Records to network zone post migration. So how do you handle all these unlinked.
Records that came over. During the migration process. So that's what we're gonna be focusing on just as always. This is going to be recorded, so you can review it later or watch them another time or in, please. You can type into chat. Any questions or unmute yourself.
If you have a question, as they come up. So I'm going to get started. And if you i'm going to in the beginning just talk a little bit and then we're going to just mostly I'm going to show you
How to do this. So why did please migrated ice cube records not get linked, right. That's one of the biggest questions so
It's possible that they were not included in the network's MC files. So the queries weren't always consistent and
bolus did a fabulous job they did best possible job but even they found it was hard to be 100% accurate. So it's possible that some things just didn't make it in. And that's why they weren't able to be linked
Another thing is that maybe your holdings. We're not up to date and OCLC it forgot to
You know, add your holdings when you were adding the babe record into all it and it just
missed that, you know, it didn't. It was the only holding so it didn't come over the network zone. It wasn't able to be linked
And it's possible that you added things after the night the network zone was seated, you know, during that period of migration from June to July that month long period.
A little bit over a month when we're all my grading if you added any holdings at that time those babe records weren't being updated on the nightly job. So it's possible that they've missed getting linked as well.
And there's always the records that don't have OCLC numbers for various reasons. So these are some of the possible reasons that things did not get linked, I may miss some things, but these are some of the big obvious.
Potential reasons why you have these unlinked ice babe records.
So again, you want to make sure that there are certain babe records that you don't want to be linked to the network zone.
Just because they show up in a report that they're unlinked doesn't mean that you necessarily want to link them so we do not want the resources going into the network zone. So when you do your searches and you find the resources you want to admit them in your sets.
Foreign Language babe records with the OH for OSA field be if it's anything but Angie those records also do not
Go into the network zone, you could easily be catalog them as English language babe records and then export that into the network zone and breathe link.
And do that process.
There are other according to MSP three. These are the other reasons why it records not be the link so you have personal copy Course Reserves.
Again titles, you know that you're borrowing from other institutions inventory host bibliographic records.
Past records proprietary vendor records and also records without OCLC numbers right so you can't I should add that all stick that in. But that's not part of MSP three
But if there's no OCLC number, you can't. You don't want to link it to the network's them.
You don't want to add that record to the network zone when you're linking either because we are matching on the OH 35 so that will be some random record winning in the network zone that can never be matched upon
Are there any questions before I just give you an outline of what the steps are to how to handle these
unlinked records.
Can be a great. So these are the I just didn't outline of the basic steps. So you want to make sure that you identify the records. Do you want to know what are the unlinked records.
And you want to then create a set, you want to review the set because it would be lovely. If you could just say, oh, they're all one link. Let's link them. You could do that you could throw it at the network and see what sticks.
But I don't suggest it because you could potentially add things you don't want or
Not match correct records. I mean, there could be you just want to be careful because maybe there's things in the set that you don't want
You know whether proprietary vendor records. Maybe it's your course reserve list. Maybe you have a special collections that you don't want to have in the NZ
So we definitely want to review your sets. I know it's tempting. Just be like, oh, great thrown like let's go do that and be done with this process.
But please don't do that.
And then you want to round after you read the set. If you've edited your said we'll talk about later, is that you will have to create another set an itemized set, but then you would run this link, instead of records to network some job.
And then you would review that job report because, if anything, failed. You want to know why it was all successful great and wonderful and then you can move on.
So I'm just going to jump out of my slides here. And I'm going to go into the actual I'm going to Alma because it's much easier to talk about this when you can see it as well. Least I find that
I just have to find my
Google
So using Oneonta is institution, it's just because I work there. I know their information really well.
So I most comfortable using them as my guinea pig. So thank you, Oneonta. So the first thing you do is do an advanced repository search. So you just click here. You want to do it on a physical title because you don't want to bring in. You don't want to get electronic records.
In your set. Now, can you get electronic SEC records in your physical title set. Yes. Because if they migrated accidentally as physical instead of electronic they will show up.
So the most basic search, you could do here is title is linked equals know you click Search. This will give you a huge set
So you can see there's 2291 does this give me great information know because this has Course Reserves in here records without OCLC numbers in here you can see I have some computer files. If you look at my material types. If you go down to resource type in see there's electronic books.
