Updates from the fALSC interim executive director

April/May 2016

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Lucy Harrison


Organizational Updates


This will be my final monthly update, as I will soon be leaving Florida to take on the role of Assistant Vice Chancellor for Academic Library Services and Executive Director of GALILEO. It’s been a pleasure working with you all for the last two decades, and I wish you all the best as you move forward with FALSC and the Sierra / Encore Duet implementation. While I am sad to leave, I know that the support and services you continue to receive from FALSC staff will be top-notch. They are truly the hardest working and most professional staff I’ve ever encountered, and they take their commitment to Florida’s academic libraries very seriously. I know that a very bright future awaits FALSC and the 40 libraries it supports, and I’ll be watching and cheering you on from one state north. 

Kate Nevins joined the FALSC leadership team on April 15 as a Visiting Strategist for Planning and Engagement. Kate will be focused on oversight in the areas of coordination, communications, and issue resolution as well as working closely with the Members Council and staff in continuing to move strategic planning forward. She will be a member of the FALSC Leadership Team as well as the overall FLVC Leadership Team.

FALSC's existing director-level staff will continue in their roles to maintain daily operations: Linda McCarthy will continue to lead library support and training, Claire Dygert will continue to lead e-resources and digital services and Ellen Bishop will continue to lead integrated library services. Until the permanent Executive Director is in place, all three will report to Mike Dieckmann, the Innovation Institute’s Associate Vice President and Chief IT Strategist.

The process of searching for a permanent Executive Director for the Florida Academic Library Services Cooperative (FALSC) has now begun. UWF will be retaining the services of Greenwood-Asher to identify candidates and assist in the search. The search committee will begin meeting in mid-May, conduct interviews in July, and identify finalists by late August. The current planned start date is October 1. 
There will be five MCLS representatives on the search committee, including a representative from the Executive Committee who will serve as Co-Chair. Ray Calvert, Vice Chair/Chair-Elect has agreed to serve in that capacity. There will be four representatives from the MCLS at large, two each from the FCS and SUS. There will also be representatives from the Executive Advisory Council, FALSC/FLVC, and UWF. 
A formal organizational chart for FLVC and its component areas has been shared with the Executive Committee, and will be shared soon with the MCLS.

Governance and Advisory Processes

The Executive Committee of the Members Council on Library Services (MCLS) met on April 20. The primary purpose of this meeting was to select the members of the Working Groups for the Sierra / Encore Duet implementation (see details below). The committee also approved the final version of the Next-Gen ILS Planning and Implementation Framework document, and discussed the upcoming June Members Council meeting. Dr. Pam Northrup also discussed the search for the Executive Director of FALSC and the continued involvement of Kate Nevins with strategic planning and communications. 

The next meeting of the Executive Committee is scheduled for Wednesday, May 18, from 2:30 p.m. – 4:00 p.m. ET. The next meeting of the Members Council on Library Services will be held on Tuesday, June 14, on the Seminole Campus of St. Pete College. An agenda and meeting materials will be sent in advance of the meeting. Once approved, agendas, meeting packets, and minutes for all MCLS and Executive Committee meetings are available online. 

The FALSC Regional User Meetings are now underway, focusing on the implementation of Innovative Interfaces’ Sierra and Encore Duet software for all forty public higher education-institutions in Florida. Staff from Innovative Interfaces have presented at the meetings, and we’ve received a lot of very positive feedback so far. 

