Meeting Minutes for 11/15/2023

Lloyd asked if members would be willing to draft minutes for him to review; this would make it easier to get minutes out in a timely manner. Nina and Lisa Solko agreed to do so - anyone else???; Nina will start this time.  

Announcements

• Brandon has started deleting unattached bibs on MLN2
  • This process is already done on MLN1. This is done on a weekly basis on bibs with no attached records. This means we don’t have to worry about deleting bib records when we delete items, but we still can if that’s part of our procedures.
• Lloyd discussed a new Marcive process to avoid overlaying records that get changed while the records are at Marcive for authority control. He’s been using the Last Updated date to determine the records being sent to Marcive. A long discussion ensued.
  • Lloyd noted that if someone changes a record within the 24-hour period when records are off at Marcive, those changes would be overlaid. A recent test showed that there were a good number of changes that were overlaid; since we don’t know what those changes are, Lloyd will do it in the middle of the month for the prior month, hoping that prevents a large number of updates from being overlaid.
  • Lloyd will also send a message to UCC letting people know that records are being sent to Marcive, and put a note in each record while it is out.
  • When the records come back, Lloyd will also check for those that were updated while they were at Marcive, those will not be updated with the Marcive changes. They will be set to go again the following month, so Marcive will get the changes made that day. Lloyd would use Updated Date to find those records.
  • Lisa asked if Lloyd could use the CATDATE instead of Updated Date to find the records to not update. It was agreed that this is the best procedure.
    • If you want the record to go back to authority control (e.g. adding a new author, subject, etc.) catalogers need to change the CATDATE. (An easy way to change the CATDATE is to put the cursor in the CATDATE field and press ‘T’ - this inputs today’s date.)
• A brief tutorial on Marcive:
  • Marcive does these things:
    • Inserts 336, 337, 338 fields, updating records to fit into RDA standards
    • Updates 300 field abbreviations
    • Fix Latin in records
    • Main thing: updating authorized fields: subjects, authors, genres
    • Marcive excludes suppressed, No AC (in 958 field), MatTypes such as Equipment, Temp.
    • If we send a record, and they don't have any improvements, then they don’t send it back.to us.
  • Records are sent to Marcive based on the CATDATE. If the CATDATE is within the previous month, then the record will be sent.
    • This means that if you update a record in Sierra you should update the CATDATE so your changes will go to Marcive.
    • You need to send changes to Marcive even if they are not authorized fields because Marcive will store the old version of the record, and they will send it back to us at some point in the future. If the version they have does not have your changes, then your changes will be lost when the send us an updated version of the record.

• These field group tags are protected from overlay from Marive on MLN1
  • f
  • g
  • h
  • i
  • j
  • k
  • l
  • n
  • o
  • v
  • y (856 and most 900s)
• Nina asks if CATDATE is the only thing that controls whether a record goes to Marcive?
  • No, these records do not go:
    • suppressed records
    • records with "no ac" in a 958 field
    • certain material types like AV Equipment 
• Once a record comes back from Marcive, the subfield 0 in authorized fields has a URL. You can change your preferences to show these URLs in a different color so they stand out in a record.
• Marcive does different things for MLN1 and MLN2 (Knowledge Base contains the contracts for both)
• Does an overlay from OCLC change the CATDATE? Yes, Nina tested this, and it does.
• SkyRiver’s loads also change CATDATE.
• If there is information in SkyRiver records that needs to be kept in an OCLC record, Lloyd adds that information into the OCLC record (in Sierra) and updates it. But this is not always possible for some records.
• Batch loading from OCLC updates the CATDATE; these records should go to authority control the following month.
  • Question: does Marcive update OCLC records?
    • A question was asked: is it possible for OCLC members to upload records into Sierra for non-OCLC members? No, our contracts don’t allow it.
    • Question: why do we send records to Marcive in the first place?
    • They make many improvements to our records, primarily authorized fields, such as author names.
    • Having Marcive maintain our authorized fields means our catalog is much cleaner.
• Those libraries who have been told never to change the CATDATE once an item was added to Sierra need to change their procedures.
• How does this work for batch loading from Cataloging Partners?
  • Loading a record from Cataloging Partners will also update the CATDATE, so those records will go to Marcive as new records.
• Is detailed Marcive info in the Knowledge Base? There’s a brief description, but it needs to be fleshed out to provide detailed information for the Cataloging function in the Knowledge Base.
• Continue this discussion at the next meeting.

