Digital Bookplates in HOLLIS

Description

This document describes the process to display electronic bookplates in HOLLIS. The process involves batch processing in Alma to populate bibliographic records with budget data. Only certain funds, as chosen by the library, are included in the process. Once an invoice has been approved, the bookplate will appear in HOLLIS within 3 days. The images are stored in DRS. Clicking on a bookplate in HOLLIS may lead to either a donor recognition page or a larger version of the bookplate (as decided by the library). This document does not address communication between the library and donors.

Please direct questions and comments about digital bookplates to the HOLLIS support center: http://nrs.harvard.edu/urn-3:hul.ois:reportaproblem

Outline of process

A. Funds (Purchased or Gift)

1. The library specifies the tub code (e.g. 415) and provides a list of 6-digit funds to be included (e.g. 545183)

2. If this is a gift fund, provide a code to be used for the gift in the following format: GIFT_TUB_XXXXXX [code should be exactly 6 characters]  (e.g. GIFT_415_ABCDEF)

3. The library provides an Excel spreadsheet or text list of fund codes and fund labels for public display (e.g. 545183, John Harvard Fund for Books on Dogs).

4. Note: The fund label will display in HOLLIS preceded by the text “Acquired by the" (e.g. Acquired by the John Harvard Fund for Books on Dogs). 

B. Digitization and links to images

1. For printed plates, Digital Imaging Services can scan the items and deposit them into the DRS.

2. The deposit process should create a single URN to point to the image, e.g. https://nrs.harvard.edu/urn-3:HUL.EBKPLT:415_999999

   1. For gift plates, "GIFT_" should precede the tub, e.g.  :GIFT_415_ABCDEF

3. The URN will be used to render the image in HOLLIS

C. Alma automated process triggered by invoice approvals

1. An Alma script will run daily to review invoices that have been finalized each day

2. When a fund that is included in the scope of this process is found in an invoice line item, the Alma script will copy the budget string and insert it into the linked bib record.

   1. Bibs are linked to invoices via Orders.

   2. The process will look for any budget string containing a given tub + fund. Other components of the budget are disregarded (e.g.  activity code, subactivity code, etc.).

3. The budget will be inserted into local bib tag 911.

   1. Example:  911 $a 415.11111..999999.222222.0000.00000

   2. Neither the object code or fiscal year is included.

4. The automated process will not add duplicate 911 tags. For example, if a journal is paid every year with a budget that is part of this process, only one 911 tag will be inserted into the bib.

5. If a title is paid for with multiple budgets, each budget will be inserted into a separate 911 tag and multiple plates will display in HOLLIS.

6. Beginning with the Alma implementation, funds are not added to CZ bibs (applies to e-resources)

D. Alma manual process for gifts or preservation "re-cases"

1. Libraries must identify workflows in which bibs may not have linked invoice line items. (Bibs are linked to invoices via Orders). 

2. For gifts not tracked through Alma financial records: 

   1. add 911 $a with the code established with LTS, example: 911 $$a GIFT_415_ABCDEF

3. For re-cases, or other scenarios where not all segments of the budget string are known, add only the tub and fund, using 9's for all other values, e.g. 911 $a 415.99999..492514.999999.9999.99999

4. Example workflows that may require manual addition/adjustment of 911 tag:

   1. A title is paid on a standing order record but is cataloged individually.

      1. The automated process will insert the 911 tag into the bib linked to the standing order record.

      2.  If the plate should display on the title cataloged individually, the tag must be added manually.

   2. A payment has been processed and is later “reversed” through an adjustment invoice.

      1. The bib would receive an 911 tag the first time the invoice is processed. When the adjustment credit invoice is processed, the system would insert the 911 tag for the credited budget (if 911 tag does not exist for this budget). 

      2.  Remove the 911 tag for the adjustment credit invoice the day after the invoice status has changed.

      3.  When the new debit invoice is processed, the system will insert a new 911 tag for that fund (if eligible donor fund).

E. Donor recognition pages

1. Donor recognition pages are hosted at https://sites.harvard.edu/harvard-library-funds/

   1. Pages are managed by Grace Strong

   2. Each page must have a URL with the tub_fund in this format, e.g. https://sites.harvard.edu/harvard-library-funds/home/all-funds/415_565539/

2. LTS will use NRS Web Admin to created a URN that links to the fund page, e.g. https://nrs.harvard.edu/urn-3:HUL.EBKPLL:415_999999

F. Bookplate display and searching in HOLLIS

1. Bookplates display in the HOLLIS full record views.

2. The fund text provided by the library will display above the plate, preceded by the text “Acquired by the.”

3. When users click on a plate, a new tab will open with either a larger plate or a donor recognition page maintained by the library. 

4. If multiple 911 tags are present in a record, multiple plates will display in a vertical column.

5. Funds are searchable in HOLLIS by using the following syntax:

   • Non-gift example: https://hollis.harvard.edu/discovery/search?query=lds06,contains,415_624135&tab=LibraryCatalog&search_scope=MyInstitution&vid=01HVD_INST:HVD2&lang=en&offset=0

   • Gift example: https://hollis.harvard.edu/discovery/search?query=lds06,contains,GIFT_415_MACPRE&tab=Everything&search_scope=MyInst_and_CI&vid=01HVD_INST:HVD2&offset=0

G. Other notes

1. Electronic bookplates apply to prospective acquisitions only. Consult with LTS if retrospective application is needed. 

