March 2016

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Lucy Harrison


Organizational Updates

FLVC is continuing to work on standing up the new Florida Academic Library Services Cooperative (FALSC), a process that will continue through discussions with the Members Council on Library Services (MCLS), FLVC/FALSC leadership, and the Executive Advisory Council (which is now meeting quarterly). Strategic planning for FALSC is underway, and the organization will begin the search for a permanent Executive Director soon. 

A formal organizational chart for FLVC and its component areas has been shared with internal staff, though we are still working through a few issues. FALSC will share some services with other areas of FLVC, including Information Technology and Business Operations. 

Governance and Advisory Processes

The Executive Committee of the Members Council on Library Services (MCLS) met on February 17 and again on March 21. 

At the February 17 meeting, the committee focused on debriefing from the February 9 MCLS meeting, including the charges and role of the two working groups that were identified to work on e-resources and decision making and authority. The charges for those groups were sent out to the members on March 18, as follows:

E-Resources Framework Working Group:

Develop a new program approach and language framework, use in legislative proposals, work on contingency plans, establish long-term goals for the program, and reach out to other licensing programs in the state.  The E-Resources Framework Working Group will identify components of the big picture and specific messages for communications with specific communities to be identified, and they will work with FLVC/Innovation Institute and UWF staff who have expertise in communications, marketing, branding, and the legislative process, to formulate a communications program.

Decision Making and Authority Working Group:

Develop a framework to set the context for MCLS decision making and issue resolution. The framework should include principles that reflect the values and commitments of the FALSC membership to each other, constituents, and an effective organization. Further, this framework should be applied to known topics of decision making (example: e-resource prioritization), while also providing context for future decisions as yet unidentified.  

Additionally, the working group should provide input into clarifying the scope and process for how the MCLS and its Executive Committee could provide advice and recommendations to FALSC/FLVC and other groups. While the MCLS is currently information-gathering and fact-finding, it may be possible to adjust that role to one of providing advice and recommendations. What kind of advice would the MCLS/Executive Committee like to provide? To whom? And under what circumstances? FALSC has provided a chart outlining the current situation, but would like to hear from this Decision Making and Authority working group as to what would work best for them. The chart was presented and briefly discussed at the February 2016 MCLS meeting. An updated version of the chart will be sent to the workgroup following the next Executive Committee meeting.  

Finally, this working group should identify components of communications around decision-making and providing advice/recommendations, culminating in a plan for communicating more clearly the ways in which the MCLS and Executive Committee make decisions, provide advice and recommendations, and communicate information (both internally, and with FALSC/FLVC and other groups). 

Also at the February meeting, the Executive Committee discussed the Next-Gen ILS project, including the planning and implementation framework, the process for standing up the working groups, and the charge for the ad hoc committee on go live criteria. After briefly discussing a proposed vision statement, the committee discussed the visioning approaches of John Kotter and Jim Collins and decided to take a fresh look at visioning at their March meeting. 

At the March 21 meeting, the committee was again updated on the Next-Gen ILS project, and reviewed the application criteria for the working groups that will support that implementation. The working group application packet was sent to the MCLS, and a call for volunteers sent to the LIBS-ALL listserv, on March 23. The committee also decided to keep the next MCLS meeting on June 14 at St. Pete College despite the Council of Instructional Affairs (CIA)/Learning Resources Standing Committee (LRSC) meeting being moved to the previous week at Daytona (usually, the spring and summer MCLS meetings are aligned with the LRSC meetings).  

Also at the March meeting, the committee shared their ideas for a more inspirational vision that might work for FALSC moving forward. Tracy Elliott will be working to combine those ideas into a single vision statement that the committee will review at their next meeting. 

The next meeting of the Executive Committee is scheduled for Wednesday, April 20, from 2:30 p.m. – 4:00 p.m. ET. Once approved, agendas, meeting packets, and minutes for all MCLS and Executive Committee meetings are available online. 

The FALSC Regional User Meetings will be held in April and May 2016. The focus of the meetings this year will be on the implementation of Innovative Interfaces’ Sierra and Encore Duet software for all forty public higher education institutions in Florida. Registration is now open on the FLVC Learn website. See “Upcoming Events,” below, for additional details.

Library Project Updates

Next-Gen ILS Task Force
The Next-Gen ILS Negotiation Team, which includes MCLS representatives Anne Prestamo and Janice Henderson, has now essentially completed negotiations with Innovative Interfaces, Inc. We hope to have a contract signed this week. More information about what was negotiated, and next steps, will be forthcoming.

Concurrently, the MCLS and its Executive Committee are moving forward with establishing the working groups as outlined in the Next-Gen ILS Planning and Implementation Framework document. That document will be updated slightly once negotiations are complete. The Ad Hoc committee tasked with determining the process and criteria for the Next-Gen ILS “go live” recommendation will also begin work once a contract has been signed. 

