Michelle Eichelberger: Alright, so why don't we go ahead and get started Thank you so much for joining us today for a session on dealing with missing or poor quality CZ records.
Michelle Eichelberger: i'm Michelle eichelberger and i'm going to be presenting with Maggie so what we're going to do today is we've enhanced the.
Michelle Eichelberger: faq on how to deal with for bibliographic records so we're going to talk about some of the changes we made to the faq excuse me.
Michelle Eichelberger: we're going to talk about some current issues with CZ updates and some weirdness we're seeing with that and Maggie is going to go over the pros and cons of importing and managing your own records when dealing with things that you either don't like in the CC or that are there at all.
Michelle Eichelberger: We just do a quick sound check can everybody hear me and see the screen okay.
Michelle Eichelberger: Okay, thank you awesome thanks so much.
Michelle Eichelberger: So what, why are we talking about this.
Michelle Eichelberger: The CZ records I are primarily added by vendors, some of them are like directly controlled by them, some of them go through a process with X sleepers to get the content in there.
Michelle Eichelberger: And because this is all in the control of the vendor sometimes the currency and the accuracy of the records aren't what you would prefer.
Michelle Eichelberger: And you don't have a lot of control over what's in there and how it gets in there, so.
Michelle Eichelberger: The benefits of using a CZ record which i'm sure you're all aware of, or that you don't have to create the record yourself through an import profile or portfolio loader you can just pick it out from a list.
Michelle Eichelberger: This helps prevent you know data entry errors or other areas that could happen during a locally created record.
Michelle Eichelberger: You don't have to maintain the record, so if something changes, you know if the linking changes that will be automatically updated for you so that's a good thing.
Michelle Eichelberger: The other good thing about using a CZ record is that it creates an indication in the nz that tells us who owns this thing, and this can help us if we're trying to make decisions about.
Michelle Eichelberger: centrally purchasing content, it gives us a sense of what collections are being used most heavily across suny so that's a really helpful thing, although that does create some complications in terms of indexing, but I do think it's more beneficial than detrimental.
Michelle Eichelberger: So, as I mentioned, because this easy records are dependent on the vendor there may be times, where the record hasn't gotten in there, even though you've purchased it.
Michelle Eichelberger: You may only be able to find it through one collection, but not the collection, that you need and sometimes you again just may not like what's in there may be too brief or maybe inaccurate So what can you do about that.
Michelle Eichelberger: The first and probably most recommended option is to live with it, because these will eventually get enhanced it just depends on your tolerance, you know what, what do you think your users would be okay with you know how.
Michelle Eichelberger: If the referee if the record is brief but good enough, is that good enough for your users.
Michelle Eichelberger: so that you know the benefit of just living with it and waiting for things to show up is that it's it doesn't require any extra work, and it also avoids any kind of complications with you know dealing with your local records indexing some of the pitfalls we're going to talk about later.
Michelle Eichelberger: But the problem with living with it, is that it may not be even be fundable, and Primo if there's missing identifiers, you know, maybe there are three ISP ends and only one of them is on is on the record.
Michelle Eichelberger: You know, maybe it's only searchable by the brief title and not the full title, etc, so you know if you choose not to live with it that's understandable, but that really is.
Michelle Eichelberger: The best course if you can just kind of live with what's there, and if no record at all exists, give it some time and see if it shows up.
Michelle Eichelberger: Option number two would be to ask actually was to do something about it, you can submit a ticket and and ask actually breast contact the vendor to get the record into the collection.
Michelle Eichelberger: This can be effective, sometimes if you know if you really want it to be in the CZ and pick it from there, unfortunately, you know if it's just a one off thing it can take a long time for your request to be resolved.
Michelle Eichelberger: This does work best if it's like a whole collection that's missing that sometimes seems to get a little more weight with X libra.
Michelle Eichelberger: So another thing you can do is you can activate the CZ record that's in the collection, that you need it to be in, and that will get you the linking that you need.
Michelle Eichelberger: But you could relate the big piece of it to a better bib and Meg is going to talk about the difference between a portfolio and the bib record that's associated with that portfolio it's really kind of confusing.
Michelle Eichelberger: i'm still trying to get my brain around it about where the the title record lives versus the portfolio.
Michelle Eichelberger: But it's important to recognize that there is a difference between the two because that can definitely impact your indexing it can impact how it's being searched and Primo etc.
Michelle Eichelberger: So once you've activated the portfolio that you want, you can see that in the screenshot there's a little option that says really linked to another bibliographic record.
Michelle Eichelberger: So that's a way that you can keep the linking where it's supposed to live on the portfolio for that collection and by collection, I mean GB rl or.
Michelle Eichelberger: Which isn't even GB scale ebooks or ads go ebooks or whatever the collection is, and you can actually get the bib record link to something that's a little more careful.
Michelle Eichelberger: When you do this, please make sure to link it to the CZ because again if you're doing any kind of real linking we want it to be coming.
Michelle Eichelberger: In from the CZ where things are going to be updated, you might get the option to link to the nz but we prefer that you don't do that because it complicates the indexing again having an nc just makes life that much more complicated.
Michelle Eichelberger: Okay, another thing you can do is you can edit the CZ record and what I did here was I took a screenshot from the actually burst documentation about what you can edit what you can't edit.
Michelle Eichelberger: The only thing you can't edit is the oh two two and that's because that's the main is bn or.
Michelle Eichelberger: I ssn which really needs to be maintained and they don't want people changing that around, and you can add new ISS ons or he is a sense.
Michelle Eichelberger: You know if they're missing and you need them, you would add those in the 776 field, but you can actually change the oh two two so you shouldn't be able to change things.
