Wilbur has asked Shelby to organize the library's efforts to prepare for migration to Ex Libris's ALEPH software.

When contracts are signed and documentation is available and ODIN has received training, the process will need to move according to a plan. A lot of decisions will need to be made. Teams will be formed as appropriate to discuss and work on issues pertinent to the many functions PALS currently performs that we need to move, improve, adjust in Ex Libris's ALEPH software.

In the meantime, it is CRITICAL that we CLEAN UP records for known situations in PALS where there are inaccurate or incomplete records or links. Accurate records will migrate; inaccurate/incomplete records won't. So as not to lose all the work that has been done by everyone in the library in PALS, it is important that we all work together to get records ready for migration.

This Web page has been set up to keep track of what needs to be done. It is a Working List. It will change and more will be added later. At this time there are three parts to the page, "Goals", "Tasks" and "Completed". Currently the "Goals" section is addressed to A/BC and DPTP where work can and needs to be done now. Under "Tasks" are a variety of things to do, issues to discuss, questions to ask, etc.

If you have issues you think should be added to the Task list, please send them to shelby_harken@mail.und.nodak.edu

Message from Ex Libris implementation: Get your data cleaned up first in your old system !! Spend at lot of time on analysis.

GOALS:

1. Assure that as much as possible of library holdings are cataloged and cataloged according to current national and library standards
2. Assure that items are barcoded for all cataloged materials
3. Assure that items are linked correctly with correct holdings and bib links for analytics
4. Assure that all data we decide we need to keep is migrated as cleanly as possible.
5. More later

In other words:

Bibliographic records: It is IMPERATIVE that everything that is cataloged has a bibliographic record that is functionally correct and is correctly linked to an accurate item record.

1. Access points - i.e. what people can search for in ODIN - on bib records need to be correct according to standards. 001, 010, 020/022, 050/086/090, 1XX, 240, 245, 260, 4XX/8XX, 6XX, 7XX including linking fields.
2. Bibliographic records must appropriately describe the material. E.g. don't use a microform record to describe an electronic resource.
3. Of primary importance for MARCIVE records: get as many as possible of the 08- records eliminated and replaced by a permanent record.

Item records:

1. Each item record has to have the correct BIB ID, location, circ class, stat class, call number, shelflist code, and correct holdings according to the library's standards for holdings. This will have a direct effect on how well our records migrate to the MARC21 Holdings Format.
2. For MARCIVE records: Relink barcodes from 08- bibs to permanent records or create accurate new item records.
3. All cataloged microforms in DPTP and SPEC need item records linked to the correct BIB ID.

Remember to check your work. DI the bib record again and check the DSD to make sure it got done right.

TASKS:

