Divinity Name Change

NEW NAME - Harvard Divinity School Library

From Doug Gragg via hlcomms:

When the Harvard Divinity School campus reopens for the fall term, its 200-year-old library (known during its second century as “Andover-Harvard Theological Library”) will reopen as Harvard Divinity School Library. While we work to update our name in the digital spaces of Harvard Library and HDS, we ask for your help in updating any websites, intranets, or wikis that you administer locally.

From Maureen Jennings via FP 41676:

The Andover-Harvard Theological Library's name is changing to the Harvard Divinity School Library. I would like to know how to update all systems impacted by this name change and with whom I will need to work. Below is a list
of systems we have compiled, but please let me know if we are missing any systems/websites/datasets that will be impacted by a name change.

Gloria Korsman has already reached out to Kerry Connolly but I would like to know which specific areas of the webspace she would be able to update and which might be handled by other units (CURIOsity, digital collections, e.g.), as well as how to sync the front- and back-end changes to minimize the potential for user confusion. The ideal deadline for completing all updates is August 6, 2021.

Name change work can begin at any time, but please note dependencies when coordinating updates across systems.

NOTE: If name refers to something historic, use of the older name is appropriate. These instances of the older name will not be changed. Examples:

Nell and Jessica to add some examples

Type	Task	Category	Phase	Who	Status	Date	Notes
Planning
Communication	General announcement to hlcomms	Email	Planning	Doug Gragg	Complete	7/14/2021
Planning	Project team kickoff meeting with Library, Comms, HL, and LTS project members		Planning	Maureen Jennings	Complete	8/3/2021	Due to vacation schedules, a kick-off is not possible. We will instead have key stakeholders meet on 8/3 to confirm status of tasks.
Planning	LTS will create wiki page for project that tracks all mapping information, timelines, and decision points and share with stakeholders.	Email	Planning	Laura Morse	Complete	8/4/2021
Local Tasks
Alma Item record updates	Library needs to use analytics to identify fields where old name may exist. LTS can consult on options for batch update. Batch update may not be feasible in all scenarios.	Alma	Implementation	Nell Carlson/Corinna Baksik	Complete	9/10/2021	Manual Metadata Update
ALMA--Updating bibs/holdings records and textual notes referring to owning library	Library needs to use analytics to identify fields where old name may exist. LTS can consult on options for batch update. Batch update may not be feasible in all scenarios.	Alma	Implementation	Nell Carlson/Corinna Baksik	In Process		Manual Metadata Update Analysis underway. Vast majority are fields not in scope, like original cataloging agency.
Alma Spine Labels	Update library name in SpineOMatic, if necessary	Alma/SpineOMatic	Implementation	Shelf Prep/Nell Carlson	Complete	08/03/2021
ArchivesSpace (related)	Update legacy finding aids not in ASpace	ArchivesSpace	Implementation/ post-implementation	Jessica Suarez	Complete	10/15/2021	Manual Metadata Update Legacy finding aids updates completed. Pending DIV IT review and publishing.
ArchivesSpace	Uncontrolled finding aid creator field in finding aids themselves would require manual changes. This appears in HAD in the Administrative Information section of the expanded resource display. (484 resources affected). Library would need to identify other places in which the library name may have been referenced. If advanced search cannot be used for library to find the references, reach out to LTS to determine if these can be identified in sql.	ArchivesSpace	Implementation	Jessica Suarez	In Process		Manual Metadata Update Robin created a report via sql for resources with the old name in the Finding Aid Author field; this will require a manual update to each finding aid. From Robin 9/10: I've asked Dave Mayo about possibly slipping in an update-via-API to the Finding Aid Author field in the 485 resource records -- TBD on that. The additional change they've asked for to the repository description in HAD will appear in prod when ASpace 3.0.2 goes into production in 2-3 (fingers crossed) weeks. To identify finding aids with it in the notes, Jessica can try to use the HAD advanced search to identify and fix those (41 of these).
