty with doing a full export is the timing.  It takes a couple of hours to export the full update for CMU.  If each of the EDS exports takes a similar time, there won’t be enough time to do all those exports each night before morning.
  • Nobody wants to have to send files of deleted records to EDS.  That means full export.
    • Maybe we could do a full export weekly?
    • 3 times a week?
  • If we do a full export nightly
    • The CMU VuFind export takes a couple of hours, then another couple for their EDS.  Each of the other EDS exports will take a similar amount of time.  There is not enough time to finish all those exports each night before opening
    • Why not continue them during the day?
  • Jamie asks how is the EDS export different from the VuFind export
    • They probably could be the same.  Right now the VuFind export uses a different search
  • Jamie says that he remembers a time when we used to send EDS a single file and they separated it for us.  Maybe we could do it that way.  
    • Lloyd will check with EBSCO about that option.
  • The export for SD51 also has to be accomplished.  They have about 300,000 items and 130,000 bibs.  They both have to be sent to several vendors regularly.
  • Lloyd proposes the option of a weekly export.  Maybe we could export each college on a different night of the week.  
    • Jamie thinks that might not be acceptable, but he will check.
    • Adams says weekly export would be fine with them.
    • Aims also think weekly would work better.
    • CCU says weekly would work for them as well.
  • If we were to send one giant file to EDS, how big would it have to be?
    • 1.52 million items for CMU, CMC, FLC, WSU, ASU, Aims, and CCU.
    • That would only free up about 500,000 records from our 2.1 million.
  • The goal of this project is to free up some of the 2.1 million files.
• Jamie asks if we really need to save files, or if we are okay with files.
  • We start talking about how crowded Create Lists is.
  • Lisa says we should delete files older than a year.  They have probably been forgotten.
  • Our policy is that if you have a file you need to keep, you should own it and we will leave it alone, otherwise, we might move it or empty it.
  • Lloyd usually prefers to try to contact the person who left the list and get them to empty it.  It is an opportunity to teach people better to create lists etiquette. 
  • There is a discussion about the possibility of a MUG presentation about Create List management.
  • People could make use of Saved Searches, but that function is troublesome because we only have 250 of them. Many are probably outdated, but we can’t tell when they were last used by and who created them.
  • Mary suggests if we identify a library that frequently doesn’t follow best practices in create lists we could offer that library its own training.
  • Tammy says she has noticed that people are more involved in training when there is only one library in the training.

Ongoing Action Items

Next Duplicates Sub-committee meeting: Sept 8

Next UCC meeting: Sept 22