FALSC has worked out the details on the upgrade of the EZProxy license with OCLC which will allow us to move to the latest version and provide more robust access to e-resources for the institutions that use that service (all 28 colleges plus Florida Polytechnic University, FAMU, and New College of Florida). More information about the timing and details of that upgrade will be provided soon..

Help Desk
The FLVC Help Desk received 988 cases in February (including 151 submitted via chat), and closed 947 cases. Beginning April 1, you may be asked to complete a customer satisfaction survey after your communication with the Help Desk. This brief survey will be sent for a selection of resolved cases in order to ensure that we are meeting your needs and expectations. We appreciate your feedback. We are also working to creating the new discussion lists to support Next-Gen ILS implementation. 

Discovery Interfaces
The User Interfaces Standing Committee (UISC) approved a change to the display in Mango for records with many ISBNs (display only the first four or five numbers and add a “Show More” button to display the entire list). That change was moved into production the week of March 21. We continue to work with St. Petersburg College and EBSCO to set up an extract of their Aleph holdings to include in their trial instance of EBSCO’s Curriculum Builder. 

The e-resources group licensing process for 2016 is complete. After identifying e-resources as a high priority for the MCLS this year in the planning meetings with consultant Kate Nevins, the MCLS has established a working group to develop new program approaches and language for legislative proposals, and to work on contingency plans (see the update on advisory processes, above, for more details). Concurrently, the Collection Management and E-Resources Standing Committee (CMESC) is beginning to put together possible portfolios for 2017.

We continue to work with several colleges during their transition from materials vendor Baker & Taylor to Yankee Book Peddler (or in one case, to Coutts). Several colleges receive MARC records from Baker & Taylor that FALSC batch loads into Aleph; others use EDI ordering/invoicing. Migration is complete for several colleges (including, most recently, Florida State College at Jacksonville), but we continue to work with Miami Dade College and College of Central Florida. 

Resource Sharing
In light of the issues raised at the Resource Sharing Standing Committee (RSSC) meeting regarding setup of lost billing workflows for SUS UBorrow lending libraries, the RSSC will soon be presenting a few suggestions on how to proceed with lost books billing to the MCLS (e.g., each individual library to bill as needed, implement proposed automated workflow, or do nothing).   

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. We also added SUS totals to Active Patron Counts and added the initiator ID to Active Serials & Standing Order Lists. The February SUS Aleph record counts are also complete, and we have completed ad hoc reports for FSU (items older than 2006 with 0 loans within selected call number ranges; withdrawn records for FSU Marine Lab at Turkey Point) and UF (OCLC number duplicates). 

We are continuing to work on the Aleph batch load peculiarity (if a field has multiple $5’s, $5KEEPxx must occur first for the field protection to work). We have identified the records where $5KEEPxx is not the first $5 and have moved the $5KEEPxx to be the first $5. A new GenLoad (version 2.2.12), which allows for the addition of multiple subfield 5s in correct order, has been tested and is available for use.  We are also running a monthly report to identify and correct new occurrences of $5KEEPXX that are not in the correct orderr.
FALSC staff member Jeannie Dixon worked with the colleges to ensure they had the necessary data to complete their IPEDS reporting. All of the colleges’ Academic Library Surveys are now completed and locked.
The SUS duplicate holdings/items report was delivered and presented at the February CSUL meeting. UF, representing CSUL, has requested a follow-up report, which we will begin working on immediately.
Data loading projects of note include:
  • New PDA/DDA/xDA plans for PDA01: March records for SUS shared Coutts purchased titles; eBrary for Florida SouthWestern.
  • E-Book and PDA monthly updates: Loaded CRCnet, eBrary, Ambrose.
  • LCA10: For 2016, we have loaded records through week 11. 
  • EJournal Serial Solutions: March is complete.
  • EJournal MARCit!: March is complete.
  • GPO Marcive SUS e-books: March is complete. 
  • EEBO Record Reloads: Currently working with UCF, FSU, and USF to load the replacement records for Early English Books Online.
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 Swank Digital Campus Streaming Movies and Rittenhouse Purchased for FGCU.
Recently approved or revised profiles include PDA Cambridge joint plan (purchased), and Eighteenth Century Collections Online for FSU.
FALSC also extracts data from Aleph on regular schedules for shipping to outside parties (e.g., institutional financial systems, third-party discovery systems). We continue to work on the yearly book chapters holdings update to be extracted and sent to RapidILL, and are currently working on a report for FSU to compare the FSU local print holdings to HathiTrust public domain resources. We believe we should be able to do the comparison utilizing the HathiTrust files. 

Bibliographic Database Quality

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 63,000 records have been cleaned up. The spreadsheet used to track progress is available online.

