Oops, We Should have Gone with Multiple ADMs in the Beginning: How we Switched Mid-stream Shelley Neville Beck Locey

Church History Library Includes a library, archives, and a museum We use Aleph, Primo and Rosetta –2 instances of Rosetta One for long term storage One for digital content management Online catalog available at: –

Access –The public can access some historical materials in a large, open library area, while most materials are located in archival storage rooms and can be brought to a reading room upon request by a patron. –Museum items are not available for general requests and loans

Temple Square 1952

Our collection contains approximately: 270,000 books, pamphlets, magazines, and newspapers 240,000 collections of original, unpublished records (journals, diaries, correspondence, minutes, etc.) 13,000 photograph collections 23,000 audiovisual items 71,730 art and artifacts

Brigham Young Training School, 1900

Project Background 4 years ago when we installed and configured Aleph some of our goals included: –Manage content for Library, Museum and Archives in a single system –Insofar as possible, use MARC tags consistently across departments –Insofar as possible, use similar cataloging rules across all departments –Have all content be discoverable in a uniform way

Original Solution One BIB and one ADM library One set of cataloging rules One set of circulation policies Three own tags (LIBRARY, MUSEUM, ARCHIVES) to segregate records One publication set for Primo Sounds good right? Single ADM Library ArchivesMuseumLibrary

Original Benefits Uniform MARC tag usage across groups –Great coordination across groups –Fewer 9-based tags Improved consistency of items –We eliminated 1,000s of material types ADM Library Circulation Policy Catalog Rules MARC tags LibraryArchivesAuthoritiesMuseum Consolidated authorities across departments Consistent definitions for collections Consistent cataloging rules across departments Uniform item status and item process status However, 3 years later…

What Went Wrong Very different cataloging requirements across departments –Can’t configure red errors, only green errors Different permissions structures were needed –Some staff wanted tag based permissions Circulation for Museum didn’t look anything like the other depts Museum has parent child relationship between acquisition record and BIB record Museum: 090 and 099 were both used (very confusing)

What Went Wrong, cont. Museum has no HOL records Museum doesn’t use acquisition module –Everything is one-of-a-kind The Museum has incoming loans –Catalog item, display it, return it to owner Museum item records have very little data Museum uses Chenhall for classification Museum personnel didn’t know the difference between Aleph limitations and policy rules

Solution: New BIB & ADM for Museum Create new BIB and ADM library for Museum FMT tag distinguishes between the AQ (parent) record and the IT (child) BIB records –BIB (child) contains the item Create new simplified circulation policies Create new Museum specific sub-libraries (note to self: must be unique) Update job_list Migrate the data (BIB, ADM, Item) Update sort for brief results (see screen shot after demo)

New BIB & ADM, cont. Remove Museum rules from main BIB and ADM libraries Create new Museum rules in new BIB and ADM libraries Create a new publication set for Primo Go back and create rules for the Library and Archives BIB AQ record uses 099 tag *only* for historical BIB IT record has no 099 tag –LKR points to parent Primo –Update Primo with new sub-libraries –Create new normalization rules for Museum

Benefits Museum can –Enforce their rules (red errors) –Have simplified item status and item process status –Use shared department authorities plus Chenhall tags (654 / 154 tags) –Have logical bases that use on 090 and FMT –Have sorts based on indicators Library and Archives are happier as well –Able to enforce cataloging rules & circ policies Primo looks / acts the same for the Museum No more 099 and 090 confusion

Logical Bases We were able to give the Museum what they wanted and needed Simplifies searching –Regular items –Incoming loans –Interpretive items

Museum Example John Taylor (one of our Prophets) gave the vase to his wife Sophia Whittaker who passed it on to a daughter Almie Richards Taylor Finlayson, who gave it to daughter Amy Finlayson Davis, who passed it on to daughter Beth Davis Swanson, who gave it to her daughter Rebecca Swanson, who has donated it to the Church History Museum through the Church History Library. AQ Call #: ACQ IT Call #: LDS Indicator 1 on IT rec is “0”

Demo

Library Museum

Lessons learned Single BIB and ADM library is fine to start –We cleaned up many things (tags, policies, rules) –It was faster than trying to configure two ADM libraries from the start Vastly different cataloging rules and circulation policies don’t work well together The Museum is not familiar with MARC –Greatly simplified config to meet their needs Need to maintain different configs for Aleph client Use FMT tag to address needs Primo handled this change very gracefully Everyone is happier

Questions Shelley Neville Beck Locey