Michelle Eichelberger: You would be adding content that would be helpful for anyone using the record, so you don't want to add any local content, there is a way you can add local fields.
Michelle Eichelberger: it's a little more complicated and we're not going to get into that but this would be for general things you know, this is a brief record.
Michelle Eichelberger: You want it to have some subject headings, or you wanted to have a subtitle or you want it to have some contents notes that kind of thing you can do that.
Michelle Eichelberger: Once you do that, you also need to ask the city library services to force in nz updated with update, which is needed because Primo indexes off of the nz record.
Michelle Eichelberger: Not your local record, it may look like your local record showing and Primo but the indexing is actually coming from the nz so it has to be updated in both places both your local Alma and in the nz and i'm just going to take a break for a minute hang on.
Michelle Eichelberger: Okay, so.
Michelle Eichelberger: You know this sounds great this was working we had finally figured out how to how to do this, this was a really handy thing.
Michelle Eichelberger: because sometimes we're finding situations where the CDI record maybe has an electronic is isn't and if it has that it's only looking for that in Alma and if it can't find it it stops looking at won't keep looking for I ssn.
Michelle Eichelberger: And, not all of the CZ records have electronic is a sense.
Michelle Eichelberger: For the matching so like great we figured out how to do this, you change it, both you know you change it in the CZ and then you can inherit that change both in the network zone and in the campus.
Michelle Eichelberger: For some reason, this is not working, we have a case in about this, I don't know why it's no longer working up had a great example of this, so they've got a book about Ruth Bader Ginsburg.
Michelle Eichelberger: In UBS catalog it looks like it's a full record it's got a subtitle it's got subject headings, if I look at the CZ record it looks like it was updated by University of South Carolina great you know full has all the stuff you need, but when they were searching in Primo.
Michelle Eichelberger: They could only search by the brief title they couldn't search for the full title with the sub headings i'm sorry with the subtitles.
Michelle Eichelberger: And the reason for that is in the network zone which you can kind of barely see the network zones linked CZ.
Michelle Eichelberger: record so they're like the the ID virgin in the network zone is this brief record it doesn't have a subtitle and because that's what it's being used for indexing.
Michelle Eichelberger: They are not able to search for the full title in there Primo so we're continuing to work on this actually just recorded a video this morning to show the tech people that actually bros what we're talking about, I think that what's happening is that.
Michelle Eichelberger: Instead of being able to immediately update this content like we used to be able to do you could just.
Michelle Eichelberger: edit the mark record, it would go out and search for a newer version in this easy bring that content, and I think we're having to wait for it to get through the CZ update cycle which can take weeks, which is frustrating.
Michelle Eichelberger: And the other problem that we're seeing is that that's the CZ updates that job isn't hardly pulling in anything there's something definitely wrong with that there's been discussion about it on the on the list, and also the Primo lists.
Michelle Eichelberger: orbis cascade has reported a similar issue where you know used to kind of get.
Michelle Eichelberger: Daily at least pieces of the updates, they would break that file into multiple pieces and then you could see things coming in, you could tell things that didn't change.
Michelle Eichelberger: That does not seem to be working right So yes, you can change the CZ record it's not working very well at the moment, but that is a possibility and my hope is that they're going to fix Whatever happened to break our ability to make those changes.
Michelle Eichelberger: Okay tonight i'm going to turn it over to Maggie to have any questions before we go forward.
Michelle Eichelberger: Okay, take it away Maggie.
Maggie McGee: hi everyone so some of the stuff i'm going to talk about might be, you know very general and you may know this, just like the repetition.
Maggie McGee: Maybe there's some information that you don't know so I just want to talk a little bit the idea of a portfolio versus bibliographic record.
Maggie McGee: So you know the portfolio canes the coverage, the services, the linking information correct it's that's what it is, it contains all that kind of information.
Maggie McGee: It can be found in your under your full record display and Primo be.
Maggie McGee: The thing is, is a portfolio can't be discoverable, the only way for a portfolio to be discoverable if it is attached to a Member record.
Maggie McGee: And if it record contains all the descriptive metadata information about that particular item and just like when you create physical POs it creates inventory, so when you create a POs in order.
Maggie McGee: Again, you can just activate a portfolio and you activate a portfolio that portfolio is linked.
Maggie McGee: To a bibliographic record it's not just a portfolio want so it's still linked to a bibliographic record, but when you know, and if you do ordering.
Maggie McGee: It creates inventory, you know, is what we call it with the physical information, it creates the portfolio.
Maggie McGee: That is linked to the bibliographic record so whether you activate it it's still when you activate it is still linked to bibliographic record that you inherit same thing when you create a POs from.
Maggie McGee: The CZ or in do from the ic using an electrical and electronic resource, you are creating the portfolio that's linked to the descriptive metadata about that item.
Maggie McGee: And what's really important to understand this.
Maggie McGee: Primo be uses the bibliographic record for discovery it doesn't use the portfolio, I mean the portfolio information is important for discovery.
Maggie McGee: But it's using the metadata that's in the bibliographic record.
Maggie McGee: So you can have the records be discoverable without your portfolio, but you cannot have it the other way around, so we all know, we come ghost records kind of just floating out there, they show up and we're like why we don't have this.
Maggie McGee: But maybe it's in your Armor and it just has no inventory, so they can show up unless you have.
Maggie McGee: That setup to suppress without holdings so that's the big difference between portfolio bibliographic records and it's an important piece to know that if you don't have a bibliographic record, you will not get discovery.
Maggie McGee: Next place.
Maggie McGee: So there's different ways to view right, you know we do repository searches all the time and all.
