2022-02-03 Metadata Management Meeting notes

Date

03 Feb 2022

Attendees

please put an 'x' next to your name in the list below the "Discussion items" if you are attending. Thanks!

Recordings

Recordings of meetings can be found in the Metadata_Management_SIG > Recordings folder on Google Drive: https://drive.google.com/drive/folders/0B7G8S7WF6N20YUM4My1oRTIxSHM

Discussion items

Notetaker?	Martina Schildt
Announcements		Ann-Marie: Lotus release has been pushed back deadlines for Lotus have been pushed back for a sprint; Wiki has been updated Release Morning Glory has been shortened by one sprint if people are interested in specific features, please contact the relevant PO
PC update		2022-02-03 Product Council Meeting notes Most of the meeting was devoted to a discussion on MARC Authorities and the impact of the implementation of the new 'authorities' entity in mod-inventory-storage Khalilah gave an overview that was presented to MM as well and gave a good demo Khalilah explained how to search works; what data is displayed Presentation FAQs Recordings for PC are to be found here: https://drive.google.com/drive/folders/0B7G8S7WF6N20c0xjUXZSTGp3UTQ?resourcekey=0-KPI_grz6y_EdssNfJw172A Christie: no communication with entity management group, no involvement; there are still concerns Jacquie: has raised concerns as well; work that happened should be taken into account; development related to Authority management should have been communicated earlier Jessica: Khalilah was aware of the entity management work; the development was just about ebing able to be able to pull authorities in Ann-Marie in chat: +1 to everything that Jessica said. This is not some plan to mess with Entity Management. And the abstraction layer is just to make them searchable in the UI. Not a big deal, and not closing off much more future work by the EM folks. Christie: still communication was missing; in chat: But if the abstraction layer was created for marc authorities without consultation, then what is the plan for making sure that the data model for the abstraction layer works for something other than marc authorities? Martina S.: the PC discussed the topic to clarify the process around adding functionality, involving the SIG and the PC at an early stage; Felix: adding to that, there is the question whether subgroups can decide on their own, without communicating back to the SIG, or not Ann-Marie: there is not a way to search in SRS, Invetory does not surface authority data; that was the reason to add the develop Jacquie in chat: But instead of developing a new abstraction layer, it would have been more impactful to develop a search on SRS data, which was my point in using the dev. time to create something we (SMEs) did not ask for. It is a matter of the prioritization of dev work that was not approved by this group is what concerns me. Khalilah will be invited for a related discussion to a future meeting
Release Notes/Changes	Jennifer Eustis	MM SIG Release Note & Other Highlights there is working going on on the open issues; e.g. invalid statistical code IDs UXPROD-3463 - NFR: Data Import R1 2022 Lotus Support Bug Work IN PROGRESS there are data corruption issues: moving holdings and items (concerned are orders, requests, course reserves) those are all open Felix: will they be worked on for Morning Glory? Charlotte: we should bring those up at a PO meeting and make an effort to get this fixed these features are umbrella issues because of a PO decision they are waiting to be done for over a year now there is a workaround for orders, but not for the other use cases
Migration Experiences	Raegan Wiechert (Missouri State) Christie Thomas (University of Chicago) Laura E Daniels (Cornell University)	Raegan (Missouri State): one of the longest people who have been live highlights to think about: do not leave your serials migration until the very end be prepared that it is going to take a while for all processes to be in place some functionality may not be available; if it is, it may not work straight away as expected (e.g. overlay records; linking orders to bib records) Missouri State went live with Fameflower had issues with single record import it took over a year to get some of their processes going; needed external spreadsheet for a while in parallel Feedback: be prepared that the system will not work perfectly for you at day one Laura (Cornell University) continue to have challenged around scalability have a lot of data; things get slowed down single record import much slower than people expect it to be; that is slowing people down; has impacts on productivity unhappy with amount of scrolling and clicking someone developed Macros to solve that with Macro Express 3 a demo of the Macro creation with Macro Express is asked for → will be scheduled can Macros be shared? → Laura will check that; Jacquie: The community using ME can likely export and share the macros, but they have to be version-specific. Sara: certain key