Gutman Renovation project checklist (Spring 2022) DRAFT

Owned by Kara Young
Last updated: May 13, 2022

Gutman renovation: Spring 2022

Scope of Work Notes Iron Mountain.pdf

/wiki/spaces/hgsegutmanlibrary/pages/57639444 (Gutman project notes)

Summary

Gutman will use Iron Mountain to temporarily store items during a planned Spring 2022 renovation (target date to remove items:  May 15, 2022).

Timeline

  • Finalize GEN Inventory project: February 2022

  • Collections analysis: February - April 2022
  • Packing period and shift of materials off-site: March - May 15, 2022
  • Turn off Gutman as pickup location: May 13
  • Movement of library staff into Phase 1 temporary work spaces: May 15, 2022 - May 30, 2022
  • Locations requestable again: TBD May 23rd
  • Renovation Construction Phase 1: May 31, 2022 - Jan 31, 2023
  • Movement of library staff into Phase 2 work spaces: TBD
  • Renovation Construction Phase 2: TBD

Tasklist

Target DateRecord TypeTaskSystemWhoNotes
4/18/22Alma Configuration- turn off locationsTurn off locations for requestingAlmaJP, KY

JP send collection codes to be turned off for requests, as well as text for location closure note (Currently unavailable due to construction)

Requesting turned off, but loans still on (via special rule in Circ FFU): GEN, MFIC, MFICP, MFLM, MFLMP,  NBS, SQP, THESI, TLL

Add note to all non-offsite storage locs

4/15/22


Resource sharingRAPID: Submit a case to RAPID and request they turn off lending for that specific libraryRAPIDJP/Jason Clarke/wiki/spaces/HLILLRS/pages/42698657
4/15/22Resource SharingBorrowDirect: Email James Robinson (jr4511@princeton.edu) and request to turn off that library for lending (and / or as a pickup location)Borrow DirectJP/Jason Clarke/wiki/spaces/HLILLRS/pages/42698657
4/15/22Resource Sharing
  • Local and lending scanning/ILL Lending: inform the Resource Sharing staff that the library will not be available for scanning or lending & update this page
  • ILL Web Pages - remove pickup location: If the library will not be available as a pickup location, edit the ILL web pages to remove the library as a pickup location
ILLJP/Jason Clarke/wiki/spaces/HLILLRS/pages/42698657
4/26/22Alma ItemsWithdrawing itemsAlmaGUT HL staff HL will generate picklists for IM.  They will pull items and create a file of barcodes for items for withdrawal.  GUT staff would create sets in Alma, this will verify what was pulled.  Julie would then run the withdrawal job. 

Alma items - ReCAP accessions Sending items to ReCAP for accession; accessioned as Private (no coding in Alma required)Alma 

HL GUT staff

LTS confirmation of method

ITS to run batch updates?

GUT will generate picklists for IM.  They will pull items and create a file of barcodes for items for accession at ReCAP.  GUT staff would create sets in Alma, this will verify what was pulled. 

  • Batch items job will transfer notes from original holding, which may not desirable (i.e., REF materials).
  • To resolve: use system job to update holdings and remove unwanted notes.
  • Serials: may want to use job to move holdings to RD/HD so that notes are preserved, TBD
  • Determine transfer processing Alma workflow



Alma items - HD accessions Sending items to HD for accessionAlma

HL GUT staff

LTS confirmation of method

ITS to run batch updates?

GUT will generate picklists for IM.  They will pull items and create a file of barcodes for items for accession to HD.  GUT staff would create sets in Alma, this will verify what was pulled.  

  • Batch items job will transfer notes from original holding, which may not desirable (i.e., REF materials).
  • To resolve: use system job to update holdings and remove unwanted notes.
  • Serials: may want to use job to move holdings to RD/HD so that notes are preserved, TBD
  • Determine transfer processing Alma workflow

Alma items - Host container/boxed material. Damaged items in stacks

Collections Care processing

Create 977 entries for materials boxed together for review


Alma

HL GUT staff

LTS advising

Destination not yet known – could be placed in storage at Iron Mountain or at HD (depending on scale) 

LTS suggests using existing preservation work order if possible, TBD

GUT will send template to Corinna for review and assistance 

5/13/22Alma Configuration- turn hold shelfTurn off GUT hold shelf so that items aren't requestable for pickup at GUTAlmaKY