Maggie McGee: Right and there's different ways to look at it and i'm primarily probably when you doing looking at your portfolio you're doing electronic portfolio search.
Maggie McGee: And when you do that you're looking at the information from the portfolio about the portfolio.
Maggie McGee: You could click on the you know you can get to the title link if you click on the title but it's all about the portfolio primarily so when you do an electronic title search and.
Maggie McGee: it's going to display that babe record it's showing the bibliographic record, with all the descriptive metadata.
Maggie McGee: And what's really good about me doing electronic electronic title search, you can know where that electronic they prefer record resides.
Maggie McGee: You know, does it reside locally or is it part of the CZ, because that will help you understand if you're using a local bibliographic.
Maggie McGee: descriptive Meta data as opposed to the CC descriptive data.
Maggie McGee: And that's helpful information, because I know, sometimes when I you know, Michelle and I are working together, because we do sometimes work closely on discovery issues when it comes to the resources because they're very intertwined.
Maggie McGee: That will both be like oh wouldn't it be nice if we could figure out if this was managed by the campus and it was you know, a local paper and felt.
Maggie McGee: All along it's been there i'm you know it just took me a little while to figure that one out.
Maggie McGee: But you all may know this, but it's a good way to find that information and it will tell you, if it's a local bibliographic record and that will let you know choosing your own descriptive metadata or if it's using the CZ descriptive map metadata it's linked to the CZ.
Michelle Eichelberger: me i'm just gonna jump in here, the reason that this is important.
Michelle Eichelberger: is sometimes it's hard to tell if it's a local record or CZ record, because if you're looking at that service and your portfolio list you'll see the little people icon because it's linked to the CZ but you can't tell where the metadata is coming from anyway sorry go ahead.
Maggie McGee: No problem and i'll show an example of that when we get a little bit further.
Maggie McGee: Next.
Maggie McGee: So you said this using a local versus a communities and record right, so you know when you create this record it's local and Alma and it's going to have that house icon right, so you can you can have local records it's best to have them.
Maggie McGee: linked in you know you know can link to a collection whether it's a local collection or a CD collection you're responsible for maintaining descriptive data Meta data and linking information.
Maggie McGee: And if it is a local portfolio link to a local collection is going to have the highest house icon and if it's a local portfolio link to a CZ.
Maggie McGee: it's going to have a seat it's going to have a CZ, but when you go into that CD collection there'll be a little House so we'll let you know that it's local when you go in, in looking around so it's you know.
Maggie McGee: Almost really good about helping you understand where things are, and you know with communities own babe records, you know.
Maggie McGee: You know, we use the communities own their records to create portfolios, you can order or you can activate from that their record, it will create that portfolio them and they are part of some kind of collection we don't really want you know there's no I mean you can have locally loose.
Maggie McGee: portfolios, but it's not a great idea it's really hard to manage and maintain so it's always good to either have it in a local or CZ collection.
Maggie McGee: But you know, in the Community zone they're all part of some kind of collection.
Maggie McGee: And all the linking and Meta data information is all maintained by the CZ.
Maggie McGee: We don't have to do anything to it, like you can enhance the metadata if you want.
Maggie McGee: But you don't have to so that's kind of Nice about the CZ and you know, so if it's a really brief record, you can enhance it if it's a nice full one because sometimes we run across them and they're lovely that you don't have to do anything.
Maggie McGee: And we all we're all used to seeing when something's linked to the CZ it's going to have that CZ icon.
Maggie McGee: Next, please.
Maggie McGee: say.
Maggie McGee: As Michelle said just live with it right that's the best practice just live with it right, I mean as a catalog or in somebody who deals with bibliographic information all the time that hurts my soul, but.
Maggie McGee: Sometimes that is really the best practice so i'm using the community's own babe records, you know creatively, you know, to create CZ link portfolios.
Maggie McGee: You know the p O line creates portfolio also activating I did not put that in there, but you know if you don't use POs and you're just activating but chances are if you're ordering individual ebooks or creating some kind of POs unless it's part of a package.
Maggie McGee: and
Maggie McGee: The link is created between the institution zone and the CZ so the ice will have a Community zone icon and the CZ will have a little house icon because it communicates, we know that third went, but what also happens is that.
Maggie McGee: The network zone, the record gets created in the network zone and it's linked to the zz you're held by institution gets added so that creates the link, we know that you have this.
Maggie McGee: And it's helped by your institution and any other institution that then activates after that gets added etc, etc.
Maggie McGee: And what's really important is that, when your link to the CZ.
Maggie McGee: That networks own record is used for discovery.
Maggie McGee: And even when you link after the fact, to the CZ that networks own record still needs to be there for it to be discoverable.
Maggie McGee: And another nice thing about using the CZ to either create appeal activate.
Maggie McGee: Is that there's no other work required after that you know, unless you choose to.
Maggie McGee: And unless there's troubleshooting issues i'm not getting into that but, unless you choose to update enhance the record.
Maggie McGee: Next place.
Maggie McGee: So now, this is where i'm gonna you know.
Maggie McGee: Go start going into the next after the slide on we're going to almost to show you some live examples of some of the different information into show you.
Maggie McGee: So, using the local babe record, you know, to create a portfolio Now you can do this, a lot of what you said, Michelle also said portfolio loan loader which I always forget about because again.
Maggie McGee: I do more with the physical and when I do work with the resources, I I rarely use the portfolio loader but every time you sell tells me i'm like oh yeah that's such a great way to do it so um.
Maggie McGee: You know, you can do by import profile New Order API through export from oclc there's also this add local portfolio to create, you can create a brief record.
Maggie McGee: If the existing record exists, you can use that in your eyes, he but.
