RS Preliminary LMS Migration Planning Group Minutes

RS Preliminary LMS Migration Planning Group Minutes
October 2, 2002

Data review process
The general consensus was that the workflow established for the data review worked well. Rich mentioned that he creates screen shots for the record examples we include in our problem reports before passing on the reports to FCLA. Betsy will begin providing this with our problem reports so that Rich doesn't have to do it.

Subset Load 1
Rich commented that Ex Libris said that due to FCLA's involvement the quality of the data migration is far better than would normally be the case. Overall, the migration of records in Subset Load 1 went very well.

Gerald explained that most of the diacritics are displaying correctly in the GUI Client. However, we do have concerns about the display of diacritics and special characters in the Web OPAC. We're not sure if the faulty display is related to our browsers or, possibly, our Web OPAC set-up. Gerald has been in touch with FCLA to try to resolve the problem.

Upcoming loads
Rich reviewed the timeline for upcoming loads:

SUBSET LOAD 2
(bibs, holdings, items, patron records, acquisitions data, and local authorities)
FCLA training: 10/16 and 10/17 for reviewers of patron records, acquisitions data, and local authorities
Data review: 10/16 - 10/30 (final report due to FCLA on 10/30)

There are still unanswered questions including training details, what is meant by "local authorities", and whether the circulation data will be limited to patron records. Nancy suggested that subject authorities be included in the load. Cathy pointed out that Preservation uses pseudo-patron records for binding purposes, so may need to be involved in patron record data review. Rich is going to confirm that the 866/899 data will be loaded and the 9XX records will be converted to firm fields. The group asked Rich to convey to FCLA our need to know what problems have been corrected from Subset Load 1.
TEST FULL LOAD
Data review: 12/17 - 1/7 (final report due to FCLA on 1/7)
The full load will be on the production server. Our subset load in nercdev1 will not be affected. FCLA expects that doing this full load will give them a better grasp of how long the process takes.

A question related to this load is whether or not the indexing decisions will have been implemented by the time of the data review. The report of the SUL Indexing Group (members listed at http://www.fcla.edu/FCLAinfo/lmsimp/indexmem.html) is supposed to be submitted in mid-October to the ALEPH Implementation Steering Committee (AISC info at http://www.fcla.edu/FCLAinfo/lmsimp/impcom.html).

A group member asked if we will need to install yet another ALEPH client when the test full load occurs. Rich said he has requested that FCLA provide a single client, which will allow access to the particular loads.
FUTURE SUBSET LOADS
Rich explained that there will likely be additional subset loads following the test full load.
OTHER DATES TO REMEMBER
Data conversion decisions finalized: 3/4
NOTIS frozen: 3/31 (except circulation)
Data review: 4/28 - 5/5
Circulation frozen: 5/9
Switch to Production (STP): 5/12
We expect to have read access to NOTIS after it is frozen. We're not sure yet if we will have the ability to actually edit in NOTIS for selected activities, such as serial check-in.

Naomi reported that she got abend messages when trying to add new 035/599 tags to the records in nercdev1. Betsy said that Lydia had indicated we would be able to edit records in nercdev1 for this particular purpose, although we're not supposed to edit the records in any other way. Rich is going to look into this for us. In the meantime, Betsy asked that this information be sent to her for forwarding to Rich.

GUI Client indexes
Betsy reported that, according to Martha, the GUI Client indexes will be based on the OPAC indexes. We expect to be able to recommend additional indexes for the GUI Client at some point. Martha plans to discuss the GUI Client indexes with the TSPC. Possibly a separate SUL subcommittee will be created to address this.

Holdings/Item display
The group spoke about the difficulties with ALEPH items not displaying under the appropriate holdings data. Betsy said that in a recent e-mail Mary Ann had given a tip about a way to configure the item index display:

In the Item Record Module, configure the item record list as follows:
Right click anywhere in the item record list column headers
A pop-up window will appear with the column headers
Click in the box next to Hol no.
Unclick other column headers as desired
Close pop-up window
Resize columns as desired
Set the sort options box at the bottom of item record list to sort by HOL number
All items linked to the same copy line (i.e., holding) will sort together

Piece count
Responding to a question we raised in our first problem report for Subset Load 1 regarding where we should look for the piece count in ALEPH, FCLA sent an e-mail to the Phase 1 Project Coordinators asking if their institutions endorse the migration of the piece count to the Circ Note area of the ALEPH Item Record. This will cause a pop-up message to display at check-in or check-out. The Circ Note is a free text field, so the potential exists for adding text to the piece number in future cataloging. The group supported having the piece count migrate to the Circ Note.

Lack of item records
A question arose about the public display of records that lack items. One of our problem reports indicated that sometimes the Web OPAC Standard Format displays "The library does not have accessible items". We suspect this might be due to the lack of item records for those titles (e.g., AJA0994, AJY2949, ANT8504). It was noted that ALEPH migration may need to create an item record for NOTIS titles that lack items. [Checking the examples above in ALEPH 10/09/02, the message no longer displays.]

Z'd copies
Nancy recommended that the group discuss the migration of Z'd copies at our next meeting, which elicited a few comments. Cathy reminded us that Preservation creates Z'd copy lines for their print master and camera master holdings. Michele and Naomi pointed out that Z'd copies contain information about the disposition of gifts as well as information about defunct electronic links. Staff use copies are often on Z'd copy lines. For these reasons and others we might opt to have Z'd copies migrate. Nancy suggested the possibility of coding the ALEPH holdings records as suppressed as a way of preventing this kind of information from displaying to the public, but at this point we don't know how that may be accomplished.

Celebration
Jimmie offered to organize a party to celebrate the end of the Subset Load 1 data review. Gerald will award prizes at the gathering.

The next meeting is scheduled for Thursday, November 7, 10:00-11:30am, Library East Conference Room.

Tasks:

ENJOY THE BREAK FROM DATA REVIEWING! (All)
COME TO THE PARTY TO CELEBRATE THE COMPLETION OF OUR 1ST DATA REVIEW (All)

Betsy Simpson October 9, 2002