2021-04-02 RM SIG Meeting

Minute taker (Jesse's out)

@Kristin Martin

Announcements

• Product Council Minutes 2021-04-01

  • Roadmap process

• No Product Owners here today

• Kristin to step down as SIG Convener 6/30/2021

  • Looking for new convener/co-convener

@Kristin Martin

PC meeting was mostly about governance and changes to the FOLIO project. PC will be continuing to manage the roadmap, product development. Interim leadership of Jesse Koennecke and Sharon Wiles-Young. New elections will be held in May.

Serials Receiving

• Overview of decisions/discussion at Chicago

  • Receive directly in Inventory

  • Managing the location of Unbound issues

  • Managing public display

  • Keeping appropriate notes

  • Migrating existing POs

@Julie R. Stauffer

Current process:

• Use OLE for serials receiving. No predictive check-in

• Chicago current staffing and volume:

  • Serials Management Services: has two FTE in receiving, handle unbound periodicals, invoices series, and basically anything that is a continuation

  • 1.5 FTE at Law, plus specialists in East Asia

  • OLE Serials Receiving Records: over 26,000

    • about 7000 have no receipts at all

    • about 66,000 "public display" received pieces marked for public display

    • Show unbound/bound location

• Not currently using our library system for claiming purposes, not using ILS for claiming

• Demonstration of Serials Receiving Record in FOLIO

  • Bound/unbound location

  • Status: currently received/not received

  • Lots of notes for different purposes

  • claiming never fully implemented, but it was going to use a date based on item last received

  • Caption information for how receipts should be recorded

  • Receive/receipt history of pieces

In FOLIO:

• Will not receive serials using the Receiving App

• Will receive straight on the holdings record in Inventory

• we will lose some data compared with what we have now

• Until Receiving provides a link between receiving non-item pieces and inventory, we will wait to use Receiving

• Anticipate that our discovery system, VuFind, will continue to provide access that way

• In FOLIO, we have to decide whether to have the unbound issues on the bound holdings, or if they should be in a separate holdings record

  • Decided to put on the same copy as the bound location record

  • Adding a note for Unbound location

    • This is not validated against our location codes, so we'll have to periodically review and clean up

  • This is display in Vufind

  • Want to use the Unbound location for label printing

• Will map notes from SRR in OLE to notes in FOLIO

  • includes the number of SRR

  • Includes the purchase order number

• OLE will continue to exist in an archive to look things up for reference

• Receiving will be done on the holdings record. Can only enter piece information, will lose receipt date and who received the item

Comments

• Duke has "traveling serials:" unbound location, temporary current location, and then older permanent location - may need to track this movement through notes

• FOLIO will not resort to show receipts in current order, which means they will not display in order and will make it more difficult for claiming

• Predictive check-in makes spot-claiming "by eye" much easier

• Duke: when renewals happen, we check receipts to claim issues that haven't been received

• https://folio-org.atlassian.net/browse/UXPROD-2373 relates to connection between holdings and receiving

  • This connection will need to be made in order to allow for receiving to happen in the receiving app

  • This will also allow for Orders to be updated if items/holdings are moved in Inventory

  • Without knowledge of inventory items being connected to acquisitions, this can lead to data corruption

  • Moved holdings and items will also result in incorrect reporting, as PO/POLs still associated with original inventory records.

• Mount Holyoke: you could put expected pieces on the holdings record; you would want a way to indicate that something is not yet received

• Cornell: could create a spreadsheet of expected items and batch load that information into the receiving app - could be functionality that a group of libraries could fund - would provide similar functionality to predictive check-in

• Mount Holyoke: ways to receive items that don't have content in inventory, FOLIO should support this.

• Chicago: receiving in inventory in part because we receive some items that we don't have POLs for (e.g., free stuff, federal depository).

• Duke: if we circumvent the receiving app, and just use inventory, what happens will the PO still behave appropriately? - may depend on how the order is set up (is it associated with a piece? Is receipt required?)

• Container record could help with avoiding dummy records

Other topics from Implementers' Page?