combinations match up with other things and certain characters cannot be typed any more Laura: which version this happened with? → Sara: Macro Express Version 3.9a build 1 sometimes people put information in two places instead of one (holdings, items) → more customization needed; hide elements that a library does not use Non-MARC data not surfaced in Blacklight → deduplication needed; using template to generate brief MARC records; unintentionly this gets edited from time to time and needs to be re-created Functionality around Caiasoft is working well Jacquie: are you doing pre-accessioning? which data flow is used? Jacquie will check with an ACQ person at Cornell Felix: order records will be created as non-MARC records and then a template is used; would it be possible to overlay a source Folio with a MARC record → Laura: yes; the temlates are used when no MARC record is available Ann-Marie: libraries that get data from their vendors; they want to update their data with cataloguing data; key piece that is not there yet: there is no reliable match point; working on adding to data import to match to instances, holdings, items that are related to a POL POL knows which instances, holdings and items it is related to Charlotte: will the functionality include having multiple items; Ann-Marie: that is not planned for Morning Glory; feature is not yet prioritized Christie in chat: We are adding the vendor reference number in the other system identifier of the instance at the point of creation and using it as a match point: (GOBI)999xxxxxxx Jenn: how is the GOBI integration working for libraries? Not working for them Joshua (Michigan State): having issues and will connect Jenn to the relevant people in his institution Charlotte: GoBi integration. Would that be a topic for a tips and trick page? Ann-Marie: need to get any bugs in Dennis Bridges' scope as he is the PO Christie (University of Chicago) up for 2 weeks has been relatively painless people are in general really happy with things some pain points some things they did before the migration: practiced migration regularly migrated over a long weekend still ran into things on that weekend; unintentionally data was left behind; have still access to previous system so can go and get data did load testing (2 or 3 times) unintentionally did batch loading at the same time as colleague good performance due to load testing; simple record import is working fantastic for Chicago not able to delete tags when they have an instance where source is MARC; are creating brief Folio instance records at point of order hopefully going to move to Kiwi shortly Laura: so VuFind is getting a MARC record generated on the fly from the instance record? → yes Magda: what are you using for export → Christie will check; definitely doing instance to MARC on the fly Magda: we added a few fields for the Lotus release, requested by Chicago; coverage with default mapping was improved for generating records on the fly Natascha: most worried about migration how staff would respond to it worked really well: teams Folio questions chat; was good because people work apart from each other, remotely answers are immediate and reach everyone chat died down in the last week so things seem to run quite smoothely Charlotte: Chicago has been a great customer; were very well prepraed; several dry runs, erevytime learned something Christie: has all been going very well Felix: when you were setting up and planning for locations and the 4 level hierarchy: was there many people involved? Christie: it was a small group; 3 level structure in previous systems got rid of locations they did not want to persist; a lot of clean-up work has been done Colleagues from MM, RA and LTS Ann-Marie: great tip to use the opportunity to reset; locations, material types, fund strcuctures that are no longer needed can be looked at, consolidate or restructure Laura in chat: Cornell did a lot of clean-up on records for equipment (making them more consistent across locations and, we hope, easier to maintain) (these records do not display to the public) Christie in chat: That was on our list, but we did not get to it. lessons learned from migarting over and over again: cleaned up MARC records went live on first ILS in the 70's; so a lot of data that could not be migrated recatalogued a lot of material, if they cared about it Jacquie in chat: We are in the midst of an OCLC Reclamation Data Sync to help us make sure that our data is as clean as posslibe. We have unexpectedly found LOTS of invalidly structured MARC data. We had 216,000 vendor records without LDR 05-07. Fixing that via the data sync. Laura in chat: we had lots of language code errors also Felix: one of the few mandatory fields is the title; had some records without a title
MM related use cases for data sync postponed to next meeting. Intermediate discussion will take place on Slack #metadata-management channel	Martina Schildt Charlotte Whitt	Presentation

