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RS Preliminary LMS Migration Planning Group Minutes

April 4, 2002

In addition to reviewing the tasks identified at the February 22, 2002 meeting, the Planning Group also discussed title level notes, copy level notes, and analyzed series bound together.

We were pleased to have Nelda Schwartz join us for the meeting!

Title level notes and copy level notes

Dot distributed a list of the title level notes she has compiled since our last meeting. A longer version of the file, which includes an extensive list of copy level notes, is being continually updated and is available from Dot. Dot explained that title level notes are not searchable in LUIS. Her list includes those title level notes she unearthed as she investigated copy level notes using “fi chn” searches. Dot reminded us that title level notes will not migrate to ALEPH. According to FCLA, the expense involved with having ExLibris migrate this information is prohibitive. However, copy level notes will migrate to field 852 in the MARC holdings record.

The Planning Group reviewed each title level note in the list to determine if its information must be migrated and decided to focus efforts on transferring title level notes that do not contain information duplicated elsewhere (e.g., bib record). As a result, only two title level notes on the current list were determined to need attention:

  • DISCARD note: used formerly to highlight the disposition of unsolicited material
  • afrap and lacap notes: used to designate African approvals and LAC approvals on serial records
Some examples of title level notes that the Planning Group decided have information duplicated elsewhere or are simply unnecessary to retain include rrp, rrl, DO NOT USE, bcdt, brittle, appret (or approval return).

Betsy volunteered to query Rich Bennett, Chair of the UF ALEPH Steering Committee, to find out if it is possible for FCLA to create a report of selected title level notes. When reviewing the list, the Planning Group noticed that there are title level notes input by Documents and possibly other departments not represented at our meeting. Betsy offered to talk to Rich about disseminating word via the Steering Committee that title level notes will not migrate. [Per Rich 4/4/02, there is a chance FCLA will transfer all title level notes to the bib, but no definitive word on this yet]

RS Department staff were notified in March to discontinue inputting information in the title level note area with one exception. Cataloger initials may still be recorded in this area because cataloger initial information is primarily of value within 6 months to 1 year after a record is cataloged. We will have read access to LUIS for at least this time period after migration, therefore the information will be accessible for the timeframe necessary. It is our understanding that in ALEPH, the recording of the individual cataloger responsible for the creation and modification of data will be handled programmatically.

Re. copy level notes, the Planning Group was interested in knowing if the copy level note information migrated to field 852 in the MARC holdings record in ALEPH will be searchable. Betsy volunteered to take this question to Rich, too. We want to be able to create indexes for certain types of copy level notes, such as those recording bound with material, so that we can systematically review and standardize our method of inputting the information. Because we expect to have read access to LUIS for a period of time after migration, we should be able to generate indexes of copy level notes in LUIS even if it is not possible to do so in ALEPH, although we suspect it is possible.

Analyzed series bound together

Cecilia asked about migration issues related to analyzed series bound together. During the discussion, it was pointed out that we have not been consistent in our handling of bound together material. Nancy did some searching prior to the meeting and reported her findings:

  • chn=bd: 642 records
  • chn=bound: 7,389 records
  • chn=together: 5,022 records

Other possible chn searches were also mentioned:

Unlike in LUIS, in ALEPH it will be possible to attach multiple bib records to one barcode, thus making it easier to deal with bound with situations. The Planning Group concluded that we will have to wait until we migrate to clean up the bound with cataloging, but that it will be a priority to do so soon after migration. The critical factor is that we be able to retrieve indexes of the records. Nancy volunteered to put samples from her bound with searches in the test record file.

Class codes

Nancy reported on her follow-up work to a March 11 TS-PLAN e-mail from Mary Ann O'Daniel regarding call number counts. FCLA asked SUL institutions to review why and how they have used O, Q, U, and Y class codes to determine how these class codes should be converted (see and choose Call Number Counts). Mary Ann pointed out in a subsequent e-mail that manual merging of class codes prior to migration does not need to be done because the conversion specs can define how the class codes map. Nancy explained that the Ag call numbers used on material formerly in the Agriculture Library could potentially pose an index problem in ALEPH, particularly the ones with fewer than three digits preceding the decimal point. In LUIS the Ag call numbers with fewer than three digits preceding the decimal point were problematic in the past until FCLA came up with a fix. Nancy plans to add more call number examples to the test record file so we can observe how this information migrates and will include some classical literature call numbers.

Duplicate authority records

Nancy has been working on duplicate authority records because they don't migrate well to ALEPH. In March FCLA provided Error 1 and Error 11 NOTIS Error and Conflict Detection Reports to capture these duplicate authorities for clean-up purposes. Nancy and Gerald L. have been reviewing and doing clean-up on these authorities, and have added examples to the test record file. They have also been reviewing duplicate 010 reports and a small "d" report generated by FCLA.

Acquisitions related migration activity

Suzanne met with the CM Support Unit and showed them how to input records in the test region test record file. As a result, approximately 100 pre-order (i.e., provisional) records have been added to the file. The file also contains open order records coded smpall gobi.

Michele decided not to talk to other institutions about the need to create records for all of our direct vendors, but rather ask Rich to find out from FCLA if ExLibris requires individual direct vendor records. Acquisitions does not want to devote the large amount of time and labor necessary to create the records if it is not mandatory.

Serials migration work

Naomi has had limited time recently to focus on migration work. She reported that Serials has hired three new students and is busy reclassing currently received Dewey periodicals for the Library West reclassification project.

Unlinked item records

Various tasks related to unlinked item records (e.g., analysis of 387 No Item ID unlinked item records, reports of Reserve Item ID unlinked item records per location) are ongoing. Lawan has been particularly busy lately contributing to the work of the Library West Collection Preparation Steering Committee.

Betsy reported that she recently e-mailed Lydia Motyka and Mary Ann O’Daniel at FCLA about a process for testing the migration of unlinked item records.

Notification of test data loads

Following up on a question at the Planning Group’s last meeting, Betsy reported that Lydia assured us that we will have ample notice of upcoming test data loads. The first load of UF test data is expected to take place within a short time after the UF Kick-off Meeting scheduled for May 7-9.

Student help

Betsy announced that Andrea Chavez is still hard at work replacing or removing null values on foreign language records in LUIS. In January Ritesh Chaube needed to take a break from working for us to focus on his studies. In late February he explained that he would not be able to return to work for us this semester. Katya Tartarchuk is a new student who is spending part of her time doing diacritic clean-up on Russian language records.


Ask Rich Bennett, Chair of the UF ALEPH Steering Committee, 1) to find out if it is possible for FCLA to create a report of selected title level notes and 2) to find out if field 852 is searchable in ALEPH (Betsy)
Talk to Rich about disseminating word via the Steering Committee that title level notes will not migrate (Betsy)
Investigate testing unlinked item records (Betsy)
Continue to supervise student work with null values (Nancy)
Add samples from bound with searches to the test record file (Nancy)
Continue clean-up of duplicate authorities (Nancy)
Analyze group of 387 No Item ID unlinked item records (Lawan)
Begin to prepare reports of Reserve Item ID unlinked item records (Lawan)
Tag records to test 856 migration that have been derived into the test region (Lawan)
Determine if ExLibris requires individual direct vendor records (Michele)


Prepared by: Betsy Simpson, April 12, 2002


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