Aleph Implementation Where we are in the process Data Review Preview- What is the next stage?

Aleph Implementation Timeline October 2003 October 1st Throughout Oct Last week of Oct Kickoff 1- Basic Training in PALS takes a Meeting Aleph for migrating snapshot of our from PALS to MnPALS data and sends 2- Cleaning-up our it to ExLibris data in PALS

Aleph Implementation Timeline November 2003 November 4th Nov 6-21 DATA REVIEW PERIOD ExLibris 1- Training in Data Review completes 2- We review our data in Aleph indexing/ 3- Continue cleaning-up our loading of data in PALS our data into 4- Developing procedures when Aleph. both systems are unavailable.

Data Review Look at our data to see if it was transferred or “converted” to Aleph correctly Report errors that are found. Do not update data in Aleph.

A Framework for Data “Conversion” Review Two types of errors that may be encountered: Content error - Pre-existing cataloging errors. Don’t report to PALS Conversion error - Created by the improper conversion of data from PALS to Aleph. Report to PALS.

Be comprehensive in reviewing the converted collection, as opposed to reviewing an individual record. As a minimum, several of each category of item must be checked. What is needed is to check each category for conversion errors. A small sample should suffice.

Categories for Data Conversion Review A. Bibliographic records

Bibliographic Records (continued) 1. Each separate collection should be checked, if materials are treated or shelved differently. Examples: *Reference *Reserve *Periodicals *E-books/Websites

Bibliographic Records (continued) 2. Consider any special shelving arrangements, especially if there is information about that in the record. Example: *Oversize

Bibliographic Records (continued) 3. Each format should be checked. Examples: *Serials *Microforms *CDs, Audiotapes *Equipment such as laptops

Bibliographic Records (continued) 4. Interactions should be checked. * Are books and CDs on reserve treated the same? * Are items kept in Periodical and microforms displayed alright?

Bibliographic Records (continued) 5. Multiple copies in different collections should be checked. *Check books with copies in Reference and the circulating collection.

Categories for Data Conversion Review B. Patron Records

Patron Records (continued) 1. Check each patron class. Example: select a patron for each class to check.

Patron Records (continued) 2. Check patrons that have records in two or more classes. Example: An RCTC instructor who is also a student at UM-Rochester.

Patron Records (continued) 3. Check active and inactive patron records.

Patron Records (continued) 4. Check patron records that have active and inactive charges or fines.

Categories for Data Conversion Review C. Serial Records

Serial Records (Continued) 1. Check serial records for active and inactive titles.

Serial Records (Continued) 2. Check serial records that we have in several formats.

Serial Records (Continued) 3. More next week.

How to Report Conversion Errors to PALS Data Review Sheet PALS data conversion sheet Mary will compile and send to Aleph Listserv Tuesday, Nov. 11 Thursday, Nov. 13 Tuesday, Nov. 18 Thursday, Nov. 20 **Any last minute ones, Friday, Nov. 21st

A relational database Aleph uses a number of databases that interact with each other. That is why it is called a relational database ILS. Aleph is not consist in the words it uses. It calls the databases “libraries.” However it also calls libraries “libraries.”

ALEPH Overview- ver. 15.5.x ALEPH libraries Etc. Etc. BIB HOL AUT ADM Aleph libraries - databases that contain data. Etc. Circulation Items Acquisitions Serials

Using the GUI Client

Easy to get Lost There are different parts, or windows, of the GUI program to work with the different databases. It is important to always be aware of which part of Aleph you are in. The part can be a database or a library. Your database has an icon to identify it. You may have several databases open. Check the line at the bottom of the screen.

Check your library Check the bottom line to see which library you are currently connected to. You can change libraries at the “File” (second toolbar at the right).

How to move records Each item must have a bib record in the SYS01 database, which has records from all PALS libraries using Aleph. SYS01 Bib Record

How to move records To show that a particular school owns an item, there must be a Holding record connected to the Bib record. SYS01 Bib Record UCR050 Hol Record

How to move records The Holding record connected to the Bib record needs to be connected to an Item record. SYS01 Bib Record UCR050 Hol Record UCR Itm Record

Moving a record If you want to work on a record in Aleph, you must be using the right part of Aleph and have the record in that part as well. Aleph uses the term “push” for moving a record from one module to another.

Searching the OPAC Using the GUI Client Start your GUI Client Make sure you are in the Search module. Make sure you are in SYS01. Click on the binoculars and do a search. Check left column which indicates title is ours. Click to highlight

When your record displays, click on the “Add to Nav. Map.” On the left side of the screen you should see a hierarchical tree. This shows what is attached to this bib. record.

Pushing a Record Catalog BIB button - pushes the Bib record to the Cataloging module. Catalog HOL button- you will be “pushed” to the HOLdings records for this bib record Items button- you will be “pushed” to the Item record(s) for this bib record in the Administrative module

Using the Aleph GUI Client for Data Review The Nuts and Bolts

Highlight the record that you want to view. Click on “ViewFull” to display the Bib record in MARC format. Minimize the GUI client until you bring up the bib record on PALSTAC Compare the bib records: Aleph record with the PALSTAC record-- field by field Record any discrepancies.

Checking the HOLdings Record The bib record needs to be active. From the drop-down menu, select: “Load HOL record from server.” When the “Holdings List” displays, click the “Edit” button to view the details. Compare the necessary fields. Report any discrepancies.

Checking the Item Record Go back to the Nav. Map Highlight item Click on “Modify.” Compare barcode and other fields with PALSTAC record.

Checking the Patron Record

Checking Patron Information Start PALSTAC and select a patron. Start your GUI client. Enter the Circulation module by clicking on the “Circ” icon. Click the Patron list icon. Search for your patron.

Compare the fields under each tab with the PALSTAC patron data. Report any discrepancies.

What’s After Data Review? External Decisions: If Data Review was acceptable to the Gamma Libraries, then a final snapshot of our PALS data will be taken. Ex Libris will load and index this final copy of our PALS data onto PALS’ Harp server. (This is the production server where the Beta Libraries’ data resides).

In-House Decisions: Is our converted data acceptable? Functional training on the modules. Developing in-house procedures for when both systems are unavailable. Implementing the in-house procedures

Developing procedures for the STP. In-House Decisions: Developing procedures for the STP. How will backlogs be handled?