Barcodes	Ordering barcodes with new name	End Processing	Implementation	Nell Carlson/Naun	Resolved		Will be ordered when current inventory is used up.
Citations	Update How to Cite guidance Develop FAQ for questions about legacy citations	Permissions	Implementation	Nell Carlson/Jessica Suarez/Gloria Korsman	Complete	12/1/21	How to Cite Complete FAQ complete
Communication	Share update with professional organizations directly impacted by name change	Email	Implementation	Doug Gragg	Ongoing		Boston Theological Institute Atla MBLD
Class Request Tool	Names are managed in the Admin > Libraries/Archives area of the CRT web interface. Access to the Admin area requires admin privileges; each participating repository has a user with admin privileges (also controlled under the Admin section CRT web interface). Maureen has admin privileges and has agreed to make the changes for DIV. But per Maureen, this role will shortly pass to another DIV staff member TBD.	CRT	Implementation	Maureen Jennings	Complete	7/26
Dropbox	Assess impact of name change on use, hyperlinks, etc.	Dropbox	Implementation	Maureen Jennings	Complete	8/16/21	Harvard-sponsored account(s)
DRS--Updating object-specific information	Note: library names included in METS Labels will not be affected by the LTS updates. METS Labels are (currently) used for display in PDS Objects and Streaming Audio and Video Not every object has an explicit METS label. METS labels can only be changed manually through DRS WebAdmin MODS: recordIdentifier-source MH:VIA or MH:OASIS have physicalLocation-Value with full name of the location (at the time the metadata was acquired) It currently is not part of the MODS-derived label in the DRS - so no immediate impact	DRS	Implementation	Maureen Jennings	In progress		Manual Metadata Update There are slightly more than 17,000 objects in the DIV.LIBR owner code that have METS labels with 'Andover' in them. No update planned, but MJ will email DRS staff to discuss possible update if opportunity arises if/when new delivery platforms come online
DRS – Delivery Services	Streaming Audio and Streaming Video Repository information in metadata display and 'Cite' information addressed in DRS Owner Code change METS label is used in display and 'Cite' as description - can only be changed manually Page Turned Objects Repository information in Cite will change with DRS Owner Code change Manifest label is based on METS Label in DRS and will not change automatically Description field in Cite and title bar in PDS Viewer is based on METS Label and will not change Printed caption at bottom of page uses repository information and METS Label - Only repository information will change Image Delivery Custom Caption Unit, if present, is source of caption in downloaded images (almost never used) Owner Code information is used otherwise and should be changed with DRS Owner Code change	DRS	Implementation	Maureen Jennings	In process		Manual Metadata Update About 2,750 PDS objects and about 14,400 Image objects have METS labels with Andover in them. No update planned, but MJ will email DRS staff to discuss possible update if opportunity arises if/when new delivery platforms come online
E-bookplates	Review bookplate images to determine if any need redesign and deposit	Bookplates	Implementation	Maureen Jennings	In Process		All images include AHTL; need to redo for future use. (URNs may need to be updated. Please send separate ticket to LTS Support at that time – Corinna)
Edge Stamps	Order new stamps for units (625, LAW, HDSL)	End Processing	Implementation	Nell Carlson/Naun	Complete	8/16/21
Email Signatures	Update individual email signatures	MS Outlook	Implementation	All staff	Complete	7/2/21
Flickr	Update landing page info Assess updating individual item records	Flickr	Implementation	Maureen Jennings	Complete	8/16/21	No update to individual items planned, but MJ will document possible update if opportunity arises if/when content is migrated to a new platform
