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Know Your Data: A Structured Approach to Migration Preparat Know Your Data: A Structured Approach to Migration Preparat

Know Your Data: A Structured Approach to Migration Preparat - PowerPoint Presentation

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Know Your Data: A Structured Approach to Migration Preparat - PPT Presentation

Richard SaponWhite Oregon State University May 8 2015 ELUNA 2015 About Data Structure and Maintenance Two Examples Lessons To Be Learned Sharing information 2 Overview The fault dear Brutus is not in our stars ID: 589484

dda records data migration records dda migration data case record clean field ebl suppressed codes osu marcive title description

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Slide1

Know Your Data: A Structured Approach to Migration Preparation, Post-Migration Clean-up, and Ongoing Metadata Maintenance

Richard Sapon-White

Oregon State University

May 8, 2015

ELUNA 2015Slide2

About Data, Structure, and MaintenanceTwo ExamplesLessons (To Be) Learned

Sharing information

2

OverviewSlide3

The fault, dear Brutus, is not in our stars,But in our data,

that we are understaffed.

3

Shakespeare on Integrated Library SystemsSlide4

“Structured information about an information resource of any media type or format”

– Priscilla Caplan, Metadata Fundamentals for All Librarians. Chicago: ALA, 2003.

Structure on macro level

Bibliographic records, item records, holding records

Structure on micro level

Individual MARC fields

and subfieldsItem record elements

4

What is (meta)data?Slide5

Content rule changesAACR2  RDA

Revision of authority records

Serial title changes

5

Metadata is DynamicSlide6

Status changes: on shelf, checked outMissing or withdrawnPut on reserve

URL changes

Insert notes:

missing pagesmissing issuesautographed copiesEt cetera!

6

Metadata is Dynamic (cont.)Slide7

 Bibliographic, holdings, and item data

 Fix bibliographic records that do not have a 245/title

 Clean up invalid dates.

 Clean up chronology and enumeration (item/issue description) for serials as Alma uses these sequences in issue-level requests.

 Identify links pointing to existing source systems that are migrated, so that they can be removed or updated, if necessary.

 Identify and delete duplicate Bibs.

 Consolidate multiple holding records for identical item copies for the same location/call number.

 Assign a value for empty collection/location for items/holdings, if applicable.

 Statuses and codes

 Standardize statuses and codes to remove extraneous entries and consolidate them into fewer options. Review and reduce purchase order statuses, if this is applicable.  Review non-standard MARC fields (alphanumeric, for instance), revising records as appropriate. Note that migration allows mapping to local 9XX fields.

 Review and consolidate material types for items (for example, BK, Book, Monograph)

 Old data

 Clean up and/or purge patron records that are inactive or expired and have no outstanding items, fines, fees, or other transactions.

 Clean up and/or purge patron records with fines, fees, or other transactions that are older than a certain date and/or less than a certain amount.

 Clean up and/or remove purchase orders that are old drafts or tests.

 Clean up and/or remove invoices that are old drafts or tests.

 Clean up standing orders and subscriptions that are old, should have been closed, or require investigation when active, but have been inactive for years.

 E-resources and package resources

7

Getting Ready for Alma Implementation, Appendix B

Optional Data PreparationsSlide8

ILS consists of recordsEach record has component parts (fields, elements, etc.)Each field/element may have subfields, etc.

8

The Structured ApproachSlide9

Consider each component field and subfieldRecord in a central location/document the definition of the field/subfield and what data is acceptable for that field/subfield

Less concerned with content defined by national standards (e.g., RDA/AACR2-specified content, MFHD)

More concerned with locally-applied data and tracking of records

9

The Structured Approach to MaintenanceSlide10

Millennium is heavy with codesSuppress/T field to identify bib records to suppress

10

Case #1: Suppress/T codes

= not suppressed

c = SUPPRESS ORD (10)

r = ACQUISITIONS (382)

p = MARCIVE SERIAL (169)

u = MARCIVE MAPS (0)

i

= BNA SERIAL LOAD (4480)

l

= DON’T USE-ORB (6)

s = NOT ORBIS/SUPP (4479)

d = DELETE CODE (16)

a = APPROVALS (46)

w = WITHDRAWN (1171)

t = MARCIVE MONOG (10,662)

v = MARCIVE MONTHL (136,758)m = CONVERN ON FLY (32)n = SUPP LOC & ORB (1069)z = NOT ORBIS/DISP (28,016)Slide11

No one remembered what some codes meant.

