Links to Recording of Open House and Documents for 5C Record Merge

Thank you everyone who attended the recent 5C Bib Merge Working Group Open House. As a community, we have agreed to go forward with these recommendations in the presentation slides. If you have comments about these decisions, please contact us via our Slack channel.

Below are links to recordings and documents.

Reminder: 5C Bib Merge Open House 7/17

Reminder: Everyone is Welcome to the Open House

The Record Merge Working Group invites you to an open house on July 17, 2020. The purpose of this open house is to update the 5C community on the working group’s activities and present decisions made thus far by the working group for comment and review by the community. environment.

Details:

  • Day: Friday, July 17, 2020
  • Time: 1:00 -2:30 pm
  • Zoom URL
  • Presentation
  • Meeting Recording will be shared afterwards

Agenda:

  • Introduction & Welcome
  • Review of Bib Merge Working Documents
  • Anti-oppressive additions to the Guidelines
  • Discussions
    • OCLC Numbers
    • Remove Notes with $5 of DLC
    • Decoupling Bibliographic records with holdings in both general and special collections
    • Clean-up projects. Where are we?

Working Draft Documentation:

The following are the working documents of the working group.

5c Bib Merge Working Group Open House – Save the Date

The Record Merge Working Group invites you to an open house on June 17, 2020. The purpose of this open house is to update the 5C community on the working group’s activities and present decisions made thus far by the working group for comment and review by the community. This open house is open to everyone. We encourage you to join us in particular those who have a stake in our future shared bibliographic environment.

Details:

  • Day: Friday, July 17, 2020
  • Time: 1:00 -2:30 pm
  • Zoom URL

Tentative Agenda: A presentation will be shared sooner to the date.

      • Introduction & Welcome
      • Review of Record Merge Recommendations of What is in Scope and Relationship to Migration
      • Changes to our Dedup Profile
      • Discussions
        • OCLC Numbers
        • Decoupling Bibliographic records with holdings in both general and special collections
        • Clean-up projects. Where are we?

Working Draft Documentation:

Recording Available for the 5C Bib Merge Open House

The 5C Bib Merge Working Group Open House recording and chat script are now available. Below you will find those links along with links shared during the discussion.

We are asking for help with reviewing note fields. Some of the reports for the 5XX have to be downloaded. If you experience issues, contact the working group. Please note that it is not necessary to use a $5 for every single note field. This only pertains to a note MARC tag that allows a subfield 5 and where the information needs to be associated to a particular resource and institution. In contrast, we are asking that institutions set aside the use of local fields 9XX, X9X, XX9. The exceptions are 019 for the old OCLC number and 099 for local call number. For more guidance on these and other fields, see our Shared Bib guidelines. If you have questions or comments, don’t hesitate to contact the working group via Slack or email.

5C Bib Record Merge Open House: May 29, 2020

The Record Merge Working Group invites you to an open house on May 29, 2020. The purpose of this open house is to update the 5C community on the working group’s activities and present decisions made thus far by the working group for comment and review by the community. This open house is open to everyone. We encourage you to join us in particular those who have a stake in our future shared bibliographic environment.

Details:

  • Day: Friday, May 29, 2020
  • Time: 1:00 -2:30 pm
  • Zoom

Agenda:

Presentation Slides for Open House: Please note that we are still working on the slides at this time.

  • Introduction & Welcome
  • Review of Record Merge Recommendations of What is in Scope and Relationship to Migration
  • Brief Introduction to the Backstage Library Works Dedup Profile
  • Comment and Review of Working Group’s Decisions on 5C Shared Bibliographic Guidelines & Procedures
  • Discussion: Clean-up projects

Working Draft Documentation:

The following are the working documents of the working group.

Best,

Jennifer Eustis

On Behalf of the Working Group

Updated – Attend Virtually the 5C Record Merge Open House for Updates on Shared Bibliographic Records

Update: The 5C Record Merge Working Group strives to ensure that all can attend by providing a virtual option to our open houses and meetings. In light of recent institutions’ restrictions and COVID-19, this Friday’s open house will have the option to attend virtually via a Zoom scheduled meeting. We expect attendance numbers well below 50 and the in person meeting is still scheduled as this falls within Smith’s restriction of how many can meet in person for an event. Of course, please use your best judgement. Our documents can be viewed online which includes the presentation for this Friday. Lastly, to facilitate feedback and communication, we encourage you to send us your comments.