And if you go through this. You can see there's more and more
Material types that they may not want to include so that is like the most basic way to look at it. I suggest doing more complex advanced search. So you could choose then
The other system number, which refers to any other system number, except for the MMS ID contains keywords. So you can do the capital O, a small of LLC and friends.
And then that will include all the records.
That are linked that are not linked to the network so
So if I want to take this a step further, because, you know, we will have records that we use for various things that are suppressed that we don't also want to put into the network. So, so we're going to click on this and I'm going to choose tag suppress title.
Is now if I click Search. You're going to see my number is going to go substantially down, it's going to go down a lot. So let's click search.
And see, now I 420 records, way more manageable.
It gives me better information if I chose not if I chose the not suppressed. I'd have a higher level of numbers.
Again, I can then use my resource types over here and I can limit it or I can limit I'm material type but again material time if I do by material type 329 books is going to include the electronic as well.
So you just want to play around with.
Your set. I'm not going to give you every way to do this. I'm just going to work with you a bit just to give you an idea. You can also and I have this in my slides you can include has inventory as yes or no. So if there is no inventory. You want to make sure
That you review those records because it's possible. You just want to redraw them. Maybe you don't have them anymore. They just kind of hung around
And in your previous systems and it's time that you can purge them or maybe they're on the shelf and you need to add inventory to the fabric or the holdings and the items.
So if I go in here. I'm going to do, I'm going to go in. I'm going to do the facet of physical books and I'm going to reduce this. Oops, sorry, hit the wrong one. No.
I'm Heidi. It's because accidently I guess records came over as physical
Not everything got caught in the search when I was trying to pull everything out. That was electronic maybe it was coded differently didn't have the online.
In the holdings and the location and it ended up coming here. So it's possible you may have them it's possibly may not, depends on how great your queries work and how accurate your database was
So little Maggie is that coming from like the leader field.
Um, it's coming from him. Well, then the resource resource type comes from I believe the oh eight and the material.
From the leader. Okay. All right, thanks.
But yeah
But it's just important to just know that it's possible these things might be here and you could potentially be linking things you don't want like this isn't electronic journal, really. And I don't want that. I know that because i i testing I linked it
Something to know. So I'm going to click on book physical I did get rid of it, but I'm able to do that without going through me.
So, but if you happen to links add something to network zone, you don't want. It's easy to unlinked. And you can just submit a request for me to delete it. It's not the end of the world. I can take care of that.
Yes, Jennifer said these sorts of searches can be helpful in data management and clean up jobs. You're right. Thanks, kind of her
So if I go into the here my my sets more manageable. I still want to review this so I'm going to create I'm gonna first going to create a set, so I'm going to save my query and hopefully everybody's getting more comfortable with creating queries.
And I'm just giving it a title so that I know I already have something in here that I was playing with. So I just create is set. So that was simple. I do is give it a name. I didn't make it private.
Did they go too fast for sets. I can go back and redo that. So I apologize because I'm hoping you're all comfortable but if not, I'm going to go back
To go back to my go back for a real quick set. I don't know if he's going to take me back to my search. I'll do it. I just don't want to go too quickly for anybody. So I apologize. There is just habit. So I'm going to click on Save query.
And you want to create a name. So I'm going to just do test to I'm going to say don't use because I'm going to go back and delete this. You can use a description, it's helpful.
It helps you out, it doesn't show up in the set, but if you want to go review a set and see why you created, it's good to have information.
If you want it to be private, you keep it. Yes. If not, you click know, chances are you might be the only person looking at it, it doesn't matter if it's shared or not. But if you don't, if you need to use to share it with other people. Please click now.
And you need to make sure the status is active. So it's very simple. You just need to put the set name, description is optional.
In just decide if you want this set to be private or not. It defaults to active and then you click Save.
And so what I can do now is I'm going to go into my set. It's nice because it's right here, I could just go back and go to the set too. So I'm going to just do that. I'm going to go back to my set instead of scrolling through my list.
And I can zoom. I can send this to excel because yes you can search for it here, but it doesn't give you a nice snapshot of the information. It also doesn't tell you with a holding library as it doesn't Excel. So I'm going to export this to excel.
At the moment, chat.
I use the current views.
