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.
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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 Fixing problems with how records have been marked as deleted, withdrawn, discarded, and suppressed will ensure that that records will correctly display in discovery tools and the WebOPAC.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.

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