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RS Migration Group Minutes

April 15, 2003

We were pleased to have Mary Ann O'Daniel and Lydia Motyka from FCLA attend the meeting!

Send-off for Dot
The highlight of the agenda was raising our glasses to Dot for all her help with the migration! Dot finishes her phased retirement on April 17.

Test dataload
Betsy reported that a 4/14 e-mail from Lydia, which was forwarded to the group, explained that there would be further delays with the full test dataload. Among other things, Oracle problems have complicated the rerunning of the long headings index, which includes headings longer than 69 characters.

Per Lydia, UF should plan to do a thorough review of the full test dataload, including conducting searches in the headings index. She cautioned that there may be some misalphabetizing of the headings index due to the complexities of the load process.

In addition, Lydia mentioned that FCLA is trying to resolve issues related to the slowness of FCLA's servers. The California Digital Library (CDL) has similar hardware to FCLA, and ExLibris has been able to help CDL address similar concerns.

Rich and Martha are scheduled to meet with FCLA on Thursday, April 17 to discuss the migration timetable, and, specifically, the target STP.

ExLibris Serials Functional Training
Naomi, Cathy, Cecilia, and Michele were the RS Migration Group members who attended the Serials Functional Training on March 25-26. Naomi reflected that the Serials Module may be the most difficult to implement because of MARC holdings manipulation and prediction patterns. The structure for serials is very complex. The current version requires a lengthy display of items and additionally allows for a summary display. A future version is expected to provide an option for display of summary only.

UF plans to populate its Aleph installation with Harvard's pool of prediction patterns. The amount of overlap between Harvard's database and ours is not known. Martha stressed the need to establish workflow for adding and correcting patterns, and for Law, Health, and Smathers to work closely together to address display issues.

Retrospective work to add patterns is unavoidable. Naomi pointed out that the highest priority will be for current receipts.

In response to a question, Naomi stated that 899s used in NOTIS Holdings records will convert to 866s in Aleph Holdings records.

Training activities
Rich reported that April 15 is the last day scheduled for Smathers' Aleph 101 sessions. Feedback on the sessions has been very positive. Upcoming Aleph 101 sessions at the Health Science Center Library will be taught by Cecilia.

Trudi DiTrolio, Staff Development Officer, will be joining the LMS Steering Committee at its next meeting to discuss Aleph staff training. Betsy mentioned that the idea of taping training sessions is on the committee's agenda to consider.

Michele stated that the Acquisitions functional trainers have divided into small groups to address specific functions as follows:

  • Fundcode and Object Code (i.e., expenditure class code) Group
    A crosswalk has already been developed. Coordination with HSCL and LL is underway.

  • Serials Acquisitions and Serials Cataloging Group
    The group will address holdings issues. A separate training session re. MARC Holdings will be developed.

  • Monographs Receiving Group

  • Paying Group
    The group will cover all invoices and activities of Paying Unit.

  • Serials Check-in/Binding Group

The larger Acquisitions group will meet regularly also. It has compiled a list of questions for FCLA having to do with configuration of the pull-down menus, maneuverability within and across modules, etc. Michele explained that their goal is to determine workflows and to create supporting documentation. University of Maryland's online documentation has been particularly helpful. ExLibris documentation is lacking in examples.

Betsy reported that the Cataloging Trainers Group is scheduled to meet with Daniel and Mary Ann on Monday, April 21 to review a list of questions developed by the group. The questions are available on the group's Web site - (link).

Lydia asked if the Aleph system response time has been satisfactory. According to Rich, response time was good at the Aleph 101 sessions. Others agreed that response time has been fine. However, Suzanne said she has noticed some variability in response time. Lydia suggested this might be due to jobs running in the background.

Freeze plans
Jimmie announced that the CatME Circle she is coordinating to investigate the use of CatME during the NOTIS freeze as well as post-freeze is holding introductory CatME training sessions on Wednesday, April 16 and Monday, April 21.

Dot distributed the following handout, which outlines various aspects of utilizing nercicst, the UF NOTIS test region, during the NOTIS freeze:

Thought Regarding Cataloging in NERCICST during Gap41503 (doc)

The group discussed possibilities for storing material cataloged during the freeze. Among the suggestions were sending the material to 1) a non-public area 2) the stacks or 3) a segregated public area. Questions remain about the feasibility of creating unlinked item records and migrating the information, either automatically or manually, to Aleph.

Mary Ann plans to develop a draft crosswalk between UF's OCLC 049 codes and UF's locations/sublocations for review within the next two weeks.

Nercicst holds promise as an alternative for original cataloging. Whether or not it could be useful for shared cataloging is yet to be determined.

Michele reported that PeopleSoft developments are progressing and may impact Aleph decisions (e.g., length of vendor codes). Barbara Oliver and others serve on the UF Bridges Vendor Relations Team. For general information about UF Bridges and Peoplesoft, see the attached DDD memo.

3-4-03 DDD memo (doc)

The next meeting is scheduled for Monday, May 20, 10:00-11:30, Library East Conference Room.


  • Be prepared for notification of further dataload review (All)
  • Continue to investigate freeze activities (Jimmie, Betsy, etc.)
  • Plan for functional training for staff (functional trainers)

Prepared by: Betsy Simpson, April 28, 2003



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