This session is going to be recorded.
And if you have any questions, please unmute yourself and type into chat you happy to answer them.
Today's session, we're gonna be talking about MSP 50 before we get started. So congratulations, everybody. We made it. We're all alive. This is awesome. So congratulations all the hard work. Everybody's put in is paid off.
Should be very happy and I'm a whole post go live is a success for everybody, as well.
So we can start with MSP 50 so the SM to SM SP has been working really hard on policies and the MSP 50 as well the policies that they're working on for believing. We're trying as pressing materials and institutional zone.
And this policy complements MSP 27 because we are not going to be allowing any deletion of networks own records by institutions. So everything being deleted from the network. So it will be done by myself the networks on coordinator
And so it's a very complimentary policy to support MSP 27 and this policy was drawn up because it's important for us to know how to handle withdrawals and the institutional ism.
So that it keeps our Analytics reports accurate and also our collections and our holdings accurate and Alma for better retrieval of records.
So in the MS SP was working on an SP 50 they live heavily on other consortia
Policies and one that was very well done and documented. They use Cal States which I've attached here. So if you want to prove that you can
Just like any of the links MSP 15 and 27 are also hyperlinks. So you can just click on those once the PowerPoint slides have been uploaded with the recording.
And on July 1 the SLC LP Advisory Board approved MSP 50
So this is now an approved policy. It's a recommendation from the MSS pay for all campuses to move forward using for the deletion withdrawing and suppressing of records and item records in
Their institutional don't
Have the SMS P really they use the guiding principles that they created
To be able to create these policies and there's a link so you can go and look at that basis. So it's an understanding that they have guiding principles that help them create these policies and there for the betterment.
From the consortium. So they keep this in mind, anytime they're trying to create policies so that it helps with workflow tried to reduce extra work if possible. And to make things consistent and usable for everybody.
So the SSP their recommendations are to
No longer, you're not going to suppress anything. So you're going to withdraw the old
You know, withdraw the old acquisitions data and you're going to get rid of your alma records as well. You don't want to press anything. So there's no reason like an all a priestess records would be suppressed.
Because to keep your order records and other information. If you're using acquisitions, but this policy is no longer necessary so suppressing
Deleted records and Alma actually will make the price of on the goat possibly be more when we go into our five, the fifth year when they have to renegotiate the pricing.
We pay per record so retaining babe records from deleted withdrawn items is no it's not recommended because it will cost us more to retain these plus it also
clogs up you know the database. And how have things in network zone, you know, maybe that we don't necessarily need any more. There's no other holdings attached as well.
So is this will help with keeping the clutter and Alma down and it will also help with, you know, you can still retrieve everything and analytics, because nothing goes away and Alma. It's amazing. So analytics will retain even
Information in your item records the records that we've deleted. So it's wonderful.
In that respect, so there are ways to still have this information and it also doesn't delete.
Order records, you don't have to worry that your order records are no longer going to exist if you delete your holdings your item records and your records the holding record the order records will still be under the vendor and you can search them by title.
Does anybody have any questions before I move forward.
So the MSP 50 that the justification is that they need a standard policy on have gently for deletions and withdrawals, to make sure that Analytics reports are accurate and for better retrieval and Alma
They use for an example when you have to do your statistics as are you
It makes it difficult to distinguish between items at a private collection that have been withdrawn with a withdrawn location. So this policy will help to allow the retrieval withdrawing materials to be clear and concise and easier.
And as I said, this is complimentary to MSP 27 because there will be no deletion of networks on records that will be done by myself.
And as we get further down there is a place where if you accidentally create something and network. So you can send me the MMS ID have that record and I can take care of it on my end.
Sorry, went back 20 far. So here's the policy and this is all on the live guide. So it's available there, but I just want to show you
So the recommendation is that you want to remove all outdated information in the database. You can put this on. If you need to retain it for your institution.
Put in a different database or a spreadsheet, but they do strongly recommend that you do remove any outdated acquisitions data and records and Alma
As I said, it's better inform Analytics, you know, an acquisitions and analytics and it also will reduce our costs that we're not paying for the records that we no longer really need. So it will keep the cost of Bama down
And
This also this policy is aligned with Sunni I in New York State. Record Retention policies which are attached to this MSP 50 policy so
I will read this verbatim from the Sunni record retention policy clearly states when the Sunni schedule does not cover a particular record Sunni campuses are to defer to the New York State schedule available on the New York State Archives website for the proper retention period.
So it doesn't cover library operations, but it does cover several types of files that would be used in our operations and
Nancy wonderfully in the MSP SMS P group put in actually the pages where you can find this and you can see that
The cataloging records, you know, destroyed catalog records associated with materials permanently removed from the collection or after record is revised so should receive it. So,
That is another supporting reason why we don't want to keep anything besides cost, you know, we're going to follow the policies that are set in place by Sunni and the New York State.