And it shouldn't take long. It's not a huge step.
And I believe I already have the safety, but just want to show you the full process. It's a big set, it's going to take longer. So just be aware they can take a while, and then I'm just going to open this up, but I'm going to have to now.
Go into another screen so that you can see what I'm looking at.
And I'm just going to enable my editing, just so you can see
So something. Oops, sorry about that in me to stop sharing
I hit the wrong button. Alright, so if you look here you can see the MMS ID, the title, the availability, so it's nice and this availability feel is that you can see
Where it lives, the location. So then you can go through the location and you could just scroll through it and see if you see anything so far. I know the circulating collection at this library is
The book so it's fine. These would be things that I would want to share. There's an office collection is probably one that I would not want it. I could put it in the network zone, it wouldn't. It would be there but you couldn't
You know, it couldn't be shared, but it could still be in the network zone.
If you wanted the reference. There's nothing in here that is jumping out as a collection that I need to be concerned with
Now, had I had if there was a collection that it was concerned with as I go through this job and I look
I would delete it from this file. So if you edit this file and you delete it, then you have to create it myself. So let's just go in. I'm going to just remove
I'm going to pretend I I remove something just for just for your sake. So I wanted to create an itemized set, I need to. I only need a title and the record number of fields to run this job.
So I can just go in here and I'm just going to delete.
A lot of fields right now.
I can get rid availability. I don't need this. I do need the record number. So that's important. Oops. If I hit the wrong thing on my mouse pad disappears.
And then the final thing I have to do after I've deleted everything I want to delete.
I must have hit something, so I apologize.
Yeah, it's not gonna do it. I just keep doing that. So I apologize. I'm just going to delete these it's not cooperating. Sometimes my
Tricky fingers.
I'm just gonna delete one more cuz I don't really need series. It's not important, the most important thing is I need the title and I need the record number, but the record number needs to become an field, otherwise the
Hair will fail.
So let me just see my chat. I want to make sure I can see
Apologize my chat box disappear.
Yes, you could. Susan, you're right. I, you can easily copy the relevant fields and just do that. You're right. Man CSV or CSV file, but you're
Correct, yeah, whatever. Whatever is more comfortable. I mean, I think.
Manipulate, things like that.
Yeah, yeah. However, however you like.
Doing it I like what you did like deleting but we've gotten into a routine where we're just copying a couple columns and
Because we filtered out some stuff and so that ends up being nice to just copy it someplace else. So you don't
You know,
Extra thing.
Yeah I agree to keep a copy of the original set definitely
I think that's important. The original sets going to be in in going to be in there until you run the job.
So you want to keep a copy of it so that just so that you can compare. It's always important. But the one main thing is changing that record number has to be a 35 field or it's going to fail.
So I'm just going to say this because I just wanted to go through about if you've made any edits. What you need to do. And then, of course, you know, you just
You name it.
Of course, I'm just putting things because I know I can delete these
And now I have that I'm just going to go back into my
Session and actually in Alma. And so here I am. So now I have this edited set and I need. I don't want to use the original set I created because there were things in it that I did not want to migrate. So I would just come here to my view my managed sets.
And every click Add a set you do your itemized because if if you're exploiting either from x
Excel or from Analytics and needs to be itemized it means it's stagnant, it will not change the data is constant is
Permanent as opposed to the logical as things come in, it will be changed. Upon say every time you open you you know you search it will open you open up the results. It will populate more information based on what's in the database.
Yes, exactly. You don't eat when you create a set a set from Alma, you don't get you're not able to upload any files. So again, you name the set, you make a description.
And it's important you want to do an all titles, because if you don't choose that. I mean, I'm sure you could do you mind, make sure it's an all title sex. You want to do to the network zone.
It's important. There's a lot of other options to choose. Don't lose them.
You want to make sure private yes or no, I'm just gonna leave this as yes but you can make it know if you're going to share it with other people.
defaults to active and now here. It's important. I'm doing it from a file. I'm not doing it from an analytics report. So I'm just going to click on the little file icon.
And I'm going to
Go to my downloads, because that's where it's hiding. And I'm just going to upload it. So I'm going to click save, because you can see now the file is there and click Save.
