RS Preliminary LMS Migration Planning Group Minutes
September 26, 2001
to review status of projects
to establish plan for selecting
to discuss OPS staffing
We were pleased to have
Jean Bostwick, Law Library, and Cecilia Botero, Health Science Center Library,
join us as new members of our group.
Status of current projects:
Lawan shared data on the
unlinked item records in the UF Processing Unit collected September 2001:
23,205 or 57% with barcodes
17,264 or 43% without barcodes
Out of the group of 17,264
without barcodes, 5,326 are electronic reserves.
This leaves a total of 11,938 unlinked item records without barcodes
which are not electronic reserves.
The Planning Group members agreed that electronic reserve unlinked
item records should be migrated.
Unlinked item record data
Library Electronic Archives
At this stage the Planning
Group wants to focus on analyzing two areas of unlinked item records to
provide some sort of categorization of the data. Those areas are 1) unlinked item records without barcodes which
are not electronic reserves and 2) unlinked item records for single issue
will also identify whether a large number of
unlinked items were created for periodical bound volumes because
the volumes had not previously been barcoded.
Lawan will request that
John Hein generate detailed reports for the Health Science Center Library
and Law Library unlinked item records.
She will forward the reports to Cecilia and Jean when available for
them to analyze.
Michele and Suzanne are
working on generating an ARROW report which will provide information about
non-standard notes on Acquisitions records.
In addition, the Monographs Unit has been collecting specific vendor
information and creating vendor records for vendors who have been used more
than once who don't have vendor records.
Michele is going to talk with Doug about having the Serials Acquisitions
Unit begin to analyze their vendor information as well.
As a next step for addressing
Acquisitions related migration activities, Michele plans to contact colleagues
at institutions which have migrated or are in the process of migrating to
The Planning Group discussed
whether or not withdrawals should be migrated.
Cecilia pointed out that there is really no way to distinguish between
suppressed records which provide needed information and those which do not
provide any needed information. The
consensus was to migrate all suppressed records and their Z copy line(s).
However, the Planning Group recommends not migrating item records
marked "w" or "d" and volume holdings marked "d"
on suppressed records. The
Planning Group does not endorse migrating deleted bibliographic records.
Some progress on the diacritic
front: Betsy reported that Gerald Snyder, FCLA, is running a report for
all 10 library bib files to identify fields with null values.
The report should allow FCLA to look for patterns and target clean-up
projects based on specific conditions.
Lawan asked about the status
of correcting the bad OCLC numbers.
[Per a 7/6/01 e-mail from Phek, it looks like Gerald Snyder was going
to delete the bad OCLC numbers and replace them with (FU)CARP plus a string
of numbers. The total number
of records with bad OCLC numbers is 80,000+ of which a very small percentage
are HSCL records.] Betsy will
follow up to see where this stands.
in call numbers
Jimmie recently discovered
our analytic microform set profile generates call numbers with semi-colons
for current incoming microform sets.
Betsy reported that Nancy is aware of the situation and plans to
discuss it with FCLA. At the
last Planning Group meeting, the general consensus was that problems with
semi-colons in call numbers should be able to be handled through programming
- see 6/27 meeting minutes http://web.uflib.ufl.edu/rs/rsd/rspmpgm627.htm.
Test File Records:
Betsy distributed a printout
of FCLA's Web page Creation of Test Data
and the Planning Group discussed how to proceed with developing sets of
test records. It was decided
that Planning Group members will notify staff in their respective areas
about selecting test records and coding them according to FCLA's specifications
Michele and Suzanne will
work with the Monographs Unit and Serials Acquisitions Unit to identify
test order records. The Planning
Group decided it would be beneficial to standardize the terminology recorded
in the 035 for test order records.
Michele will share that information with the Health Science Center
Library and Law Library. Michele
and Suzanne plan to talk to FCLA about how to code vendor and fundcode records
selected for testing.
Naomi will work with the
Serials Cataloging Unit to identify test bib, holdings, and item records.
Jimmie and Betsy will work
with the Contributed Cataloging Section and Copy Cataloging Unit to identify
test bib, holdings, and item records.
Betsy will consult with
Nancy regarding authority record testing.
Cecilia and Jean will work
with staff in their libraries to identify test records.
Betsy shared the spreadsheets
created to document the test records. The Planning Group decided that the spreadsheets are unnecessary
now that FCLA has developed a method for indexing test records in the database.
Betsy announced that two
students are being hired to assist with migration related work.
She encouraged Planning Group members to utilize their help as needed.
Our next meeting will be
scheduled for late October/early November.
of unlinked item records without barcodes which are not electronic reserves
of unlinked item records for single issue periodicals (Lawan)
meet with locations to discuss issue of unlinked item records (Lawan, Betsy)
share reports on unlinked item records at Health Science Center Library
and Law Library (Lawan)
efforts to review non-standard notes on Acquisitions records (Michele, Suzanne)
collecting vendor information and creating vendor records for vendors who
don't have vendor records (Suzanne and Monographs Unit)
Serials Acquisitions vendor information (Michele will talk to Doug)
at institutions using ExLibris to inquire about Acquisitions related migration
with FCLA to clean-up diacritic problems (Nancy)
status of bad OCLC number clean-up project (Betsy)
help in selecting and coding test records (All)
FCLA about coding test vendor and fundcode records (Michele, Suzanne)
share standardized terminology for the 035 for test order records (Michele,
Nancy regarding authority record testing (Betsy)
activities of students hired to help with migration (Betsy)
Prepared by: Betsy Simpson September 26, 2001