And also collection acquisition record destroy went obsolete it or superseded. Same with superseded material serial subscription records.
The one great thing is that even though you remove these from Alma, you're still be able to get these from Analytics. So you're able to retrieve this information.
It never really goes away. But we won't be paying for those records they won't be covering up Alma, you can still retrieve that information. If you need and the order records will always be searchable by title under the vendor.
And also under order. So by title. It's so it's really nice that we can still retain our order records and that we can still get the information if at some point, we really needed to access this
Oh,
As I said, this is just a screen that just reiterate, so it doesn't remove anything completely from Alma that you can still get your order records.
And so the the workflow. That's coming up next is to help distinguish between real withdrawals and deletions due to error. So right now I know a lot of campuses.
Destroy. Okay. Sorry. Yeah, that's kind of a, sorry. I'll go back to Sarah as can you define what you mean by DESTROY, DESTROY terminology that literally comes from the policy from the state. So remove it. I would say for us, that would mean remove it from our collection or catalog.
Destroy is such a strong term. I mean, if we actually had physical paperwork, you'd put you would shred it you would destroy it. You would not retain it. So for us, that would be withdrawing it from our collection removing it from mama.
So any other questions.
Great. So this distinguishing between real withdrawals and deletions. So right now I know a lot of campuses, including where I was working at Oneonta are
Withdrawing a ton of things that we don't have anymore. We know this. It's just easier that we could clean them up and Allah and that's what we're doing.
Those if you do not have the physical item in hand and you are no it does not exist, and you're removing. It's just a deletion. It's not really called. It's not a true withdrawal.
A true withdrawal would be something that you have in hand in your collection, you're physically removing it and it will no longer be part of your collection.
A lot of deletions, we're doing right now are things that we haven't had for a long time. Or maybe they were these records that we've suppressed.
When we withdrew things from the collection, but retained them. So just be aware of the difference between the term of a deletion and what a
Quote unquote real withdrawal would be so the workflow. I'm going to discuss is going to be about real withdrawals not deletion. So if you're
Cleaning up right now and you're just deleting all these old records item bids that you no longer have you haven't had for a long time. They're just an Aleph
Don't worry about this workflow. It does not apply to it just, you can just withdraw them on mass without having to
Do a few extra steps that I will show you how you can distinguish how to get to
What a specific withdrawn item would be in the analytics.
And become more clear as we go through.
Any questions before we move forward.
Right. So what I may do is I'm going to
I'm going to switch over to
Allah. I'm just going to show you a live in person. All this will be on the slide deck will be up when the recording is posted
Just make sure I'm still logged in here. Okay, great.
So you would fit to do withdrawal and I'm going to pull one up. I don't have a scanner with me. So I'm going to do.
I'm going to be doing and all titles. I'm going to do it by, I can do it by keywords and I could just type in the barcode.
Because I don't you know it could possibly be. I have a list right now. They could be anything. They don't necessarily have to be physical titles and I'm not somewhere where I have access to a barcode scanner. So I just need to type in
It brings up the title that I'm going to want to withdraw. So you would do an all title search keywords you can put in the barcode. If you. You want to do it on the all titles. You can do it. You could also do it on the item record to go withdraw.
But I prefer doing it this way because then I can actually see them on the right record. And as we know, if you want to just verify that you're actually on the right record. You'd click in here.
Now here's a little caveat. If you're not going to be using publishing profiles, or you're not using them yet.
And you still want to remove your holding, you're going to remove your holdings physically from OCLC. This is where you click on the link to just view the record and you grab the OCLC number
You'd copy it, you go to OCLC and you would remove your holding
So you just want to make sure that you grab this. OCLC number before you remove the record and you're holding
So that is that step is in there. So if you are not using publishing profiles at this, you know, at the time, or you know you're not planning to do that.
This is a step that you want to make sure you do. It's something you typically would have been doing anyway grabbing the OCLC number removing the holdings from OCLC as well so
If you're using publishing profiles. You don't have to do this step in, you can just once you delete this when the job bronze this record holding will be considered a deletion and it will be removing you're holding from OCLC
So it's always a good idea, like I said, Come in here. Make sure an item in hand, it's the right record the item is attached to the right a record.
Things happen you I just make sure you're being safe and then you're going to click on items.
And click on Edit
And this is where typically, you could just go to withdrawn. So if I, I'm going to go back, just so you can see us if I was just doing a pure deletion, you would just come to the ellipses, and you click on withdrawn.
But because we wanted distinguish that this is a physical title in hand.