So it tells me it's been successful, which is what I want. If I did not change the old 35 already gotten a failure. Everybody said that there's, you know, the headers didn't match and it wouldn't have added the set
So,
It's going to take a few minutes to load. As you can see, it's not here yet.
So once it loads it will show up also get an email saying my job was successful.
So really important to create a really good advanced search so that you can either drill down
And get a good set is also good to review the file beyond the set you've created. So I also want to show you can do this set, you want to do by locations only without doing the facets on the other side by do is linked no other system number and has OCLC
And I do
Tagged I don't want that to be suppressed and then I could do it by
permanent physical location and I'm going to do it by book, em, because that's their main circulating collection. So I'm just going to click Search. Oops, didn't like that. So if you type it in. You got to make sure you actually select the library do that.
And click search.
So you can do it by location. You can pick multiple locations. You do not have to stay with just one you could just go down the list and just check on the ones you want. That way you can admit Special Collections Course Reserves or anything like that.
And you can see this said has a different amount but again it has my books, so it has the same
You know, set, you know, a little bit different because it admits, it's a little smaller because they've admitted, some of the, of the AMC collection. The Office collection. So I had this query already saved and that's the one I'm going to use as an example to run the test because
I did it, but I also did it on just physical books. I didn't. I then took this and I fasted it down to physical books because they did not want. As you can see the resources to get in.
Because they just migrated whether they were just on the wrong record or the holdings are wrong, whatever happened.
So it's really cool. And before we get to running the test running the job. I want to also show you that you can do others another search that will be maybe helpful.
So if you go to state that is Link No does not contain OCLC number, right, because there are going to be records that don't have it, and you're just curious, and it's not suppressed and I'm just going to get rid of the location and I'm just going to do a quick search
And so
This has all lot of stuff, right, you're like, wow, how is there all this information, a lot of them are Course Reserves.
So then I would then go, Okay, I know this only because I've looked at sets. It's not because I'm making
I'm making things up. You know, I click I looked at the sets, I either export it or I was looking in here and I looked at the set. So I'm very fully aware that most of these are Course Reserves and dead giveaway is caps. But that's also for brief babe records, too. So
I don't know how every other campus handles their Course Reserves but only on to their end caps, just like brief bit. So I'm able to know that a lot of these are like that. So you can't omit unfortunately from an advanced search a collection, but you can then refine it again.
By a permanent location and I'm just going to do my book, M.
And I'm going to do child. I'm going to add the child collection to just so you can see I can do more than one
However, it got rid of my other one. There we go. Going to add that one.
I'm going to click search.
But I just want to give you idea that you can play around with these searches and you can get as granular as possible so you can see it reduces
The number substantially right so we have 116 records. They don't have OCLC numbers. What in the world. Now I gotta go look at these. Why don't they have OCLC numbers.
These are the records that that's why you only want your set to link that contain them. But when you do this at this will help you identify records that you can add because they're in your eyes. A they're not in the network zone. So you could add oh 35 OCLC numbers.
Into the 35 so great place. You know hundred 16 records is a manageable set to have to clean up. Right. It's not thousands of records.
Not that take time because you're going to need to go and OCLC, make sure you identify the right. Correct. Correct. You know record, you have your holdings on etc.
Well, actually, you wouldn't have your holdings on these because there's no OCLC number, but maybe you do if it was a vendor who put populated them.
But you would need to identify the correct record and add your holdings and such. But so, just so that you're aware that you can also use the sets to identify other records that need to be linked and how you can handle them.
And another one that's an interesting one for possible clean up his
His link and then
Go in here. And I think it's has inventory
Okay, has inventory is now because that means there's no inventory. Now, he said, this is another one that you're going to want to look at these. There's no inventory, you're going to want to go and you're going to like check this out.
And they don't have any that don't have inventory. That's awesome, right, because that means there's not ghosted records hanging out that are not liked doesn't mean there aren't
You know, hopefully there's not linked ones that are ghosts. But at least there's no unlinked records that are ghosts, but you might find you have this
And you might want to go through the list and clean them up. You may need to add inventory, because maybe they're on your shelf because you want to check your shelves first to make sure they exist.
Okay, hold on. I'm going to go back because Joe asked a question, so I'm Joe the MMS ID, um,
It's because you're going to match on the OH 35 for the linking job so I wouldn't use the MMS ID, because it's a local MLS ID that's coming from your eyes.
