OLIS Service Announcement: New Footprints on Loading Vendor Records

A new Footprints Knowledge Base Solution is now available:
#12458 – How To Batch Load Vendor Files of MARC Records

Two documents are included on this Footprints:

How To Batch Load MARC Records from a Vendor into Aleph
* Use to load new & updated records

How To Suppress Aleph Records with a Vendor Delete MARC File
* Use to load a MARC file to suppress records

This documentation does not necessarily replace any that you are already using.  Rather, it attempts to create a master set of documents that can be used for all vendor record sets.

If you have any questions, please submit a Footprints.


— Natalie

OLIS Service Announcement: DEV sides down for maintenance

Good morning –

In the next few weeks, OLIS and ITEC will be performing two projects on the campus DEV sides. The DEV side will be down for approximately one week while the work is being done.

The first project will be refreshing the DEV Oracle data with data from PROD. All Oracle data on DEV will be removed and replaced with Oracle data from PROD. Once the DEV sides are released to campuses, you will be able to login to the DEV GUI using the same logins you are currently using for PROD.

The second project involves ITEC moving the Aleph DEV data to a new storage unit. During this project, ITEC will be gathering data to plan for a similar project on PROD that will be done in the near future.

The DEV sides of the following campuses will be down the week of Dec 14:

The DEV sides of the following campuses will be down the week of Jan 4:

If you have any questions or concerns, please submit a Footprints.

Thank you.

— Natalie

Standard Use of the Aleph STA Field

Several recent OLIS projects, including the Campus Profiles and work on the One Bib Project, have highlighted the need to standardize some Aleph data as we prepare to move toward a next-generation system.

One area of importance is being able to clearly identify active bib records when we migrate data in the future. The OLIS has determined that the best way to achieve this goal is to use the Aleph STA field in a standard manner.

Campuses should review their use of STA fields and ensure that current workflow meets the standards outlined below. Campuses should also review their existing records and modify the STA field (or permanently delete the records) so that all records meet these standards.

OLIS will be happy to assist campuses with modifying existing records and/or permanently deleting records. Please submit a Footprints to request this work.

OLIS requests that all STA values in all records be brought in line with the standards by June 1, 2016.

Standard Use of STA Values


  • Use for ebrary and EBL records and other data loads that routinely delete and add back titles


  • Use for records that could be completely removed from your catalog at some point and that will not be migrated to future systems

All other STA values

  • Use for records that need to be kept in Aleph long-term, but not displayed in the OPAC and/or not sent to a Discovery Service



This document can be found in Footprints as Knowledge Base #12391

— Natalie


Aleph and Ebsco’s Full Text Finder – Process for Updating Your Web OPACs

As campuses move from LinkSource to Full Text Finder, it will be necessary to change the links in the Aleph OPAC for some campuses.  15 campuses currently display a link to LinkSource on the serials holdings screen – links that should be changed at some point to Full Text Finder.

When your campus is ready to switch the link from LinkSource to Full Text Finder – on either prod or dev – please submit a Footprints for this work.  Select the Service Task “Aleph Web OPAC v.20”. — https://service.sunyconnect.suny.edu/footprints/help.html

Natalie Sturr has developed the procedure for implementing Full Text Finder in your web OPACs and will be the lead on these Footprints issues.

You will be asked to test this from both on and off-campus.

Campuses that currently use the LinkSource on the Aleph serials holdings screen are:

Let us know via Footprints if you have any questions about this process.

Thank you,

Laura K. Murray and Natalie Sturr

Curriculum Builder webinar 10/23/15 (9am)

Join Eric Frierson, Team Lead, Discovery Services Engineering and Nancy Grimaldi, NY Academic Regional Sales Manager on Friday, October 23rd at 9am for an EBSCO webex workshop:

Learn about Curriculum Builder setup/integration with SUNY Blackboard.

Curriculum Builder (CB) enables course instructors to bring database articles, e-books, and other digital resources from your Discovery directly into Blackboard. Learn more about this EDS plugin setup and functionality for creation and management of course reading lists, librarian administrative options, and statistics gathering for the tool. Also featured are brand new fixes that improve CB’s behavior in Blackboard and provisions for greater identity protection. [& recording will be made available]

Topic: EBSCO CB setup for SUNY Blackboard
Date: Friday, October 23, 2015
Time: 9:00 am, Eastern Daylight Time (New York, GMT-04:00)
Meeting Number: 800 593 063
Meeting Password: (This meeting does not require a password.)
To join the online meeting (Now from mobile devices!)
1. Go to https://ebscomeetings.webex.com/ebscomeetings/j.php?MTID=m9c2891bbf01d96443c53318cf87ecaf2
2. Enter your name and email address.
3. Enter the meeting password: (This meeting does not require a password.)
4. Click “Join Now”.

Library Systems – What’s Next, What’s New?

From: Zajkowski, Maureen [mailto:Maureen.Zajkowski@suny.edu]
Sent: Wednesday, July 01, 2015 8:45 PM
To: SUNYLA discussion group
Subject: [sunyla-l] Library Systems – What’s Next, What’s New?


This is an open Invitation to the SUNY community to join the “Next Gen” Library Systems Information Group in the SUNY Learning Commons.

In April 2015 the OLIS distributed a Request for Information (RFI) to solicit responses from vendors regarding developments in the library systems market. The scope of the RFI was to acquire information on next generation library systems that can support the significantly varied needs and sizes of libraries across SUNY; including vendors’ product roads maps, services in support of those products, and associated costs.

