Library Name Changes

Changing a library name across all systems and services requires analysis from both LTS and HL business owners. Some changes require development cycles to complete, and dependencies among tasks determine the order in which changes can be applied. Due to the number of resources required, LTS requires advance notice of at least 3 months to both validate the items in the checklist, add in tasks for new systems, and schedule resources.

Records in external aggregations such as DPLA will not reflect the name changes made in Harvard systems until the partner reacquires the affected records.

Active projects

Type	Task	System	Phase	Who

Type	Task	System	Phase	Who
Planning
Communication	General announcement to hlcomms	Email	Planning	Library Lead
Planning	Project team kickoff meeting with Library, Comms, HL, and LTS project members		Planning	Library Lead
Planning	LTS will create wiki page for project that tracks all mapping information, timelines, and decision points and share with stakeholders.	Email	Planning	LTS (Systems and Support Lead)
Local Tasks

Technical Implementation
Alma Library Management Configuration	Update library name in configuration List of Libraries Organization Unit Contact Information Circulation Desks List Physical Locations Digitization Departments Workorder Departments Review fund names for required changes. Must consult with HL Finance for any that need to be changed.	Alma	Implementation	LTS (Systems Librarian)
Alma Scripts	AP Feed Script AR/Termbill Script HD/ReCAP Request Feeds	Alma	Implementation	LTS (Systems Librarian, DevOps)
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.	HART	Implementation	LTS (Systems Librarian)
Alma Items 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	Library Staff/LTS (Systems Librarian)
ALMA--Updating catalog 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	Library Staff/LTS (Systems Librarian)
Alma Spine Labels	Update library name in SpineOMatic, if necessary	Alma/SpineOMatic	Implementation	Shelf Prep/Local processing unit
ACORN	Need to change repository field - this can be changed in UI by ACORN admin	Acorn	Implementation	WPC ACORN Admin
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	LTS Aeon support staff or the HL Aeon primary contact (TBD)
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 Names also appear in an uncontrolled Finding Aid Author field in each resource record. These are individually editable by the unit, but in cases where the number of finding aids is large, bulk update via the ArchivesSpace API might fall to LTS.	ArchivesSpace	Implementation	LTS (Metadata Analyst) potentially also LTS (Developer)
Barcodes	Order new barcode stock with updated name	(n/)	Implementation	Library Staff/Shelf Prep/Local processing unit
Borrow Direct	Jason to fill out	BorrowDirect	Implementation	LTS (Systems Librarian), HL AS RS Lead
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).	CRT	Implementation	CRT "admin" user in the library/archive
Colonial North America	Reharvest affected Collections after LibraryCloud mapping is updated	CNA	Implementation	HL Digital Collections Lead
CURIOSity	Reharvest affected Collections after LibraryCloud changes are in place.	CURIOSity	Implementation	HL Digital Collections Lead
DPLA	Ask DPLA to reharvest affected Collections after LibraryCloud changes are in place. *** Note: DPLA will not reharvest on demand. Reharvests of CURIOSity collections from LibraryCloud should not be requested until record lookup is made case-insensitive in CURIOSity, or the links back to Harvard from DPLA will not resolve. Should this row be here or in the Post section?	DPLA		HL Digital Collections Lead
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	LTS (Developers/OPS)
DRS--Updating object-specific information	Note: library names included in METS Labels will not be affected by these 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 Custom Caption Unit names in object may include outdated repository name These need to be changed manually for new name to be displayed in delivery context	DRS	Implementation	Content Owners will need to decide if manually changing METS and Custom Caption Unit names in each object is necessary.
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 if Library is included 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	Content Owners will need to decide if manually changing METS and Custom Caption Unit names in each object is necessary.
E-bookplates	LTS to export list of DIV funds for fund name review by library	Bookplate Script	Implementation	Library Staff/LTS (Systems Librarian)
Gift Agreements (and other legal documents)	Assess impact of name change on legal status or downstream issues	(n/a)	Implementation	Library Staff/OGC/Kyle Courtney
HART	A lookup table for library name would need to be implemented to update all instances of library name. The name currently comes from published Item data, and therefore will only be represented in items published after the name change in Alma.	HART	Implementation	LTS (Systems Librarian)
Harvard Library Website	Digital collections Lists of libraries on subpages	HL Portal	Implementation	HL Communications Teams
Harvard Digital Collections Catalog	Verify change is reflected once LibraryCloud mapping is updated	Harvard Digital Collections	Implementation	HL Web Team
HOLLIS	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 Handling VIA repository names in Primo	Alma	Implementation	LTS (Systems Librarian)
ILL	Jason to fill out	ILLiad	Implementation	LTS (Systems Librarian), HL AS RS Lead
JSTOR Forum	Needs Developer review Change repository name authority record Update documentation: Repository Names and Contacts Reharvest library's Forum project *** Needs to be timed with HOLLIS Images configuration changes	JSTOR Forum	Implementation	LTS (Metadata Analyst) or library, Developer for reharvest.
LibAnswers, LibGuides	Ask Reed to fill out	SpringShare Systems	Implementation	HL SpringShare Lead
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	LTS (Metadata Analyst) or library
LibraryCloud	Needs Developer review Update RepositoryNameMapping.xml and move to production. Reingest Alma, ArchivesSpace, and/or Forum records for that repository (or all Alma, if necessary) after new mapping file is in place.	LibraryCloud	Implementation	LTS (Metadata Analyst, Developer)
OCLC	Update WorldCat Registry record	OCLC, Custom Scripts	Implementation	LTS (Metadata Analyst, Systems Librarian) or library
Ordering via vendor systems	Confirm no GOBI or other vendor-related changes are needed	GOBI	Implementation	LIbrary/ITS
Scan & Deliver	Jason to fill out	ILLiad	Implementation	LTS (Systems Librarian), HL AS RS Lead
Storage Facilities	Leila to fill in HD Request Forms HD/LAS Stopcode updates/display updates	LAS, SCSB, Website	Implementation	HL Access Services
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