So it and the match point is going to be the OH 35
Yes. And Susan. Yes, I did. I'll show you an example. So
So Susan asked can you filter your Excel file the pic locations you want. Yes, and I will show I can show you an example that I did.
So,
Brian, I don't understand what you mean by so it doesn't matter if we have the for all records. You mean they all have system number
If you either you can unmute
Oh yeah the one, the one I kept yet. I kept the record. It doesn't matter because it's going to match on the
35 I could filter those out, if I want. If you want to get really clean and fancy, you can filter it out to just OCLC number. But what's going to do, is it knows the system is going to know
Yeah, so the system is going to know to search on the 35 not on the oh one or you know the
So I'm just going to go back to my Excel so I can show
Show. What I did originally. Because I was like oh my gosh there's all these records. What do I do, right. So Susan suggestion is, you could do by location. So I did.
I did availability I broke it down by the main collection. And I found all these titles and caps.
Based on circulating collection. I broke them out because I gave them to Tammy and Oneonta and she's cleaning them up because they they actually are in the system with inventory on a full babe record and these need to be cleaned up or they have to be linked
But you could do that. And I did it by reserve. So I pulled out all the
I pulled out all the materials by reserve. So you can do this any way that makes sense to you that's logical that helps you. That makes it manageable.
That's why I like making the advanced searches using, you know, the filters or subsets or drilling down by location because then I don't have to have a giant Excel spreadsheet, I need to manipulate
Okay. So Rebecca you wanted to know how to
You wanna know how to do an item. I said, again, is that what you're asking.
So if you do an item I set you go to admin, you go to Manage set. Oh no. Then what did you want. Please repeat the menu option.
Okay, so what I did was I went to admin, I'd go to Manage sets.
I click on Add set
And then I click itemized
And this is where I name it put into description, keep it all titles status active and this is where from from file is where I'd import it.
So it's in the same place you go admin manage sets and it's just an ad set. You're welcome.
So the good thing is that
Now we know we've reviewed the set. Now we're ready to run the job right.
So,
Interesting little thing. So it's pretty cool to run the job.
It works. It seems to work well there's sometimes things don't work. But if not, I would suggest opening a case.
But for the most part, it seems to be working well. So when you want. Same place and just going to go out of my sets to so it's a clear screen. So when you want to run a job, you'd go to the admin.
Run a job.
And I know the name, and I gave you all the name and the Excel spreadsheet, because I think it's really important to have it's easier to do it by me.
So if you click on the drop down and choose name and I just type in link is enough.
And I typed it in and it tells me a phone, I get three options to get like a set of records the network zone, that's what I want, I don't want on link anything. Just want to link. So this is where I'm going to click on that radio button and I'm going to click Next.
And this is where my sets live
So,
I'm linking books, not linked to the network zone. So this is the set. I want to use. So these are the books that I want to add
So I'm going to click on that radio button. I know this is said I wanted us now one of the test ones I created with you all.
So now I'm going to click Next. But you want to make sure, as you can see. So you can see this is a logical set. It was one that I created. I had already vetted this one pretty well.
But if I was going to
Use the itemized set I could easily use this one as well. It doesn't matter which set, it is
And then I'm going to click Next.
So this is important. You want to make sure it says I have 159 members. I'm like, okay, that, that's good. So I want to make sure my cereal match method you're going to use the unique OCLC identifier match method.
And then you're going to do the same thing for your non cereal, because you might have cereals and non cereals and the list. You don't know. So make the choice to use a bowl.
And this little button contribute ice record really important. So if you you have
Energy you have ice records and they're not in the NZ. This will add them to the ending
It does not update your holdings and OCLC, however, so
You would want to maybe make sure that you have your holdings your holdings will be updated. If there's any updates to that record from the nightly jobs.
Any changes that you make in any deletions, but just be aware that just by linking to the network. So it doesn't automatically update any holdings in OCLC with the publishing profiles.
So you want. You don't want to do anything with the ignore resource type you want that to make sure it matches and then you're going to click on this contribute ice records.
