Project Scoping and Planning

ItemDescriptionDeliverablesStatus
Project Scoping/ApprovalCreate project documentation and gain committee approval
  • Charter
  • Approval meeting
Project AdministrationStaff project and plan for project execution
  • Hire Metadata Optimization Analyst
  • Create wiki
  • Draft project plan
  • Create communications plan
Prelimiinary Information Gathering/AnalysisCreate punchlist of data cleanup items for further review
  • Meet with library staff to collect input
  • Begin discussions with OCLC and peers
  • Compile data in punchlist
  • Perform preliminary data review

 Phase 1: OCLC Validation & Improvements

Information Gathering/AnalysisSelect high impact items from error cleanup punchlist, determine scope of issue, determine remediation path.
  • Select and complete analysis of phase one issues.
Recommendation to Oversight CommitteeProvide phase one recommendation report to oversight committee for approval.
  • Report
Phase 1 Cleanup Priorities
Paired field errors

This issue occurs in 31,360 fields in 28,396 bib records on file and results in rejection from OCLC. Remediation strategy is automated cleanup from utility (Backstage Library Works).

 

  • Creation of functional specification - LTS
  • Confirmation of scope of work quotation - BSLW
  • Export of file - LTS
  • Error remediation -BSLW
  • Data loaded to Aleph - LTS

 

'Sparse' records 

This issue occurs in 21,538 records on file and results in rejection from OCLC. LTS analysis to determine remediation method(s); initial remediation by LTS in batch followed by outsourcing to utility.


  • Design of reports to group issues
  • LTS batch remediation as possible
  • Scope remaining issues
  • Creation of functional specification - LTS
  • Confirmation of scope of work quotation - BSLW
  • Export of file - LTS
  • Error remediation -BSLW
  • Data loaded to Aleph - LTS
  • Manual remediation (if needed)

Missing Titles (245)This issue occurs in 855 records on file and results in rejection from OCLC. These require staff review and correction. Report out to libraries for review and manual clean-up. 
  • LTS send reports for libraries
  • Libraries correct records in Aleph
Update lending byte

This issue is present across the entire database. LTS analysis required to further scope remediation options. 13,588,541 holdings records marked 'unknown policy' and 514,505 holdings have invalid values.

 

  • Consult with Resource Sharing and Collection Managers
  • Design remediation process
  • Execute remediation in batch
Update reproduction byteThis issue is present across the entire database. LTS analysis required to further scope remediation options. 13,669,916 holdings marked 'unknown policy, and 515,184 have invalid values
  • Consult with Resource Sharing and Collection Managers
  • Design remediation process
  • Execute remediation in batch
Update retention byteThis issue is present across the entire database. LTS analysis required to further scope remediation options. 140,442 holdings marked  'unknown policy and 9,045,492 have invalid values
  • Consult with Collection Managers
  • Design remediation process
  • Execute remediation in batch
Invalid identifiersThis issues occurs 12,000 times within 230,000 bibliographic records rejected by OCLC. LTS analysis required to further scope remediation options to update identifier formats and to determine how many records need additional intervention by utilities.
  • LTS analysis to determine batch remediation methods
  • Initial remediation by LTS in batch followed by outsourcing to utility
Bib/Holdings format conflicts This issues is occurs in at least 100,000 records and results in rejection from OCLC, but is also an issue across the entire database. LTS analysis required to further scope remediation options to update fixed field and descriptive data to reflect format
  • LTS analysis to determine batch remediation methods
  • Initial remediation by LTS in batch followed by outsourcing to utility
Active holdings on deleted bibs This issues occurs in 16,575 holdings at cataloged status for 16,031 bibs that are deleted, and results in records not not being sent to OCLC. Libraries need to review and determine if bibs should be made active or holdings should be marked as deleted.
  • LTS send reports for libraries
  • Libraries mark up with action
  • LTS update Aleph via batch processes.

 Phase 2: Tier 2 OCLC Validation & Metadata Improvements

Information Gathering/AnalysisSelect remaining high impact items from error cleanup punchlist, determine scope of issue, determine remediation path.

Select and complete analysis of phase two issues.

Recommendation to Oversight CommitteeProvide phase one recommendation report to oversight committee for approval.Report
Phase 2 Cleanup Tasks
TBD (coming soon!) 

 

 

 

 Phase 3: Tier 2 OCLC Validation & Metadata Improvements

Information Gathering/AnalysisSelect remaining high impact items from error cleanup punchlist, determine scope of issue, determine remediation path.

Select and complete analysis of phase two issues.

Recommendation to Oversight CommitteeProvide phase one recommendation report to oversight committee for approval.Report
Phase 3 Cleanup Priorities
TBD (coming soon!) 

 

 

 

 

 Phase 4: Prepare for potential Aleph, SFX, Verde to Alma Migration

Information Gathering/AnalysisSelect remaining high impact items from error cleanup punchlist, determine scope of issue, determine remediation path.

Select and complete analysis of phase two issues.

Recommendation to Oversight CommitteeProvide phase one recommendation report to oversight committee for approval.Report
Phase 4 Cleanup Priorities
TBD (coming soon!) 

 

 

 

 

View a detailed list of metadata optimization candidates.