Maggie McGee: there's many ways to get in local bibliographic data into your ice, because this is coming into rising, and then, once you're there when it's in your ice.
Maggie McGee: you either have to create a PR well or you can use the add local portfolio loader and that bypasses the need to create a POs but, again, if you're purchasing a.
Maggie McGee: An E book on its own, you know it's not you know your chances are you know if you're using full acquisitions you're going to be creating a POs, but you can also use that add local portfolio loader it, they have local portfolio and it allows you to do that.
Maggie McGee: um.
Maggie McGee: What happens is when you do import a bibliographic record into the networks own you create a portfolio, however, if you do through P O Allah the end local portfolio.
Maggie McGee: Both the electronic record and the electronic portfolio they're both going to be a local they'll have a local icon they'll be discoverable no problem, their local so using the bib record from your ice so there's no interruption in discovery and once you've activated it will be available.
Maggie McGee: Now, another thing about local portfolios, you can choose that they've remained local you put them in a local collection, or you can choose later to link to the Community now sometimes when like New Order APIs maybe they don't find a match.
Maggie McGee: When they ordered and then there's like a you need to link to Community you have that option, but you also have that option to do it if you manually bring in.
Maggie McGee: A record create a local portfolio and you decide later on you're going to link them instead of having it in a local collection, or maybe you find some that need to be added to a collection, because they have not been attached to one previously.
Maggie McGee: So there any questions before I jump jump into almost so we can.
Maggie McGee: Look at some live examples of what i'm going to talk about with went to Community and how it can impact your discovery.
Susan Davis Bartl: hi Maggie this is Susan it at buffalo um.
Susan Davis Bartl: I want to be sure that I understand.
Susan Davis Bartl: I didn't think that we would pass or bring in oclc records into into the nz for any electronic.
Maggie McGee: yeah your eyes, at your ideal.
Susan Davis Bartl: Right so.
Maggie McGee: i'm sorry if I wasn't clear but yes only charity, so you wouldn't put anything that you're doing locally that's going to stay remain locally to the networks on period.
Maggie McGee: So you need to create you know most everybody has if they're using it, and I see a local oclc integration profile to do that so that's you have to make sure you change that.
Maggie McGee: Exploiting as well.
Susan Davis Bartl: Some of us don't don't deal with the print, so we don't we don't really worry about the networks on, but that was interesting the part before about the network sound gets a bit, but that's actually what the discovery is based on I did not know that before, so thank you.
Maggie McGee: you're welcome yeah that's that's Michelle Michelle and I so.
Maggie McGee: You know figuring out to realize what's going, I know, Michelle was way ahead of me, knowing that it was the network so record, but you know, working together, this is stuff that we've discovered and we looking at problems we found without it you're not going to have discovery.
Michelle Eichelberger: And I would just say if this sounds confusing to you, this has been super confusing to us and we've had multiple meetings with ex lovers tech support to try and help us figure out what the heck is going on with all this.
Michelle Eichelberger: And then we end up kind of training them as we go forward, so this is not intuitive.
Maggie McGee: yeah not at all like Michelle said the network's own really messes it makes it it complicates things right it's very complicated when it comes to the electronic records and not so much for physical, but when it comes to the electronic records very, very complicated.
Maggie McGee: So um you know, I was talking about this link to community.
Maggie McGee: So this is only available if it's an icy only portfolio you're not going to get this option now if you click linked Community sometimes there's no match so just be aware of that there may.
Maggie McGee: There may not be a matching record and then it would need to stay in local I mean you could you could connect it instead to a CD collection until that comes in, and then you could link it but.
Maggie McGee: Just be aware, sometimes you click that link to Community and it's like there's no match.
Maggie McGee: Sometimes it's an error, because I found that when I was testing I had that error so sometimes it's always good to go, you know just checking the CZ if you get that just to make sure that it's not Alma doing something weird um.
Maggie McGee: So.
Maggie McGee: What you can do is a link to community is really nice because you can just link it to that you can link it to the Community, but there's two ways, you can do you can use the cesium metadata you know descriptive metadata which you know, is just like if you ended up.
Maggie McGee: Creating it in the season yourself, then all the updates of the metadata and the link all that now all handled by the CZ.
Maggie McGee: But if you use the local bids descriptive by dire you own that local babe records descriptive metadata and maintenance of that, so we have these two options, you can use either.
Maggie McGee: And like I was talking about, there are before you know Dara is like hey you need to link this Community, and you know, all well and good, if there's a network song record and that's where we're going to start talking so i'm going to jump into.
Maggie McGee: If you don't mind stop sharing and i'm going to jump in on that because i'll start talking about this because i'm going to show you blinky to convenient using a descriptive using the CZ descriptive metadata first.
Maggie McGee: And I also wanted to mention that, if you.
Michelle Eichelberger: Use the link to Community it may not be approved, like it's i've been actually trying to get the New York state newspapers collection into the communities own for four months I think so that's really like a really last case kind of thing.
Michelle Eichelberger: You know if you're gonna have a thing you want to manage, you should just manage it locally that's my two cents.
Maggie McGee: yeah exactly it would make.
Maggie McGee: It.
Maggie McGee: yeah if you're going to do, local it's best to keep it local because what's nice about, that is, you know, always be discoverable and you don't have to worry about the network so i'm having a record.
Maggie McGee: So I didn't all title search and I have this one up already.
Maggie McGee: Because I kept them in the order i'm going to be doing them instead of having to jump back and forth, so I have made Arabic.
Maggie McGee: beginner's guide I created there's a order on this, so if I did a POs search on this, so this is all titles it's a local bibliographic record it's not linked to anything.