From the Page	update Harvard Library Colonial North America landing page determine feasibility of/need for updating individual content	From the Page	Implementation	Maureen Jennings	Resolved	12/14/21	No update to individual items planned, but MJ will consult with Ross Mulcaire about possible update if opportunity arises if/when content is migrated to a new platform
Global Address List (GAL)	make sure library name change is reflected in current staff profiles	GAL	Implementation	Gloria Korsman	Complete	7/2/21
Google	Update Local Listing info (confirm Google Maps has been updated)	Google	Implementation	Anne Moore/Gloria Korsman	Complete	9/10/21
HDS Website	Work with Communications Office to update Library name across web space	Website	Implementation	Gloria Korsman	Complete	7/2/21
HDSL Website	Update Library name across web space and linked content	Website	Implementation	Gloria Korsman	Complete	7/2/21	legacy finding aids updating listed separately
Legal Agreements	Assess potential impact of name change on agreements + downstream impact Update documentation and/or issue amendment Inform stakeholders Update templates	Accessions	Implementation	Doug Gragg, Maureen Jennings	Complete	8/16/21	Gift Agreements MOUs Transmittals
Maintenance Direct	Update name in Maintenance Direct	Maintenance Direct	Implementation	Anne Moore	Complete	8/2/21
Ordering via vendor systems	Confirm no GOBI or other vendor-related changes are needed in vendor systems	GOBI	Implementation	Maureen Jennings/ITS	Complete		Per David Leyenson "no updates needed"
RoomBook	Update name in RoomBook	RoomBook	Implementation	Anne Moore	Complete	9/10/21
SharePoint	Consider impact of name change on file/folder names consider impact of file name changes on hyperlinks	Office365	Implementation		Resolved	9/10/21	Will update as needed
Signage + Maps	Update physical signage + wayfinding Update web wayfinding content		Implementation	Doug Gragg / Gloria Korsman /Anne Moore	Complete
Social Media	Update social media accounts	Instagram; Tumblr; Twitter	Implementation	Jessica Suarez/ Gloria Korsman	Complete	8/2/21
Stationery	Update electronic templates Order new hard-copy stock		Implementation		Complete	9/10/21	Letterhead Business cards Mailing labels Pencils Swag Email signatures (+ Voicemail message)
Vendors	Update name with existing vendors		Implementation	Anne Moore	Complete	9/10/21
Wikipedia	update name in HDS entry update name in collection-related wiki pages	WIkipedia	Implementation	Gloria Korsman; Jessica Suarez	Complete	9/10/21
Shared Systems Tasks
Alma Library Management Configuration	Update library name in configuration List of Libraries Organization Unit Contact Information Circulation Desks List (n/a) Physical Locations (n/a) Digitization Departments (n/a) Workorder Departments (n/a) Review fund names for required changes. Must consult with HL Finance for any that need to be changed. (n/a)	Alma	Implementation	Corinna Baksik/Kara Young	Complete	7/26/2021	No funds mention Andover. Not sent for review. – CB
Alma Scripts	AP Feed Script - Only adjustment invoices are processed in Alma with DIV as owner. AR/Termbill Script HD/ReCAP Request Feeds	Alma	Implementation	Bill - AP feed Kara - AR/Termbill & HD/ReCAP	Complete AP Feed - N/A AR/Termbill & HD/ReCAP - updated	7/23/2021
Alma Analytics	Per Ex Libris Library Name will update in Analytics immediately. The key is the library code (which cannot be changed) which will join to the new library name in the lookup table.	Alma	Implementation	Allison Powers	Complete	7/22/2021	Name change is implemented in shared physical items dimension, active and deleted.
ACORN	Need to change repository field - this can be changed in UI by ACORN admin	Acorn	Implementation	Deb Cuoco	Complete	07/26/2021
Aeon	Library info is managed in the Aeon Customization Manager (one of 3 desktop clients in the client installation package). Most library information customization is under the Customization tab > Contact Information path and also: Customization tab > System > General > CustomDropDown > ReadingRoom rows Customization Manager access is by policy limited to: LTS Support Staff who support Aeon and the HL primary Aeon contact (TBD); when a new library primary contact is named, s/he should probably get the same access. Some library name displays are controlled on server side by Atlas. For example, the HSR web pages have a "new request" form with a "Location" dropdown, contents of which can only be changed on the Atlas side.	Aeon	Implementation	Julie Wetherill	Complete	11/4/2021
