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10 AM


Discussion items

General announcements
  1. For those interested in 18th century bibliography, an opportunity to participate in a round table discussion at the American Society for Eighteenth Century Studies (ASECS). Deadline to submit is Oct. 1. If interested, contact Nina at
  2. On Oct. 15, an online presentation by Megan Rosenbloom, with Randal Brandt, will discuss books bound in human skin. Details and registration here:

Updates from SILS GroupsGroup Representatives
  • Resource Management Functional Group (TJ, Cathleen, Martha, Belinda)
    • Cathleen reports that Vanguard testing has started. Reviewing decisions with local groups and other FG. Notes in wiki. They have begun a weekly study hall for staff.
  • ILS Data Cleanup (TJ, Josh, Cathleen)
    • TJ reports that Vanguard testing has started. Campuses are sharing and capturing data for fine tuning of decisions (eg., some libraries notice that incorrect leader coding causes problems. This will be corrected before final load).
    • Josh H. is reviewing data to see what happened, what was expected and what wasn't, considering this a learning experience about expectations and reality. He notes that the current Metadata Management System IDs (ie, record numbers), although currently not working, do exist and linking fields will migrate okay.
  • Archives & Special Collections Escalation Leaders (Jasmine, Jessica)
    • Jessica reports that some decision requests will go to the EGs for high-level decisions, some to this group (eg., local 9xx fields, Aeon integration, and other 3rd party integrations used in special collections).

Vanguard Testing

How is Vanguard testing going?

UCB: received data on Friday, Should have logons shortly.

UCLA: some logons have been received from Alma. Requested for Primo. Some searches are starting to identify potential problems.

UCSD: received logons last week. Noticed that records UCSD enhanced have been overridden by SCP records. This was expected since lots of 9xx fields weren't labeled as such. They may lose data because SCP is in the network zone (NZ).

UCSB: lost NZ tab and in Primo the data didn't copy directly for local info. Not sure if it's a problem with the migration or the configuration.

UCSF: found unexpected data loss in archive collection records, . As noted earlier, some LDR codes are inaccurate for material type and need to be fixed.

  • Note on 541: although SB is the institution of record, their 541 fields disappeared in Vanguard. B data is mapped as local, so hopefully it is okay. SB noted that record history is maintained for later editing. Holdings version history in the MD editor is also maintained.
  • As testing continues/begins, questions with quick answers can be asked on CKG email. Bigger questions can be put on agenda for next meeting/s.
  • Agreed to start Confluence page for harmonization notes, eg., Feminist Presses, 710s for local notes, any local tags.

Resource Management Functional Group input

Resource Management Functional Group (RMFG) is reviewing the following decisions for which they would like our feedback with due dates listed below.

Decision Page

Priority vote (1-3)

Consulting group feedback due

Vanguard local RLF migration

keep guideline vague or be more specific in final load?



Non-9XX local data



Bibliographic records 9XX field mapping



They are interested in opinions on:

  • The decision as it stands
  • Impacts on Special Collections data in terms of search retrieval (both in Alma and Primo)
  • Any Special Collections data that was lost during the migration process

Do to short lead time before this meeting to review documents, do not want to rush an opinion today. How do we wish to best organize feedback? Our next scheduled meeting is 10/19

>>Michelle will send out poll for meeting times.

Securitynon-VanguardEveryone will need to sign data security form if not a Vanguard campus. Contact local implementation coordinator (IC).

Next step special collections cataloging operation for fall

Information sharing regarding library operations for the fall. Resuming some onsite cataloging? Remote work cataloging projects for the fall?

    • UCB: deemed essential service by library; Bancroft is following lead of main library which has set up scanning stations with iPads to capture title page and other info for cataloging. Bancroft decline to participate in this activity because the operation is offsite. Bancroft is opening packages and scanning invoices, might start scanning reference books. Nothing can be taken home.
      • Robbins: 2 staff petitioned to be classed as essential since they need to do a large reclassification project.
    • UCD: about 15% of the staff is onsite. Special Collections works 1 day every other week and the catalogers are helping at the beginning of the quarter to make online resources available. Print resources are being scanned and cataloged.
    • UCI: staff given permission to bring non-special collections material home for cataloging, but most of Special Collections is the backlog. Trying to work from photos and photocopies of the archive.
    • UCLA: some staff going in for regular facilities checks and preservation monitoring; working on SRLF and PETDOR projects. Since nothing can be taken home, staff is working on data cleanup, documentation, and workflows.
      • Clark: two staff members regularly onsite on PT basis–-one for facilities, the other for scansphotos-on-demand. Staff allowed to bring non-rare material home for cataloging, but that isn't happening. Working on SILS, documentation, training, and other tasks.
      • FTVA: since they are housed in the Packard Research Building, they need to comply with those regulations. The digital lab is open for digitization on demand. Staff are required to submit to temperature checks and COVID survey before going in.
    • UCR: staff is cataloging reference books at home, but from title page and t.p. verso information. Eager to catalog Special Collections but that has proven complicated.
    • UCSB: deemed essential service for public service. Cataloging staff is working from photographs or taking reference materials home to catalog.
    • UCSD: deemed essential service; catalogers are going in PT for some tasks–the building allows 25% but the special collections staff are close together in a small part of the building. There has been some strong encouragement to go in person and catalog, but anyone can opt out.
    • UCSC: access to special collections is inside main building (currently closed), so staff does not have access; they are working on sequestering materials and thinking about how to re-open.
    • UCSF: no plans to re-open; select staff going in for basic collections care, shelving and facilities check. Backstage Library Works is cataloging archive collection.

Action items