Discussion Topics

• Pika merging and unmerging with Ashley (Minute 44:58)
  • How automatic grouping works and how to do it manually when it doesn't
  • Grouping is based on Title, Author, Category, and Language
    • Pika builds a grouping key out of the title, author, category and language for each record
    • When that key for two records matches exactly, then the two records are grouped
    • Some material from the title field may be normalized out, material in Square Brackets for example
    • For movies, the author category is replaced by run time.
  • Question: How do series effect grouping?
    • Series status does not effect grouping. If the title, author, category and language match between a series and a monographic record, they will group.
  • You can manually group things if you are signed into Pika with a user that has a cataloging role. 
    • Copy the grouped work ID from the destination group
    • Click "merge this work to another in the work you are moving
    • Paste in the destination Grouped Work ID
    • Click Save Changes
    • You can add another one into the group by repeating this process on another record
      • Use the original destination record for grouped work ID
      • You can't chain one record to another in a group
      • All the various records manually grouped need to point to a single grouped work ID
      • In other words the destination work can't be something that is already manually merged to a group
  • Question does it matter if you are logged in to your own site, or the general Marmot catalog?
    • If your site has local collections, like sideloads, that are not visible in the general catalog, it would be better to look in your local catalog so you can see if those are causing problems you might need to fix.
  • Demo of manual unmerge of works incorrectly grouped by the automated system
    • Work from the individual bib level rather than the grouped work level
    • Use the button from the staff view on the record
    • There may be a page saying "Invalid Record." This is just a temporary issue. It should go away when you refresh after a few minutes.
    • Sometimes the old cover art or other enhanced information may get stuck in the unmerged records. You can force these to refresh with the buttons in the Staff View section.
  • Example of problem issue
    • Grouping record is a conflation of the 2011 movie "The Help" with The Beatles movie "Help" from 1965.
    • This happened because the two movies happen to have similar running times and the titles are exactly the same when they are normalized.
  • Question: What if you mistakenly group or ungroup something, what is the best way to fix that?
    • When you are logged into Pika with cataloging permissions, you will have "Cataloging" as an option in the menu on the left. Under cataloging will be links to "Grouped Work Merging" and "Records To Not Merge" 
    • Each of those links to the table created by the manual merge and unmerge processes.
    • You can undo a grouping or ungrouping mistake by finding the entry on that table when you did the manual action. Click "edit." Then you will get a screen with a "Delete" button. Click Delete to remove the entry from the table. 
• We changed the order loaders on MLN2 to do first match, what about the QuickClick loader on MLN2? 
  • Everyone on MLN2 has to share the Quick Click loader, so I want to be sure it's okay with everyone to change that loader to "first match."
  • Fine with Longmont.
  • No objections to this change

• Question: Is it possible to view recordings of these meetings after the fact?

  • We have always used minutes instead of recordings. If people make a specific request for a recording it will be provided.
  • Is it possible to post all the recordings?
    • Yes, this is possible. We can do that.
    • Tammy says they would get linked on the UCC committee page on the Marmot website, not knowledge base.
    • Do we ever share information that should not be accessible on the open web?
      • If we make it the policy that these will be posted, then people would be aware of that and we should be careful about what is shared.
      • Maybe some screen shares could be sensative.
      • Other Marmot committees post recordings all the time, and it has not been a problem.
    • We decide to try posting the recordings, starting with this meeting.
• Planning for MLN2 reindexing project
  • Michelle at Louisville says she thinks this would be above her "pay grade" but she isn't sure who at her library would be able to carry on this discussion.
    • Lloyd says that indexing is really complicated and hardly anyone actually knows the details of what is going on, so a large part of the meetings would be going through the set up in detail so everyone understands what is happening before making any decisions.
  • Michelle asks if there is a template or something we should follow for this planning?
    • Lloyd says that he did this with MLN1 a few years ago, so MLN1 is kind of a template, but we don't have to follow that exactly because there are differences, such as MLN2 is all on SkyRiver, so there some important differences we will have to think about.

FOLIO Updates

• New Lists app is in the Poppy release
  • This is ment to copy to functionality of Sierra's Create Lists and Global Update, but it has a long way to go
  • For now you can only create a list and export a csv file
  • Eventually you will be able to do a bulk edit on a list, like in Sierra
• Consortia SIG did a demo of Enhanced Constorial Support
  • New consortium libraries have to be set up as a stand alone library, then added to the consortium system
  • Adding a new library can only be done with API now. You can't do it in the UI yet
• Metadata Management SIG did a demo of new features in Poppy and ECS.
  • Automatic authority record linking based on $0
  • New ability to create a MARC bib from the UI
  • Call number browse
  • Advance search popup
  • ECS filter to limit to local or shared records
  • ECS filter to limit by owning location within the consortium
  • Authorities can exist on local and or shared level
  • Ability to derive new shared or local MARC records from existing records

Next Special Projects Team Sub-committee meeting: Dec 13

Next UCC meeting: Jan 24