ArchivesSpace	Change name in Repository record If the change to the Repository record does not trigger an fresh export of related finding aids, force it. Confirm name change appears correctly in HOLLIS for Archival Discovery Text paragraph describing the repository in HAD uses the old name. Updating the text in the Repository record does not update the PUI display. Known issue; needs developer investigation.	ArchivesSpace	Implementation	Robin Wendler	Complete	10/15/2021	Repository record changed 8/18. Name change displays correctly in HAD. Did not trigger automatic export, so a forced export is required to update LibraryCloud. This export was triggered on 8/24; most records updated 8/25. However, 7K archival object records, of which 727 have DRS content, were not updated. LTS is investigating. Affected resources: div00020, div00474, div00497, div00531, ...
Borrow Direct	Confirmed by Relais 7/26	BorrowDirect	Implementation	Kara Young, Jason Clarke	Complete	7/26
Canvas	All Divinity accounts were updated. If other accounts refer to us under our old name, outreach to Canvas support will be needed	Canvas	Implementation	Gloria	Complete	8/20
Colonial North America	Reharvest affected Collections after LibraryCloud changes are in place. Note: Only records not affected by the case issue can be reharvested until record lookup is made case-insensitive in CNA. No Divinity records in this collection are affected by the issue and therefore all were able to be reharvested.	CNA	Implementation	Vanessa Venti	Complete	9/15
CURIOSity	Reharvest affected Collections after LibraryCloud changes are in place. Note: Only records not affected by the case issue can be reharvested until record lookup is made case-insensitive in CURIOSity. No Divinity records in these collections are affected by the issue and therefore all were able to be reharvested.	CURIOSity	Implementation	Vanessa Venti	Complete	9/14
DPLA	Ask DPLA to reharvest affected Collections after LibraryCloud changes are in place. *** Note: DPLA will not reharvest on demand. Harvard can't request any re-harvests until record lookup is made case-insensitive in CNA and CURIOSity. This is on the development roadmap; date is not known yet.	DPLA	Implementation	Vanessa Venti	On hold		1/21/22 - Case-insensitivity issue remains an issue for updating the records in DPLA. The current timeline is to fix the issue in the upcoming CURIOSity work cycle scheduled for end of March through June of this year. Once that is complete, I can then reach out to DPLA about scheduling a harvest. So, I suspect this won't be resolved until this summer at the earliest.
DRS	Change name associated with DRS Owner Code Update the WordShack record for the library Manually change the term's preferred value in the DRS DB term table Reindex everything in that owner code so that the value is flushed through to Solr and Mongo Update name on Billing Reports	DRS	Implementation	Paul Aloisio, Chris Vicary	On Hold		Created JIRA ticket LIBDRS-7633 to track progress September 10. 2021- DRS Owner Code update. Waiting for confirmation that indexing is required/schedule. December 15, 2021 - DRS indexing has not been scheduled due to adjusted storage migration project timeline. The re-indexing will likely not happen before the end of February 2022. Jan 21, 2022 - Indexing of the DIV specific records should be done either in the February maintenance sprint, or the two weeks following.
E-bookplates	LTS to export list of DIV funds for fund name review by library	Bookplate Script	Implementation	Nell Carlson, Corinna Baksik	Complete	7/26	CB reviewed. No mention of lib name in any funds.
E-bookplates	DIV to consider options for updating + replacing current e-bookplates (redesign, upload to DRS, relink to Alma record, etc.)	Alma, DRS	Implementation	Maureen Jennings, Doug Gragg	Pending		HDS Communications graphic designer Kristi Welsh is standing by to update bookplates as/when needed. 15 Dec 2021 LTS needs decision from HDS on methodology. If fund code not changing, then they needs to replace current bookplate image in DRS, and it will display for all items paid for on that fund, in future or historically. If new fund codes will be created, then LTS will have to add config for the new funds once they are in use.