• ABC/ACQ-1: Active vendors (order AC) become "active" in Ex Libris, X12 become EDI; rest go away
• ABC/ACQ-2: Account numbers - need to be able to explain how the local library account should be retained (look at usage mask)
• ABC/ACQ-3: For firm orders, we need to figure out how or what to migrate, e.g. Backlog becomes DND, notavb becomes VC, etc.; then need to explain what to do with multiple choices ("if/then")
• ABC/ACQ-4: Need to decide if we want to migrate all statuses of payments or just final
• ABC/ACQ-5: Fiscal year becomes Z601-budget-number with fund and dept - we have to decide how to code and determine if annual budget or open
• ABC/ACQ-6: Becky did convince Aleph to keep payment history and if credit, adjustment, or payment - NEED TO EMAIL ODIN
• ABC/ACQ/ODIN-1: Ex Libris doesn't have "purchase orders", instead they have invoices - need to determine what the Business Office will accept (ConnectND ? )
• ABC/ACQ/SER-1: Review types of acq order records and serial checkin records being used and compare to new ExLibris record types. We need to match correctly to migrate correctly.
• ABC/ACQ/SER-2: You need an active order record for every active serial checkin record and a bibliographic record. Is it true that only bibs will migrate if we don't have both checkin and order record for an active title?
• ABC/ACQ/SER-3: Neither subscription records or order records will be kept for "inactive" status checkin records. Identify and report out/print or determine what else to do with all decision (including ROUTE and DISCARD), history, public, internal checkin records, etc. MnSCU will make brief MARC records for these serial checkin records and mask from OPAC. QUESTION EMAILED 2002-11-07:Just to clarify - Will only "active" checkin records migrate? What about checkin records with no payment/order records for them, either because we chose not to record payment or because they are gift/free/exchange subscriptions? Exactly, which Type(s) (Decision, Internal, Public, Series, History) of records does MnSCU intend to make the brief records for? What has MnSCU decided to do with "inactive" records' notes and payment history? - should we change them to another status if we want to keep the information?
• ABC/ACQ/SER-4: History serial checkin records usually have a bib record. What is the impact of having the real bib and the artificial bib to track serial checkin?
• ABC/ACQ/SER-5: To migrate claims, you have to have a vendor record
• ABC/ACQ/SER-6: The jobber ID field isn't long enough so we can't see it; yes, Becky has already requested making it bigger
• ABC/ACQ/SER-7: PALS seasons are one number off - we have to tell Aleph what they are. Free text (* text) goes to either 966 or enumeration or chronology - we will have to tell Aleph
• ABC/ACQ/SER-8: Memberships/globals - Ex Libris just has memberships and they will be an order record; these will be "interesting" !! Subscription causes becomes 390 and subscription caused by becomes 395 log entry
• ABC/ACQ/SER-9: If we use automatic claim in PALS, check "yes" on the Ex Libris form; PALS has asked for labels to precede separate claim information (otherwise it all strings together)
• ABC/CAT-1: Completed
• ABC/CAT-2: Series entries that should be accessible but are currently not (490 0) need to be identified and corrected according to OCLC authority files and/or CFL library practice
• ABC/CAT-3: Subject authority errors and old headings need to be corrected
• ABC/CAT-4: CIRC 93 needs to be run for all 41 shelflist codes; check and correct mismatched item and bib records, missing item records, and missing bib records - FIX ALL bad links for ALL shelflists
• ABC/CAT-5: Identify bibs with multiple call numbers of any one tag type used by profile and determine which call number is on spine of book - remove unused call number. 090 done
• ABC/CAT-6: Catalog and complete all outstanding PALS acq records before switch to new system acquisitions
• ABC/CAT-7: Catalog, correct, or withdraw all "old" materials in ABC
• ABC/CAT-8: CMR all former Engineering journal titles to get call numbers into items records (those loaded at HARR weren't done right; format is also missing but that is okay) - UNLESS a choice can be made as MnSCU did to use call number from bib.
• ABC/CAT-9: Completed what could be found.
• ABC/CAT-10: Remove [microfilm -fiche] for shelflists coded for microforms, e.g. UND8[Microfiche]
• ABC/CAT-11: Mostly completed. Still need to do report just prior to migration.
• ABC/CAT-12: Series entries 400, 410, 411 are no longer valid. Should be changed to currently correct format according to OCLC authority files and/or CFL library practice.
• ABC/CIRC-1: Do as much inventory as possible to discover and correct errors in call numbers, analytic links, and bib/item matching
• ABC/MUSIC-1: Uncataloged items that need bib records (e.g. FINE ARTS, EERC): determine best way to migrate - it appears that ExLibris can create a brief MARC record if title and other info is available.
• ABC/Shelby-1: Identify all possible 590 types since they can be designated for bib or item.
• ABC/Shelby-2: Most completed
• ABC/Shelby-3: 690, 691, and 693 invalid subject headings need to be corrected
• ALL-1: Process all items charged to special id's so as few items as possible are charged
• CIRC-1: Make sure use of notes in item records is correct. Plain notes will migrate to circ notes, those with * will migrate to internal note, those with @ - don't do !
• CIRC-2: Reserves is completely different and journal issues still on reserve can be a problem - they don't map to circulation, so it isn't in the circ migrating document; rather put it in mapping document for reserves
• CIRC-3: We should purge old fine data right before we migrate
• SER-1: Document binding situations - prediction patterns that are different from final holdings - may need to create separate holdings records for loose and bound
• SER-2: Identify routing lists. MnSCU found it too hard to migrate.
• SER-3: Binding: Are there decision notes for binding? Can ours migrate? If we replace with a different format or only keep for a limited time, we don't bind. We need a note for that.
• SER-4: Binding: Another decision note for binding? We need to keep track of whether supplements are bound with the journal or handled separately.