It's something my library really owns is being physically moved. I want this to be counted in my yearly statistics. I want it to be accurate because all these mass deletions, we're removing from our collection right now will skew those numbers greatly
So we clicked on Medicare and I just click on the little Notes tab and you can scroll down and if he knows this is statistics.
So in the statistics note, you can just type in WTF, you can do WD as well. I put W DN in the
PowerPoint you want something to distinguish it if you really want to type out withdrawn, you could do that as well. It's just nice and easy, because this will come up and Analytics, you can choose if you'd like.
To use statistics note to if you want to say why the items being withdrawn, maybe it's damaged new addition if you keep those that level of statistics and that's important for you. I would suggest you can use statistics notes as well. And you can just type
Just type in new addition.
It's going to not be accurate because it's not new edition, but I just want to show you. So what I would do is then click Save.
And then once I've saved it and it will just say it updated it which is no problem. If that's in green. It's good. It means it's cool, it's good to go. And now I would just come here and I click on withdraw.
And here is where if you click on withdraw.
And you're going to click confirm if there is this is not the last item of this holding you're done, you'll click confirm it will go away.
But if this is the last item for the holding there's going to be more more steps and this will have it as you'll see. So if I click on confirm
Now it's going to ask me, What do I want to do this last item of holding record Dwight deleted or moved. What do I want to do with this. So to remove this big record.
From your eyes. He, it does not remove this from the NZ so be clear about this. To remove the item, the whole thing. And the big record from your eyes he you're going to select Delete bibliographic record unless other whole things are present.
Does anybody have any questions about this selection before I click Go.
Okay, great. So now I'm going to click Go.
So now the items consists successfully removed. You can see it's been deleted. Now, if I click back
That item no longer exists here.
And it won't because that barcode doesn't exist. It doesn't at all. So I can do a keyword search and I should have grabbed the
When I checked the record, I should have grabbed the MMS ID for the network. So, so you can see. So I'm just going to type in the title.
I can take today.
So nobody else held this right and now I know this is true because if we're all live. So if there's another holding that existed here, it would show up and be held by so
You're down on your end, so that's it. That's the workflow of your individually just removing one item that's actually being withdrawn from your collection so that you can have a statistics that are nice and clean and accurate.
Especially this first year when we have so many things were just on mass withdrawing and removing from the collection.
That are not true withdrawals.
So just so you know, your job is done. But this is when my job would take place that I would I would run jobs in the network. So to identify
Title you know bibliographic records.
That have no holdings that are not bound with that are not somehow related to other records and then I would clean those up. So just know that there will be
I will be taking care of this. And on this end. So I just wanted to prove to you that everything is good. The records still remains in the network zone but it no longer is linked to my ice.
Yes, the deleted bit. This is the big record that was attached. This was
Before I had the little house so IDs, the deleted baby is from the IC, you're correct. So the deleted big that we deleted is from the IC only the network zone doesn't get impacted when we choose Delete the record unless other holdings are present.
But you can see there's no house attached. There's no hell by so it is no longer in the institution which is what you want so that removes it
So Bart Berta I will, I will run this job regularly probably more often in the beginning, just to be comfortable with it and to identify
Things, because it's going to take time to really look at that, until you know I'm confident that I understand how the job runs and works.
But I will do that pretty regularly. Now, at the end of this presentation I will show you when you need to submit submit an MMS ID to me.
Like if you accidentally create a brief big or courses or in the network zone.
But here, don't worry about it. You don't have to send me anything you'd that your job is done. Once you've withdrawn it and once you've said delete bibliographic record unless other holdings are present, you are done, you're done with that part.
Okay.
Any other questions.
So I'm going to, we're going to now talk about withdrawing instead of items if you're doing a batch withdrawal. So you have a lot of items.
And I'm going to just jump to another screen so you can see. So this is if you have
A car full of items they need to be withdrawn, maybe you don't want to do it one by one. You can do one by one. There's no problem, but maybe you would rather just do a job and you can do a batch.
Batch Delete on those. So I'm just going to open up my Excel. So what you're going to do is you can use Excel or you could use a text editor basic text editor. Just want to make sure in the first line. It says barcode all my needs a heading to be able to identify things
So my question is, when you say delete it, babe. Holding record is deleted long, yes. So when you delete the record the item holding and they were deleted.
Because there's no, there was no other if there was another holding attached to that been that big would stay and the other holding and other items associated with with it instead
So when you do this if you want to do it like again you can totally just do them individually, but maybe you just want to run a couple of jobs. It's a personal choice. I just wanted to give you an option and see how this would work. So you want to make sure you put in the
barcode at the top of all my needs a heading to understand what that field is to be able to create the set, you don't have that heading, it will fail. It will not, it will tell you there's there's no I don't know the exact terminology, but it will be looking for that header.