And I test this with smaller batches and I probably
Know like I don't know how long this is going to take. So I should have probably just broken it down for next one so you want to make sure you contribute the contribute it records. This way it doesn't fail on those records they get added to the NZ and they're linked
And that's very nice because
For some reason, in my brain. This contribute ice records meant it was going into the zone. So I came up with this elaborate workaround. That was really cool by, you know, but this is so much easier and more efficient. So I have to do is check that box and click Next.
So you always want to review your job. You want to make sure it's at the 159 records. Yes, that's correct.
Yes, I want to match on that I want to make sure they contribute if they're not there. And then you're going to click Submit.
And then you'll click Confirm because it's going to ask you again. So it's funny, right, it said I had 159 bucks is 160 members up so not really sure. Maybe it's the header that it's including as well. So I'm going to click confirm
That sure that extra one month. So the job will run and it might take a while. So I apologize that I should have broken down to a smaller set
But are there any questions or anything I could review, while the job is running.
If you want to any advanced searches that you want to investigate more any of the jobs are looking at the Excel spreadsheets.
Because like
Mega just had a question. I mean, how often would you recommend it. A the library does this sort of, you know, kind of linking
You know, obviously we're talking about looking at it post migration. But, you know, just as people are looking at putting things in their, in their schedules, you know, was this. Is this something you'd look at as maybe a monthly or quarterly task or
A quarterly task is a good segue. Thank you Shannon for bringing this up, obviously a quarterly tasks would be great because
I am hoping that you know now that y'all have free time the semester started right so to link these records because I'm going to start at the end of the semester running the job.
To identify records in the network so that don't have any
There's no holdings attached so you know they're not there. Babe records with no campus holdings and
They'll going to they're going to keep coming back into my system. So unless the holdings are removed.
And in OCLC and it will also
If you link them, then they'll have holdings. Because right now, I have over a million that don't have any campus holdings attacks. There's nothing attached to them. They're just goes babe records hanging out in the network zone, taking up our space.
So,
It would be great if you could do this job, quarterly, I would love for campuses to be able to do it. The semester because I want to start running the job regularly to remove those goes to record from the network zone.
Again, if you go to link records and they're not there. They'll get added. So that's not a big detriment. If you aren't able to do with this semester. But I do highly suggest
A Quarterly Review of anything that is unlinked and maybe get down to the point, it's less if you're seeing that there's really nothing being added, because you're ordering from the network zone and everything you, you know, isn't the net ID that you want.
Okay, so I'm going to go up, there's a few other questions.
No, I'm so Brian Yeah, they don't publish is just by Shannon says just for OCLC publishing it has no impact on the network zone or I see how they function together. It's just you're updating your holdings in the networks in
updating your holding records in OCLC I mean granted if you have things that you don't want to share and you don't want anybody to know about you can remove those holdings and put a flag of don't publish. By all means.
Yeah, Megan Shannon asked a question, what kind of thesis.
I'll let you answer him.
Yeah, so I think this is an area that we know we need a task force to review and, you know, I think we're just finding the best working group tabs that task force. So,
You know, I would say for CCS that are only in D space and you don't have any print component, I would not put those in the network zone.
We have. I don't know if Michelle's on the line and can post how to import those harvest those D space repositories which which we work through
But I wouldn't do the D space, but I do know that there are some more complex issues here so that sometimes that a print record will have
A an electronic link as well. So, you know, I don't want to give a straightforward answer to a more complex question other than I wouldn't if it's just in the space. I wouldn't
I wouldn't put it in the network zone. But if you do have print records, I would, you know, those would be
Physical items that would be appropriate to have in the network zone. And I know that there's some gray area in there as well, which we need to focus on a Sunni wide strategy for them as well.
Thanks, Jen.
And Michelle is going to get an FAQ so great. Thank you, Michelle.
So as Michelle scan the FAQ. Now I can review my history, my job. So I'm going to click on this history tab. So in case you went away and this job isn't here and you're working somewhere else. Nom. I wanted to show you can go to admin monitor jobs.
Okay, Brian, UK. Yeah. So if you have electronic titles and your ID that you don't want no OCLC. Yes. They've set flag don't publish that's 100% correct. So anything you don't want
To publish to OCLC you and also those are not going to be published the way your publishing, profile your data collection is set up to omit those records from publishing in case you forget to change a flag, just so you know.
You want it for your electronic titles. Okay, so if you want it for your electronic titles, then we will make sure that your data sync is said Brian was on campus where you're at. I'm sorry.
