Release Notes for Production Shared Bib

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Reporting Problems or Questions

FCLA staff (soon to be FLVC staff) will continue to support the Universities through this transition. There are many ways to get help or have questions answered:

Overview of Release

The new Shared Bib Production Environment (SBPROD) will be ready for use as of 8:00 a.m. EDT, June 28, 2012. This environment was created by taking records from the individual Aleph environments and merging them in various fashions to create a new environment in which the BIbliographic records will be shared. For a high level look at what has changed with the Shared Bib environment see this Elluminate Recording. You will need to log in with your Aleph log in to access the recording. Consult the Transition Planning page for work that still needs to be done after tomorrow, such as the work to bring Arrow reports to work with the data in SBPROD and new data warehouse tables.

  • The original bibliographic record count from the separate environments was 21,552,867, the count in Shared Bib is down to 10,648,556
  • All Bib Records are renumbered in Shared Bib. All Bib records have a different number than the previous Production databases.
  • All data in the Production Alephs on 6/22/12 was moved to the SBPROD environment.
  • Make sure you are using the new SBPROD clients
  • There is a lot of information on this wiki, use the search box
  • Not everything is completed, work will continue

New problems/questions

Questions

  • What changes should be made to the print daemon targets for circ and uborrow? Answer: they are the same in Shared bib as before, ending in 50 or 40, ex. wfu50
  • How to set up my print configuration to normal printing for Circ PCs? Answer: here are the steps::
    • Go to C:\AL500_SBXXProd\Alephcom\tab\alephcom.ini
    • Modify:
    • [Print]
    • SaveHistoryNumberOfDays=2
    • DefaultPrintConfig=0 (This is Normal Printing, 1=Preview)
  • How to access Aleph via Erca? Answer: New documentation needs to be written up, but in the meantime here are the basic settings to change:
    • Server: sb.aleph.fcla.edu
    • Port: your institution's pc server port (see list at https://sharedbib.pubwiki.fcla.edu/wiki/index.php/Clients_and_Ports )
    • Library: XXU30, where XX is your institution (UF, FS, CF, etc.)
    • If you upload your scanned files to FCLA's server, we have moved those files and will provide the new FTP Host Name once that information is available.
  • How do we get LabelPrna to work with Shared BIB? Answer:
    • Change port in file c:\Program Files\FCLA\... dblist.ini for your institution.
    • am=6532, cf=6572, fa=6552, fi=6562, fs=6587, gc=6542, nc=6582
    • nf=6557, sf=6597, uf=6547, wf=6567
    • A new installation program will be created but changing the port in dblist.ini will fix a previously installed client
  • Will Self Check work in Shared Bib? Answer: there are no Aleph related updates or changes SelfCheck. It should be ready to connect and good to go as is.
  • Aleph OPAC
    • What is URL? Answer: sb.aleph.fcla.edu
    • Is it possible to have a drop down search by Institutional call number? We have to investigate what it would take to do. We have a work around. You must "trick" the opac into limiting by the institution. First to any keyword search but limit by your institution. The "You are searching..." will tell you where you are. After you get results, click for a basic search screen and you will still be limited by your institution. Now fill in the browse search box. The "You are searching..." will tell you what base you are searching.
  • Did Circ notices get generated? Answer: The only notices we set up to run for Friday were courtesy notices, hold pull slips and UBorrow pull slips.
  • Can I search NOTIS numbers in the HOLdings library? Answer: yes, but not in the bib. 004 <NOTIS processing unit code><NOTIS bib no.><copy sequence number> e.g. 004 FLAAA0146001 is searched as cno=flaaa0146001. You can search it in uxu60 Browse
  • Can we set a default search base in the Gui Search module for Circ use? Answer Yes. Will post instructions. For catalogers: remember that not all your records will show in your individual bases -- suppressed holdings won't show if there's not an item; ExLibris is working on this problem. For catalogers & acquisitions staff: remember to search the full uxu01 for new titles; someone else may have already added the record you need to Aleph.
  • Working on correcting print-08 report formats.

