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

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)

Bibliographic Record Merge — Updates

The 5C Record Merge Working Group is currently working on a match profile, which we sometimes refer to as a mapping. This match profile will include all the MARC fields in our bibliographic records that are part of the merge and notes on what to do on merge. In short, these notes will be the decisions that we make for each field. For example, for 590 field, do we map this to a 500 note and add a subfield 5 with the code for the owning institution? The merge profile will also add comments on the type of behavior we’d like to see on merge, whether certain fields need to be normalized, what to do with like or exact matches, etc. 

One of our first steps towards this match profile is to look at our collection codes. Our decisions are not based solely on location. However, this first entry will help us see what collections and/or locations we have across the 5C and ask questions as to what should be included and excluded. This process is just fine tuning what we recommended in our Recommendations Document.

Alongside this work, the members of the group will be doing small tests with Backstage to tease out more questions and start forming a decision narrative for the merge profile. You can follow our tests from our Sample Tests with Backstage spreadsheet.

Five College Record Merge working group update

The Five College Record Merge Working Group submitted its Recommendations report to FIT and FCLC in June of this year. If you remember, the charge of this working group has multiple phases. The first was to create a recommendations document on how to merge bibliographic records in preparation for the migration to a single tenant FOLIO. The second phase is to act on those recommendations to deduplicate bibliographic records. 

FCLC endorsed the decision to use Backstage Library Works (BSLW) as our vendor to help us deduplicate bibliographic records within the scope of the record merge. Because of the number of bibliographic records involved, approximately 5 million, FIT and FCLC have decided to forgo authority control loads until this can be handled by FOLIO. The entire file will be reset at that time.

The group has a number of items to address in these early stages to prepare for deduplicating bibliographic records. We will be working with BSLW  on refining the contract, timeline of events, algorithm used for deduplication, and testing samples. The working group is also beginning to work on a testing procedure and mapping document.

Records Merge Working Group Invites you to 2 Open Discussions

The last records merge open discussion focused on special collections, analyzed sets, bound-with, and  electronic resources. A recording, summary, and images of notes can be found in the FIT Documents folder for the Record Merge Working Group. A word of warning about the recording – we broke out into groups which didn’t translate to the recording. The beginning and end was captured. If you were unable to attend or have more you’d like to contribute, post your comments to this form which is anonymous and only for internal use.

We are in the process of scheduling two additional open discussions. Save the date for these upcoming events:

  • April 30, 2019, 1:00 pm – 2:00 pm, The Annex: Open Discussion on (Not) Merging Suppressed Records
  • May 10, 2019, 9:30 am – 11:00 am, Mt. Holyoke: Open Discussion on Merging and What steps should be taken to prepare to Merge (or Not) on: Special Collections, Analyzed/Bound-withs/Cat Seps/etc., a third topic to be announced

We encourage everyone to continue the discussions on merging and how to prepare for the merge with their colleagues. If you have a group and a topic for the May 10th discussion that isn’t special collections or the analyzed/etc, let us know via the form, by email (jeustis@umass.edu) or Slack #5crmwg.

The Five Colleges Record Merge Working Group Launches

On June 5, 2018, EBSCO Information Services announced that the Five Colleges agreed to be an EBSCO FOLIO Beta partner. Since that time, much has happened to steer our Five Colleges towards FOLIO implementation. A new landing page for the FOLIO project was created. There is the FOLIO Implementation Team (FIT) whose members come from all the Five Colleges. And FIT has been working hard to coordinate implementation as can be seen from the documentation and regular updates communicated through Newsletters and now the Five Colleges FOLIO News.

 

As we enter Phase 03 of the implementation milestones or data migration and testing, FIT has launched the Record Merge Working Group. The members of this working group are Steven Bischof, Sharon Domier, Jennifer Eustis (lead), Rebecca Henning, and Colin Van Alstine. The Record Merge Working Group (5CRMWG) is tasked with creating a recommendations document for the merge, and, has also created a charge. Members of our working group will be reaching out to you to open and continue discussions on what it means to merge records, what records should be merged or not, and any questions about the merge. Our first group discussion is scheduled for April 12, 2019 from 9:30 am – 11:00 am in the UMass W.E.B. Du Bois Library in Room 1920. We encourage people to come in person. Realizing that is not always possible, a virtual option will be available.

 

As we work on the recommendations document, the 5CRMWG will share updates via this blog, Five Colleges listservs, and slack (via the #5crmwg channel). We encourage the entire Five College community to participate in these discussions.