Okay. Oh, sorry, Dan. Hi. Oh, yeah. So if you you yeah you worked with OCLC so
If you want your, you know, electronic I'll double check jam that your data sync is set to publish electronic I've done so many. I can't recall off the top of my head, but I will get back to you on that. But yeah, if they're in the ice, you would want the flag to be
You would want the flag to be published.
And you can publish anything from the ice that whether it's linked to the ice are linked to the NZ or not.
Whatever you want published. OCLC. You're welcome. I'm sorry about that. I am. I didn't know what campus, you are in most campuses are not publishing electronic resources. But yes, I KNOW NANCY did work on that. But I will verify 100% that your electronics are being published
Now let me go see go see Michaels I'll scroll up
Just make a comment on that, Maggie. But we do want to be very careful to not put any resources.
In the network zone because yeah and you can link them. And I think that's a piece that you were talking about through the creation of the sets but
Just be very careful not to add ebooks to the networks on because you can, and it will just not be the experience that we want to have for our Sunni catalog.
Yeah, exactly. So Jan's question is separate from this process completely separate. So you're linking you only want to link physical non electronic Thank you Shannon, so Michael said sorry I missed the beginning in the post my post migration.
You're also always exporting from OCLC to network. So when we, when we have the ice items with OCLC records that aren't part of the NZ So Michael, that would have happened during migration. So during migration, you would have had
There's a lot of reasons, this would happen. They you holdings for setting. OCLC because human error that happens to all of us. We get to click the holdings button. You know, we just export something just human error. Somehow I didn't get into the network zone.
The query for all the campuses that seeded the network zone because as wonderful as old as they work so hard. And they did a great job, you know, the queries were they could run the same query wasn't always
Consistent so there's, you know, issues with that.
And it had nothing to do with their queries. It was on that was the LLC side and then the institutions holding you know I said, Weren't added
Then you added stuff during that period of june 3 July 13 when everybody was migrating and it wasn't the network's own wasn't being updated. That's a possible reason
And the final possible reason, while not final, but there's probably others but another possible reason is that you didn't have an OCLC number in your record to begin with.
So that's you, you can do the queries to find the things that are not linked and then you have to decide.
You know, so the things that are not linked like we definitely don't want you be sources link to network. So we don't want English language records linked to the network's own. We don't want
Anything from MSP three, you know, personal courses are copies I allow you know things that you barf. My LL equipment bound with host bibliographic records suppressed records proprietary records, things of that nature.
Yeah, and Maggie, I think, you know, to me, you know, maybe what Michael is asking, and I'm you know I'm I'm projecting my own thoughts and into Michael's question so he'll have to forgive me.
Is, you know, should there be many of these coming up that are legitimate linking things that need to be linked if
You have the workflow that I think can you get has which many others would which would be
Exporting straight from connection into the networks own or linking directly from the network's own and I would say it would be a very low number and it would be mostly based on
You know, human error for getting to click a button, but it should be a very low number after you get through the initial linking so you shouldn't be linking a whole lot
If you have a pretty straightforward workflow, the campuses that might have more linking to do would be those using different methods to get records into their eyes he or into Alma in general.
I agree. So yeah, sorry about that. You're right. The amount will be low human error would be not changing your export.
Back to NZ would you're exporting records in manually. So I agree, the amount of records after you do the cleanup is probably really small and due to human error or end or ways
Babe records are being added into the network zone.
Through other avenues.
Yeah, I like just do a quarterly. And then if you see Jennifer. If you see down it's smaller and smaller. You know, it's not worth doing quarterly then do it you know
Once a year or something or once every six months, you know, just pay attention to what's going on and just review the processes and you'll see that maybe it's not necessary at some point because it's not really happening.
So, so now I'm going to review my job. So I went to admin monitor jobs and sets. And then I'm going to click on the history tab.
And so it says it's complete completed successfully, which is nice. It's nice to see that green one, when it's ready. You know some things didn't work. Right. So now I'm going to click here on my report.
And it says,
Were successfully laying 76 for contribute to the network. So that means as 160 that 76 we're not there. So they were added. And they were linked
It would be nice if they gave me those you know records. So I could go see. I mean, if you wanted to, you could spend a lot of time trying to figure out what ones weren't linked not. But if I go back to my report here.
