1. YBP-EOCR Working Group Update
Hi everyone. Thank you for coming to the YPB-EOCR working group “hour”. My name is Karen Kunz and I am the chair of this working group.

2. Charge
Identify any problems or challenges with loading YBP EOCR records into Alma
Determine if there are any improvements in the YBP or Alma systems that could make the process less problematic
Determine a path for communicating Alliance needs in this area – Ex Libris Salesforce case, YBP technical process change request, Alma enhancement request, etc...
Work with YBP and Ex Libris to develop workarounds until the requested changes can be implemented
Charge was to ID problems and work on ways to “make the process less problematic”. Which is good as there are so many variables that “less problematic” is the best we can do.

3. Who We Are Cathy Chapman (St. Martins) Heather White (Mt. Hood)
Julie Gaida (Pacific)
Karen Kunz (Oregon Tech)
Mary Ellen Kenreich (PSU)
Milly Williams (PCC)
Will group members please rise when I call your name:
We started meeting in October of 2015

4. Problems / Challenges
Matching print records to electronic records (or vice versa)
Multi-matches
Duplicates
We identified 3 primary problems. 1) Matching print records to electronic records (or vice versa); 2) Running into multiple matches all the time; and 3) creating duplicate records

5. Improvements Improve “Prefer record with the same inventory type”
Put the OCLC number into the brief records
Merge duplicate records in the NZ
Add a (YBP) prefix to the 035|a
Use a hierarchical match method
Match on vendor number next
Match on OCLC number first
Match on ISBN last
We did some experiments and decided that the most benefit would occur if we …
could improve the inventory type matching
could put OCLC numbers in the brief records
could merge duplicate records in the NZ (then we wouldn’t have to worry about creating them)
use a hierarchical match method that would match on the 035 info first before matching on the ISBN
So here’s what we found out...

6. Matching print records to electronic records
“Prefer record with the same inventory type”
Works well if there is only one electronic or one physical record
Matches on a “mixed” record if no others are available
If multiple matches – no preference
After further investigation, there does not appear to be a way to improve this -- due to the variety of records. When there is a clear path, the option matches well. But when there are mutiple potential matches on the same type -- then this option is not used.

7. Put the OCLC number into the brief records
EOCR+ or GOBI API
Pros
Cons
OCLC in most incoming records
Reduces multi-matches/duplicates
GOBI API eliminates Import Profiles
Not all brief records will have an OCLC #
Still will get multi-matches/duplicates
GOBI API will randomly pick a record where there are multiple matches based on inventory type
Costs extra money
Basic EOCR records from YBP do not have an OCLC number which can lead to having duplicate records. We looked into the to YBP options to have an OCLC number put into the incoming brief/order records -- EOCR+ and GOBI API

8. Merge duplicate records in the NZ
Center of Excellence initiative SFC: Automation of record merging and moving all inventory data to the retained merged record Status: May 2016 release included a report to identify duplicate records. June 2016 release included the ability to merge records and combine associated inventory, in batch. Before the end of 2016 an automated merge as part of the import process will be released.
As this was a COE initiative, the group did not look into it at all.

9. Add a (YBP) prefix to the 035|a
Request YBP to add a prefix to the unique identity number, OR add the (YBP) prefix via a norm rule
For briefs: Use a hierarchical match method or an automated multi-tiered Import Profile load (on our wish list)
For fulls: Use 035 (Other System Identifier) with prefix to overlay brief records with WCP records. Merge duplicates with same OCLC number.
This is a recent

10. Use a hierarchical match method
Unknown at this time if a Match Rule can even handle an if… then statement
Would require either an Idea Exchange suggestion or an ELUNA enhancement request
Possible work-a-round would be to use a multi- tiered Import Profile process
Use an Import Profile that matches on vendor # and does not import non-matches
Use an Import Profile that matches on OCLC # and does not import non-matches
Use a manual Import Profile that matches on ISBN
Because the ISBN/024/035 Match method matches on the first instance of any of these fields, duplicates and matching on the wrong record can occur.
The group thought that if we could have an actual hierarchical match method would improve this. That is, a match method that would first look for & match on the OCLC number, then look for and match on the YBP ID, then if neither of those are found, match on the ISBN.
Communication with Ex Libris ended up being -- not possible put in an enhancement request.

11. Our Conclusion? First: Get everyone on the same page
Update documentation
Orbiscascade.org – Documentation tab – Technical service documentation - Procedures
Create training modules
At this point in time, the YBP-EOCR working group feels that the best way to improve the use of Import Profiles is to get everyone on the same page. We plan to do this by updating the documentation with what we’ve learned over the past months and by creating training modules to give everyone the understanding of Import Profiles so they can use them in the best way possible.
Second: Use IDEA Exchange or ELUNA enhancements to solicit needed improvements

12. Any Questions?