Library Project Updates

Sierra / Encore Duet Implementation
Negotiation and Contractual Process
The negotiation was successfully completed, the contract signed, and the agreement between UWF/FALSC and Innovative Interfaces, Inc. is now fully in place. This was the culmination of nearly three years of planning, evaluation, and formal negotiation, involving too many people to thank individually. But I did want to give special thanks to Jean Phillips of FSU, who led the initial planning and evaluation teams; and Anne Prestamo (FIU; MCLS Chair) and Janice Henderson (NWFSC; MCLS Past Chair) who so ably represented the MCLS throughout the negotiation process. 
Planning and Implementation Teams
We had 112 applications to serve on one (or more) of the 9 Working Groups – thank you so much to everyone who applied. The Executive Committee met on April 20 and made their selections for the Working Groups. FALSC has now contacted everyone who was selected, and their dean or director, to confirm that they are willing to serve. We have also sent “thank you” letters to everyone who was not selected. One group, the Joint Use Working Group, did not have sufficient applicants, so we have reached out to additional institutions with joint use responsibilities and encouraged them to submit an applicant. The Executive Committee expects to finalize the makeup of the Joint Use Working Group the week of May 9.
The FALSC staff liaisons to each team have already reached out to the members and are setting up initial meetings. There will be an orientation webinar for Working Group members on Tuesday, May 10 from 3:00 – 4:00 ET (it will be recorded for anyone who cannot make the live webinar). MCLS Chair Anne Prestamo will be there to provide some guidance and encouragement. After the orientation webinar, all nine Working Groups will select a chair, establish a meeting schedule, and begin meeting regularly. Support tools, including wikis and listservs (for the Working Groups and their associated Discussion Groups), are already in place and will be available from the Sierra / Encore Duet Implementation area of the FALSC website (www.falsc.org) once the groups begin meeting. 
The Implementation Team, which is made up of the chairs of the nine Working Groups plus MCLS and FALSC representation, will be put in place once those chairs have been selected. The Steering Committee is also expected to begin meeting soon. 
FALSC Project Support
Internal FALSC staff are already hard at work providing the initial data sets required to keep this project moving forward. We have delivered bibliographic and item data, and authority records, to Backstage Library Works for their initial review; delivered holdings data, cash transactions, and patron data to Innovative; and are currently preparing circulation, course reserve, and acquisitions data files. Data extraction, delivery, and review is expected to be an iterative process that will be done multiple times over the course of the project. We have also been reviewing the documentation and online training that Innovative provides, and have begun asking all three vendors (Innovative, BSLW, and EBSCO) some more in-depth questions in order to prepare for the conversations we will need to have with the Working Groups. 
As we transition into working with Sierra / Encore Duet, we ask everyone to be aware of the effort involved in configuring the new systems and supporting the current systems. FALSC has been reviewing the following proposed guidelines for legacy product support at the Regional User Meetings:
  • Enhancements and integration requests (freeze now unless transferrable to the new system)
  • Data loading and quality control (continue through the end of 2016, then freeze and develop in new system)
  • Service requests for broken functionality or system settings in Aleph (depending on the request, may be worked on until acceptance of the new system) 
We will revise these proposed guidelines as necessary based on the feedback we receive at the Regional User Meetings, and will continue the discussion at the MCLS meeting on June 14.
Upcoming Training and Meetings
The last of the five regional meetings will take place on Thursday, May 12 at Chipola College, and on Wednesday, May 18, at Broward College. 
On Friday, May 13 from 10:00 – 11:00 ET we also hold the first webinar in the Sierra / Encore Duet Implementation series: Introduction to Sierra and Encore Duet Documentation. This webinar will be open to all library staff, not just the Working Groups, and will also be recorded. 

Other Library Project Updates

Our research indicated that some (non-FALSC) libraries have reported issues with the migration from EZProxy 5.x to 6.x, so we decided to deploy the new version on a pilot basis for one college two weeks ago. Thank you to St. Petersburg College for volunteering to be the test case; the upgrade was necessary to fix an access problem with one of their products, BizJournals. St. Pete reported no issues with the upgrade, and no anomalies have been seen in the log files. We are planning to upgrade the rest of the colleges on the morning of Sunday, May 15. Assuming those upgrades are successful, we will then upgrade the three university instances maintained by FALSC, along with FLA-PASS. 

Help Desk
The FLVC Help Desk received 3,236 cases in March and April (including 771 submitted via chat – nearly a quarter of the total cases), and closed 2,995 cases. For the month of April, a brief customer satisfaction survey was sent out for a selection of resolved cases in order to ensure that we are meeting needs and expectations. Thank you to those of you who took the time to complete the survey; so far we’ve received 85 responses and are expecting to get a few more responses back in the next week. Your feedback will be used to improve the services we provide (although an initial review shows that most of you are already very happy with Help Desk services.) 

The Collection Management and E-Resources Standing Committee (CMESC) is busy pulling together possible portfolios for 2017, for presentation at the June 14 MCLS meeting. There may be some significant changes to the collection if the committee’s recommendations are taken, so we look forward to a robust discussion of the portfolios at that meeting. Concurrently, the FALSC e-resources team is planning for our 2017 group licensing process, which may have some adjustments in light of the Sierra / Encore Duet implementation. We plan to discuss any proposed changes to that process at the MCLS meeting as well. 

The MCLS E-Resources Framework Working Group has also begun working on a new program approach for the FALSC-funded statewide e-resources, and will report on their progress at the June MCLS meeting. 

We continue to work with several colleges to finalize their transition from materials vendor Baker & Taylor to Yankee Book Peddler. Unfortunately some institutions have started over because their initial YBP profile was not complete. Compounding this effort was OCLC’s switch from WorldCat Cataloging Partners to WorldShare Collection Manager: as libraries have been transitioning to YPB, they have also been working to set up their Collection Manager profiles for YBP and other vendors for whom FALSC loads records into Aleph. We will continue to work closely with the colleges to ensure this transition is completed successfully. 