So then you can just scan the barcodes here and I'm just going to add another one. I'm not going to do a huge one, because I want the set to be nice and quick, so I can show you.
And I'm just going to save this and now I'm going to run the alma say i have i can i can have hundreds of these, I could have a lot if I chose to but for training purposes. I'm just doing a couple so to create a set from
An Excel spreadsheet, I would go to Manage sets.
And I'd click Add set
Okay, I'm sorry, I'm just going to hold. There's a question from Anastasia.
So the PO lions, the stage of the order. Stay the orders for the record state. I don't know if that order record has
Next time I'll delete. Another one individually, and I'll have to look and we can go to the order thing or to record, but if it has an order attached to it. The P O line in order they stay
They stay under the vendor. That's where the live so you'll go to a vendor, you can do a title search there. You could also do it by arm order. You can also go here.
Order lines. Let me see if I can do it by Title I don't know how old that one book was so I can't say for sure.
If it has gone, but if it has one it will show up.
So it's probably it's probably a much older book so
I can. I don't know the list. I have is a lot of things that just need to be withdrawn at hand right now because I'm not on on campus there anymore. So, um, but anyway, anything that does have an order.
That order will exist, it does not go away. So you can do it by search here, you can go into the vendor and search for it, you're able to find it. No problem. At this one just did not have one attached so I'm sorry that I did not have a better example for you at this moment.
Well, the yeah the order records they they get retained in, definitely. I don't know what the policy. This was about big item and holding this was not about
Not, I don't know. What about the order records. I don't know.
If you should still follow that policy but MS MSP 15 more about the deletion of item ID and holding records.
And Gail said you can search by title on the order index for deleted title.
And again, can you just specify what you mean by order by order index orders index for me, please.
I was just confirming what you were
Showing hoping to show if the title you deleted had had an order attached to it. If there is an order attached. You can you can search for that by title. Great.
Thanks. Yeah, I just wanted to make sure that age. Great, thank you. Mm hmm.
So now I'm going to just show you with the set. So if there is an order, the order record won't go away. I guess you can still follow you could delete there would be a different process for deleting the order records, I would assume. Yes.
Was not focusing on this time. Thank you. Anastasia. That's a good thing to think about as well.
So now I'm going to show you the set real quick. So if I go to admin, I go to match set
And I'm going to click Add set. It's going to be itemized because it's a logical set is coming from.
A repository search and item one side itemized set is either coming from an analytic or from a file. So I'm just going to call this withdrawn.
Make sure it's clear to test. Let's say no.
Not private she want to make sure that's not private so you can be seen and I'm just going to upload this really quick.
And I'm going to save it. This is quick, there's a job that runs. Whoops.
See, okay. It says it's missing an ID column.
Oh, you know why I didn't change it to this is why I didn't change it to physical items. So now they changed the physical items. It's not going to say the headers missing. It's going to accept it because it barcode is one of the headers that it will accept
So yes, I guess header was the actual real term.
So if I click here on my public sets. You can see it's already here, because it was a very small set if it was a larger set the job and still be running and I can just click on this, you can see, if I look at my members here they are. There's three members.
And you can see that they pull up the titles and you can verify that those are the right titles that you want. And this is the one I just added
So I'm just going to pop back
So now we're going to run a job on this set. So I'm going to go here. I'm going to go run a job and the job. I want to do is change physical items job so you can take them the whole thing. I just type in Titan.
Items and here's a change physical item. I'm going to click click on that little radio button and I'm going to click Next.
And here is my set. So in order to change physical items you need to have a physical item set the contact type needs to be physical items, otherwise it will not show up.
And if you wanted to keep these records so that you could do a batch removal of holdings. If you're not using a publishing profile you can create a title set
From this item set and I'll show you that after we go, we go back. So I'm going to click my main withdrawn test. And I'm going to click Next.
And now it's going to, there's a lot of different fields, I can go here and this is where I'm going to go into this little statistics note.
And this is I'm going to click on the little check box next to it and I'm going to put WD and in here. This way everything in this list is going to have the statistics note and I'm going to click Next.
It's going to say, okay, there's three set. There's three in the set.
And if you look down. It's going to find the one that it's going to say this is set to true. They're all set. The false. This is the one that's going to be changed. It's now I submit it should be a really quick job. Yes, I do want to do this. I know it can't be reversed click confirm
And so this job should be relatively quick as you can see, it's always good to look at the history
Look at your report. Just make sure things look okay some of these reports don't have as much information as I'd like. But at least we know it was successful, it worked.
So now there's a next step. This is the thing is, if you're going to do it this way. There's multiple steps which is not a problem, but it might be easier than doing them individually, but you might find doing them individually is better for you. So now I'm going to go back to this job.