Maggie McGee: You can tell there's electronic inventory attached to it, I didn't give an interface name and obviously I didn't activate it i'll quickly do that when I go there.
Maggie McGee: And so now, if I do an electronic portfolio search and just going to grab that so I have some private a mess this up, for me, anyway, but.
Maggie McGee: I just want to be able to grab my ISP and I could have copied it there if I do my electronic portfolio search now.
Maggie McGee: i'm going to get the electronic portfolio and it will look different than my bibliographic record right, if you look at this right now, it looks completely different than what my bibliographic.
Maggie McGee: records look like right this looks like what you're looking at physical records it's no for very familiar with looking at.
Maggie McGee: But when you come in here what i'm looking at is electronic portfolio.
Maggie McGee: When I look at this and you know you have different options to convince you can do i'm just going to this isn't real and I wouldn't you know I don't you know not recommending i'm just going to activate it just for training purposes.
Maggie McGee: You know I just added some things that I knew weren't there were there, etc, so i'm going to link this to the Community, using the descriptive method that of the Community.
Maggie McGee: So I come here, you know it's got the House icon before it didn't have a house icon when I looked at the electronic title because inherently it was local, but now that i'm looking at the portfolio, you can see i've little house icon.
Maggie McGee: i'm not linked to the network zone it's totally local and I come here click on my link to Community and then I have the ability to choose which one i'm going to do and.
Maggie McGee: It choose this one, because that's the collection, I have and i'm gonna click next.
Maggie McGee: And then i'm going to click next again because that's what I want to use Now this is where I get to choose do I use a descriptive metadata from the Community or I keep the local i'm going to keep it as the Community and click next.
Maggie McGee: And you know, this is just kind of like a click link again so it's This is just kind of like ends up being like if you activated this initially an ordered etc from the season.
Maggie McGee: So what's Nice is, you can see my portfolio are already changed right have a little and i'm sure you're all pros at this and i'm probably pointing out the obvious but here's my CZ icon and if I click on the Community icon.
Maggie McGee: I have the wall house that I expect to see.
Maggie McGee: And then my show you know title search So if I do my all title search now.
Maggie McGee: You can see it's no longer.
Maggie McGee: Make sure I have that all titles, so you can see, it is no longer using the bibliographic record I had there before too much prefer one.
Maggie McGee: yeah you don't see the order of the season now you just see that you have it linked.
Maggie McGee: And then here you have I can look here, and then, if I click on the network.
Maggie McGee: That record was already here and I showed you that ahead of time I apologize, but they were the only holding institution and now my institutions at it so what's great is if I went into discovery and we can go do this and i'm going to grab that is began.
Maggie McGee: And i'm just going to pump out here, I should have had don't have my discovery up yep go here, but you nice bn search.
Maggie McGee: And again.
Maggie McGee: It may take a few minutes for indexing we'll see.
Maggie McGee: But there it is so what's Nice is I can have access to that and that was rather quick, but if I didn't have that network zone record which you're going to see next um it's.
Maggie McGee: it's not going to work or it should not work.
Maggie McGee: I you know almost almost sometimes makes you a liar, but I think we've all experienced that, but you can see how, if I end up getting a you know whether I start with a you know local.
Maggie McGee: portfolio, I can link it to the Community zone, using the Community zone descriptive information and metadata and it's perfect because it works, just like if I did the best practice of just love with it.
Maggie McGee: I like that, as opposed to you know, using the CC but you know that whole process, so it works oh being discoverable you know minus any troubleshooting issues after that fact, but that's really what you want to see.
Maggie McGee: But sometimes if there is no.
Maggie McGee: um.
Maggie McGee: You know if there is no babe record, that is.
Maggie McGee: Usually descriptive data and there's no big record and see this is where the problems come so i'm going to give you an example i'm going to go to my all titles, hopefully, I can find it I did a lot of searching with that one should be my next one i'm going to double check my notes.
Maggie McGee: So if I come here, I do an all titles, I have this title it's a nice full been record, you can tell just by the description I don't even to click on it it's got a lot of information.
Maggie McGee: here's my portfolio it's active by click on Community you don't have to do this, but i'm going to show you there's one of the Community, and if I click on network there's nothing in the network.
Maggie McGee: So I can't look at I can't do an electronic portfolio search the network sound because it doesn't have portfolios, it has records it's just got titles so even electronic type, excuse me, even electronic.
Maggie McGee: Excuse me, I can't do because oh.
Maggie McGee: can't do that because it doesn't, allow me to see it's not really electronic it's it's just a title so that's why I have to do that all type of search.
Maggie McGee: Okay, great thanks Michelle France, and I was reading that you're much quicker in answering OK so.
Maggie McGee: Now i'm going to do my portfolio search as well make sure my portfolio guess I did because here's my little house icon and i'm going to have the ability, now to link to community.
Maggie McGee: And i'm going to click next and there's only one for this one like sometimes the lists are huge, but this time i'm going to use.
Maggie McGee: One Second, I just want make sure i'm using it i'm going to use yeah i'm going to use the.
Maggie McGee: So I make sure.
Maggie McGee: i'm going to use the descriptive Meta data, the Community zone, because when I choose local it has a different behavior so i'm going to click next.
Maggie McGee: click link to portfolio.
Maggie McGee: So now everything looks great it's linked to the Community zone, if I click on the Community zone it's linked back to my institution and now i'm going to do an all title search.
Maggie McGee: And you know it's linked to the Community it's all good and done but there's still nothing in the network, so it does not create this network so record there's not one there.
Maggie McGee: were working with actually verse on this, because we really, really do not you know understand this, if they're suggesting we should link to.
Maggie McGee: The communities zone, it should be creating an a record in the network zone, a bit record of the network zone to create that linking it's not doing that.