The Record Merge Working Group invites you to an open house on March 13, 2020. The purpose of this open house is to update the 5C community on the working group’s activities and present decisions made thus far by the working group for comment and review by the community. This open house is open to everyone. We encourage everyone to join us in particular those who have a stake in our future shared bibliographic environment. And there will be snacks.

Details:

  • Day: Friday, March 13, 2020
  • Time: 1:00 -2:30 pm
  • Location: 5C Library Annex in Hatfield

Agenda:

Presentation Slides for Open House: Please note that we are still working on the slides at this time.

  • Introduction & Welcome (5 min.)
  • Review of Record Merge Recommendations of What is in Scope and Relationship to Migration (10 min.)
  • Brief Introduction to the Backstage Library Works Dedup Profile (5 min.)
  • Comment and Review of Working Group’s Decisions on 5C Shared Bibliographic Guidelines & Procedures (40 min.)
  • Discussion: Potential Clean-up projects (15 min.)

Working Draft Documentation:

We ask the community to understand that these documents are currently skeletons. Over the next year, we will be adding and refining them and are the group’s working copies.

5C Record Merge Updates

The 5C Record Merge working group is looking at the Backstage Library Works (BSLW) deduplication profile, and how we as a community treat MARC fields in our bibliographic records for the deduping process. Each member did some small tests, and now we are working as a group with one larger test file. These tests are to see how best to configure the BSLW dedup profile. If you’re interested, BSLW has information as to what is involved on their wiki on deduping.

At these initial stages, we will:

  • Retain MARC Field 583 (Information pertaining to EAST)
  • Set verification method in profile to “Within” for publication fields (goal is to ensure those publishers with articles or not get deduped)
  • 245 (title) remains with default setting (So far tests show this is fine. We need to address subfields n and p more closely)
  • Only OWN code will be retained of the 3 letter Aleph codes for the purposes of testing
  • We want to follow any recommendations from the migration team on particular fields such as the 3 letter Aleph tags or the bibliographic system number in the 001.

We will continue to produce a number of reports in particular that relate to potential clean up projects. We will do our best to ensure that links to these reports are shared via the Folio-Five Colleges Slack channel #alephcleanup.

Save the date for our next open house for the afternoon of March 13, 2020 at the Smith College Annex. Details will be shared closer to the date.

Best,

5C RMWG

Steve Bischof (UMass/5C), Sharon Domier (UMass), Laura Evans (Amherst), Jennifer Eustis (UMass), Rebecca Henning (Amherst), Colin Van Alstine (Smith)

Happy Holidays from the 5C Record Merge Working Group

The 5C Record Merge would like to provide a short snapshot of our activities for the year. Our working group began in February 2019 with the goal to draft a recommendations document for June 2019. During this period, we had 3 open houses to talk about the meaning of shared bibliographic records for 5C. Based on these discussions and the working group’s research, we finalized our document that was approved by FIT.

We are now in our second goal of this project, to merge specific bibliographic records in preparation for our migration to FOLIO with the help of Backstage Library Works. In a smaller open house, we revisited with the community the type of bibliographic records to be included in the merge. We used collection codes from Aleph to include only those bibliographic records that are general, or, those that don’t include special notes or languages (archival or rare books), on the fly or brief records (equipment), or those not suited because of how they are processed or managed (bound-withs, batch loaded resources, etc.). We are now doing small sample tests to refine the deduping process with Backstage Library works based on our tests and documenting the results. To help with this process, we will be considering the MARC fields from bibliographic records in our 5C Tag Treatment Document.

Stay tuned for more updates and open houses next year.

5C RMWG: Steve Bischof (UMass/5C), Sharon Domier (UMass), Laura Evans (Amherst), Jennifer Eustis (UMass), Rebecca Henning (Amherst), Colin Van Alstine (Smith)