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October 9, 2020 11:00 am

  • Laura took notes.
  • Reviewed of past action items
    • Action items from 4/6/20
      • Amy will send decision on OCLC Registry (re HLS address) to Allison and Karen
      • Scott will liaise with the OCLC Coordinators Group to ask them to review the Harvard entries in the WorldCat Registry to determine the questions that need to be asked across the system in order to support a consistent view into Harvard libraries. Scott will let them know but this will probably not be their top priority. He has prepared to ask them to give us an update on data sync. Lots of work has been done but not everyone knows what has been done. (See email to AEOC from Laura on 9/9/20)
    • Action items from 5/13/20
      • Once the ask for Collections crew in Widener is known, for data sync prep, then communication can happen with Eliz before farming out the work to staff (if needed). Underway but data sync group is refining the process overall; not focused on Widener specifically. Scott would like to have one ask for them - one to update the full community via an open meeting. If we have any specific questions we could send them to the group in advance. Could also ask them to join us for a meeting afterwards if we had any tricky follow up questions. (See email to AEOC from Laura on 9/9/20)
    • Action items from 8/13/20
      • Suzanne will draft message to chairs about joining our next meeting for introductions.
    • Action items from 9/8/20
      • Suzanne will add Hathi ETAS renewals as an agenda item for our December/January meeting to plan for February. (noted on calendar)

  • The following action item was cancelled due to lack of agenda items for full group meeting at this time.

      • Suzanne will work on scheduling a meeting for all the working group members as soon as we have a better sense of when we will all be on campus again.

  • Reviewed and signed off on Alma security audit communications.


September 8, 2020 3:00 pm

  • Suzanne took notes.
  • Discussion of HathiTrust ETAS
    • Issue of renewals for items in HathiTrust. Is there anything we can do to renew items that were checked out at the time of shut down? We are not assessing fines so there is no financial impact but the overdue notices are stressful for users. Could alter the text of the notices to let people know that if their items are in ETAS they will not be able to renew them. Big push for the Sept. 10 due date is now done. We will discuss again in December and/or January to prepare for the February renewals.
  • Review of past action items
    • Action items from 4/6/20
      • Amy will send decision on Registry to Allison and Karen
      • Scott will liaise with the OCLC Coordinators Group to ask them to review the Harvard entries in the WorldCat Registry to determine the questions that need to be asked across the system in order to support a consistent view into Harvard libraries. Scott will let them know but this will probably not be their top priority. He has prepared to ask them to give us an update on data sync. Lots of work has been done but not everyone knows what has been done.
      • Suzanne will work on scheduling a meeting for all the working group members as soon as we have a better sense of when we will all be on campus again.
    • Action items from 5/13/20
      • Once the ask for Collections crew in Widener is known, for data sync prep, then communication can happen with Eliz before farming out the work to staff (if needed). Underway but data sync group is refining the process overall; not focused on Widener specifically. Scott would like to have one ask for them - one to update the full community via an open meeting. If we have any specific questions we could send them to the group in advance. Could also ask them to join us for a meeting afterwards if we had any tricky follow up questions.
    • Action items from 8/13/20
      • Suzanne will draft message to chairs about joining our next meeting for introductions.

August 13, 2020

  • Laura took notes
  • Review of past action items
    • Action items from 4/6/20
      • Michelle and Scott to talk to Collections crew in Widener about helping with OCLC data sync clean up tasks
      • Amy will ask Laura Wood how MCZ and Botany should be represented in the OCLC registry now that they are sharing the MCZ symbol and confirm that we should use the Widener information for the HUL symbol
      • Amy will send decision on Registry to Allison and Karen
      • Scott will liaise with the OCLC Coordinators Group to ask them to review the Harvard entries in the WorldCat Registry to determine the questions that need to be asked across the system in order to support a consistent view into Harvard libraries
      • Suzanne will work on scheduling a meeting for all the working group members as soon as we have a better sense of when we will all be on campus again.
    • Action items from 5/13/20
      • Suzanne will coordinate a message for the CC, targeted in June, with a link to the cc article in a message to harvard-alma-list.  Should include the above, recent items from release notes, and how to request changes (via ideas exchange, Alma Support ticket for WG review, etc).  Sent on 6/8
      • Once the ask for Collections crew in Widener is known, then communication can happen with Eliz before farming out the work to staff (if needed)
    • Action items from 8/13/20
      • Suzanne will draft message to chairs about joining our next meeting for introductions.
      • Michelle will continue with Acorn group and guide them into creating more actionable user stories prior to brainstorming options.
  • Working membership change requests were reviewed and approved. EOC will not have membership changes this year.
  • Michelle gave an update on discussions to use Acorn data in additional systems to support research.
  • Laura and Spruill gave an update on Digital Reserves.