8 records had a blank (not “-”). These were “ghost” codes that Millennium retained, but could not be used in a search.

Elsewhere in Millennium, table indicated which codes meant suppress and which were just markers.

11

Case #1: Pre-migration

Problem (cont.)Slide12

Anything other than “-” migrated as suppressedNone of the codes migrated to AlmaPost-migration clean-up

All

Marcive

records (p, t, v) had 086 and were unsuppressed in a batchRecords marked for deletion were deletedSome had other characteristics that were used to identify them

12

Case #1

: What Happened at MigrationSlide13

For every code or field, document:Its definitionThis field is used to identify whether the bib record is suppressed or unsuppressed

In some cases the field is used as a marker and does not reflect record suppression

The meaning of values

a = approvals (suppressed so that users don’t request materials not yet cataloged)

m = conversion on the fly (not suppressed so users know we own the title, but status indicates unavailable

13

Case #1: Lessons LearnedSlide14

14

Case #1: Lessons Learned

Code

Definition

# of records

Notes

a

Suppressed

520

Use

only for checking in issues

b

Not

suppressed

1,234,567

c

Marked for deletion (suppressed)

5

Delete quarterly; see dept.

manual for details

d

Record load from XYZ,

inc.

954

Records are

not suppressed; delete after lease expires 6/31/2015Slide15

Store your documentation in a form that is easily accessed by staff:Excel spreadsheet

Word document

Department manual in paper or online

Wiki

15

Case #1: Lessons Learned (cont.)Slide16

Has considerably less coding than MillenniumHas many free-text boxes in inventory (especially notes: internal, statistics, internal description)

Let’s look at an example!

16

But Alma…Slide17

In Millennium: Over 5 years, had loaded ~70,000 bib records from EBL via

contract with OSU

001

EBL239893When purchase triggered, DDA record overlaid with one from OCLC

17

Case #2:DDA RecordsSlide18

At same time, OSU participated in EBL DDA program via Orbis Cascade Alliance:

740

Orbis

Cascade Alliance EBL DDA unpurchased title.When purchase triggered:740 Orbis

Cascade Alliance EBL DDA purchased title

.

Post-migration: Manage DDA via CZ

Delete OCA DDA records prior to migration

18

Case #2: DDA RecordsSlide19

Some OSU DDA records matched with NZ records and were overlaid001 EBL number replaced with OCLC numberSome OSU DDA records unmatched and retained 001 EBL number

Purchased OSU DDA records unmarked!

Ability to do monthly loads of OSU DDA records was problematic

19

Case #2: What Happened at Migration?Slide20

Purchased titles identified with Internal Description note in portfolio (~2000 records)EBL purchaseCreated set of IZ-only records for deletion

Marked unmarked records in NZ with “OSU EBL DDA to be deleted” in Internal Description note

After everything deleted, reload entire set of records for a fresh start

20

Case #2: Problem resolution Slide21

Import profiles – use the Profile Description box!Mark sets of records so they can be isolated and manipulated later

Delete

DDA records pre- & reload post-migration

Create a log of record loads and their distinguishing characteristics (history in Alma retained for 1 year only)

21

Case #2: Lessons LearnedSlide22

If pre-migration, look at every unit of (local) data and…Record its definition/description

Determine if it needs to be edited or deleted

Can editing or deleting be completed pre-migration?

If not, will the data migrate so it can be edited or deleted later?

22

Get to know the data you haveSlide23

Whether pre- or post-migration: Create a central location to record information about your data

Make sure everyone in your unit/library knows where to find the info

Review it periodically for updating!

23

Best (?) PracticesSlide24

Richard Sapon-WhiteHead, Cataloging and Metadata Services Unit

Oregon State University

richard.sapon-white@oregonstate.edu

24

Thank you!