Chat

17:32:47 Von Ann-Marie Breaux an Alle:
Just dreary rain down south here.
17:33:46 Von Laura Daniels an Alle:
thank you, Martina
17:35:59 Von Martina Schildt an Alle:
Thanks Laura :)
17:36:10 Von Jenn Colt an Alle:
Don’t tell them about the weather
17:36:30 Von Jackie Magagnosc an Alle:
It's nice here in the summer!
17:39:13 Von Martina Schildt an Alle:
Link to presntation by Khalilah: https://docs.google.com/presentation/d/1npmW7OZFTffNWDeL2a7jrLCTueofbKNB/edit#slide=id.p1
17:40:43 Von Jessica Janecki an Alle:
I'm on the quick marc working group, so I can talk about it a little
17:41:59 Von Index Data an Alle:
I recommend to listen to the recording of the PC meeting.
17:42:12 Von Christie Thomas (she/her) an Alle:
I will do that Charlotte.
17:43:25 Von Felix Hemme (ZBW) an Alle:
I second that, Charlotte. Maybe invite Khalilah to continue the discussion at MM SIG?
17:43:59 Von Ann-Marie Breaux an Alle:
+1 to everything that Jessica said. This is not some plan to mess with Entity Management. And the abstraction layer is just to make them searchable in the UI. Not a big deal, and not closing off much more future work by the EM folks.
17:44:20 Von Christie Thomas (she/her) an Alle:
But if the abstraction layer was created for marc authorities without consultation, then what is the plan for making sure that the data model for the abstraction layer works for something other than marc authorities?
17:45:25 Von Jessica Janecki an Alle:
No worries, Laura, there is a lot of functionality wrt locally stored authority records that we don't actually need right now like fine tuning searching and display
17:46:42 Von Laura Daniels an Alle:
+1 Felix and Charlotte -- it would be great to have Khalilah join MM again to talk about this
17:47:05 Von Christie Thomas (she/her) an Alle:
So there will be no interaction between marc authorities and marc bibliographic records in sos?
17:47:14 Von Christie Thomas (she/her) an Alle:
srs, sorry.
17:47:19 Von Jessica Janecki an Alle:
No, there is no interaction
17:47:31 Von Christie Thomas (she/her) an Alle:
Thanks, Jessica.
17:47:31 Von Index Data an Alle:
But there is planned interaction
17:47:31 Von Jessica Janecki an Alle:
The current work is just to store and search/display MARC authority records
17:48:30 Von Felix Hemme (ZBW) an Alle:
mod-inventory-storage JSON schema: https://github.com/folio-org/mod-inventory-storage/blob/master/ramls/authorities/authority.json
17:50:39 Von Jacquie Samples an Alle:
But instead of developing a new abstraction layer, it would have been more impactful to develop a search on SRS data, which was my point in using the dev. time to create something we (SMEs) did not ask for.
17:51:31 Von Jacquie Samples an Alle:
It is a matter of the prioritization of dev work that was not approved by this group is what concerns me.
17:52:13 Von Ann-Marie Breaux an Alle:
And Jackie, yes, there can be searches of SMS, but there cannot be a UI search or display without the abstraction
17:52:51 Von Jenn Colt an Alle:
In the dev process, it was investigated whether the SRS api search that was developed should be expanded to authorities and it did not seem like it was going to be an efficient way to do it, doing it via elastic seemed better. Not to weight in one way or the other, just to say it was thought of.
17:53:07 Von Jessica Janecki an Alle:
Thanks Jenn
17:54:54 Von Christie Thomas (she/her) an Alle:
I would also like to better understand the scope of the QuickMarc group as regards the further development of authorities and the planned integrations of the authority app with marc bibliographic records in srs. Does the membership and charge need to be updated?
17:55:16 Von Jennifer Eustis (she/her) an Alle:
Thanks Charlotte
17:55:41 Von Jacquie Samples an Alle:
Thanks Jen!
17:57:23 Von Ann-Marie Breaux an Alle:
Data Import also reviewed the Authority work that was discussed in the QM group, since a significant portion of it has to do with importing the records.
17:58:42 Von Jenn Colt an Alle:
I wouldn’t mind revisiting that if we time, now that we have folks trying to use it. I was helping a little this morning but I think I need to understand the mapping better.