June and July 2020 Meetings Cancelled

May 13, 2020

  • Laura agreed to take notes
  • Review action items from 4/8/20
    • Allison will give Michelle some sample OCLC data sync reports
    • Michelle will ask Michael to review the sample reports and experiment with creating subsets to bring to Widener collections experts
    • Michelle and Scott to talk to Collections crew in Widener about helping with OCLC data sync clean up tasks
    • Amy will ask Laura Wood how MCZ and Botany should be represented in the OCLC registry now that they are sharing the MCZ symbol and confirm that we should use the Widener information for the HUL symbol
    • Scott will liaise with the OCLC Coordinators Group to ask them to review the Harvard entries in the WorldCat Registry to determine the questions that need to be asked across the system in order to support a consistent view into Harvard libraries
    • Suzanne will work on scheduling a meeting for all the working group members as soon as we have a better sense of when we will all be on campus again.
  • Michelle described a collaboration interest between ITS and Preservation involving ACORN and HOLLIS.  A conversation has been started with Michelle and Brenda re: expert information in ACORN that may be of interest to researchers (for example, historical binding information).  Exploratory conversation at this point.  ITS Staff are looking at the data and structure in ACORN to think about feasibility.  Conservation images in DRS may be of interest to researchers as well.
  • OCLC Shared Print API.   Michelle attended a webinar and felt there were synergies with the different collaborative collection development initiatives.  She wondered if the API could support some of the BDSI or ReCAP projects.
  • Item API for processing serials.  This would require code review and possible code revision before implementation.  The success rate of the item API is 65%, so there would be a need to determine how errors are captured and processed.  Scott will add to the requested projects wiki.
  • Talked about ergonomic and other improvements to Alma and how to discuss this with the broader community.
    • Laura will ask Carmit for the update on the roadmap vis a vis ergonimics
    • Laura will ask Tech Team to summarize the work of the groups in this place
    • Suzanne will coordinate a message for the CC, targeted in June, with a link to the cc article in a message to harvard-alma-list.  Should include the above, recent items from release notes, and how to request changes (via ideas exchange, Alma Support ticket for WG review, etc).
  • OCLC update.  Widener library reports should be ready for distribution soon to Widener staff.  CAB review is next up.  


April 8, 2020

Suzanne agreed to take meeting notes.

Review action items from 3/2/20

  • Terms for membership on the Harvard Alma WGs - align with the C4 committee process. Laura will let Corinna know our plan/decision

  •  Suzanne will ask Victoria to find a late-April date that works with the EOC membership's calendar for a meeting with all members of the working groups.

OCLC update from Allison and Karen - see Data Sync project notes. 

    • OCLC data sync project has three parts
      • Symbol consolidation. From 26 going down to 10. Reclamation for each symbol moving to HUL. 16 will be in HUL, two in MCa, and 8 will have individual symbols. 
      • Implementing ongoing process for sending our symbols to COLC
      • Alma configurations for the new symbol consolidation. 
    • Standardizing reports, documenting their process. Going library by library. Started with Berenson. After clean up is done for each library, the follow up steps should go quite quickly. 
    • Will also be working with the libraries that are retaining their symbols. 
    • OCLC has been very collaborative and responsive. Will improve how our holdings are represented in WorldCat and will make things easier for resource sharing. 
    • There are four different categories for processing with OCLC. Trusted OCN - matched on OCLC numbers only. Assigns symbol based on that match. Separate process for materials that have not ever gone through the data sync process (i.e. added in the past two years). Another process has been set for reproduction formats (microfilm, etc.) Also have a manuscript collections for our unique materials, require special identifiers. Those items will be a "trusted partner" collection in OCLC. The group is doing a collection analysis to confirm that all the records are going into the appropriate stream of processing. 
    • During the work form home period their might be staff who could help with the data clean up process. Now might be the best time to farm some of that work out to people who are in a moment of needing new tasks to accomplish at home. Allison is willing to create reports and provide training to help get that started. Any clean up tasks that are more critical than others? All feel equally important. Might be good to start by asking for volunteers in Widener who would be familiar with the collections that need to be altered.  Once record go into staging there is an additional wave of cleaning that might be needed. First step would be asking collection experts in Widener for their input. Usually will be easiest to divvy up by library code . Then can subdivide by language, which might help distribute the tasks. 
    • MCZ and BOH symbols - is there a preference for how they are represented in OCLC registry? See: https://worldcat.org/registry/institutions/3748 . Amy will ask Laura Wood. More generally we should look at our registry information overall. Will ask the OCLC coordinating group to evaluate and make recommendations to the Alma EOC. Scott will take that request to that group. 
    • Next steps: running reports to create actionable subsets. If Allison can give sample reports for Widener to Michelle, she can work with Michael Beckett create some subdivisions to take to Widener folks. 