And if I do us quick search
Just want to go. I'm going to spend a grabbing OCLC number I'm not showing you what I'm doing. I'm sorry.
But this was one that was an icy record. It was not linked and I just want to show you when I searched for it.
Good. I think physical titles. I'm gonna do other system number I'm gonna do. OCLC again you could buy
Anything. So now you can see here it is it to my ice. It doesn't didn't click Create a duplicate record. It's just one record, which is what you want. So if you see anything that
creates another record or something.
Create a Salesforce case, there's obviously something weird going on, but it should not do that it should not create another duplicate record at all. So, this is perfect. This is what I want to see is one record in my institutions down. And if I click on my tab here.
Sorry, I have to do all titles. That's where I failed.
And we all so if I do that, I can see here's my record. I have one that's all I want. And if I click on the network zone.
You can see it's held by one. So this is one that was added. How do I know it was most likely added it's possible is in here as a ghost record.
Because it came through the nightly updates or when it was seated.
And you can see now it's held by the institution. And that's what you want to see you, was you know that it's connected because you get the little house for the institution. And then for your house, you have the network image. So it's really important.
Just to review to make sure that you know they linked properly that everything looks good, that there's nothing weird, but the job when it works. It works really well.
If you find that there's errors in your report and this one doesn't have it. So let's just see um
I think when there's errors, it will give you more information, but I'm not hundred percent sure maybe thinking of import files. So, um, but if it says number of errors and you would know there are records with errors.
So,
Then you would know that some of your job fail, and it would also be in red. It'd be completed with errors.
So you really want to see the green link, but it's nice because then if I go back and I do my search again, it's going to be less the amount of
unlinked records.
So just, just so I can show you and it feels good. It's satisfying when these good go down.
That's why it's really important that you only do this with records that have OCLC numbers that job. So when you identify those records do not have OCLC numbers they need to have an OCLC number added. That's a lot more cleanup of going into OCLC connections identifying the right record.
Adding it and saving it in releasing the record in Alma an MD editor. So all that is very important. So to make sure that you're paying attention to.
You're taking care of and being very careful about your sets. And what's that you're working in because it's easy to get mixed up. So, name your sets clearly
Don't try to do too many at one time, you know, focus on one. I mean, again, depends how your brain works and how you work but
It's easy to make mistakes. If you have too much going on. So then if I go to. I'm just going to do a search. I think this because I just want to see. I'm gonna do my quick search. So I had 420 I think with this original search
And it's just thinking
Yeah, this is the one I didn't want. So what is I want to go get my other Search parameter. So many go is slink contains is TLC I'm
Trying to think
Oh, you're right. All titles. Thank you. See, very important. Thank you for the other eyes. I'm so used to doing physical titles and I forgot to change it. So thank you.
Perfect. That's why it's good to have other eyes. So thank you so much. I'm like, why is it so I
Appreciate that Brian
And that is so important to what you're searching and the all titles and the physical titles is so important. So see, I went down from 400 over 400 now today and 63 so it's it's so satisfying to see this number go down.
And slowly, I would with a list away and then I would evaluate these records to see what you know the electronic ones to see how you know maybe linking them to either. I keep them in the ice, but maybe I have to
Change the record a record and I need to order it in a different way. I'm not order it but change the record if there's an order record associated with it, but
I could keep them in the ice or I can link them to the season, but it's so satisfying and I think
You all i don't know i think most of you can understand when you see the number of things go down that you need to work on so you can keep working with the set. So you could go to another resource type
And I would just be careful you pick the physical you don't choose electronic you just choose the physical
And if you want you can create, you know, export sets and then just combine them if they're really small. Or you could just do them one at a time. However you however works best for your for you, but it's a pretty simple process. Once you've refined down the
The sets and you make sure that you're really only including those records with OCLC numbers and that you review those files because you want to make sure that you're not adding things to network zones that you shouldn't be or that you don't want to
Are there any questions we have about five minutes.
You can unmute yourself or type in the chat.
And Shannon has the, has the slide deck, which talks about it in step by step.
And he'll post them when you post the recording today or later on.
Any last calls for questions or comments or concerns.
Okay, so I'll give you back five minutes of your day. I appreciate you joining me today.