17:59:00 Von Jenn Colt an Alle:
Because we have folks who never used DI before now trying to import authorities
18:00:14 Von Felix Hemme (ZBW) an Alle:
Nothing is more permanent than a workaround.
18:00:39 Von Laura Daniels an Alle:
😁 Felix
18:03:58 Von Jacquie Samples an Alle:
+1 Felix! 😀
18:08:08 Von Jessica Janecki an Alle:
Can you talk more about MacroExpress 3 with FOLIO? We currently use that at Duke and depend on it highly.
18:08:24 Von Jessica Janecki an Alle:
local customization would also help reduce scrolling
18:11:42 Von Index Data an Alle:
That would be super awesome with a demo of MacroExpress
18:11:49 Von Jacquie Samples an Alle:
+1
18:13:21 Von Ann-Marie Breaux an Alle:
Catching up on chat. If we want to talk about the Authorities import in a future meeting, I'm happy to spend a few minutes showing it. Key thing to understand is that there's no custom mappings - just import the whole MARC authority record, so just a system-default import job profile.
18:13:44 Von Jacquie Samples an Alle:
Macro Express 3 is incompatible with the current version )ME5), just so we are all aware.
18:14:02 Von Ann-Marie Breaux an Alle:
That's good to know, Jacquie
18:14:19 Von Jacquie Samples an Alle:
The community using ME can likely export and share the macros, but they have to be version-specific.
18:14:55 Von Felix Hemme (ZBW) an Alle:
Thanks Jacquie!
18:14:59 Von Jacquie Samples an Alle:
:)
18:15:18 Von Ann-Marie Breaux an Alle:
Macro Express and MarcEdit - how could we live without them!
18:15:56 Von Jenn Colt an Alle:
Yeah Cammie is def the best source
18:16:00 Von Sara Colglazier (MHC/5C) an Alle:
Macro Express Version 3.9a build 1
18:17:50 Von Sara Colglazier (MHC/5C) an Alle:
re: when the issue occurs re: ME has to do if we try to use it to type in a standardize text or phrase we use over and over ... and then
18:19:27 Von Sara Colglazier (MHC/5C) an Alle:
But we are seeing in the Instance that it keeps indicating that the Source is FOLIO etc even though it now has a MRCSRC record ... has anyone else seen this?
18:20:42 Von Jenn Colt an Alle:
We aren’t seeing that, that sounds like a bug.
18:20:50 Von Jenn Colt an Alle:
Or data problem
18:22:35 Von Christie Thomas (she/her) an Alle:
We are adding the vendor reference number in the other system identifier of the instance at the point of creation and using it as a match point: (GOBI)999xxxxxxx
18:23:00 Von Index Data an Alle:
Yes, that sounds like a bug in the local environment, Jenn Colt
18:24:10 Von Christie Thomas (she/her) an Alle:
We decided not the GOBI API integration at launch, primarily because of the matching issues.
18:24:10 Von Sara Colglazier (MHC/5C) an Alle:
Sorry, I had it wrong, the Source does become MARC, but the Instance status term, code, source remains Temporary, temp, folio ... which surprised/confused me, I guess
18:24:44 Von Index Data an Alle:
GoBi integration. Would that be a topic for a tips and trick page?
18:24:46 Von Laura Daniels an Alle:
that makes sense, Sara -- the instance status is locally defined
18:25:35 Von Sara Colglazier (MHC/5C) an Alle:
Thanks, Laura. Good point
18:26:44 Von Jacquie Samples an Alle:
Hi Charlotte, I think the Gobi Integration is a good topic for the tips and tricks page. Thanks for suggesting it!
18:26:50 Von Sara Colglazier (MHC/5C) an Alle:
I would really like to hear in more detail about GOBI Integration and Inventory interaction--also related to Receiving!
18:27:52 Von Index Data an Alle:
I can start a page, and then you can all add content
18:28:26 Von Laura Daniels an Alle:
time truly has no meaning!
18:28:27 Von Ann-Marie Breaux an Alle:
Charlotte - you might want to check in the Orders section of tips and tricks - I thought we had some basics someplace
18:30:07 Von Index Data an Alle:
Will do that too
18:30:13 Von Ann-Marie Breaux an Alle:
Was it Raegan who was talking about the subscriptions and not leaving them to the end? One thing we discovered with Michigan State was the need to ensure the POLs/VRNs for subscriptions are reviewed between the library and their major subn vendors - to make sure there would be a working invoice matchpoint.