2. If the image and URNs do not exist, but the Alma pieces have been configured, a broken link will appear in HOLLIS:

Open

Imaging Specification

Refer to Imaging Services

Open issues

Issues were escalated to Alma EOC in Nov' 19 resulting in a meeting with the following invitees: Franziska Frey, Monica Key, Corinna Baksik, Lauren Syer, Christine Eslao, Bill Comstock, Scott Wicks (additional attendees not recorded). Outcome of meeting: HL Stewardship wants to revisit the whole thing. Monica suggested not doing any kind of bookplate at all. She is going to check some of the donor agreements to see what we have agreed to. 

Issues brought to EOC / HL leadership in Nov 2019

• E-Resources (serial records, databases) with yearly access fees

  • These have bookplate fields that are accumulative over time. Bookplates do not get removed automatically. For e-resources, this can mean that funds used to pay for access in the past show on the record, even when a different fund is using to pay for current access. 

  • ITS received a negative comment about this for a case where an ebookplate reflected a subscription sponsored by HCL for a database that was subsequently restricted to Law users only. 

  • Example: TRACFED database. It was formerly available Harvard-wide and paid for by HCL, then subscription became Law only and paid for by Law. Three HCL bookplates display due to for former years' subscriptions. 

    • Open

      

• Alma implementation and use of Community Zone records

  • For many e-resources, we could not add local 9XX fund fields to these records, so our script has a step to identify CZ records and the funds that were not added to them, and write these to the server for future use if needed.

  • An Alma release in 2020 provided the ability to add local 9XX to CZ records, but we have not revisited script. 

  • This means that for some funds, not all records have a digital bookplate displayed

• Deleted bibs

  • The LTS script reports errors when the bib to which a fund needs to be added has been deleted. These generate Footprint tickets (approx. 140 tickets between May 2019 and Sept 2021).

  • LTS Support looks these up to find who deleted them and asks if it needs to be re-instated or if the fund needs to be added to a different record. 

  • For bibs deleted by ITS E-Resources, practice is to not re-add bookplates reported through this process. 

Closed issues

• Request from Anna Rakityanskaya from July 2017 to add new ebookplate for Tarsis Collection.

  • Per G Strong, via email 10/6/22 - Fund never came to fruition. 

  • History: LTS advised her to contact Mingtao in Digital Imaging to get the bookplate digitized. In Feb. 2018 she said they were still waiting to hear from Enrique Diaz about a donor page. CB never heard back.  (FP 14673 in Discovery queue)

  • This is a gift fund and CB set up this code for use in Alma: GIFT_415_TARSIS. Was not added to Primo because image not yet available. 

  • This was the text intended for the donor page: The Tarsis Collection. Established 2017. ABOUT THE COLLECTION: The gift of Irina A. Tarsis, A.L.M. 2009 for preservation and study of Russian and Soviet art history and bibliography materials, in memory of her father, Aleksandr D. Tarsis (1948-2015). This collection includes rare books and catalogues related to Russian and Soviet bibliography, art history, and book history.

• Countway

  • Per L Levin email on 10/17/22, do not pursue further at this time due bandwidth issue. 

  • Ticket from Christine Eslao in Oct. 2018 about adding retrospective plates to a subset Countway funds.

    • CB pinged twice, last in Dec. 2018 to get the data but did not hear back.  (FP 20653 in Discovery queue)

    • (LTS did not learn which subset of Countway funds this was for.)

  • Funds were configured during Aleph, so they are present in some bibs, but somehow they were dropped from the config during the transition to Alma, so no material acquired post-migration have the bib field. Primo is configured to display funds, but no images exist, or URNs, so there are some records with a broken image element.

  • Excel list of of MED funds that were originally provided. 

• Image set up in 2012 is no longer available as of 9/19/22. Broken image appears in HOLLIS 

  • https://nrs.harvard.edu/urn-3:hul.EBKPLT:GIFT_415_SANTOD → https://ids.lib.harvard.edu/ids/view/43356174

• Ticket from Nancy Hallock in October 2017. She found 3 Smyth bookplates that had never been set up. I asked Christine Eslao to follow up because she was the de facto contact in ITS/HCL for bookplates. CB asked them to let me know when work on their end had progressed. Rhea asked Christine and Nancy for an update in Jan. 2019  (FP 7433 in ITS queue)

  • Of the 3 reported, one had already been set up and digitized: 415.36750..565533.651123.0000.00000 FHCL Rand, Edward Kennard Mem (1947). Example: http://id.lib.harvard.edu/aleph/010266193/catalog

  • The 2 that were never set up are:

    • 415.36750..565006.651123.0000.00000 FHCL Allen, Frederick De Forest Fund (1952) ADDED 10/25/22 to Alma config. (Was added in Primo config sometime before Aug 22). URNs are working as of 10/25. 
      415.36750..565609.651123.0000.00000 FHCL Smith, Clement Lawrence Fund (1916)  CORRECTION 10/25/22 - this fund was already in Alma config.  (Was added in Primo config sometime before Aug 22). URNs are working as of 10/25. 

  • From Nancy Hallock: "Added info: Allan Wright has copies of all these bookplates. Perhaps they were overlooked? Anyway, pristine copies exist for digitizing."

Configured funds / gift plates (NOTE: this is NOT the same syntax as should be used in an Alma 911 field)