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Established: September 2016

Charge
This group supports CCD’s second priority goal: Facilitate a coordinated approach to discovery of unique collections in the Alliance Primo environment. The group will study and characterize the issues with unique collections represented in the Alliance’s Shared ILS (SILS), practices that work well and identify issues that can be dealt with organization-wide. Its work will also address streamlining workflows between Archives West and the SILS. The work of this group is a critical contributor to the CCD Team’s work on a statement of principles for unique collections work at the Alliance.

This group is being formed in response to longstanding concerns about how unique materials work in Primo that were identified in the late stages of implementation. It is understood that resolving these issues involves examination and potential revision of both consortial and institutional practices and that issues of system limitations, effects on other materials, and resources will have to be considered. The group will regularly and intentionally communicate and coordinate with the Normalization Rules Working Group and Normalization Rules Advisory Group of the Discovery & Delivery Team.

Specifically, members of the group will contribute to the following work:
  • (Phase 1) Study and characterize the issues with physical items represented in the SILS with MARC records including, but not limited to, rare books, oral histories, and newspapers. Identify the primary challenges to functionality and discovery, including metadata practices, infrastructure requirements, and local vs. organization-wide system configuration. (Issues associated with the display and function of digital objects will be addressed by the Digital Collections Working Group.) This work will figure substantially in the CCD Team’s work on a statement of principles in unique collections at the Alliance that focuses on high-level organizational matters. The group will propose solutions to the issues that can be addressed organization-wide including, but not limited to, changes in metadata practices, infrastructure, or that need to be submitted to Ex Libris for resolution. These recommendations will inform the CCD Team’s statement of principles for the Alliance’s unique collections, which focuses on high-level organizational matters. 
  • (Phase 2) Characterize known issues with the longstanding practices of preparing MARC records for Archives West finding aids and the advantages and disadvantages of this approach. Propose solutions and work with Alliance staff to develop actionable plans that can be completed over the course of this fiscal year. 
Working Group members should have one or more of the following skills or areas of expertise:
  • Substantial knowledge of metadata used for the description of unique physical items in the SILS
  • Substantial knowledge of Primo functioning, including normalization rules, and the interaction of Alma and Primo
Type of Group and General Comments
Teams can form working groups that are chaired by a team member with membership drawn from staff at member libraries. Selected working groups might also include non-members. For example, a working group concerned with the courier might include non-member participants. Joint Working Groups may be formed by the Board and assigned to a lead team.