Shared Bib Environment Introduction The Shared Bib project involves changing the Aleph environments that FCLA supports Currently only the Aleph software, the hardware and the authority files are shared between the 11 SULs In the Shared Bib environment some data files and some configuration tables are shared and some are not This presentation’s goal is provide an overview of the new environment

SB Environment Introduction cont’d Shared Bib environment on Aleph test server for the 3 Pilot libraries was called SBTest FCLA is working on building a new environment with a merge of all SULs called UXTest Some shared files will be created by merging data based on specifications and some will be created by aggregating existing data into one file Aleph software, files in the shared Alephe directory, and many scratch and print directories are shared Aleph calls certain groups of files: “libraries”. For example the Bib. Library has the Bib. file, all bib index files and configuration files associated with Bibs, etc.

LCA10 FSU01 - Bib file - Indexes - Logical base file FSU01 - Bib file - Indexes - Logical base file MSH12 FSU50 SFU50 UFU50 UFU30 SFU30 FSU30 UFU60 UFU01 - Bib file - Indexes - Logical base file UFU01 - Bib file - Indexes - Logical base file SFU01 - Bib file - Indexes - Logical base file SFU01 - Bib file - Indexes - Logical base file FSU60 SFU60 Current Aleph Environments Shared FSU10 UFU10 SFU10 FSU40 UFU40 SFU40 Not Shared

Shared Bib Environment There are four types of “sharing” in terms of Aleph files, they are color coded on the next slide: 1.Green – shared files that are already shared 2.Purple – shared files as result of merge of non-shared files 3.Red – shared files as a result of aggregating non-shared data 4.Blue – non-shared files that stay non-shared

LCA10 MSH12 FSU50 SFU50 UFU50 UFU30 SFU30 FSU30 Shared Bib Aleph Environment Not Shared UXU10 UXU01 Shared Library - Bib file - Indexes - Logical base file UXU01 Shared Library - Bib file - Indexes - Logical base file UXU60 UXU50 -Permissions -Global user records UXU50 -Permissions -Global user records FSU40 UFU40 SFU40 Already shared | Merged | Aggregated | Non-shared Shared

Shared Bib Environment Shared Bib Library (purple on slide 5) Shared Bib Library includes: – One bib file: UXU01 – One bib record (merge based on OCLC and other vendor numbers, see merge specs) – Some individual MARC tags have been coded to show SUL ownership $5 FU – Shared Aleph configuration tables related to bib records such as indexes Already shared | Merged | Aggregated | Non-shared

Other Shared Libraries Shared AUT Libraries (LCA10, MSH12, UXU10) – LCA10 and MSH12 are already shared file – SBU10 is a merged file of local authority files (see merge specifications) Shared HOL Library (UXU60) includes: – One HOL file, aggregate of current HOL files – Separate HOL records (as they are now) – Shared Aleph tables related to HOL records such as indexes Shared ADM (UXU50) includes: – One Permissions file (aggregate of all 11 permissions files) – Global Patron Record (aggregate of all 11 global patron records) Already shared | Merged | Aggregated | Non-shared

Non Shared Libraries XXU50: separate Admin library for each SUL with item, vendor, patron local info., budget and circ. transactional information (loans, requests and cash) XXU30: separate Reserves library for each SUL XXU40: separate ILL library for each SUL All of these are copied over and re-linked to the HOLdings and BIB records Already shared | Merged | Aggregated | Non-shared

Staff access in a Shared Bib Staff use the Aleph Client to access Shared Bib Shared HOL XXU50 ALEPH Clients XXU30 XXU40 Shared Bib

Aleph OPAC access Staff (or users) access records via Aleph OPAC Shared Bib UF Shared HOL FSU USF ADMIN Aleph OPAC ADMIN

Mango access part one Building the Mango bibliographic database CURRENTLY: SOLR CRL OSTI DLU01 UFDC Digitool FAMU BIB/ HOL FAMU BIB/ HOL UWF BIB/ HOL UWF BIB/ HOL USF BIB/ HOL USF BIB/ HOL UNF BIB/ HOL UNF BIB/ HOL FAU BIB/ HOL FAU BIB/ HOL UF BIB/ HOL UF BIB/ HOL UCF BIB/ HOL UCF BIB/ HOL NCF BIB/ HOL NCF BIB/ HOL FSU BIB/ HOL FSU BIB/ HOL FIU BIB/ HOL FIU BIB/ HOL FGCU BIB/ HOL FGCU BIB/ HOL Merge/ dedup

Mango access part two Building the Mango database in a Shared Bib environment: SOLR CRL DLU01 UFDC Digitool Shared Bib and HOLdings in Aleph Merge

Creating the UXU environment Bib. record merge: – Match on OCLC#, other numbers – Review of every tag to determine treatment – Some data cleanup as we merge Merge of HOLdings files, renumber holdings records Copy shared aleph tables from one SUL, make adjustments Copy non-shared data and aleph tables to new environment Relink of HOL and ADM info Merge UXU50 Permissions file and global patron records Merge Local Authority files into UXU10 Output records to Mango Index Current merge of 3 SULs=20 hours before indexing