Program & Team Updates
Chris Shaffer, Tom, Bielavitz, Sion Romaine, and Cassie Schmitt attended the February Board meeting to particpate in discussions regarding FY18 priorities and projects. One potential outcome the Council will be discussing is the creation of the Technical Services Team and a Collaborative Workforce Standing Group. The CW Standing Group would concentrate on data collection to support a Council leadership group on Collaborative Workforce. We'll have more information about priorities after the March Council meeting
Team chair Chris Shaffer also presented the CW Inventory Working Group's initial proposal to the Board for a pilot inventory project building off the inventory work performed by the CW team last year. Council will review at their March meeting and provide feedback for the group's next steps.
Technical Services Working Group
Unique Collections in the SILS
- The Alma March release will be installed to production on Sunday, March 5 after a two week testing period.
- You can find highlights of interest to technical services with comments regarding results from sandbox testing in this summary document.
TSWG has been working with the Unique Collections in the SILS working group to develop solutions to issues raised in the group's report. Stay tuned for future discussions as TSWG develops some policies and documentation for community feedback.
Local Fields Group
TSWG is relaunching another effort to look at specific issues regarding local fields. We're forming a group to build off the work of the previous group to look at these issues:
Stay tuned for more information as this group begins their work over the next several weeks.
- To review cases of localized fields in Institution A’s Alma instance bleeding into Institution B’s Alma instance, in order to determine the root cause, filing Salesforce cases or making recommendations for training/cleanup.
- To consider whether establishing one of the 59X fields as a “global” local note (that is, a local note that would display in all Alliance Primo instances) would be useful or desirable.
- To test using 77X and 78X fields as localized fields and making a recommendation as to whether these fields should be used as localized fields by the Alliance and if so, for what purpose. A recommendation to not use is acceptable.
Mary Grenci (UO) gave an overview of boundwiths on the Feb 16 technical services open call. You can view the recording on the he TS Open Calls page. If you have questions on boundwiths you would like to see included in a future session, please contact Mary directly. On the March 16 open call Maura Valentino (OSU) will be giving a presentation on "A Linked Data Metadata Scheme for Clothing Collections".
Content Creation & Dissemination
We have a great deal of activity going on in digital collections this month! Many thanks to Anneliese Dehner, Metadata Applications Librarian, and the Digital Collections Working Group
for all they are doing to support this initiative. Commitments
: Last Friday, we asked CCD Representatives to tell us how many digital objects their institution intends to submit to the Alliance harvester for presentation in DPLA, Alliance Primo, or both. We need at least 50,000 digital objects cleaned up and ready in order to become a DPLA hub for Alliance members. Thank you to the twelve institutions that have responded already!
What materials are appropriate for DPLA, Alliance Primo, or both? Some guidelines:
- DPLA: Digital objects that are described with Dublin Core in an unrestricted system that are part of the United States’ cultural and/or scientific heritage
- Alliance Primo: Digital objects that are described with Dublin Core in an unrestricted system that the institution wants to pipe to Primo
- Both: Digital objects that meet both criteria
We are asking for responses by Friday, March 10, close of business. If you haven’t yet responded, we look forward to hearing from you!Documentation
: We've been creating and posting documentation at a rapid pace. The newest arrivals, all posted at https://www.orbiscascade.org/digital-collections-documentation/
- Metadata Cleanup Decision Matrix
- OpenRefine for Metadata Cleanup
- Columbia's Copyright Advisory Office: The Fair Use checklist
- Standardized Rights Statements Decision Matrix
- Rights in Digital Collections: Applying Standardized Rights Statements
Upcoming digital collections workshops are:
- Rights Part 2: March 8, 9
- Metadata Cleanup: March 16
- Metadata Experts Forums: March 9, April 10, May 10, June 5
For full descriptions, see https://www.orbiscascade.org/digital-collections-training/
We have already held workshops in Metadata Readiness and Rights Part 1. And what fun we’ve had at all of them!Harvester
: Thanks to the institutions that did preliminary testing on the harvester. We expect a beta release for wider testing on March 10. The harvester is scheduled to be in production April 14.ArchivesSpace
Our ArchivesSpace implementation is rolling along nicely. Institutions in Cohort 1 are divided into two groups: those migrating from Archivist’s Toolkit, and those who are not. Those migrating from AT have attended training on pre-migration cleanup and will be migrating to ArchivesSpace in March-April. Those not migrating are in training now and beginning the process of using ArchivesSpace to their best advantage.
Many thanks to the current and past members of the Archival Collection Management Group
for their work on the documentation and training. ArchivesSpace is an extremely complex tool; by providing supports specific to the Alliance we’re helping the participating institutions ensure that the tool works for them—not the other way around!User Testing: Coming in April!
In April, the Digital Collections Working Group and EAD Database Working will be working with Alliance members to conduct user testing.
The Digital Collections Working Group
is facilitating testing in Primo interfaces to library catalogs and in wireframes to help the Alliance determine our objectives for optimal search and display of digital objects. This is a critical component of this year’s digital collections initiative. Clear objectives will allow us to write normalization rules for the Primo pipe in the premium sandbox, and to measure the extent to which the outcomes are successful. Any Alliance member is welcome to participate in this testing.
The EAD Database Working Group
is facilitating testing on Archives West to assess the effectiveness of three major changes made during the 2015 redesign. By doing user testing, we can make changes and refinements that serve our users and make optimal use of limited resources.
