Meeting Minutes for 12/21/2022

Announcements

• We do introductions for new people
• January meeting is canceled. Lloyd will be on vacation.
• Marmot will take over management of the MLN2 (Flatirons) Sierra server January 1
  • Marmot will manage two servers, MLN1 with our current members and MLN2 with the new libraries.
• MLN2 catalogers will join UCC
• Status of OCLC streamlined holdings project
  • Larry with OCLC who is managing our project is retiring.
• III Idea Lab is being replaced with the software enhancement system from Clarivite.
• Very large Marcive update
  • The Library of Congress made a change that will cause us to get all new records from Marcive. This update will be difficult for Pika to process. We will have to do it over several months.
• Sierra 5.6 released
  • Should fix bugs discussed at our last meeting.

Completed action items

 Discussion Topics

• Wrong coding for physical objects in templates
  • Many Sierra templates don't create a MARC leader field.
  • The leader is important for physical objects because Pika doesn't see the Sierra MAT TYPE field. You have to code the leader Rec Type field as a physical object for Pika to set the format correctly.
  • The only way to make a template with a leader is to copy another template that already has a leader. There is no way to insert a leader into an existing record, or template.
  • Please check your physical object records and templates to make sure they have leaders coded correctly.
• "DVD" in 245 fields
  • Don't insert extra things into 245. This will confuse Pika.
  • Some records have [DVD] or some other qualifier in the 245|a. 
  • This need to be in 245 |h or |k. These fields will not mess up Pika.
  • 245|a should only be the transcribed title. It is important that this matches from one record to another so Pika can do record grouping.
  • We do a global update to remove (DVD) when it immediately precedes a |h.
    • This cleans up many of them.
• Old order records allowing holds on things with no items -- list 305
  • Old order records are being left on bib records.
  • Sometimes vendors cancel things and the orders are left in Sierra.
  • The effect is that patrons are putting holds on bib that will never be filled.
  • Lisa has instructions for how to clean these up by getting canceled order reports from vendors and checking to make sure these order records are canceled. Lisa will mail her instructions for this process.
  • This also happens when orders are not deduped with items. Holds get placed on the order record and will never be filled.
    • You can find these with the Marmot dedupe reports. They will tell you if there are holds on things. If you dedupe things will holds you will catch these.
  • Lloyd will check for old orphan orders with holds that need to be deduplicated. This will be a monthly check.

FOLIO Updates

• The Nolana version has been released, but it is very small. Many people are thinking of skipping it. There is a proposal to cut back to 2 releases a year.
• Bulk Update function exists now, limited functionality.
• Export from Connexion is working, but you can't create items or holdings, can't choose a load profile, can't overlay.
• Duke University and GBV are funding development of serials prediction and check-in functionality.
• There is a new app called Open Access for managing open access faculty publications.
• Large record loads are still slowing the system down. Cornell U says they can load 20,000 records at a time, which takes 1/2 hour. Then they can start up another batch. This requires constant manual attention. The problem is when a large load is run, all single record imports have to wait until the load is done, so they have to do the manual batch loading off hours.
• OAIPMH uploads to EDS are not working well. They choke on invalid records.
• Single record import from OCLC uses Z39.50, but OCLC does not include $0, so any overlay from OCLC will wipe out $0, which is how FOLIO will connect to the authority app. There is no way to protect only $0.
• The User Management SIG has started a discussion of the Teams functionality. This is like what Sierra calls scoping. We would need this function to be able to run multiple libraries on a single tenant. I'm going to join this group in the new year to start following this topic.

Ongoing Action Items

Next Duplicates Sub-committee meeting: Jan 11

Next UCC meeting: Feb 22