Going to run a job and I can use the same set. So I'm going to go here. I want to withdraw my tape an item again by my withdraw items right here you could type in the name withdraw items. There's also appear. You can choose the name besides description.
And you click Next. And again I have to find the set I want withdrawn test. And I'm going to click Next.
So I have these options again so
You're going to choose.
Delete holdings police bibliographic records that have no other holdings.
If you choose this one it's going to suppress the record which is going against MSP 50. We don't want to suppress records anymore for things that were withdrawing from our collection. We don't want to have those taking up space and costing more money in the system.
You can also, if you want, you can check these, you know, do not withdraw. There's items if there's anything else that's weird on it. You can check those if you'd like.
Just be aware that, then you'd have to go, you know, it's not a problem. It's just a troubleshoot if they do come up and it didn't get removed. So I'm going to click Next.
And it's just a nice thing to confirm yes there's three. Yes, this is what I want it to do want to delete holdings delete bibliographic record if there's no other holdings and now I'm going to click Submit.
I'm going to confirm and now that job will run
This will take a little bit longer because it's deleting a few other things, you know, it's not just changing something in the item record. It's now deleting item holding a bit potentially
So it's going to take a little bit of time. So while that's running. Does anybody have any questions.
So the purpose of putting in the statistical note WTF is that it will distinguish it from
It's a true withdrawal something you have enhanced so it helps to distinguish and statistics, when you have to do your, your annual reports, what you truly had in your library what you truly removed.
So that's the purpose of doing this, and especially this first year, you're going to have a year's numbers are going to be huge. If you're doing a lot of cleanup and homage withdraw things that you don't have anymore.
That weren't even in all that weren't in your collection for a long time. So it's a way just to keep your statistics accurate.
And again, if you. Yeah, it's just a recommendation to do this way just to make sure that you help you keep your statistics clean and it's accurate for your reporting purposes and also helps you in your department to know how many things.
Because when I show you an analytics report, you can see that you can choose both and you can see what's been drawn. What is got a blank field for that.
So Kareena is asking some of the barcode. Start with end or be at their shorter than our standard, will they work in the process Kareena I would assume they would
What I would do is I would just Test it. Test it with a couple. I don't see why not. If that's your identifying barcode almost should be able to identify that your barcode and use that
But again, I would test, it just for the couple. See what happens.
OK, so the job's done. So I'm going to click here.
And I'm going to look at the report to see what happens. So it says number of item was strong three number deleted holdings three number deleted the record straight. Great. That's what we wanted.
So if any of them had order records, you can still do a search by order lines title. You can also find it in the vendor record as well.
So I'm going to show you really quick. If I went in. If you are going to do batch withdrawal Norma, you might want in, you're not using publishing profiles, you might want to do batch withdraw and OCLC for holdings and what you would need to do is change this from an itemized set
To create title set. And that's all you have to do is click on it, it will change it from itemize and showing only item records and it will make it a great title set
And if you want to do is you just going to confirm. Yes. And those exists, still in there. If this was a logical set there'd be nothing in my set, it would be empty. At this point, because it didn't work removed.
But because it's an itemized set. And it's from a file, they still live in there, even though they don't really exist anymore.
So if I click here, I can just look at them. Let me just see. Let me go to my public sets because she'd be under here and here you can see it says withdrawn and will say titles all titles into contact type
And if I look at my members is going to have a different
Up. There's nothing there. Oh, I didn't remove that. Oh, that's wonderful. I thought it wouldn't do that because it showed me there are three members. So it did delete that because we remove them. There's nothing in my set. So I suggest, I should have run that before.
Um, if you so if you're going to do this, make sure you you create your title set and I have that in the slides up at the very beginning.
Before you run the job. So you want to make sure you create titles, so did the same thing. It removed them. I thought it wouldn't because it was showing me three. So that's great. So it's wonderful. I'm just going to delete these now because I no longer need them and they'll just
take up space here. Now, if this was a logical set, I would have just left it because we do, which are other items, it would just add to this new to a logical set the itemized it will add because it was just coming from that file.
So any questions about an individual withdrawal and a batch withdrawal.
So before we get forward just a reminder about publishing profiles. Once you start getting them up.
You would want to set them to daily or weekly and this will help. This will remove the holdings and deleted babe records. It will also update for any new items you gap and
And is anybody
Okay, if you do have OCLC published that will W which is. Yes they will. So actually I'm going to just show anybody who is using
Who set up publishing profiles individually. I'm just going to take a little sidebar to come over here and look at the publishing profiles I if you go to Resources and publishing. Publishing profiles for both of your data sinks for holdings and item records. Just make sure
Not that's sorry went to Google Scholar by accident.
