Category Archives: Uncategorized

OLIS Service Announcement: New Footprints on using p-manage-21

A new Footprints Knowledge Base Solution is now available:
#13084 – How To Run p-manage-21 to Change Bib and HOL Data

Two documents are included on this Footprints:
Using p-manage-21 to Change Bib Info
Using p-manage-21 to Change HOL Info

p-manage-21 is a job that allows you to make global changes to data. When run in the 01 library, changes are made to Bib records. When run in the 60 library, changes are made to HOLdings records. With p-manage-21 you can add, delete, or find/replace data. The 2 documents provide examples (with instructions) of using p-manage-21 on both Bib and HOL data.

If you have any questions, please submit a Footprints.


— Natalie

OLIS Service Announcement: Ebook Central and ebrary titles

With ProQuest’s impending move to Ebook Central for delivery of ebrary titles, it is unclear how data loads of MARC records into Aleph may be affected. There may be subtle changes in the MARC records that may require changes to the “fix” file used in p-manage-25. OLIS still needs to see these MARC records before knowing the extent of work that needs to be done.

If your campus loads ebrary MARC records into Aleph in batch and you move to Ebook Central, please contact OLIS via Footprints. Please do NOT load records from Ebook Central until OLIS can review and/or update your campus files and gives you the go-ahead to do the loads.

Thanks very much.

— Natalie

OLIS Service Announcement: Aleph OPAC now more secure

As of today, your Aleph OPAC is running over the more secure https protocol rather than http. Data passed between the browser and the Aleph server is encrypted on all screens and not just the patron login screens.

The url you are using for the prod OPAC is in the format:
* zzz = campus code
* 4##0 = campus port number

After you click any Aleph link within the catalog, you will see the url changes to:
* Note the ‘s’ in https and the last digit of the port number changes from 0 to 9.

If you’d like the opening screen of the OPAC to be https, you will need to change your link to:
* Substitute your campus code and the middle 2 digits of your port number

If you have any questions specific to your campus, please submit a Footprints ticket.

— Natalie

One Bib Project Update

From: Zajkowski, Maureen []
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.

Call numbers in forms

In an effort to provide better service to campuses and to position ourselves for a shared bib environment, the OLIS has reviewed various forms in the form_eng directory. Specifically, we are looking at which call number is displayed. When possible, the z30-call-number (the call number on the item) is preferred over the z13-call-number.

The form bor-list.xsl (list of items a patron has on loan) has been modified for all campuses.

A few campuses had other forms that needed to be modified. The OLIS has been in contact with each of these campuses.

If you have any questions, please submit a Footprints.


— Natalie

Aleph and EDS Linksource – Process for Updating Your Web OPACs

Good morning everyone,

As campuses move from 360Link to LinkSource, it will be necessary to change the links in the Aleph OPAC for some campuses.  23 campuses currently display a link to 360Link on the serials holdings screen – links that should be changed to LinkSource.

When your campus is ready to switch the link from 360Link to LinkSource – on either prod or dev – please submit a Footprints for this work.  Select the Service Task “Aleph Web OPAC v.20” and specify the following:
* whether dev or prod is to be updated
* your Ezproxy (or other authentication) base URL

Natalie Sturr has developed the procedure for implementing LinkSource 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 360Link on the Aleph serials holdings screen are:

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

Thank you and happy holidays,

Laura K. Murray and Natalie Sturr

Laura K. Murray
Library Automation Specialist
The State University of New York
State University Plaza – Albany, New York 12246
Tel: 518.320.1477    Fax: 518.320.1554
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Vendor Record Loads

Over the last 5 years, loading of vendor records (ebrary, Springer, SerialsSolutions, etc.) has become more frequent at almost all sites.  These loads are not only becoming more frequent, but they are also substantially larger than earlier loads (e.g. Netlibrary was initially only 1,000 records at most).

 In addition, there are a number of initiatives to consider PDA (Patron Driven Acquisitions) which require that MARC records be loaded tocatalogs, even though the title has not yet been “purchased”.

 As of 2012, it is necessary to have a SUNYConnect Policy on Vendor Record Loads for all campuses on the shared servers (Delaware, Saranac, Seneca, and their successors).

The OLIS is working on such a policy and is also working on standards and instructions for such data loads.

 At this time, the OLIS requests that ALL batchloading of records be done by OLIS, with a few exceptions.  The “exception” sites will be notified by Maggie that they are exceptions.

 If you have any questions about this policy, please submit a Footprints request.  Thank you.

Maggie Horn 

Marguerite E. “Maggie” Horn
Library Data and Systems Analyst
Office of Library & Information Services
SUNY System Administration
State University PlazaAlbany, NY 12246
voice: 518 320-1469
fax: 518-320-1554