1. Alma 1 year after STP: implementing batch services IGeLU Budapest Sep 2, 2015 Bart Peeters Head Operations LIBIS

2. Agenda Introduction The LIBISnet Consortium 3 main areas of improvement for batch services: A.Internal Workflow Automation Issues B.Import-Export Issues C.Consortial Model Issues Conclusion – Wrap Up

3. Agenda Introduction The LIBISnet Consortium 3 main areas of improvement for batch services: A.Internal Workflow Automation Issues B.Import-Export Issues C.Consortial Model Issues Conclusion – Wrap Up

4. Introduction Some areas where batch services are needed: – Import – Export – (Bibliographic) maintenance Consortial context (IZ – NZ) Existing tools Use cases Suggestions for enhancements

5. Introduction Existing tools

6. Agenda Introduction The LIBISnet Consortium 3 main areas of improvement for batch services: A.Internal Workflow Automation Issues B.Import-Export Issues C.Consortial Model Issues Conclusion – Wrap Up

7. The LIBISnet Consortium 32 Alma Institutions > 85 sublibraries Approx. 6 000 000 shared bibliographical records: – 60% books – 15% articles – 8% dissertations – 4.5% Journal Titles – 2.5% Images – 10% Other (Games, Schoolbooks, Norms, Text Resource, Audiovisual, Video, Audio,Rare Books, Scores, Maps, Websites, Chapters, Manuscripts, Other) Approx. 75% physical titles Approx. 25% electronic titles Approx. 7 000 000 physical items Approx. 1 500 000 electronic portfolios

8. The LIBISnet Consortium

13. Agenda Introduction The LIBISnet Consortium 3 main areas of improvement for batch services: A.Internal Workflow Automation Issues B.Import-Export Issues C.Consortial Model Issues Conclusion – Wrap Up

14. A) Internal workflow automation issues General principle: support full automation of end-to- end workflows via scripting, requiring no manual startup or interventions Use case: update of odis subjects

15. A) Internal workflow automation issues Use case: update of odis subjects

16. A) Internal workflow automation issues Current method: – Weekly file with subject updates from odis – Full export of KADOC BIB records (650_7 $$6 is not indexed) – Binary MARC => (Aleph) sequential format (easy ‘grep’) – File: Alma mms id | odis nbr – Match in UNIX with odis file – Result: Alma mms id | updated odis subjects – Old odis subjects replaced – Import in Alma via merge routine => Not all these steps can be completely automated, manual intervention needed in Alma UI

17. A) Internal workflow automation issues Suggestions: 1.APIs to interact with the job management system (“job management APIs”) Supply job parameters Upload file(s) Submit job Retrieve status of job (also while job is running) Retrieve job report Download files

18. A) Internal workflow automation issues Suggestions: 2.APIs to interact with the set management system (“set management APIs”) Supply set creation parameters Upload file(s) with Ids (only for itemized sets) Create itemized or logical set Retrieve set contents (list of Ids) Delete set (could be temporary set with search results) Other use case: automatic import of electronic dissertations from SAP to Alma and Rosetta

19. Agenda Introduction The LIBISnet Consortium 3 main areas of improvement for batch services: A.Internal Workflow Automation Issues B.Import-Export Issues C.Consortial Model Issues Conclusion – Wrap Up

20. B) Import / export issues General principle: provide enough features to avoid extreme use of APIs – Slow – Tresholds: Daily API request treshold (500 calls per number of named user licenses) Concurrent API request treshold (10 calls per institution per second) Use case: import of a new collection/library with BIB, HOL and ITEM data. Issue: HOL data.

21. B) Import / export issues Current method: – Creation of 1 file with BIB and ITEM data (in 9XX field with different subfields mapped to item fields). – Import in Alma, HOL records are created automatically, only 852 field, we need more... – Via API retrieval of HOL record nbrs – Via API export of HOL records – Update HOL records – Via API update of HOL records

22. B) Import / export issues Suggestions: 3.Job for matching bib records in input file with bib records in Alma with reporting (matched | not matched | multiply matched records) Possibility to create sets of matched | not matched | multiply matched records Integrated in import jobs (with option “do not import” upon match | upon no match)

23. B) Import / export issues Suggestions: 4.Full support of physical HOL records (same level as BIB records) Sets of HOL records (~ set of ITEM records) Importing job for MARC HOL (new, updates) Exporting job for MARC HOL 5.Export BIB records with fields from HOL records, ITEM records, e-portfolio records,... (expand option) 6.Import BIB records together with HOL records, ITEM records, e-portfolio records,...

24. Agenda Introduction The LIBISnet Consortium 3 main areas of improvement for batch services: A.Internal Workflow Automation Issues B.Import-Export Issues C.Consortial Model Issues Conclusion – Wrap Up

25. C) Consortial model issues General principle: remove “the wall” between the institution zones and the network zone. Use case: “batch” update BIB records. – Set are often created in the institution zone(s) by making use of HOL and ITEM indexes – Updates need to be done in the network zone – IZ MMS ID ≠ NZ MMS ID

26. C) Consortial model issues Current method: – Creation of IZ set (in Alma UI by librarian) – Export of the IZ set * – Retrieval via Primo API => PNX records returned that include the NZ MMS ID * – Creation of NZ set (via upload of file with NZ MMS IDs, no more limit of 5000 records ) – Apply normalisation rule on set or – Import with update

27. C) Consortial model issues Suggestions: 7.Include NZ MMS IDs when exporting IZ records 8.Include NZ MMS IDs when API getting record from IZ in a way that works for all records (new Alma records and migrated ALEPH records) 9.Include IZ MMS IDs when exporting record from NZ for all or some of the member institutions 10.API to get list of institutions having local bib records for given bib mms id and (optionally) the mms ids of these local records

28. C) Consortial model issues Suggestions: 11.Creating set in NZ from set in IZ 12.Creating set in IZ(s) from set in NZ 13.Export NZ BIB records with information from IZ records local bib recs, holding recs, item recs, e-portfolio recs,... for all or some of the member institutions 14.Import NZ BIB records together with new IZ records local bib recs, holding recs, item recs, e-portfolio recs,... for all or some of the member institutions

29. C) Consortial model issues Other use cases: – Exports of NZ BIB records with IZ HOL info: Antilope (union catalogue of periodicals in Belgian academic and special libraries) bib.belgium.be (the common catalogue of the Belgian federal libraries) – Import of journal articles in NZ and linking to IZ

30. Agenda Introduction The LIBISnet Consortium 3 main areas of improvement for batch services: A.Internal Workflow Automation Issues B.Import-Export Issues C.Consortial Model Issues Conclusion – Wrap Up

31. Conclusion More use cases Suggestions are not beatific or the only solutions possible APIs: offer great potential, but: – Tresholds – Relatively slow – When something goes wrong... Do you have suggestions?

32. Bart.Peeters@libis.kuleuven.be Dirk.Kinnaes@libis.kuleuven.be Bart.Peeters@libis.kuleuven.be Dirk.Kinnaes@libis.kuleuven.be Thank you! Questions?