Just make sure that this subdirectory here is blank. Otherwise, if they will go into a different file and all you have to do is go to your data collection and World Share and you can ask your World Share account rep and ask if they if you're
Pro. If your job, you know, your files went into the correct file. If they didn't, they'll move them. And all you have to do is make sure that you delete out the subdirectory
So this is something we discovered
Post go live. When I was testing it for Oneonta I'm still working out a few things. Some questions.
To get answered, but since I have a captive audience. I want to bring this up at this time because it's a quick, easy way since we're talking about publishing profile set if you set this up on your own.
Not Sunni did it. If you set this up on your own then you would need to go in and just remove this in both the bibliographic record and the holding records.
And just another little quick note. Once you run the publishing profiles for the first time, it may take a few weeks for you to get
OCLC will confirm that your file has been accepted, and then
Once it's been accepted the changes will be automatic. Every time it runs at that point. So the first time you run it, it may be a few week lag until they get to your file and approve it because somebody physically is looking at it.
After that, and set automatic so your changes will be up to date.
So Suzanne is asking, so you can go ahead and make this active
You can make it active. Now, if you like, I'm still working out a few I'm
Trying to get some answers about
Making sure that anything without OCLC number doesn't get published. OCLC etc because things have been coming up. So if you want to wait. You can wait. It will be a problem because it will
It will still update your holdings to be accurate to what you have, but if you'd like to set them up now you can. No problem.
There are just questions about, you know, what about things. We don't want published. I knew you can you can change the flag to not publish the record.
But there's just some questions. So if you want to just wait until a few the questions I finally get resolved are done I you can or you can do it now. And when you do it the first time you'd want to do a baseline and then after that it just flips or any to incremental after that.
So any other questions.
You're welcome.
Okay.
So yeah, it's interesting, you know, still working things out after go live. It's okay. We're all we're all going to be doing that.
The slides will be posted to base camp with this recording as well.
And it should be on the
Shannon which base camp will be posted on the
Shannon mentioned, okay, it will be on both his camps and Shannon mentioned that, you know, Sunni sup us DLC publishing, just wait until we reach back to you to start doing them.
Thanks, Shannon.
Yes, so the question is SBU Kellogg's have questioned about MSP twice seven should accidental imports were imported a new record to the NZ instead of overlaying a briefing that has order records attached also be rich reporting to you for deletion.
You can do that. You can do that. And you could also really link your grief record to the other record if you wanted to, as well. But either way, you're going to have to report to me, one of the two records that need to be deleted. So yes, that's should be fine.
I'm good question. Will there be a session on how to delete order records at some point. I'm sure that can be something we can bring up and be done at a later point
I'm making a note.
Okay.
So any other questions before I move on to just showing you analytics real quick. So you can see
Um, what WD end us
Okay, so I'm gonna move forward. I'm going to click on analytics. I'm hoping I haven't been on too long so that decides it doesn't want to work for me and I log out.
So I'm going to go here and I created one
It's called withdrawn items and I've already created one so I set up a basic. This is a basic report, it is not a very in depth report is simple, basic just to show you
How you can just pull up items with a statistical note of W. Dan, I can remove that. So it brings up
Also other items. So let's go to my criteria. So if I click on my criteria, I can just double click and they'll pop in
So, Lauren, that's a great question. So I reached out to the
Analytics working group to see if they can create a more robust report that could be used by all campuses to put in a shared report. This was just something I created just to show
The possibility and that you can find this information. So I'm hoping that we'll be able to work together to create a shared report that can be used by everyone.
So as you can see I just have a statistical note said is W DM, but if I got rid of that.
My results would be different. So you can see my results right now show you
What has, you know, the items here the material type and has a statistical note, so that's good because then that way I can see what I really withdrawn, it doesn't pull it everything, um,
It doesn't pull an absolutely everything. So if I want to filter it item modification data gave me that I could set it to current fiscal year if I wanted to.
To do statistics. So if I do item modification date if I just get rid of this WD Gann my results can be dramatically different. And I could stick in statistical note to so you can see that other note I popped in
It's just going to this one's might be long, because it's kind of high pull up a lot of stuff. So just bear with me.
Yeah, that's why I put Marion, that's my put W dn. So what happens is you could if you shared it and you caught if you if you made a copy of that and you you saved it for yourself. You could then change it to whatever standard, but
I would suggest that we use WTF. That's what's being record. That's what I'm recommending and here. So, um,
It would be, it would be useful to keep the standard of W DN, but you could also make a copy of a shared report and then change that filter to be your institutions W do withdrawn, whatever you find is more useful.
So as you can see
Mariana just unmuted myself. Sorry to button.
I just, I sort of raised that question because I think there's a lot of power and having shared reports and especially across Sunni
Of being able to do collective reports and so I don't know with analytics group is talking about that. But now would be the time to be talking about Sunni conventions for certain things like this.