March 2, 2020

Michelle agreed to take meeting notes.

We reviewed action items from 2/3; all prior commitments had been completed.

SHAER portal & Bibliographer needs for data:  We are interested in creating a culture shift to make "data literacy" a core skill. Currently SHAER plans to show each bibliographer how to add the widget and where to see the usage data on the Alma front screen.

3-day Loan Code:  Spruill requested that the EOC reinstate the 3-day loan within Alma. It is needed for existing technology loans and would work within the new framework that is being established for technology lending being worked on by an RTL working group. "Technology" will be made another Fulfillment unit in Alma/Primo, with the Tech loaning locations listed, and the 3-day item loan would be associated with this Fulfillment unit.  The 3-day loan code will only be appropriate for tech loans.

    --Spruill will update the wiki page that lists the Item Policies that are active and those that are superceded, along with their mapping chart to show how former loan codes are mapped to active.

    --Laura will have a Fulfillment unit created.

Establishing terms for Working Group members:  EOC supports two-year terms with staggered terms and with the LTS members as ex officio/co-chairs.

--We will plan to host a meeting with all the working groups to review highlights with each other of what groups are working on and what would benefit from communicating across the WGs.

    --Suzanne will ask Victoria to find a late-April date that works with the EOC membership's calendar

--We will also host an open meeting for the larger Harvard Alma community; we can use above meeting to help plan agenda.  

--Laura will contact Corinna to answer her question regarding WG terms

We spent the remainder of the meeting reviewing the "Requests To Be Prioritized by the Alma Executive Committee" section of the Project List.  We updated a few entries with newer information. LTS currently has no capacity to take on any additional projects, so EOC did not prioritize any new projects. Suzanne suggested that we make note of any projects that will help BD and ReCAP shared functionality and so that those can be first up when there is capacity.

General Updates:

  • HL is hiring a project manager to manage our involvement in the ReCAP and BD Shared Index project. Both projects are moving forward soon.  
  • A ReCAP FAQ has been written and approved by CCDSC.


February 3, 2020

Scott agreed to take meeting notes.

We reviewed action items from 1/6

Scott and Michelle have initiated the process to bring the FAST headings discussion to D2D.

Michelle determined there was no need to submit an Alma Support Request detailing requirements for 920 addition to loaded vendor records as the need will be met through a local solution.

Laura will have LTS close the Development Library in Alma.

Michelle communicated our prior meeting decisions to the Google Books Discovery and Access WG

We spent the remainder of the meeting reviewing the Project List

At our next EOC meeting, we will review the  'Requests To Be Prioritized by the Alma Executive Committee' list.



January 6, 2020

The EOC reviewed and discussed recommendations from the Google Books Discovery & Access WG report. EOC agreed to move forward as follows:

Recommendations 1 – 4:  These recommendations require similar work and can be looked at as a project. LTS will review requirements and scope work for project prioritization. LTS has begun work updating inventory (recommendation 4) for items sent in most recent scanning phase.

Recommendation 5: As there is no source for this data from google, the EOC does not approve this recommendation.

Recommendation 6: The EOC will refer this recommendation to D2D for prioritization

Recommendation 7: The EOC believes this recommendation needs further analysis after the new Hathi user interface is released.  LTS work to update GLIB related scripts would be needed. This will be referred to D2D for prioritization when new Hathi UI is available.

Recommendation 8: The EOC will further discuss this recommendation at the February meeting.

 


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