512 SUS bibliographic records with multiple 245 fields have been identified. These records are a mix of vendor-supplied records for very old titles that were microfilmed or digitized and government documents. The 245 fields in the original MARC records exceeded the Aleph field length limits and were split into multiple fields when the records were loaded. UCF has provided guidelines for this effort. Corrupted records are sent to the owning library to resolve, as FALSC staff don’t have the resource the record is describing. FALSC will clean up the remainder, shortening the multiple 245s to a single 245 and copying the original text of the 245s to note fields. 168 records have been cleaned up so far.

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 3,016, (0.11% of the total database).

FALSC staff also just completed the deduplication of 618 sets of e-book duplicates reported by FAU staff.

FALSC regularly performs additional manual and automated cleanup to remove duplicates and correct other issues. For example, we recently created a custom script for a UF multi-year weeding project that looks for items with internal processing status WD and internal note DM. If the only item on a holding has IPS WD and internal note DM, the holding is suppressed and the note is updated. If the holding has other items that don’t contain IPS WP or SP or the note DM, the holding is not suppressed and a “tickler” is added to it to assist staff review. We worked with UF to ensure that they approved the script, which went into production on March 25. 

Digital Services
FALSC continues to work with the Digital Initiatives Standing Committee (DISC) and its Islandora SubGroup (ISG) to determine next areas of focus for FL-Islandora development (for example, they recently reviewed MODS forms changes to upgrade from v.3.4 to v.3.6), and with the newly-formed DISC PALMM Subcommittee to determine the future direction of the PALMM project. FALSC worked with the DISC Finding Aids Working Group to create and distribute an MCLS-approved survey focusing on archiving finding aids (their creation, management, and availability to the public). The results of the survey have been shared with the Working Group and will be shared with DISC as we move forward with FALSC’s support of archival finding aids and services to archivists.

Islandora software was upgraded to the latest version (release 7.x-1.6) on March 20. Now that is complete, we plan to work with an outside vendor, discoverygarden, to perform some diagnostics on the Islandora servers. Technical documentation should be complete soon, and we have tentatively identified the week of April 11 for the vendor to complete the diagnostic analysis. 

The migration of UWF LYRASIS Islandora data to FL-Islandora is substantially finished, with the exception of a couple of problem PDF records.

We continue to work with institutions using Islandora to identify opportunities for enhancements. For example, FGCU has requested implementation of Islandora Scholar for their site, including implementation of a new Entities Solution Pack (information about researchers/organizations) and integration with the ORCID (http://orcid.org/) registry of persistent identifiers for researchers. ORCID integration does not yet exist in Islandora, although there has been some discussion in the community about this. Also, State College of Florida, Manatee-Sarasota is hoping to find tools to automatically create transcripts from oral history recordings. No such function exists in Islandora, but an Oral Histories Solution Pack is under development within the community and might be worth consideration.

We have also begun working with UF on an exploratory basis to test the import of newspaper data from Sobek to Islandora. One test serial title (13 issues) has been loaded into the Florida Digital Newspaper Library test site on Islandora, using data downloaded from FDNL on Sobek. We hope to soon test the loading of additional newspaper issues into the FL-Islandora FDNL test site.

We plan to soon upgrade the software supporting Florida Online Journals to version 2.4.8, and bring code into line across production, test, and development servers. 

We have also begun a statewide inventory of digital archives and collections held by Florida public universities and colleges. One 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.”

During the month of March, the Florida Digital Archive (FDA) ingested 1,633 GB of new data, consisting of 2,996 packages and 335,776 files. The FDA currently contains 221.49 TB of data, 517,459 total packages/AIPs, and 62,197,374 data files.

Upcoming Events

  • Members Council on Library Services Executive Committee Conference Call:  April 20, 2016, 2:30 p.m. –4:00 p.m. ET (and again at the same time on May 18, 2016)
  • FALSC Region 4 User Meeting: April 21, 2016, Hillsborough Community College, Brandon Campus, Tampa. Region 4 includes: Florida SouthWestern State College, St. Petersburg College, State College of Florida Manatee-Sarasota, Pasco-Hernando State, Polk State, South Florida State, Hillsborough CC, University of South Florida, New College of Florida, Florida Gulf Coast University, Florida Polytechnic University
  • FALSC Region 3 User Meeting: April 26, 2016, Valencia College, West Campus, Orlando. Region 3 includes: College of Central Florida, Valencia College, Eastern Florida State, Seminole State, Lake-Sumter State, Daytona State, University of Central Florida
  • FALSC Region 2 User Meeting:  May 3, 2016, St. Johns River State College, St. Augustine Campus. Region 2 includes: Florida State College at Jacksonville, Santa Fe College, North Florida CC, Florida Gateway College, St Johns River State, University of North Florida, University of Florida
  • 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
  • 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: 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