Maggie McGee: And X leverage doesn't know we might be designed that way it may not so, if you are linking to community is best to take a look, make sure, and all title search that there's actually something in the network zone.
Maggie McGee: So that you don't run into these problems, because if you do link and there's nothing in the network zone can you fix it.
Maggie McGee: there's a workaround actually this doesn't have a great workflow for this, you know you can go to the CZ and you know or activate that portfolio their.
Maggie McGee: transfer the POs from the one that you have in your eyes, he then delete the other one it's a convoluted mess, so you know it's always best practice is you know, to have to not clean up those messages as much as you can so.
Maggie McGee: I know, maybe before you link to the Community, yes, doing all title search check the network, so let it's there because that may determine if you're going to use the CZ descriptive metadata or keep your local descriptive metadata so that it can be discoverable.
Maggie McGee: or keep it your you can decide to just keep in your ID until one shows up and then in nz or you know.
Maggie McGee: You could always you know no there's no way for us to just add it without a portfolio being created from the season.
Maggie McGee: So if I come here and i'm going to do a search for this in discovery.
Maggie McGee: It does not come up.
Maggie McGee: And that's problematic right because you're like this should be discoverable why isn't this discoverable it may not be discoverable because there is not that network some record that got created, even though all the Nice linking.
Maggie McGee: The linking looks like it's all connected the piece, that is missing is the communities zone did not create a record and the network zone will have it, they have they have a link, so let me go back to the previous one, just so I can show you that.
Maggie McGee: By doing all titles for this and you look here it gets a community's own link, so any.
Maggie McGee: Any.
Maggie McGee: You know what type resource ends up in the network's own through the Channel going through the CZ.
Maggie McGee: gets a bit record created here and the network's own record gets a link to the Community.
Maggie McGee: If I come here and I look at it i'm not going to see an nc link i'm just going to see the idea of like because i'm in an institution and that's how the linking works.
Maggie McGee: But there is that create it does create this relationship that most of us don't notice, I mean Michelle and I only really noticed that when people were like hey why isn't this working with like there's not a record in the network, so what happened.
Michelle Eichelberger: And, in case you're wondering if we think this is great design like why on earth do we need this stuff to be in the nz it's really from other consortia that do a lot more central management.
Michelle Eichelberger: and want this kind of stuff to be shared our lives would be a lot easier if we didn't have to do this, but this is just the way that all men Primo are designed unfortunately right.
Maggie McGee: And we do use it a little bit differently as Michelle said.
Maggie McGee: So you know, the best thing is to know what are the possible pitfalls and how to prevent them.
Maggie McGee: So, the last thing I want to show you is how to link to community, but now keep.
Maggie McGee: The metadata and this time because my list has gotten too long i'm just going to grab it.
Maggie McGee: So, this would be the best scenario, if I.
Maggie McGee: didn't all title search I know it's a little extra work if you have to link to Community but it might save you work on the back end of like having to activate a CZ record moving a POs and then deleting the portfolio babe record that was initially created.
Maggie McGee: oops I meant to get them out of the network zone so pretend that actually doesn't really matter if it's in the network zone or not.
Maggie McGee: Because i'm going to keep this as a local descriptive metadata So if I didn't it would work but because i'm going to keep this local if it wasn't in the network zone, it would keep working I meant to delete that.
Maggie McGee: Actually, you know I don't know I don't think I can delete it because somebody else's help hold on to it, but even if that was not there, it would be discoverable because the record is local.
Maggie McGee: So here I come in here's my record and you know it's in the Community zone.
Maggie McGee: So if I didn't all titles like when you get all titles you don't get any of the portfolio information right so that's Another good thing when you do all titles, you know you're.
Maggie McGee: Looking at the bibliographic information because you get very different menu, and if I go to my electronic portfolios and I click search.
Maggie McGee: I have it here it's local and now I want to link it.
Maggie McGee: So I come here and I click link community.
Maggie McGee: And this time instead i'm going to keep the local descriptive metadata because, as you saw before if there wasn't something to network zone it's not going to work.
Maggie McGee: If I keep it local whether there's an record of the network zone or not it's going to work for me because it's using the ic bibliographic record, so if I come here i'm going to click here click next.
Maggie McGee: And Next, and this time i'm going to keep my local descriptive metadata and click next.
Maggie McGee: link.
Maggie McGee: And so now you're looking at this you're like it's all it's related to the network's own it looks great right and it is great, because this is now linked.
Maggie McGee: To that CD collection and if I come in here, take a look.
Maggie McGee: It shows the link to my eyes, he.
Maggie McGee: By coming in the issue for an all title search see there's my old title search.
Maggie McGee: This changes my icon changes sorry just went back there some icons my icon still local so when you don't have much local there's no icon but you know.
Maggie McGee: The absence of an icon in your ID is local so you will know that this is a local live record so what's when you do a search and Primo V, this is the bibliographic record that's being used, it has the Community zone icon it's using its using the network's own record link to the season.
Maggie McGee: I know it's confusing so, and if I come in here because I use my eyes the local it doesn't add my whole hell by institution, because it shouldn't because i'm not using the CZ people graphic record I am using my own, so it stays local and if I come in here grab this and I do a search.
Maggie McGee: It is discoverable So you can see how you potentially create your.
Maggie McGee: Electronic portfolios can have a big impact on discover ability and then not only just create because it's fine if you create local and it's a local collection it's a CD it's a CD collection they'll they'll be discoverable it's when you take those local.
Maggie McGee: portfolios and you have to link them to the CZ if you choose to right because maybe you just keep them local because there are some weird collection that really isn't this easy or those records are really horrible and you really want good ones, etc, or you can.
