Alma Clean-Up Projects

Please use this list to identify clean-up projects on Alma, identifying whether it is currently in process, done, or to be scheduled and who is responsible. Thank you.

ACTIVE

  • Pseudo-patrons: Many pseudo-patrons have been retired, but the work is not complete. There are many Baker pseudo-patrons that need charges removed (See Fulfillment Dashboard>Active Pseudo-Patrons). Around 7000 of the 10,000 pseudo-patron charges can be withdrawn whenever we make a decision on how we’ll withdraw in the future. ASC members are being asked on a regular basis to report times when they feel may need to use pseudo-patrons (with the exceptions of ILL, carrels and Law Journal pseudo-patrons), so that we can consider work orders or temporary location instead. (Access Services)
  • EMPTY / Unassigned Location (Systems & Cataloging) – this will be done on a case-by-case basis, per Jake
  • Display of Special Collection items (Cataloging) -in process
  • Technical-Migration: The Technical-Migration Task Force has been paused until a determination can be made on how we’ll withdraw items. Withdrawing the items by using Withdraw in Alma would make our task significantly easier. There are 4715 items in the Technical-Migration processes. For more info, see the Technical-Migration dashboard in Analytics. (Access Services)
  • Cleanup equipment records (laptops, headphone, umbrella etc) (Systems & Cataloging)
  • Authority record clean-up (Cataloging)
  • Relinking orders on SFX bib records to CZ records – still some left that we are working on (E-Resources)
  • Recreating orders in Alma to reflect correct order type – About 80% done (E-Resources)
  • Populating new PCA fields in Alma – Sirsi is very helpful with this – In process, will be a long process (E-Resources)
  • Figure out split fund payment issues and post dummy invoice to balance funds. Pre-2012 (?) – need to confirm date – not done. This will be a long-term project (E-Resources)
  • Holdings fixes for the subgroups of Leisure Reading books (Systems & Cataloging & Acquisitions)
  • Withdrawal procedure needs to be implemented (Cataloging)
  • Holdings clean up (Cataloging):
    • Missing 866s
    • Holdings records stripped volume info from Sirsi item record and made the stolen enum/chron info the call number in the 852 field of the holding record, but then:
      • Some duplicate holdings records were created and these have the 866 summary holdings info but no attached item records.
      • The existing holdings record has the attached item records but not the 866 summary holdings info.
    • Item records have enum/chron info in Alternative Call Number Field rather than the enum/chron or description field.
      • when this changes, please notify Tao, we may need to change notifications’ templates. Currently we are pulling data from Alt Call number for notification display
  • Need the Sirsi SCR info to create brand new print serial predictions in the holdings records. Using the attached title list of active SCRs, the flat file, and the translation table creates numerous extra steps for Debbie Williams, Linda Davis, and Martina Sheridan (the three who are having to create serial predictions from scratch) (Systems & Cataloging)
  • OCLC Reclamation Project – this is to ensure that what is in Alma matches what OCLC states we have (Systems & Cataloging)
  • Exhibits: We’ve been waiting on a response from Special Collections since migration on an Exhibits work order. Special Collections staff seem to be using Exhibit pseudo-patrons, which is not ideal, since general collection items from other libraries can be recalled from those pseudo-patrons. (Access Services & Systems)
  • Automating publishing Alma holdings to HathiTrust, ProQuest, YBP (Systems)
  • Automating most searched terms in Primo VE for 4th floor display (Systems)
  • Clean up purge dates (should be 2 years from Expiration Date) (Systems)
  • Clean up no longer needed Internal note 1 (circflag|spinelabel info) and internal note 3 (date last charged | total charges) (Systems)


FINISHED

  • Billed and Lost pseudo-patron items have been placed in the Withdrawn locations. (Michael – FINISHED)
  • The Generate button in the physical item editor Description field is not including all relevant enum/chron info but Nancy & Pete may have fixed that.–Description Templates are now in place, but some are still being fine-tuned.–nbk
  • Checking/fixing Sirsi vendor information against and in Alma (Julie)
  • Recreating orders to reflect P+O workflow in Alma (Julie)
  • missing MARC Holdings reloaded – currently in process, Jamen – FINISHED
  • missing Item Records reloaded – currently in process, Jamen – FINISHED
  • purging expired users – need to schedule, Jamen/Alma working group – FINISHED
  • deleting XXX user group users – Nancy is deleting them as she comes across them, except for Pseudo-patron records. All but 7 XXX user group users were deleted by Jamen on 9/4/2018. – FINISHED
  • Restore lost OCLC numbers in thousands of bib records.(Jamen) – FINISHED
  • Work on diacritics issue (Jamen) – FINISHED
  • Reorganized Law circ desk and Law Reserve desk items and circ rules. (Tao) – FINISHED
  • Move items on RESERVE to DIV-RESERVE (Tao) – Completed.
  • Duplicate circulation transactions (Jamen/Tao/Judy’s student assistants) – Completed
  • 2017 Invoices / incorrect invoice line values (Jamen) – Completed
  • missing Order Records (Jamen) – Completed
  • Delete/clean up no longer needed Item Policies from code table and from item record (Tao/Michael) – completed
  • Clean up/redefine/implement user groups and policies based on library User Group working group (led by MAT) decisions (Tao/Michael). – Completed and ongoing.
  • Fulfillment unit rules and TOU (term of use) clean up (Tao/Michael, long term project) – Completed and ongoing.
  • Suppress the 856 subfield U from displaying in the Links area of Primo – see INFORM, https://inform.library.vanderbilt.edu/Ticket/Display.html?id=67935 (instead of suppressing, we are moving the 856 to the 956 via Normalization Rule – this way the data is maintained but not displaying to the public)
  • Automating EDI Invoicing for YBP – FINISHED
  • Automating OCLC Reporting functionality (so we know what we have / are sending to OCLC from Alma) – FINISHED