HART	DIV holdings and items will be republished once the name change is done in Alma config. Options: Clone publishing profiles for LRW holdings and items and use DIV physical holdings/items as input with output to /reporting with same "incr" filename used for regular incrementals Run Republish > Republish Subset with DIV physical holdings/items sets on LRW publishing profiles. Test that incremental publishing resumes after republish jobs run.	HART	Implementation	Allison Powers	Complete	7/28	Republished DIV holdings and items via Alma publishing. Updated data is available in HART
Harvard Library Website	Digital collections Lists of libraries on subpages	HL Portal	Implementation	Kerry Conley, Gloria Korsman	Complete	8/4/2021	Comms team have changed name on portal pages and central libcal
Harvard Digital Collections Catalog	Once LibraryCloud data has been reloaded, confirm name change in HDCC	Harvard Digital Collections	Implementation	Robin Wendler	In Process		As of 2021-08-25, 6.9K records derived from ArchivesSpace still contain the Andover-Harvard Theological Library name, so the Repository facet is split between the two names. As soon as the archival records are updated in LibraryCloud, this will be resolved.
HOLLIS, HOLLIS Images	For Alma - update library name in configuration See scope names for Adv Search and Lib dropdowns for both HVD2 and HVD_IMAGES scopes For Image data from JSTOR Forum, see /wiki/spaces/LibraryTechServices/pages/59107651	Alma	Implementation	Corinna Baksik	Complete	7/26
ILL	Web Pages updated NCIP addon updated Staff informed of change	ILLiad	Implementation	Kara Young, Jason Clarke	Complete	7/26
JSTOR Forum	Change repository name authority record: this should wait until the LibraryCloud repository name mapping is in production. Update documentation: Repository Names and Contacts Reharvest library's Forum project *** Needs to be timed with HOLLIS Images configuration changes	JSTOR Forum	Implementation	Robin Wendler, Michael Vandermillen	Complete	8/19	JSTOR name authority record updated 8/18. Records in Primo and LibraryCloud updated.
LibAnswers, LibGuides	Reed working with Gloria Korsman on this	SpringShare Systems	Implementation	Reed Lowrie	Complete	8/3/2021
Library of Congress	Request name change to MARC Organization Code record from NDMSO@LOC.GOV. Refer to specific record ID, found by searching https://www.loc.gov/marc/organizations/	LoC	Implementation	Robin Wendler	Complete	8/4/2021
LibraryCloud	Update RepositoryNameMapping.xml and move to production. Re-ingest Alma, ArchivesSpace, and/or Forum records for that repository (or all Alma, if necessary) after new mapping file is in place.	LibraryCloud	Implementation	Robin Wendler, Michael Vandermillen	Complete	8/10/21	A handful of Alma and Forum records contain the old name. These are probably vestigial records (don't ask) that will be eventually be eliminated during the next LibraryCloud full refresh.
OCLC	Update WorldCat Registry record	OCLC, Custom Scripts	Implementation	Robin Wendler	Complete	8/4/2021
Rapid ILL	Publishing changes not needed for Alma RAPID branch name change submitted (this will require a week or two to compile)	Rapid ILL	Implementation	Jason Clarke	Complete	8/30
ReCAP SCSB	Make sure Library-related info is updated (not already covered by Alma update)	SCSB	Implementation	Laura Morse	Complete	8/25
Scan & Deliver	No changes needed	ILLiad	Implementation	Kara Young, Jason Clarke	Complete	7/26
Storage Facilities	HD Request Forms HD/LAS Stopcode updates/display updates	LAS, SCSB, Website	Implementation	Leila Smith	Complete	7/29	LAS coding complete by Leila 7/26 Footprint for Qualtrics form update submitted 8/2, ISSUE=41799 PROJ=34 Email to Unix group for retrieval and PWD forms submitted 8/2 (Paul confirmed retrieval and PWD forms done 8/2.
Post
LTS wiki page updates	Alma Login Liaisons Page Library names and codes in Alma	Wiki	Post	LTS
Local wiki page updates	Update local documentation as needed	Wiki	Post	All stakeholders

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