Institutions that agree to conduct tests will be provided with all the tools they need to conduct a well-formed test: a clear overview of the purpose of the testing, recruiting materials, scripts, worksheets for taking notes, a means for sharing results, and testing incentives for subjects. Working Group members will provide video-based training. As always, all practices will be in full compliance with best practices for handling human subjects. Alliance members who are part of the Archives & Manuscripts Collections Service are welcome to participate in this testing.
The anticipated schedule is:
- Distribution of recruiting materials and testing overviews: March 10
- Institutions begin recruiting subjects: March 13
- Distribution of training, detailed testing materials: Week of March 27
- Testing: April 3-14
- Working groups compile information and create reports: April 17-21
- The results of the work will be available after April 28
If you’ve never had the opportunity, you’ll find that conducting user tests is fun! Please plan to join us in this important work.
Discovery & Delivery
The Alma March release was installed on the sandbox environment on February 19th, and will move to production on Sunday, March 5th. Resource sharing and fulfillment updates, as well as related Alliance case information, can be found in this release summary.
Primo Release Testing Working Group - February Release
The Primo Release Testing Working Group worked with Alliance libraries to test the Primo February release, which is scheduled to be installed on the Alliance’s premium sandbox environment on Sunday, March 12. Documentation about the release is available on the PRTWG’s web page. Release notes can be found on the Ex Libris Knowledge Center page. The release primarily offers features for the new Primo user interface; however, a new option to activate a “Display Source Record” link also applies to the current user interface.
Normalization Rules Working Group
The Norm Rules Working Group and the Norm Rules Advisory Group have spent much of February working with the Unique Collections in the SILS Working Group to address several of the issues raised in their recent Issues Report. In March, the NRWG will start building and testing the normalization rule set that will support the Alliance’s grant-funded shared digital collections project, headed up by CCD’s Digital Collections Working Group.
The Courier RFP Committee hosted in-person presentations from the two vendor finalists on Friday, February 24th at Lewis & Clark College. Presentations were streamed and recorded, shared with stakeholders, and a feedback form provided. The Committee collected 32 responses, from both Alliance and other participating libraries, and now moves to analysis and evaluation of both the presentations and the responses. The Committee will select the preferred respondent by March 10th, when they will present that selection and analysis to the Alliance Council. We are deeply grateful to the members of the Committee for their outstanding work and service, to Lewis & Clark for hosting the presentations and providing critical technology tools and support, and to to our engaged stakeholders who have taken the time to provide their feedback! We look forward to the results, and will share updates widely as we have them.
Summit & Fulfillment Day
Mark your calendars! Summit & Fulfillment Day returns, and will be held on Friday, August 4th at Clark College in Vancouver. More details and a planning survey are coming soon!
Ebook Central Migration
The migration of EBL and ebrary platforms to a combined Ebook Central platform has been rescheduled for March 28 and 29. Information on the migration and what it means for libraries and users is available at http://www.proquest.com/go/upgrade-ebookcentral
. There is also an Alliance Proquest page at http://proquest.libguides.com/orbiscascadealliance
which has links to training videos and other information.Shared Content Team FY 2018 Priorities
Linda Di Biase and the current and incoming Team Chairs Gordon Aamot and Linda Crook met with the Alliance Board and other Team Chairs and Program Managers on February 10 to discuss priority Team projects for FY2018. More information on the process and outcomes will be shared in the near future.DDA program
In February a few hundred titles that were duplicated in the Wiley and DDA collections were removed from the DDA. As of March 1, about $235,000 has been spent on DDA purchases and loans for this FY, a significant decline over last year, which reflects in part the decrease of our content pool because of publisher-initiated changes (such as the recent Cambridge and Oxford STL embargoes). The Ebook Working Group is beginning a process of considering alternatives to our current DDA and will be sharing more information with the SCT representatives in the coming months.Wiley Evidence-Based Pilot
Wiley has provided us with library-specific usage data up through December 2016. Please see the Shared Content Program’s Wiley Online Library page
for these statistics. The next quarterly Wiley usage report will provide the Working Group with information presented in such a way that it will be clear which titles have seen the broadest use across the Alliance, a key metric in our decisions about which titles we wish to own perpetually.
Alma release update
The Alma March release will be installed on production on Sunday, March 5. The March release page includes links to the Release Notes (describing new functionality) and to a list of resolved issues.
Primo New UI Day
Save the date for the Primo New UI Day that will take place on June 12th at the White Stag building in Portland! This promises to be an exciting event, focusing on a full range of new UI-related topics to help libraries as they begin their transitions over the summer and fall terms. The initial range of topics includes:
Implementation models and campus communication strategies
Guidance and demos on configuring and customizing the new UI
A review of usability testing of the new UI across the Alliance
Planning for this event is underway, and we expect to have more info posted in the next couple of weeks. Until then, please feel free to contact Nathan Mealey (firstname.lastname@example.org) with any questions about the event.
The Primo enhancements process is underway. Enhancement requests must be submitted to NERS (the enhancement tracking and voting system) by February 15 to be considered for this cycle. Alliance-level Primo enhancement requests are currently being solicited. More information on the process has been sent to Alliance ELUNA representatives.
Next Systems Open Call
The next Systems Open Call is scheduled for Wednesday, March 22 from 11 AM to 12 Noon.
Analytics demos and documentation
The Systems Team has been including Analytics demos in our monthly open calls for the past several months. Several topics have been covered already, including a basic introduction to analytics, creating dashboards, and modifying the properties of analyses and tables, and documentation for all of these can be found on the Systems Documentation page. The demos can also be seen as part of the recorded open calls.
For future Analytics demos, keep your eyes open for the agendas for the monthly open Systems calls. And if you have a topic that you think should be included, please let us know!