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TS Aleph Implementation Group Minutes
December 8, 2005

Dream Team

Jason announced the formation of the Dream Team. The members are Matthew Daley, Jason Fleming, Jody Hewitt, Michael Jay, Doug Smith, and Adrian Zeck. The goal is to develop and distribute expertise in writing macros and running reports throughout the Libraries. The group will coordinate basic macro training for all staff who need it and will post documentation of all current UF macros locally and on the FCLA TSPC Swiki.

Macro Express

Prior to the December meeting Cathy asked how Macro Express will be distributed to the branches. Jason responded that serials staff in the branches have been instructed to request Macro Express from Systems. A comprehensive list of macros is being created. Cathy pointed out that there is a wide range of expertise among the A-Team members, and Jason suggested that onsite training in the branches could be helpful.


Jason explained that Macro Express can be used to alter Aleph generated reports. Ret-03 (Retrieve records using CCL) will generate a report based on defined search criteria. Print-01 (Print catalog records- custom format) can be run to produce ret-03. Macro Express can use the source code generated to render a usable report. Rich cautioned the group that reports should be run in the Report Client.

Michele noted that Jason is developing a title list based on object codes.  Donna Alsbury's object code reports only include system id numbers and not titles.

Example: 4000ETD (3,595 titles)
Output produced by Aleph

Example: 4000ETD (3,595 titles)
Output produced by Macro Express


Jason reminded the group that the InfoWorks Link Checker was purchased to handle our linkchecking needs.  First, a search for records with hypertext links is performed in the Catalog Module. The results of the report are downloaded in MARC format, and the Link Checker accesses this file to determine if the links are correct. Jason will work closely with Lawan to configure resulting reports. Rich said that certain categories of e-resources, such as Serials Solutions records, should be excluded from the linkchecking routine.

Results: HTML

Results: Excel


Jason is serving as UF's coordinator for contributions to the FCLA TSPC Swiki, which is a secure editable region on the Web where SUS institutions can store documentation about Aleph.  The rationale for creating the Swiki is twofold: 1. Aleph information is proprietary and shouldn’t be available to the public and 2. It provides the SUL with a means to collaborate about Aleph issues and functionality.

Cataloging statistics/New Titles

Betsy demonstrated a macro that assists catalogers in recording their cataloging statistics and captures new titles to add to the New Titles logical base. A NEW field, which includes the current date, will be added to the holding record via the macro when the cataloging is completed. FCLA will run a routine to convert the NEW field to an OLD field based on the specified timeframe for inclusion in the logical base. NEW titles can be searched using a WNW command; OLD titles using a WOD command (e.g., WNW=20051101->22051231 - note the convention for designating a range is "->"). Catalogers will be introduced to the macro in January and implementation is expected soon thereafter.

TKR standard

In Suzy's absence, Betsy informed the group that efforts to develop a TKR standard (i.e., a guideline for creating TKRs and a compilation of existing TKRs) have been on the back-burner while the TKR Standard Group worked on an automated method for recording cataloging statistics and creating a New Title list.  With those tasks well underway, Suzy expects to move ahead with developing the standard.

In-Process Requests Task Group

Doug reported that the task group is currently working on gathering information from other Aleph institutions about their handling of in-process and hold requests.

Missing Items Group

Matthew conveyed that the group has been busy on a number of fronts.  Doug met with Debra Woodward at ALF to help her get started with reviewing the list of missing items and showed her how to suppress holdings and bibs.  Matthew requested that FCLA activate the display for lost items assigned IPS LO.  Other tasks to be completed include further customizing the IPS codes and developing a workflow for lost items.  Suzanne commented that Acquisitions should be included in the communication loop.  Rich suggested that the group review the old procedures.  Even though many of the details are no longer applicable due to our migration to Aleph, on a macro level the old documentation may be instructive.


Priscilla announced that the SUL TSPC Authorities Subcommittee hosted a day-long meeting at FCLA on 11/10/05 to discuss Aleph authority issues and share local practices.  The subcommittee decided to recommend that FCLA add MESH headings to the subject heading loads and continue to issue NOTIS authority reports until there is an adequate Aleph reporting system in place.  Martha explained that the subcommittee should submit these recommendations to TSPC, which will forward them to the SUL directors for their consideration. 

Per Priscilla, FCLA may have determined a way to issue institution-specific Aleph authority reports, but this work follows other tasks on the priority list.

The subject heading loads are progressing, but much remains to be done.  Some related authority clean-up activity has been centralized to support the effort, and FCLA is going to hire OPS help for Mary Ann O'Daniel.

The subcommittee discussed the idea of outsourcing authority control but concluded that the difficulties associated with reloading large files of bib records into Aleph preclude this option.  The consensus is to wait for later Aleph versions, which are expected to resolve a number of authority problems, before deciding to pursue outsourcing.  Betsy noted that outsourcing the gap file, a much more manageable number of bib records to reload, as well as the current ongoing cataloging might be viable if the GenLoad enhancement suggested by Gerald were to be implemented - i.e., to check the 005 (date/time of last edit) with the option not to overlay if the date is later than the 005 in the incoming record.

Duplicate holdings

Rich announced that FCLA has applied a fix in Test to address the problem of duplicate holdings in the Web OPAC generated by multiple material types assigned to a group of items.  Rich has instructed FCLA to apply the fix in Prod.

The next meeting is scheduled for Thursday, January 26, 10:00-11:30am, Library East Conference Room.  It will be a TS/PS/CM joint meeting.


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