SCLS and the Madison catalogers are currently doing an authority control update project that will update all of the existing OCLC bibliographic records in our database with up-to-date author, subject, genre, and uniform title (series) headings. During this time, Madison cataloging staff cannot overlay or edit existing OCLC bibliographic records.
What this means for you right now
Starting next Friday, October 23, if you submit changes to Madison on the following ILS Work Request forms:
those changes will be held by Madison until the next week or following week. The changes will be done after the project is completed the next week. Unfortunately, we don't have an exact end date at this time, but it should by the end of the next week.
During this time, you can continue to:
Create BSEs and link items
"Send to catalog" from GetIt for both bib records and item records
Create, edit, withdraw, and delete item records for items owned by your library
Create LOCAL, PERM, or GEN records
What this means for you during the next week
Around October 28 or 29, there may be a day (or possibly two days) where we will ask you to refrain from creating BSEs and using "Send to Catalog" from GetIt to create new bib records while the updated bibliographic records are loaded into Bibliovation by LibLime. We will send an email out about this as soon as we have solid information. Unfortunately, we don't know exactly how long it will take for all of the updates to be made to the bib records and how long it will take LibLime to load the changed bibs back into Bibliovation.
Lucas Schneider of Madison Public Library has created a video explaining how to use the U.S. Census Bureau's 'new' search tool, TigerWeb, to locate the correct municipality for a patron's legal place of residence. TigerWeb is the replacement search tool for American Factfinder, which was discontinued earlier this spring
The information about selecting municipal divisions for Middleton, Sun Prairie and Verona has also been updated. Lucas has provided spreadsheets to use to help determine the voting district within those cities.
8/28/2020 One more round of patron record expiration extensions. We have sent out the information and a survey link an email to all LINKcat directors and CIRc staff and in LINKcat News blog post. Please, only submit one response per library.
8/28/2020 The minutes from the August 11 CSS Meeting are available online.
8/26/2020 4,313 bibliographic records were newly cataloged and/or updated in the database between 7/30/20 and 8/25/20.
8/26/2020 7,515 items and 633 bibliographic records (with only withdrawn items attached) were deleted in the monthly batch deletion of withdrawn items.
8/19/2020 We have resumed running the Long In Transit report. We have provided details about the resumption of this report in an email to link-announce and in a LINKcat News blog post. Please read one of these information sources for more information.
8/17/2020 The following collection code was deleted from Bibliovation: GGML (Go Green, Main Level). See the minutes from the August ILS Committee meeting.
8/3/2020 The monthly Bibliovation reports for July 2020 can be found online.
At the 8/25 Circulation Services Subcommittee meeting members had an extended conversation about the enormous number of patron records that are due to expire on October 1, 2020 and how to handle them. As of today, there are 54,626 patron records with an expiration date of 10/1/2020.
These records originally had expiration dates set between 3/17/2020 and 9/30/2020.
The CSS proposed the following schedule of events to help libraries deal with this large number of expiring patron records:
Send out a survey to LINKcat libraries offering to extend the patron expiration dates one more time.
The two dates to be offered will be November 1, 2020 and February 1, 2021.
Responses to the survey are due by noon on September 7, 2020, in order to submit the work requests to LibLime staff in a timely manner.
Once the expiration dates have been extended, we will follow this schedule for delivering "pre-expiration" notices to patrons that have email addresses:
Send a "pre-expiration" notice to patrons with an expiration date of November 1, 2020 (only) on October 1, 2020. This will give them 4 weeks to contact their library and renew their record.
Send a "pre-expiration" notice to patrons with an expiration date between November 2, 2020 to November 30 to the patrons on October 12, 2020. This will give them 2+ weeks to contact their library and renew their record.
Send a "pre-expiration" notice to patrons with an expiration date between December 1, 2020 to December 31 to the patrons on November 16, 2020. This will give them 2+ weeks to contact their library and renew their record.
Send a "pre-expiration" notice to patrons with an expiration date between January 1, 2021 to January 31, 2021 to the patrons on December 14, 2021. This will give them 2+ weeks to contact their library and renew their record.
Send a "pre-expiration" notice to patrons with an expiration date of February 1, 2021 (only) on January 4, 2021. This will give them 4 weeks to contact their library and renew their record.
Send a "pre-expiration" notice to patrons with an expiration date between February 2, 2021 to February 28, 2021 to the patrons on January 18, 2021. This will give them 2+ weeks to contact their library and renew their record.
In the spring of 2020 ILS staff conferred with the Circulation Services Subcommittee and we agreed that due to the pandemic and the unknown length of individual library closures, we would postpone running and posting the Long In Transit report.
Since all of the LINKcat libraries are now open to some extent ILS staff have run and reviewed the current report and we think that that increasing the end date of the report to 2 months would be enough to cover possible multiple quarantine periods as well as taking into account reduced delivery periods and staffing at libraries.
However, when we ran the report, we saw that there are 1577 entries put into transit between 1/3/2018 and 2/28/2020. We would like to give the libraries the opportunity to clean up these older entries before we start running the report on a regular basis.
Today Michelle ran and posted a Long in Transit report for any items that were put into transit prior to 3/1/2020.
Libraries will have 3 weeks to clean-up the older entries before we run the next report. The generic Long In Transit workflow is located in the Circulation Manual, Section XII Circulation and Statistical Reports . If you have a local library workflow for your staff, please use that.
Michelle will run and post the next Long in Transit report on Sept. 8, including all entries placed into transit prior to 6/1/2020. If your library was not able to clean-up the older records they will remain on the report.
The next report after that will be run and posted on Sept. 22, entries prior to 7/24/2020.
Then we are back to the regular report run, on the second and fourth Tuesday of each month. But instead of the previous parameters of 2 weeks the report will include entries for the 2 months prior to the date the report was run.
6/26/2020 The following codes were deleted from Bibliovation: Collection Code - CDYMS (COMPACT DISCS YA MUSIC), Location - OVLL (OVERSIZE, LOWER LEVEL), FR (FAVO-READS DISPLAY). See the minutes from the June ILS Committee meeting.
6/24/2020 3,729 bibliographic records were newly cataloged and/or updated in the database between 5/27/20 and 6/23/20.
6/24/2020 9,512 items and 775 bibliographic records (with only withdrawn items attached) were deleted in the monthly batch deletion of withdrawn items.
6/17/2020 The minutes from the June 9, 2020, CSS Meeting are available online.
6/15/2020 The minutes from the June 3, 2020, IC Meeting are available online.
6/12/2019 The Mid-Year Serials Clones 2020 Memo is available online.
6/3/2020 54,045 patron records had their expiration date extended to October 1, 2020. These records had expiration dates between June 1 and September 30, 2020. This total included records that were given an expiration date extension to June 1 back in mid-March.
6/2/2020 The monthly Bibliovation reports for May 2020 can be found online.