Maggie McGee: Just link them to the CZ maintaining your local descriptive data but it's really important, if you are choosing to link to the Community and you want to use a Community zones descriptive information, there must be.
Maggie McGee: The record with a link to the network so like the network, it must be the networks are linked to the Community.
Maggie McGee: For it to be discoverable and.
Maggie McGee: And it is confusing.
Michelle Eichelberger: I was just gonna say one more twist to this and back to buffalo's example about the Ruth Bader Ginsburg.
Michelle Eichelberger: Berg book what's even more confusing is that it's the nz record that's used for the indexing, but if you look at the record ID for the result in Primo it's their local record.
Michelle Eichelberger: Like it's impossible sometimes to figure out like well why you know why isn't this search working as I expected to and it's because maybe the data in the nz record isn't full enough or.
Michelle Eichelberger: isn't correct or whatever, but you would never know that, unless you knew that it was using the empty record for indexing.
Maggie McGee: Right and what we do is like when you update that CC Community record, you know what we're used to be able to do is go in.
Maggie McGee: and save them release the networks on record and update it instantaneously so that you saw the results in pre moby, but that has not been working with the problem that that ticket Michelle had referred to earlier.
Maggie McGee: So just final words on the impact of descriptor building using linked Community right there must be that networks on record right must be there for it to be discoverable if you are using the CZ descriptive metadata.
Maggie McGee: If you choose to use the local descriptive metadata when you link to the CZ it your discover ability, will not be impacted because it's using that ice record the bibliographic record, it has nothing to do with your portfolio all discoveries don't on the big levels.
Maggie McGee: Are there any questions.
Maggie McGee: Not just for myself, but for Michelle as well.
Susan Davis Bartl: Could you could you go over one more time what the circumstances are that would prevent you from discovering your record in Primo because now I I thought I understood it, and then, with all the all the variations I have lost track.
Maggie McGee: Okay, so what i'm going to do is i'll show you.
Maggie McGee: This example right here i'll show you the examples i'll go back and do the example, so if I do an electronic portfolio start here sorry if we made it confusing it is confusing for us.
Maggie McGee: Though apologize if it got confusing for you, so when we did link to community.
Maggie McGee: what's really nice is this is linked to the Community I go to the Community.
Maggie McGee: And here's my little house and before I blinked Community there was already an existing schedule my all titles always catches me.
Maggie McGee: You have to you have to make sure there's that there, there is a networks own record already existing that's going to the Community, so what allows for discover ability.
Maggie McGee: Is an existing networks own record link to the Community, but this is only when you're linking to Community right, this is only important for when you use link to Community when you activate directly or order directly from the communities own.
Maggie McGee: This link from the Community to the network gets created a network zone fabric or gets created your institutions held by.
Maggie McGee: When we talk about held by institution we refer to this you get added that's how automatic on the back end you don't have to worry about that the only time this becomes an issue is, if you need to link a local.
Maggie McGee: portfolio.
Maggie McGee: To the net to the season.
Maggie McGee: And if this network, the record does not exist when you link to the Community, using the CZ descriptive data.
Maggie McGee: Then you will have discovery, but because this already existed.
Maggie McGee: It added my institution and allows us to be discoverable.
Maggie McGee: come here, you know it's Nice because all the connections have been made all the links in the chain are all been me.
Maggie McGee: Now, when I did that other example where I linked it to the Community, using the Community descriptive metadata, but it was not a record in the nz.
Maggie McGee: This is when it becomes problematic.
Maggie McGee: Because, for whatever reason, linking to the Community and using the community's own descriptive data.
Maggie McGee: does not create the link between the network zone and the Community so and it does not create that network zone babe record with the Community icon and you're held by institution and because this is absent.
Maggie McGee: It does not matter that everything else looks good to you because chances are you're probably not checking the network, so if you had to link to Community Why would you like, why would you think you'd have to do that, but.
Maggie McGee: Because this communities own icon it looks great it's in the Community, you know what if that there's a Community zone icon you know there's a house icon, on the other side, the links been created.
Maggie McGee: But the link that didn't happen was from the Community zone which you can't tell from looking at this to the network zone that did not happen, so it did not create that network zombie record and it did not add your health by institution, so therefore.
Maggie McGee: When you're using you're looking at discovery for this.
Maggie McGee: i'm a Primo is searching networks own for this record.
Maggie McGee: Not your eyes Z and it can't find it.
Michelle Eichelberger: And I would just add in that it goes into limbo like it knows you should be collected connected to the nz and then like if a month later, or some other campus activates from the CZ and it creates it nz record.
Michelle Eichelberger: Then you're holding his will show up so notice, you should be connecting but it's it can't connect.
Maggie McGee: yep it's definitely there's something wrong with.
Maggie McGee: The back end of how things are operating with that.
Maggie McGee: But if you find out you end up in the situation where you come here and you're like.
Maggie McGee: I, how can I fix this well, you could.
Maggie McGee: go into the Community zone, and you can I don't have the ability to activate but I mean you could usually there's an activate I just might not have the right role the roles, you get activated again.
Maggie McGee: And then you would a woman all titles that's why i'm that changes see how different things look so me go back so if I go here, I could just activate this again.
Maggie McGee: It but maybe it's not going to let me do it because it's linked but i've had to I can you can unlinked these so there's things you can do so, a lot of times what i'll do is if I can't do it that way i'll grab the p O number.
Maggie McGee: so that I can read link it because we all know that the POs.
Maggie McGee: oops the POs does not disappear on all my it's really nice it stays it's tracked so I could come here and then instead I could delete this.