Not that I
Can identify what those areas are
Yeah, that's a great point. Marian. I think it's great. So yes do WD and that's it. No.
No, but I agree with you. I think I keep it the standard of WD and then that way, everybody's using the same thing.
And then if something changes we that could be a mass change. But no, I think you're right. I think that's fabulous. It's a great point. And since we are going to start doing more of this, we need to have
Standards and conventions. So 100% thank you for bringing that up.
But yeah, so stick with WD on them because then that way when I do get to work. If I get to work with them or have to give them any more information about this report, I can say this is what everybody is going to be using them.
Thank you. Marion
So you can see my report right now.
There's you can see there's nothing in statistics note, we have a lot of things that got deleted. They were deletions, everything's that not we're not not they were they were still a knowledge, but we didn't have for a long time. So they've got wiped away.
So if I go into my criteria. I'm going to add that WD and note back to my filter and I'm going to put statistics note to just so you can see. So is equal to
I don't know what the OH. One is from something probably legacy and let me go to my item.
Details. I think it's under this one.
Here's my statistics note to I had that on and I'm just going to show the results of this
And as you can see, the one that I did today won't show up till tomorrow, but you can see I do have one in here that says damaged. It was just a test. So you can see that it does exist.
And
That way, if you want to get more in depth about why things were withdrawn, you can
Any. I just wanted to show you, statistics, what could be happening in analytics and how you can accurately find these and identify the withdrawn items.
So any questions before I just show you how to unlinked. A brief record from the NZ if you if you accidentally put it there. You want to put it into the icy and it the brief record went into the NZ by accident.
And I'm not going to save this. It's already saved. Typically, if you make any changes to your record, you want to save it before you go.
I'm just going to close it out cuz I don't want to need to make any changes to that for right now.
So I created a record.
Because I wanted to just show you. So if I do all titles. I'm just gonna do a title search
Here it is.
So I made one up. So here's a brief record, but it's something that's only going to be in the IC
It's something I did not mean to go in the network or so it's something for our special collections that will not be shared across the board or something.
You know, maybe it's a piece of equipment, something we are not sharing that are one of those exceptions that we spoke about
In previous trainings. So this is where I would be like, oh, I didn't mean to put this in the network so and so here you can see it's in the ice, but it's connected to a network zone. So if I click on the network. So
Here's that MMS ID with 42 one
And we don't want this there. I want to unlinked this. So this is one of those exceptions where you'd want to make sure you copy down the title you copy down the MMS ID for this because then you're going to send me a nice little report.
So I'm going to click here and it's going to copy that. So I have it and I'm going to, I can just go here to edit the record doesn't matter if I'm in the ID or network zone. To do this, so
The ice because you know this is noisy records. Here's the network, it has that for you to want attached so to unlinked. This and this unlinked because I have. I'm going to show you. I've inventory associated
I created this I created that I have a holding an item. So all I have to do is go to file.
I want to click on this box, otherwise it won't work. If I go to File, I'm going to click copy to catalog. Be very careful because delete record is right above it.
Easy to mistakenly click on something. So when you click on copy to catalog. What this does is it on links this record from the network zone. So it becomes an ice zone, record your holdings and items will now become it
So I'm just going to click on this.
And you can see, look what happened. It became a house for institutional zone and then it gave it the ending for 804
So this all is associated with it's still, it's still belong. Now this isn't my ice all is good right so what I'm gonna do is, I want to File, Save them release all this, but you're not done because if we go back
To our search. Here's that records. Still, the NZ it's an orphan record, right. So this is where you're going to go and I'm going to go back to my PowerPoint, because it is
Here at the very end. So just give me a moment to click through.
And here is a link here if I
Should be working
It is deciding not to work. OK, I will make sure that link is correct. So I'm going to go back to my
I'm going to go back here, I'm just going to have to open up. I know it's an MSP
Don't have this, of course, I should have this bookmark. But I don't have this bookmark. So if I click on here to get to here. Um, I think it's
Forums and contact for the es el SS. So if you click here is this request to delete their records in the network zone.
So this is where you can type in your campus.
Email
And I'm just going to post flash and I'll put the MMS ID there and I'm just going to click Submit.
Now that goes to me, I will go in and I will remove that from the network so
Is there any question about how to unlinked something accidentally placing the network zones that you want to have in the ice.
Maggie, could you uh maybe show the Course Reserves or the
Yeah.
Show that under the resources, the resources.
The
The create physical inventory, just to show
Where they need to change it.
Yeah, how easy it is to also put things in the NZ as well.
Certainly.
So I'm just going to go and I'm going to pick a reading list.
So if I go in here and I'm going to click on here. I want to work on this reading list.