Resource Sharing
The Tampa Bay Library Consortium (TBLC) recently informed us that the statewide courier costs will be rising in October. We have begun discussions with the MCLS Executive Committee on how to address this issue, and will bring some options forward for discussion at the June MCLS meeting.

A few issues were raised at the Resource Sharing Standing Committee (RSSC) meeting regarding setup of lost billing workflows for SUS UBorrow lending libraries. The RSSC plans to present a few suggestions on how to proceed with lost books billing (e.g., each individual library to bill as needed, implement proposed automated workflow, or do nothing) to the MCLS at their quarterly meeting on June 14.

Centralized Data Loads, Extracts, and Reports
FALSC continued regular monthly loading of records into the FCS (FCC01), SUS (UXU01), and PDA01 bibliographic libraries, and into the LCA10 authority library in Aleph. Patron data was also loaded regularly for the FCS and SUS libraries per their requested schedules. The April SUS Aleph record counts are also complete, and we have completed ad hoc reports for PHC (289 reports by call #/call# range); OWC (in house use of AV collection); and MDC (report of items with Dewey call number tag). Quarterly vendor stats were released. A new Arrow report was also created: Loans by Title and Textual Call Number - All Loans.
We continue to produce a report monthly of subfield 5KEEP fields which are in the incorrect order. We correct the order and notify the library when we see a pattern developing. 
Data loading projects of note include:
  • New PDA/DDA/xDA plans for PDA01: New Plans:  Ebook Central (ECC), Alexander Street Press (TCC), Removed JSTOR (UWF)
  • E-Book and PDA monthly updates: eBrary, Rittenhouse, Gale Lit Crit, EBSCO subscriptions, SWETS, FMG, SUS Coutts PDA
  • LCA10: For 2016, we have loaded records through week 17 
  • EJournal Serial Solutions: April is complete
  • EJournal MARCit!: April is complete
  • GPO Marcive SUS e-books: May is complete.
  • EEBO Record Reloads: We have completed the loading of replacement records for Early English Books Online for FSU
We continue to consult with SUS libraries to develop and approve GenLoad profiles for library staff to use for ongoing data loads into UXU01. We are currently working on FSU’s Music CD cataloging project.
Recently approved or revised profiles include JSTOR PDA for UWF.
FALSC also extracts data from Aleph on regular schedules for shipping to outside parties (e.g., institutional financial systems, third-party discovery systems). We completed the yearly book chapter holdings extract and sent that to RapidILL in March, and in April completed a report for FSU to compare the FSU local print holdings to HathiTrust public domain resources. We have begun work on the annual holdings report to be sent to HathiTrust by June 30.
Bibliographic Database Quality
As part of the Sierra / Encore Duet Implementation, we have contracted with Backstage Library Works to provide de-duplication and authority control services. While we will continue with the work already begun to clean up records in the current Aleph catalogs, and will of course perform regular reports and automated clean up over the next year, our emphasis will now be shifting to the new Sierra environment. We will be working closely with BSLW and the appropriate Working Groups to ensure that the quality of the Sierra bibliographic database meets our needs.
We continue to work with university library staff to identify non-OCLC record sets with OCLC numbers in the 035 field. We are currently working on Phase 2, records with multiple holdings. So far, over 97,000 records have been cleaned up. The spreadsheet used to track progress is available online at: https://docs.google.com/spreadsheets/d/10cWlXCUQs8vY4AueY44YkqgcEZ2nJu5D-kpgG0GbQro/edit?usp=sharing 
The cleanup of bibliographic records with multiple 245 fields is complete. In total, 420 bibliographic records were cleaned up. We will perform this cleanup again before migration in case additional records with very long 245’s are loaded in the future.
We have provided a report to the colleges on pre-publication records in the system for which they have holdings attached (over 10,000 records). Instructions were also sent on how best to clean up these records. We appreciate the efforts of library staff in helping with this maintenance. The number of prepublication records in the FCS database now stands at 2,884.
FALSC regularly performs additional manual and automated cleanup to remove duplicates and correct other issues. For example, we recently completed an ISBN duplicate report for the FCS, and cleaned up 121 sets of duplicates for Oxford Street Online. We also recently completed work to delete obvious non-OCLC numbers from the 035 field for FCS records.