FIXED

  • FIXED Problems 6/22/12
  • FIXED: Problem with display of USF Sarasota holdings in the New College catalog. Working on a fix. This was identified when a staff member tried to place a UBorrow record with a Sarasota holding.
    • Can we set a default search base in the Gui Search module for Circ use? Answer Yes. Will post instructions. For catalogers: remember that not all your records will show in your individual bases -- suppressed holdings won't show if there's not an item; ExLibris is working on this problem. For catalogers & acquisitions staff: remember to search the full uxu01 for new titles; someone else may have already added the record you need to Aleph.
  • FIXED: Can we add a 599 tag to the HOLdings record? Mary Ann added this tag to the HOL tag validation table; you may not see the change until tomorrow.
  • FIXED: At UWF the EDS Discovery Tool's Z39.50 search of Aleph is no longer working. FCLA is sending the instructions for searching the old Aleph numbers in Z39.50, turns out it worked better for EBSCO to use the Mango /z39.50. A quick review of UF's Summon shows they are using the old Aleph number search in Mango and it appears to be working.
  • FIXED: STAFF MENU: address is sb.aleph.fcla.edu/S. Not working right now. Login now working, upload working, download not working yet.
  • FIXED: Problem with using ID03s to log in to Mango at FGCU: working on a fix.
  • FIXED: Why does a HOL not display in the Nav Map but not the OPAC display in the client? Need to test.
  • FIXED: Cataloging template files not correct for UF. Daniel fixed.
  • FIXED: Problem with "off campus" login using FIU's EZProxy. Problem was with redirect on our end.
  • FIXED: Mango incremental updates are not running. Began running on 7/3/12.
  • FIXED: Mango limit by Collection in the local catalogs not working as it should
  • FIXED: Bib tags 336, 337, 338 not validating. Added to validation tables 6/29/12.
  • FIXED: Prompt for "new" when adding holdings. Consensus reached on SBIP-L to disable the NEW prompt. "NEW" prompt disabled 7/10/12.
  • FIXED: Issues with keyword search: odd results for two-word searches when adjacency is not checked, other retrieval problems. Fixed with word index rebuild 7/13-7/15.
  • FIXED: Suppressed holdings without linked items not indexed in bib WSB and WSC or in the search bases. Fixed with word index rebuild 7/13-7/15.

Unresolved

  • OCLC Export: orders are being created incorrectly. Problem is that if the 049 code is not in the table then orders are being created by default. Fixed OCLC tables, adding 049 codes as they are submitted. OK to use now.
  • Looking into issues with keyword search: punctuation (wtk in holdings specificially)
  • No 510s in the bib records. 510 is a 3 on the tag treatment table. Problem with old version of tag treatment table used in production merge. FLVC has a solution and will discuss on call at 3:00.
  • Aleph OPAC
    • Log in for Aleph OPAC doesn't work. (Low priority)
    • Copyright statement stays on screen and makes users click on ... to access eresource. Fixed by making URL hot link.
      • Single setting for the treatment of copyright statement. Lisa sent note to SBIP list, probably need a vote.
  • Can the ADM number be searched in the Search module (the Find or Browse)? Mary Ann is looking into it.
  • STA PROVISIONAL fields in bib records: proposal to remove $5, which will allow the field to go away when the bib is overlaid. Mary Ann will present to Metadata.
    • Lots of questions about acq-created or provisional records and whether they should be used by other institutions. Will discuss on the SBIP call 7/2/12.
  • Problem with call no. order when creating a HOL in the client. The order is hard-coded in Aleph as:
    • The data is taken from one of the following MARC 21 fields of the bibliographic record, and preferences are set in descending order:
    • "099##","098##","090##","092##","096##","050##","055##","060##","070##","082##","086##"
  • Would it be possible to add a report a problem with this record to the Aleph clients like in Mango? (Not possible right now, possible Enhancement)
  • Problem with LKRs reported by Betsy Simpson
  • Problem with FLD and LOD searches -- "beyond last heading in ACCess file" error. Holding 852 $2 not included in call number expand for indexing; $2 code required for FLD and LOD indexing, so nothing's getting added to those indexes. No obvious problems in Aleph configuration tables; checking deeper.

What has been fixed since the May Merge

  • Multiple OWN codes in FIU's holdings has been fixed.
  • Suppressed HOLs with items are included in WSB index and the search bases. Indexing suppressed HOLs that don't have items fixed in the 7/13/12-7/15/12 word reindexing.
  • Mango program has been changed to include conditions in the Bib/HOL/Items/Order Matrix.
  • FCLA Custom Services are in the Aleph Clients.
  • Searches have been added to Aleph OPAC similar to those in the current OPACs.