And I'm going to go and I'm going to add a citation. This is something that's not in the repository. This is something that's a professor own copy. They're giving it to me.
I would add a brief because if it's in the repository, I could just do add depository citation. So if I do want to just do a brief record. I'm going to click here say it's a physical book I can choose
Here is where you want to make sure you click on institution because if you click on network. This goes into the end zone. So you want to make sure when you're creating these
Professor copies or things that are not in Alma that should not you know that you only want the ice zone.
This is where you need to make sure you make this change. It's very important. Otherwise you're going to go into network zone. I'm and then you have to do this whole unblinking process and you'll be sending me lots of m&s IDs.
And I just also want to tell you from if you decide you're like, oh, a great way to do this is go to Resources at a physical item.
Okay, if there's a brief bit in the ice, can we link it to the full bed. Yes, there is a job to link to the NZ just want to be careful with that.
Yeah.
Oh, brief break records when you're if it's a new record that's not an OC. Like, if it's a brief.
Record and you need to order from it and it's not, you're not doing original cataloging because you don't have the item enhance so somebody is asking, can you clarify again.
What situation brief records RK to go in and say, so anything. I mean, the exceptions, don't go into, you know, like your computer hardware. You know, you know, Professor own copies things that you don't want to share with the rest, assuming they'll stay in the ice.
For the NZ say you get it, you're going to be ordering a brand new book. It's not know. OCLC
You have the basic brief information that you're going to put into a record. That's when you would connect it to the NC because you want to put in the NC because that's where it's going to live. Then you place your order from the NZ and then once that
Item is in hand and you do original cataloging and or somebody else has created a master record and OCLC
Then you would add the OH 35 to that brief record it would get updated to a full record either if you export it at that moment or the job runs overnight and it will do that for you.
Um, yeah, no III know ebooks. You're right. Christina ebooks in the note eBooks and then networks own they all go into it. So you want to make sure if you purchase ebooks from a vendor that you set your publishing yours. You set your
Import profile to be institution not network. It's easy to miss that step because it pops up after you start filling out the form
So it's another good thing to remember.
So I just want to just show you if you wanted to add. So you think I'll go here. I'm going to resources, create inventory add physical item.
So sounds like it would be wonderful. But if you choose this option. It always goes into the network zone. There's no way to make it not go into the network zone.
I mean, and so always go to the network zone and it will always go into work order. So assuming this will now go down to cataloguing for full cataloguing so you
Don't want to use this option. Typically, so it will always go to the NC and always create a work order for catalog to go to. It should be going like somewhere, as they're expecting it to go be fully catalog.
So,
So, okay, great question. So do you going to answer, Shannon. I heard echo. So when is the overnight network records can refresh going to begin. I'm going to start them on the fifth
Because there's some indexing happening today, I would have started them today. But there's some indexing still happening by actually person. We don't want to conflict with any job. So I will start on the fifth
They will be. But you have to remember they're going to be behind
Because we haven't been updating anything since the freeze.
Right, and I think that the key is that it's significantly behind as far as the the NZ so our plan was to start from the beginning and then move forward, because especially for new records because the the OCLC master query.
Was created on May 17. So, you know, give us a little bit of time to catch up, especially on new records.
So Heidi create manage so Heidi as create manage. So if I go to fulfillment and I have a patron. I'm just going to do me
Yeah. Does that also go to the
Yes, you can choose. So I'm going to say, choose new this one you can choose. So you want to make sure you do it to the institution. If it's an ID, but otherwise you it's fine to go to the network.
So these buttons these radio buttons are they seem like it's so easy to miss these so
Just try to remember that you want to keep your eye out. Even when you create
Even when you create
An important profile, because I'll just show you if I'm going to add a profile. I'm not going to add a real one.
I'm just going to say for a new order just because I want to show you this happen when creating one even I you know I created I kept it's just easy to miss. Just believe me.
So it. Oh, this one showed up, which is weird. We did it for something else. It did not show up until after so strange things. So this time it's right there, but it's just a little checkbox. It's easy to kind of like scan over so when you create something
For ebooks that are that you're going to get vendor records like we get them from goby right we don't order a lot of physical ebooks most during collections. But if they're coming from goby I had set up for Oneonta
And, you know, an important profile to make sure it's going to the ice and the only way to make sure it's going into the ice is to uncheck this
Because once that is saved and that's if that is check us network zone. You can't change it, it's gonna you'll have to recreate a new one and it's a lot of work. If you especially map.
Okay.
Are there any other questions. I know we're a little bit over
Great, well thank you so much, everybody. For i'm sure nobody really wanted to be on a call the day before the Fourth of July. So thank you for joining me.
And again congratulations to everybody for making it to go live. You know, keep moving forward and working together. This can be great. So I'm proud of all of us for getting here.