Maggie McGee: And when I delete this, I want to delete my bibliographic record as well because it's very important to do that, so that you don't have ghost.
Maggie McGee: records hanging out which are discoverable unless you have it configured that records without full things are not discoverable so, then you can come into the Community zone, and then you would activate because you already have an order record you wouldn't have to do that again.
Maggie McGee: Go to my institution and.
Maggie McGee: edit portfolio, if I remember correctly, I don't go into these as often and I go to my acquisitions.
Maggie McGee: At my PL.
Maggie McGee: Of course, every do other things here.
Maggie McGee: i'm just showing you down and dirty and so here it is so now, if I went into discovery.
Maggie McGee: um, let me just grab us.
Maggie McGee: It may take a few minutes to blink it may take a few minutes to index.
Maggie McGee: But then it should become this we should see if it created the unsafe and create the nz record 60 it still for some reason, did not create that link to the network so so.
Maggie McGee: Let me look at all titles, I may be wrong, sorry I keep doing that So hopefully it did not do that, so I don't know why it didn't do it in that case it should have but let's try.
Maggie McGee: ordering it, but this is what happens when you do testing things don't always work, but I have done that, before I have gotten it to work.
Maggie McGee: i'm not really sure what's going on right now that's something i'll investigate after the session but see what I mean it gets really, really messy.
Maggie McGee: So my suggestion is, if you are linking to the Community just take an extra minute or two do an all title search and just check the network, because maybe you hold off on liking, to the Community.
Maggie McGee: Until record is here, or you know link to the Community, not like of their record that's you know, not a link to the communities own wait till it's there, or maybe just instead link it to the communities own collection, you know, collection and keep that descriptive Meta data local.
Maggie McGee: I was hoping that was going to work, but it didn't create that record either so see it can be very tricky and don't really sure why and also we're in production so not sure if something's going on with that.
Maggie McGee: susan's that data doesn't know everything no and if i'm sure you're all familiar with the Dara.
Michelle Eichelberger: there's possibly.
Maggie McGee: yeah it just recommendations I can ignore her.
Maggie McGee: or them and not depending on your choice, but you can you know.
Maggie McGee: You know there's a category for link you resources to Community now beyond having to link you're not going to have that option, but if you do just.
Maggie McGee: Be careful about.
Maggie McGee: The issue with the network.
Michelle Eichelberger: right here to where it says link to Community same kind of problem can happen, you know, this is just a more streamlined list of things that can be linked so whether you're linking it here in a portfolio search the same problem can happen if there's no network record.
Michelle Eichelberger: Correct.
Susan Davis Bartl: yeah, but this is this where I say Dara doesn't know everything is it's telling you that that there is, you know that it's recommending that you try to link a standalone to the Community zone it doesn't guarantee that there's actually a Community zone record out there.
Susan Davis Bartl: At least that's that's what i've been encountering, especially in some were telling me that you know there's 20 portfolios and a collection and you know, in the end I end up linking one out of 20 it's like yeah that wasn't worth my time.
Susan Davis Bartl: But anyway.
Maggie McGee: But.
Susan Davis Bartl: You never know until you try.
Maggie McGee: We had the issue where somebody that's what happened somebody recently had done that, because Andrew order API E book and they use the recommendations and because there was no networks on record linked to the Community.
Maggie McGee: They weren't it wasn't discoverable.
Maggie McGee: So that's that's like.
Maggie McGee: it's always good to take that extra moment to just check that if you're linking to community, because that will drive, you know how which descriptive metadata you choose to use or if you choose to link at that time or not.
Michelle Eichelberger: Anything else before we wrap up.
Susan Davis Bartl: Well, just thank you for introducing the network sewn into my life, I thought I could live without it and.
Michelle Eichelberger: Happily, living without it Susan and now there it is looming over you how there is is like yeah.
Maggie McGee: Sorry, to burst your bubble.
Susan Davis Bartl: that's Okay, but, as I was saying, since I don't I don't do that, but with with individual ebooks.
Susan Davis Bartl: I may I may still be able to to avoid it for the most part, but it's good to know.
Susan Davis Bartl: About about doing that search that you would actually get you know electronic records that way so.
Susan Davis Bartl: Either that, or or we just have to let you central people manage all the electronic resources.
Michelle Eichelberger: Oh yeah.
Michelle Eichelberger: yeah.
Michelle Eichelberger: it'd be great.
Susan Davis Bartl: yeah that would make me feel so much better.
Michelle Eichelberger: If you see any kind of weird indexing or you know do let us know we've been having all kinds of indexing issues in all different areas so.
Michelle Eichelberger: don't think it's you don't assume that you did something wrong do report to us if you if you find any problems, because we are finding across the board issues so it's not you it's them.
Susan Davis Bartl: Well that's right well that's right I loved your your statement about your training them.
Susan Davis Bartl: Which is.
Susan Davis Bartl: Nice.
Michelle Eichelberger: yeah that ways, sometimes I just that were you know the consortia Lee we're probably one of the biggest consortia we use this system like crazy, so there were just we find out the bugs as we go through everything.
Susan Davis Bartl: Well yeah and that's why they like us.
Susan Davis Bartl: Or you.
well.
Michelle Eichelberger: you're probably thorn in their side.
Michelle Eichelberger: anyway.
Susan Davis Bartl: But they love they love Sony they're so happy to have you be as one of their customers, I mean really you know that's what they tell us.
Susan Davis Bartl: yeah right Okay, but yes don't this was helpful thing, thank you very much yeah.
Susan Davis Bartl: Thanks everybody for cleaning the network some.
Michelle Eichelberger: All right, i'm gonna stop the recording thanks everybody.
Maggie McGee: Thank you everyone.