A Library Systems RFI Review team has been established to review the vendor responses (participants include members of the SUNY Council of Library Directors Executive Board, the OLIS, and representatives from campuses).

To help the SUNY library community (beyond the members of the RFI Review team) acquire information on developments in library systems, a “Next Gen” Library Systems Information Group has been created in the SUNY Learning Commons. This site contains the RFI vendor responses that have been designated for sharing internally within the larger SUNY community.

To access the “Next Gen” Library Systems Information Group in the Commons:
• As part of a SUNY campus you do not need to create a separate user name and password – rather, you will use your local campus credentials. The first time you login will create an account associated with the Learning Commons.
• Go to http://commons.suny.edu/
• There is a link on the first page “Getting Started – Attention SUNY Users” – click on the LOGIN button
• You will now be on the LOGIN PAGE – from here click on the SUNY LOGIN (please ignore the WP LOGIN)
• The result is a SUNY Secure SignOn box – select your campus from the dropdown, click on login
• The result should be your local campus authentication page – where you will use your local campus username and password
• You should now be logged into the SUNY Learning Commons
• Once logged into the Commons, click on Groups and look for the “Next Gen” Library Systems Information Group and click on the “Request Membership” selection next to the group name.
• Once the Request is approved, access to the group will be available.

All vendor responses are listed in the “Documents” area. Categories have been established for each vendor as well as a category on “RFI Documents” to aid in retrieval. After you select the Documents area, the results can be filtered through the Category dropdown box.

Please note that the information provided on this site is SUNY confidential. It cannot be shared with vendors or others outside of SUNY. Also, information on Fee Structure and Pricing is not included as the vendors have requested that financial information and other proprietary information be distributed only to the Library Systems RFI Review team.

To goal is that the information made available on this group site will help everyone develop a good understanding of the evolving library systems market.


One Bib Project Update

From: Zajkowski, Maureen [mailto:Maureen.Zajkowski@suny.edu]
Sent: Wednesday, July 29, 2015 8:22 PM
To: SUNYLA discussion group
Subject: [sunyla-l] One Bib Project update

Please excuse duplicates. This is cross posted to the SCLD, SUNYLA, and SUNYLMS lists.
From: SUNY Council of Library Directors Executive Board & The Office of Library and Information Systems
The OLIS and ITEC met on Friday, July 17 to review next steps associated with the Aleph One Bib Project. Although, the focus of the meeting was on the One Bib, discussions turned to the Request for Information (RFI) review for next generation library systems and the impact on the One Bib Project. These discussions led to a decision to step back from the One Bib project until the RFI review process has concluded.
The purpose of the RFI is to gain information about the production ready status of new systems and the costs associated with the purchase and implementation of a new Library Management System (LMS). A major outcome of this review is to determine whether it will be feasible for SUNY to move forward with a procurement process for a new system or whether it would be best to hold off on this process until there is a better understanding of the functionality needed by SUNY campuses and how a new system would be funded.
In the July 17 meeting it also became clear that the amount of time needed to move the One Bib into production would be 3 to 4 years, and the amount of time to go through the RFP procurement process (if decided) would be about the same amount of time. Given the amount of resources needed for either project, it was decided to put the Aleph One Bib project on hold for now until it becomes clearer whether engaging in a formal RFP procurement process would be feasible and within what time frames.
While considerable staff resources have been spent on the One Bib project, the OLIS and ITEC have continued to gain a much deeper understanding of how the Aleph systems work. This has resulted in projects within OLIS to consolidate and streamline Aleph configuration files that make troubleshooting and maintenance easier without impacting campus functionality. Further, extensive data cleanup has resulted from the project. Cleanup related to correcting problems with MARC tags and indicators have resulted in better retrieval of records. Fixing problems with how records have been marked as deleted, withdrawn, discarded, and suppressed will ensure that that records will correctly display in discovery tools and the WebOPAC. Other types of data issues have been documented in campus profiles that have been shared with the libraries. These profiles outline data cleanup that must be reviewed by local campus staff such as listing of duplicate records (do they represent multiple copies of an item, different editions of an item, or was the same record inadvertently downloaded more than once?) and local practice that does not follow MARC standards for bibliographic and holdings data . Data cleanup, while always important to ensure correct access to materials, becomes even more important in preparing for an eventual migration.
Another critical component of the decision to revisit the move to the One Bib within the context of a new system migration is that it gives the library community the opportunity to determine the level of sharing across campuses (catalogs, technical services processing, circulation policies, collection development and resource sharing) that can be configured within a new system environment. The new systems provide opportunities that were either not available, or not easily available within Aleph. It also provides the opportunity for the library community to explore specific practices where SUNY libraries can develop and implement consistent practices that will better position libraries for a migration to a new library management system. One example would be development of practices that sustain record cleanup work that has already been done to help ensure that records are in good shape for migration.
Finally, this decision will help campuses and the OLIS determine the best use of staff resources as we look to the future. We wish to give special thanks to the members of the Shared Cataloging and Authorities Task Force and to the campuses the OLIS asked to do some initial functionality testing. The work they have performed has not been in vain. The library data in SUNY has been cleaned up considerably and we would not feel comfortable pausing on the One Bib while we consider the RFIs, if it wasn’t for the job well done from our library colleagues.