Digital Services
FALSC continues to work with the Digital Initiatives Standing Committee (DISC) on Islandora and other digital services. The new Islandora-related format facets/icons approved by DISC are now in production in Mango (https://union.discover.flvc.org). To see the new facets, do an empty search and click the “Digital Collections” subcollection facet; you should then see results that display the new format facets and icons/icon text. The new formats are derived from MODS typeofResource values that are unique to digital objects: still image, moving image, text, sound recording – musical, sound recording – nonmusical. Clicking the relevant format facet will then display search results with icons and icon text related to that format facet.

FALSC Digital Services staff have attended several trainings recently, including a LYRASIS webinar (“Starting Right:  Introduction to Digital Project Management Planning”) and Islandora Camp in Ft. Myers, where FLVC staff and their development partner FSU collaborated on a number of presentations about FL-Islandora and our contributions to the Islandora Open Source Software Community.

Work continues on completion of existing tasks/fixes, i.e., MODS validation and enforcement of a single Item Identifier (IID) and namespace enforcement, upgrading MODS forms to v3.6, changes to delete mechanism, etc. 

Islandora software was upgraded to the latest version (release 7.x-1.6) on March 20, and an outside vendor, discoverygarden, has completed their diagnostic analysis of the Islandora servers. They have discussed their report and recommendations with FALSC staff, who will soon be starting a project to implement the recommendations. 

A feasibility project to test load over 5,200 issues of the “Bradford County Telegraph” from UF’s Sobek instance into FL-Islandora’s Florida Digital Newspaper Library test site is underway.

We are continuing to work on the statewide inventory of digital archives and collections held by Florida public universities and colleges. Once that inventory is complete, we will work with DISC and other groups to identify the best way to provide access to those collections. This is in support of FALSC’s statutory requirement to provide “a statewide searchable database that includes an inventory of digital archives and collections held by public postsecondary education institutions.”

Florida Digital Archive (FDA)/DAITSS:
A series of dissemination projects for UF have begun, as UF is attempting to reconcile their Tivoli backups with objects archived in the FDA. This is likely to involve a substantial amount of work both by UF and FALSC, including querying the DAITSS database based on Package Name, providing the results to UF to reconcile any duplicates, and then performing the dissemination and FTP-ing the results to UF’s FTP space. Planning and scheduling of these requests are being coordinated with UF, as this is an unusually large project. In April 1,747 disseminations were performed for UF (296 for issues of the newspaper “Diario de la Marina”). Work on disseminating an additional 1,400 newspaper packages is underway.

In addition to the UF disseminations, 77 packages were disseminated for FIU, as part of a project to replace approximately 150 packages where data on the FIU system (both on network drives and archival gold DVDs) has become corrupted.

We continue to work on resolving dissemination problems, MOV file package exceptions, and updating DAITSS code to deal with PREMIS v.3 and reconcile issues with packages archived under PREMIS v.2.

During the month of April, the Florida Digital Archive (FDA) ingested 3,228 GB of new data, consisting of 9,978 packages and 505,458 files. The FDA currently contains 225.4 TB of data, 527,848 total packages/AIPs, and 62,767,919 data files.

Florida OJ:  
We are in the process of scheduling the upgrade of Florida OJ’s OJS software to 2.4.8 with the vendor and providing the necessary access to FLVC’s systems. A plugin to extract metadata fields from .docx or .pdf submissions has been installed on the test server and FSU is testing the plugin. Information was provided to University of Florida regarding functionality of a translation plugin.


Upcoming Events

  • FALSC Region 1 User Meeting: May 12, 2016, Chipola College, Marianna. Region 1 includes: Chipola College, Gulf Coast State, Northwest Florida State, Pensacola State, Tallahassee CC, Florida State University, Florida A&M University, University of West Florida
  • Webinar: Introduction to Sierra and Encore Duet Documentation: May 13, 2016, 10:00 a.m. – 11:00 p.m. ET. To register, go to https://register.lincc.net and then select Course Catalog. Search for the title. Select the webinar name, click Enroll, and then click Register. If you do not have an account, click the “First Time User” link on the registration site, or contact the FLVC Help Desk for assistance.
  • FALSC Region 5 User Meeting: May 18, 2016, Broward College, Davie. 
  • Region 5 includes: Florida Keys CC, Broward College, Miami Dade College, Indian River State, Palm Beach State, Florida Atlantic University, Florida International University
  • Members Council on Library Services Executive Committee Conference Call: May 18, 2016, 2:30 p.m. –4:00 p.m. ET
  • Members Council on Library Services: June 14, 2016, St. Pete College, Seminole Campus
  • Members Council on Library Services: September 8 – 9, 2016, Florida Atlantic University, Boca Raton
  • Members Council on Library Services: November 30 – December 1, 2016, University of Central Florida, Orlando


See Previous Updates