• SER-5: Binding: How does change in frequency get handled in binding system? Change in frequency information has to show up to binding staff because a different number of issues may now need to be bound together.
• SER/ABC-1: Clean out all old notes; we will have limited space for notes, possibly only checkin notes. Review started
• SER/ABC-2: Info that can migrate: issues per vol., vols. per year, checkin patterns, expected issue. 853 $y (irregular) has a choice of $o OR $p so it can't be migrated; 853 $x ends up as next issue. Arrival pattern has no real match
• SER/ABC-3: Serial checkin (receive) note becomes ADM 961, purchase note - first goes into Oracle an table; rest go in to ADM 962; binding becomes DM 963; holding is 866, etc. in holdings record 964; public note $z 82 [oops?]; order in order Z68 table; vendor note extras go into 969; series goes to 491; routing goes to 695; claims go to 966; missing goes to 967; general goes to library Z68 library or ADM 968
• SER/ABC-4: PALS seasons are one number off - we have to tell Aleph what they are.
• SER/ABC-5: Memberships/globals - just memberships and they will be an order record; these will be "interesting" !! Subscription causes becomes 390 and subscription caused by becomes 395 log entry
• SER/ABC-6: Identify serials where checkin pattern and holdings don't match. If they match, Aleph sees it as okay. It will create problems if you have e.g. V1Y1997L when checkin is V0Y0. QUESTION EMAILED 2002-11-07: Questions: We often have an index or a supplemental issue, or a bound issue with a supplement in it. We have issues with varied numbering. We have holdings for bound volumes that are not the same as what we checkin, e.g. we check in V-n1Y0M1 but when it is bound it is V_Y_ with no "number" or "month". I need clarification as to what exactly "match" means.
• SER/ABC-7: We also have older multi-part volumes labeled v.1 pt.1 but newer vols. are v.11 no.1-6 hence matching the checkin pattern. Also some titles simply change how they are numbered: e.g. v. is now bd., new ser. has been added, no. is now v., etc. Would only matching holdings migrate and we would loose the others??
• SER/ABC-8: We have used "X" PALS code for gaps. How does that migrate?
• SER/ABC-9: Since the MARC21 Holdings Format is has separate fields for normal volumes, indexes, and supplements, is there some format our holdings should be in to migrate correctly? I assume a separate holdings field beginning with "I" or "L" would migrate. What about bound volumes including indexes or supplements that have holdings that vary from the bound volume. E.g. V50Y1990I1-50? It should be able to be additional enumeration for the normal volume - does Aleph handle it that way?
• SER/ABC-10: Completed.
• SER/ABC-11: Completed
• SER/ABC-12: Binding: when some issues in a bound journal have analytics, is the link to mulitple bib records retained when holdings are collapsed?
• SER/ABC-13: Currently we use controlling location and notes, e.g. ABC SO, to alert those checking in journals that the item should be checked in by someone else. How is this type of control employed in Ex Libris?
• SER/ABC-14: Completed.
• SER/ABC-15: Aleph's second locations are different than PALS. Need to created separate checkin records shen multiple locations are on one checkin record
• SER/MARCIVE-1: Find 08- temp records that have not been replaced and properly catalog, relink, delete as appropriate. List run and given to Bill
• SER/MARCIVE-2: Verify barcodes and bibs received from MARCIVE against actual holdings. Devised reports to pull categories of records needing correction so it is "simple" enough for students to correct
• SER/MARCIVE-3: Identify govdoc serials for which bibs and/or barcodes do not come that need to be cataloged. Devised way to regularly pull reports for permanent lists of Marcive records for electronic monographs and serials, and non electronic. Procedures in place to correct electronic by students; rest are for Bill.
• Shelby-1: Select complex bibs, with multiple locations and lots of barcodes to use for testing.
• Shelby-2: Verify that oversize option from PALS can be converted in Ex Libris - MnSCU working on it
• Shelby-3: Determine how Ex Libris should handle 099 $a - MnSCU replaced with blanks
• Shelby-4: Make sure we select "all" sorting for 086 multiple fields so they don't jumble (i.e. stay in order)
• Shelby-5: Links between bibs and items need to be defined - Aleph has its own number; make sure what we chose works so we get holdings lists right
• Shelby-6: Make sure to keep 005
• Shelby-7: Have ODIN do a global change to make all items with UNDK transfer to UNDA
• Shelby-8: Try to get report via DEPCON with checkin record cumulative statistics to convert to comma-delimited to retain stats
• Shelby-9: Print out all passwords for staff to assist in creating new policies and privileges
• Shelby-10: Have ODIN run OC-27 to remove 590 Tomcat notes.
• Shelby-11: Find newly approved by MARBI - fields for indicating aggregated journals purchased by consortia for Lila, ODIN, [Becky ??]
• Shelby-12: Need to tell Ex Libris not to migrate 870 and 871 in bib records.
• Shelby-13: see SER/ABC-14
• Shelby-14: Completed.
• Shelby/ODIN-1: Determine general structure/architecture. MnSCU is doing virtual union catalog. Each library will have own bibs and tables will try to find all appropriate records and display to user depending on what library they are searching from.
• Shelby/ODIN-2: Ask U of Minn and PALS for tables how they set up public and technical services indexes. We can set up separate indexes. We can also set up "logical" databases for our own library
• Shelby/SER-1: Does Ex Libris have experience exporting records to OCLC's Automated Union Listing Service? If so, what data is critical to have in item records that we can ensure is accurate now?
• Shelby/Ser-2: QUESTION EMAILED 2002-11-07:Since the MARC21 Holdings Format is has separate fields for normal volumes, indexes, and supplements, is there some format our holdings should be in to migrate correctly? I assume a separate holdings field beginning with "I" or "L" would migrate. What about bound volumes including indexes or supplements that have holdings that vary from the bound volume. E.g. V50Y1990I1-50? It should be able to be additional enumeration according to MARC21 Holdings Format for the normal volume - does Aleph handle it that way?