Acquisitions/Serials

  • Schedule with FLVC to load your first Vendor Record files with Order data.
    • Your new 2012/2013 FY Annual Budgets must be opened before orders are placed and invoices paid.
    • You will be able to load EDI invoices after opening your 2012/2013 FY Annual Budgets.
  • Reminder for the End of FY 2011/2012 / Beginning of FY 2012/2013 Plan:
    • All Invoices for 2011/2012 have been paid as of Friday, June 22nd.
    • No fiscal activity will begin until your institution's Rollover Services have been run. This includes opening of the new FY budgets, renewing order encumbrances for monographs, serials and standing orders, and closing FY 2011/2012 budgets. (except FGCU)
    • Schedule the date your institution will run the Rollover services. The date can be between July 6th and July 25th.
    • Your Institution's Report Clients and ARROW Reports, that include data as of 6:00 PM June 22, will be made available on Friday June 29th.
    • You will be able to run most Acquisitions reports for FY 2012/2013 from the new SBRept client and ARROW Reports on July 6th.

Authorities

  • Bib headings have finished linking to authorities as of 7/16/12.
  • FLVC resumed loading the weekly LC authority updates into LCA10 the week of July 16.
  • ARROW reports for the authority loads:
    • won't be available right away (acquisitions and circ reports have higher priority)
    • will be for the whole UXU01, not for individual libraries' records (because this is, after all, shared bib)
  • Other changes:
    • Local authorities are now in a single local authority file called UXU10. For documentation on the merge see Tag Treatment - Auths Google Spreadsheet
    • You can retrieve UXU10 records with fields flagged for your library using the WOC search (WORD: MARC Organization Code). Examples:
      • woc=fpeu
      • woc=ftasu
    • Linking for bib headings bypasses UXU10 and goes directly to LCA10 or MSH12.
    • The TTL index no longer links to authorities.

Cataloging

  • Indexing changes
  • OWN codes removed from BIB records and should no longer be added by loaders or automatically added on saving locally created records to the server.
  • OWN codes added to the HOL records based on the HOL record's Sublibrary code. Holdings OWN Code population should be added to loader specifications. Saving newly created holdings record to the server in the client will automatically populate OWN code based on staff user record.
  • Tickler fields were moved from the BIB into the 1st attached HOL record of the owning institution.
  • Cataloging level was set to 20 in all BIB and HOL records during the database merge.
  • BIB Headings authority linking is being done in the background and will take time to catch up. Therefore at first you can expect to see many instances where headings are not linked to authority records in browse search results.
  • Shared bib cataloging guidelines are under development by the TSPC Metadata Subcommittee. The current version is available on the Documentation page.
  • LabelPrn, Changes needed for LabelPrna to work with Shared BIB:

Change port in file c:\Program Files\FCLA\... dblist.ini for your institution. am=6532, cf=6572, fa=6552, fi=6562, fs=6587, gc=6542, nc=6582 nf=6557, sf=6597, uf=6547, wf=6567. A new installation program will be created but changing the port in dblist.ini will fix a previously installed client

Circulation and Course Reserves

  • Be sure to process offline Loans before processing Returns.
    • This will prevent problems in situations where the loaned item is returned early. The item will be loaned, and then cleared from account when returned.
    • If the item is Returned first, it will be processed as a "Not on Loan Return" then Loaned to the patron which will remain on the account.
  • Circ notices run via batch will begin once FCLA has verified with each library that local printing setup is complete.
    • Courtesy notices, hold pullslips, and UBorrow pullslips will run on Friday, June 29.
    • All other Circulation and UBorrow jobs will begin on Monday, July 2.
  • Printing:
    • For Circulation/UBorrow - Your print daemons will remain the same in SharedBib as it was before, ex AMU50 for Circ & AMU40 for UBorrorw
    • Please visit the Printingsection on the FCLA website for specific printing setup issues, particularly the Post Upgrade/Service Pack Client Check.
  • Permissions: See permissions section below. If you are unable to perform a function in the client, the problem may be due to the permissions for your login. This is especially true for common logins such as Manager.
  • SelfCheck: there are no Aleph related updates or changes SelfCheck. It should be ready to connect and good to go as is.
  • Popups: Not getting the popups you expect. You may need to add the necessary Loan or Return setting. See, Client Options page for information on pop-up message options.

Clients

  • Aleph clients
    • New Aleph clients are posted for Shared BIB Production, Report, and Test on the Aleph Clients Page.
    • New version check files will be prompted for update the first time the client connects to the server. Please accept updates.
    • University specific bases are now available within the "Base" selection list on the Search Tab.
  • ERCA: New documentation needs to be written up, but in the meantime here are the basic settings to change:
    • Server: sb.aleph.fcla.edu
    • Port: your institution's pc server port [Clients and Ports]
    • Library: XXU30, where XX is your institution (UF, FS, CF, etc.)
    • If you upload your scanned files to FCLA's server, we have moved those files and will provide the new FTP Host Name once that information is available.