18:30:13 Von Index Data an Alle:
Here the link: https://wiki.folio.org/display/FOLIOtips/GOBI+interaction+-+DRAFT
18:30:21 Von Felix Hemme (ZBW) an Alle:
That is such a good takeaway!
18:30:40 Von Jenn Colt an Alle:
+1 on the deleting tags
18:31:23 Von Jacquie Samples an Alle:
+1 on deleting tags and protecting others!
18:31:36 Von Laura Daniels an Alle:
Yes -- we are having to delete 856s also.
18:32:23 Von Jenn Colt an Alle:
Are you kiwi or juniper Christie?
18:32:47 Von Laura Daniels an Alle:
so VuFind is getting a MARC record generated on the fly from the instance record?
18:33:31 Von Jacquie Samples an Alle:
Thanks for asking that, Jessica!
18:33:53 Von Jessica Janecki an Alle:
Do you now why we were told that we couldn't point it to a new profile????
18:34:32 Von Jenn Colt an Alle:
These custom single record profiles are part of our integrations with the Lehigh App and also with our ArchivesSpace integration
18:40:05 Von Jessica Janecki an Alle:
@Jenn that is good to know
18:42:27 Von Jenn Colt an Alle:
Christie can you show the deletes in lab today?
18:42:34 Von Christie Thomas (she/her) an Alle:
I can.
18:42:38 Von Jenn Colt an Alle:
Yay
18:44:05 Von Ann-Marie Breaux an Alle:
I can't make it to the lab - are those mtgs recorded?
18:44:19 Von Jenn Colt an Alle:
We haven’t but we can record that segment today
18:45:01 Von Index Data an Alle:
What is the topic at today’s Lab meeting?
18:45:17 Von Ann-Marie Breaux an Alle:
That would be awesome, Jenn - thank you!
18:45:22 Von Jenn Colt an Alle:
Christie said she would talk in more detail about her custom single record import profiles
18:45:36 Von Index Data an Alle:
Cool. Thanks
18:45:54 Von Lynne Fors an Alle:
Where is the info for joining/viewing the lab?
18:46:51 Von Laura Daniels an Alle:
Zoom: https://cornell.zoom.us/j/232783383 (Thursdays 3-4 EST)
18:47:17 Von Lynne Fors an Alle:
Thank you!
18:47:18 Von Jenn Colt an Alle:
The info is pinned in the metadata record export slack channel because the lab took over that group’s meeting time
18:47:24 Von Laura Daniels an Alle:
standard FOLIO password
18:47:51 Von Ann-Marie Breaux an Alle:
Zoom details for Data Import Subgroup (Weds) and the lab (Thurs) is pinned in the Data Import Slack channel too.
18:49:28 Von Ann-Marie Breaux an Alle:
Really good to hear some of the VuFind details - thanks, Christie and Natascha
18:49:41 Von Ann-Marie Breaux an Alle:
Yay for simplifying!
18:50:44 Von Jacquie Samples an Alle:
We are also working on removing unneeded, historical location codes to simplified the migration.
18:51:24 Von Laura Daniels an Alle:
Cornell did a lot of clean-up on records for equipment (making them more consistent across locations and, we hope, easier to maintain)
18:51:41 Von Laura Daniels an Alle:
(these records do not display to the public)
18:52:03 Von Christie Thomas (she/her) an Alle:
That was on our list, but we did not get to it.
18:53:57 Von Ann-Marie Breaux an Alle:
That is cool - a Do not migrate state and location!
18:54:06 Von Ann-Marie Breaux an Alle:
status, not state
18:54:15 Von Jacquie Samples an Alle:
We are in the midst of an OCLC Reclamation Data Sync to help us make sure that our data is as clean as posslibe. We have unexpectedly found LOTS of invalidly structured MARC data.
18:56:52 Von Jacquie Samples an Alle:
We had 216,000 vendor records without LDR 05-07. Fixing that via the data sync.
18:57:32 Von Laura Daniels an Alle:
we had lots of language code errors also
18:58:52 Von Christie Thomas (she/her) an Alle:
Jacquie - cleaning those up is a good idea!
18:58:57 Von Ann-Marie Breaux an Alle:
That makes sense, Laura - SRS doesn't validate details of the MARC record, just the basic structure, so I think it would be caught when trying to build the Instance
18:59:13 Von Jacquie Samples an Alle:
Yes, we are "in-process" on that clean-up.
18:59:15 Von Jenn Colt an Alle:
We have to give some props to Theo at EBSCO for helping us work through these errors
18:59:49 Von Raegan Wiechert an Alle:
Lots of props to Theo
19:00:14 Von Jacquie Samples an Alle:
Validation for source MaRC should happen in SRS.

