Meeting Minutes for 05/24/2023

Announcements

• Marmot hired a new staff person in User Services, Bethany.
• Ingram has "fixed" the QuickClick problem.
  • This was the problem where diacritics would cause the QuickClick load to fail.
  • This is a bad solution, but records will load.
  • Those record will be replaced later, so it's not a huge problem.
• We found that III is doing automatic link maintenance on MLN2, so Lloyd has started doing manual link maintenance weekly as well. Both systems are getting nightly automatic link maintenance and weekly manual maintenance.
  • This is the process that links item locations and bib locations.
  • Users should only have to worry about item locations, not bib locations.
• IUG Report
  • Vega Promote
    • This is a new product that can be purchased separately.
    • Vega Promote is an email promotion system like MailChimp. It allows you to create promotional emails and send them to your users. The advantage is that it would be directly connected to the user database in Sierra.
  • Vega Program
    • Also can be purchased separately.
    • This is for managing events and programs, study rooms, reservations.
  • Developing new load profile interface
    • Very early stage of development.
    • They are gathering information from users about what that could be.
    • They may develop a public interface that would allow users without training to see what the load profiles are doing.
  • 6.0 should be out before July
    • Everyone is getting Scheduler in 6.0.
      • Maybe we can get improvements to it since more people might vote for them.
    • Can download multi files of FTP invoices in 6.0
    • Can store vendor FTP password in 6.0
    • Can harvest OAIPMH marcxml in 6.0
    • I'm hoping this will allow me to export records to EDS more easily.

Completed action items

Discussion Topics

• Review the Marcive authorities process for both MLN1 and MLN2
  • There are two parts to the Marcive service, Overnight processing and Comprehensive updates.
    • Overnight processing is when we send our new records to them monthly. This lets them know what our new records are. They will send back copies of these records with any necessary fixes the next day.
    • Comprehensive updates happen to account for changes to headings. When an author's name changes or The Library of Congress changes the term they use to describe a topic, then we will get new copies of our own bib records to make those changes in our catalog.
    • Comprehensive updates happen on MLN1 quarterly and MLN2 twice a year, based on the separate contracts we have for each server. We will probably synchronize that when we renew the contacts.
  • Marcive has a complete copy of both of our databases. They got a complete set of records when each server started with the service, and we send monthly updates to keep them up to date.
  • New records are sent to them on the basis of the CAT DATE in the bib record. A record with a new CAT DATE gets sent to marcive.
  • Updated records should be sent to Marcive as well. Any time you make a major change to a record we should send Marcive a new copy by updating the CAT DATE. Change the CAT DATE to today and it will get resent to Marcive with your new changes.
  • Lloyd is inserting notes into our bib records on both servers about the problems that Marcive finds.
    • Marcive sends reports of all the errors they find, but these are not useful for us because nobody knows which of the errors found apply to their records and which might apply to other libraries.
    • Lloyd takes their reports and converts them into notes that can be inserted into the bib records which they refer to.
    • This way you can tell if there's an authority problem in one of your records.
    • These notes are inserted into 933 fields in the bib records.
    • You can create a list of the records with 933 notes and your items attached to find your authority problems.
    • You are not required to clean up these authority issues, but this process makes it possible.
  • Question: why is young adult fiction being flagged as a wrong heading in 655?
    • Lloyd recently asked about this on the Autocat email list.
      • The answer is that the Library of Congress decided that the audience for a work does not make a genre. Audience characteristics are recorded in a 385 field and 521 note. They think that's where you record audience, not in genre. Since Young Adult is the audience, they didn't include it in the controlled vocabulary they created for genres. They also didn't include Juvenile, or any other audience characteristics, except when they did include them, like with Juvenile Audiobooks, which is an authorized genre heading.
      • This is a very unpopular decision, but they don't seem likely to change it.
      • However we are under no obligation to follow these rules strictly. You should do what you think is best for your patrons. If you want to include this in a 655, you can set the second indicator to 2 and include a subfield $7 local. That will be ignored by Marcive.
  • 933 notes can be deleted once you have resolved the issue.
  • What if you want to add a subject heading that is not authorized?
    • You can put it in a 690 or 691 (for geographic headings)
      • These are local subjects and will be ignored by Marcive.
    • It is possible to get subjects added to the national authority file. To do this we would have to join the Mountain West Authority funnel. A library could join the funnel and contribute new headings. This would require some study and practice. Let Lloyd know if you are interested in doing this.
  • Question: what are the Loaded with notes in 995 fields?
    • Those are created automatically by the load profiles. Lloyd has been using them on MLN1 for a long time. He has added them into some of the MLN2 profiles and is planning to load them into all the MLN2 loaders
    • They create a history of when and how a record was loaded and overlaid so we can tell what happened if we realize something is wrong with a record loading process.
    • Please leave them in the records
  • Lloyd demonstrates MARC help feature in Sierra.
    • While editing a MARC record in Sierra you can click on MARC Tag Info in the Tools menu.
    • This will bring up basic help for the MARC field you have selected in the record.
  • Question: Who is supposed to clean up authorities?
    • We haven't set up any formal system for working on authorities.
    • We do not require that members do authority work but we appreciate it when they do.

• OCLC Collection Manager training?
  • OCLC will do training for this. We could get a training at MUG, but we would have to pay for travel.
  • Virtual training would be free.
  • MUG training probably would not be recorded.
  • OCLC does have training material on their website.
  • Most people are interested in a virtual training
  • Lloyd will contact OCLC about getting a virtual training
• Date you can delete order records
  • Currently paid order records have to be older than this to be deleted
    • MLN1 January 2018
    • MLN2 May 2019
  • Do we want to update these?
    • Yes, set the date 2 years back, change the date every year
    • Nina point out that you can delete order records that are newer than this date if you get them in a review file. You can use the delete records function on order records in a review file.
    • This function refers to the ability to delete individual order records.
    • Boulder does this annually with rollover
    • Steamboat does this monthly. They search for orders that are paid and don't have any items attached to the same bib.
• MarcEdit, anyone having problems?
  • Jen at GCPLD has been having problems with the MarcEdit plugin for acquistions
  • MCPLD is also having trouble.
  • The developer of the plugin has taken a different job and can't work on fixing the plugin any longer.
  • Lloyd has checked with JB and Marmot software development does not have time to take on managing this software, unless they gave up some other project they are working on.

• One library on MLN2 is experimenting with a load profile that will only overlay another record if the encoding level of the target record is lower than that of the incoming record.

• VuFind option.
  • Marmot is supporting the VuFind discovery system.
  • This will be an option instead of Pika.
  • VuFind does not have grouping, but it is better at browsing.
  • Carol attended the VuFind demo. She says that Aims still prefers Pika.

FOLIO Updates

• Mobius and GALILEO are going live in Summer of 2024    
  • This has pushed EBSCO to improve consortia support
• PALCI will bring one library onto FOLIO using OCLC for resource sharing. Hosted by Index Data
• Stanford will migrate this summer
• Texas State is preparing to migrate
• Mobius and GALILEO are pushing FOLIO to move fast on consortial support.

• Users will be affiliated with one or more tenants
• Serious data import issues continue. People report that the Nolana update is even worse than MorningGlory.
  • Chicago reported that a single record import took OVERNIGHT!
  • 5 colleges says that single record import can take 30 minutes
  • The Product Council will have a Big Meeting about data import. We'll see if anything comes of it.
• Multiple holding/item record loading is being developed
  • Location field will be the match point. Location will be in holdings and item records
• Call number browse is being developed
• Bulk edit can now edit 100,000 records

Ongoing Action Items