Data Loading

  • Single record loading via the OCLC server will be available at 8:00 tomorrow morning. Make sure you have updated the Connexion settings. We had problems with some 049 codes triggering creation of orders, etc. Turned off creation of orders for the time being.
  • Batch loading - this is one of the most complicated issues in the Shared Bib. The Data Loading Group and FCLA have been working to understand how various types of batch loads can be done in a Shared bib environment. We have done a lot of analysis and set up. There is a lot of information on the Data Loading Group page. We are addressing three areas of batch record loading:
    • Vendor records with orders
      • The loading of these records needs to be in synch with the fiscal year rollover
      • We would like to work closely with the first few libraries that have these type of records to load so we ask that you notify FCLA by submitting an RT to the Acquisiitons queue via email (acq@prb.fcla.edu) when you are ready
      • After the first few loads then everyone will be able to load the records on their own
    • Other batch loads
      • We are working on a new Genload to use for the Shared Bib environment. This new version will be ready to be installed at each library by 7/6/12. In the mean time we would like you to contact FCLA when you have the first batch of records to load with Genload so we can work cooperatively with you on getting the Genload profiles set up to work in the new environment. Submit an RT to the Cataloging queue (cat@prb.fcla.edu)
    • Centralized data loads
      • some loads were identified for loading by the central organization (FLVC as of July 1st), we will be working to set these up and load them as soon as possible
      • SUL-wide ebook ITN (Demand Driven Acquisitions) - waiting for test file, Aug. 1 is target
      • Monthly e-resource loads from Serials Solutions and Marcit - need specs
      • Government docs Marcive loads - SLS records will be worked on first, then the GPO monthly loads. we will need to work on specs for these loads with the libraries
      • FSU-UF PDA - already loading centrally, needs to be adapted for Shared Bib environment

Permissions

  • All existing institutional staff IDs have been merged into a single staff user file in the UXU50 ADM library.
  • Instances where there were conflicting names in two or more institutions were resolved by adding a digit/character to the end of the name corresponding to the local institution.
    • AM = 0 CF = 1 FA = 2 FI = 3 FS = 4 GC = 5 NC = 6 NF = 7 SF = 8 UF = 9 WF = @
  • Staff IDs with cataloging privileges have been given appropriate basic permissions in LCA10, MSH12, and DLU01.
  • Staff IDs with GLOBAL OWN permission have been reassigned to a code that is specific to an individual institution.
  • All staff IDs with cataloging permissions have had their CAT Level set to 20 to correspond to the level on the BIBs and HOLs.

Mango

  • Individual SUL Mango catalogs as well as the Union catalog will be in full production mode by 8:00 a.m. EDT
  • Patron empowerment will be turned on
  • Due to a problem during the creation of the Shared Bib Mango CRL records will not be included in the individual and union catalogs. This problem will be fixed during the weekend full refresh. FIXED as of 7/2/12
  • Incremental updates will be turned on around mid-day tomorrow, we will send out a notification. DELAYED - expected late in the week, around July 6

OPAC (Aleph)

  • The Aleph opac is now: http://sb.aleph.fcla.edu
  • The functionality is exactly like test.
  • The course reserves and full catalog navigation appear on the middle bar.
  • The drop down for Browse has a better selection of indexes - remember the institution pull down is only for keyword searching
  • The institutional limiters only work for keyword searching until you get into the library you are limiting, see workaround below.
  • The the arrow image (before the "You are searching..." text) now appears.
  • Workaround for browsing - limiting by your institution: You must "trick" the opac into limiting by the institution. First to any keyword search but limit by your institution. The "You are searching..." will tell you where you are. After you get results, click for a basic search screen and you will still be limited by your institution. Now fill in the browse search box. The "You are searching..." will tell you what base you are searching.

UBorrow

  • Patron Arrival notices are generated when the item is received, these will be processed as usual
  • FAMU & FGCU, Emailing from the server may not be working by Thursday, so Patron Arrival Notices may need to be manually processed for a short time.
  • Patrons can place requests beginning at 8:00 a.m. EDT
  • UBorrow pullslips will resume on Friday, 6/29. Expirations will resume on Monday, July 2.

For details about what looks different in the Shared Bib Aleph ILL, see "Visible Changes in Shared Bib Aleph ILL" on the UBorrow wiki page. Note: regarding staff permission ILL units, you will see ALL units, not just those for your institution. However, you can only work with those from your institution.

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