Regular Attendees

(alphabetical by first name)

Present?	Name	Organization
	Aaron Trehub	Auburn
	Adam Cottle	Skidmore College
	Amelia Sutton	U Mass-Amherst
	Amanda Ros	Texas A&M
x	Amanda Scott	Middle Tennessee State University
x	Ann-Marie Breaux	EBSCO
	Ann Kardos	UMass Amherst
	Annalisa Di Sabato	@Cult
	Brian Clark	University of Alabama
x	Charlotte Whitt	Index Data
x	Christie Thomas	Chicago
x	Christin Seegert	hbz
x	Colin Van Alstine	Smith (FC)
	Damian Biagi	Western New England Univ
	Dennis Bridges	EBSCO
	Dennis Christman	Duke University
	Douglas Chorpita	Goethe Uni Frankfurt
	Dwayne Swigert	Missouri State
	Felicia Piscitelli	Texas A&M
x	Felix Hemme	ZBW
x	Greg Edwards	Lehigh University
x	Jackie Magagnosc	Cornell Law
x	Jacquie Samples	Duke University
x	Janet Ewing	Mount Holyoke College
	Jason Kovari	Cornell
	Jeanette Kalchik	Stanford University
x	Jenn Colt	Cornell
x	Jennifer Eustis	UMass Amherst
	Jesse Lambertson	University of Chicago
x	Jessica Janecki	Duke University
x	Joshua Barton	Michigan State
	Joshua Lambert	Missouri State
x	Kara Hart
x	Kathleen Norton	Mount Holyoke
	Khalilah Gambrell	EBSCO
	Kristin Martin	University of Chicago
	Kristen Wilson	Index Data
x	Laura Daniels	Cornell
x	Laura Evans	Amherst College
x	Linda Turney	Middle Tennessee State University
	Linh Chang	Stanford
	Lisa Furubotten	Texas A&M
	Lisa McColl	Lehigh University
	Lisa Sjögren	Chalmers
	Lucas Mak	Michigan State
	Lloyd Chittenden	Marmot Library Network
x	Lynne Fors	Wellesley
x	Magda Zacharska	EBSCO
	Mark Arnold	Missouri State
x	Martina Schildt	VZG
	Meghan Bergin	U Mass-Amherst
x	Matthew Harrington	Duke University
	Molly Driscoll	EBSCO
	Nancy Burford	Texas A&M
x	Nancy Lorimer	Stanford
x	Natalie Sommerville	Duke University
	Natascha Owens	Chicago
	Niels Erik Nielsen	Index Data
	Patricia Ratkovich	University of Alabama
	Patty Wanninger	EBSCO
	Philip Schreur	Stanford
	Raegan Wiechert	Missouri State University
x	Rita Albrecht	hebis-Verbundzentrale
	Rita Lunnon	Stanford
	Robert (Bob) Scheier	Holy Cross
X	Ryan Tamares	Stanford
x	Sara Colglazier	MHC/5C
	Susan Ponischil	Grand Valley State Univ
	Theodor Tolstoy	EBSCO
x	Tim Watters	Library of Michigan
	Tiziana Possemato	@Cult
	Wayne Schneider	Index Data