2025-03-11 FOLIO Implementers Meeting Notes

Date

Mar 11, 2025

Agenda

Housekeeping (5-min.)
Inventory/Shelf-Check

Homework and Pre-Reads

Skim the previous session on Inventory/Shelf Reading: 2024-12-03 FOLIO Implementers Meeting Notes

Useful Resources

Recording

NOTE: IMPLEMENTERS SIG USES ZOOM’S AI NOTES FUNCTIONALITY. If you would prefer that we turn this off for any session you attend, we are happy to! Please alert the convener at the start of the meeting.

Link to Recording:

Attendees

Please add yourself here! @Thomas Trutt @Tara Barnett @Darsi Rueda @Kelly Roll @Marie Widigson @stephaniekaceli @Bodil Wennerlund @Maura Byrne Olga @Catherine Tuohy @Peter Murray @Adrienne Detwiler @Scott Peterson @Charlotte Whitt @Anja Kakau

Notes

Time	Topic	Notes

Time

Topic

Notes

Housekeeping

Next meeting on March 25th: Migration Help/Strategies

Inventory/Shelf-Reading

Review last session
- Patrick Waite from UMass
- Laura Krueger from Stanford's David Rumsey Map Center
- Both solutions rely on an external reporting solution to an extent. The inventory/shelf-reading strategies were effectively inverse--UMass scans and then compares with the report, while Stanford reports and the uses the report as a checklist.
Stanford’s Inventory Process (Kelly Roll)
Question from Olga: how do people do inventory in FOLIO without external tools like Metadb or scripts?
- The most likely candidates:
  - Lists: this might work. You can include Items — Effective shelving order and Item Status in reports.
  - Bulk edit: this might work. Shelving order is available in bulk edit item exports.
  - Call number browse: this will not work. It is not at the item level.
  - Inventory export: there doesn’t seem to be a way to export the shelving order.
Is there a ticket for a dedicated shelf-checking app or functionality in FOLIO?

PC Update by @Charlotte Whitt

2025-03-06 Product Council Agenda and Meeting Notes

Announcements: US has shifted to Daylight Savings Time, and the next 3 weeks. Call for WOLFcon proposals is now officially open.

Eureka early adopters and Permissions updates: TAMU and GBV - both teams are now beyond the basic implementation. Implementation of app is now next. Jeremy Huff hopes to be able soon to announce a full implementation (beginning of April). Maura Byrne told about the UM SIG’s first hands on session. The documentation rep will attend the meetings going forward. The plan is documenting as moving on.

FOLIO Governance Model updates: Community Council has asked the PC to review the revised edition of the FOLIO Governance Model. The goal has been to make the three councils charter more consistent; e.g. voting rules. The PC’s current way to vote is covered by the rules described in the paper. The PC will return to a review of the PC’s charter at a later point. PC is asked to review the document, add comments by 3/11/2025, and give a vote/response to the CC no later than 3/19/2025.

PC Goals: 1) Update the review process. In progress. Need to get the POs to come and present new functionality. 2) The calendar is set up. PC members will get edit access to the calendar. 3) Facilitate development during the prioritization process, in dialogue with the SIGs. This will result in a top priority list, like #1 from the Acquisition SIG, #1 from the MM-SIG etc.

🗣️ Discussion Points:

Main Topic: Inventory/Shelf Reading (11:04 - 11:30)
- Definition and Importance (11:04 - 11:05)
  - Ensuring items are accounted for and in correct order.
  - Different terms used: shelf reading, shelf checking.
- Previous Meeting Recap (11:05 - 11:06)
  - Patrick and Laura's presentations from UMass and Stanford.
  - Different methods: script comparison, special location lists.
- Kelly's Presentation (11:06 - 11:19)
  - Stanford's Methods:
    - MetaDB Usage:
      - MetaDB is used to generate detailed shelf lists.
      - Green Library prints these lists and distributes them to stack staff for manual comparison against the shelves.
      - The lists include information such as title, barcode, call number, and item status (e.g., checked out, aged to lost).
    - RFID Process:
      - Stanford is halfway through implementing an RFID process.
      - They are learning to use the DLA wand, which reads RFID tags on items.
      - The wand is used to scan shelves and identify items that are out of order or missing.
    - Challenges:
      - The RFID wand may not be effective for children's collections due to the narrow spines of the books.
      - Manual adjustments are often needed to ensure data accuracy, such as correcting call numbers with misplaced periods.
    - Sub-Collections:
      - Stanford has sub-collections within their library, such as multimedia collections that need to circulate like books.
      - MetaDB helps identify items that need to be coded correctly for these sub-collections.
    - Shelf List Generation:
      - Kelly demonstrated how to generate a shelf list using MetaDB.
      - The list can be customized to include specific fields and then imported into the DLA wand for scanning.
      - The process involves selecting the library and permanent location, and then generating a summary table with the necessary data.
    - Practical Use:
      - Green Library staff use printed lists to manually check items on the shelves.
      - The lists help identify items that are checked out, lost, or misplaced.
      - The RFID wand is expected to improve efficiency once fully implemented, despite initial challenges.
- Discussion on Tools and Methods (11:19 - 11:30)
  - Olga's Method:
    - Staff scans items and saves the data to a file.
    - The file is used with bulk edit to generate a detailed list of items.
    - Manual work in Excel is used to sort and check the items, identifying those that are out of order or misplaced.
  - Potential for Automation:
    - There is interest in developing a tool within Folio to automate the inventory process.
    - Discussion on creating a JIRA ticket for shelf checking functionality to streamline the process and reduce manual work.

Implementers SIG