Library Data Cleanup Project Plan Summary

Scope: Bibliographic data (i.e. bib, holding, item) cleanup is an essential activity to ensure data integrity and operational efficiencies.  This FY 22 project will be complete when our data can reliably and accurately support the implementation and use of RapidILL and facilitate a seamless migration to FOLIO.

Contact: Jacquie Samples Natalie Sommerville

Units: Metadata and Discovery Strategy Department and Resource Description Department

Date created: 07/26/2021

Date finalized: 07/15/2022

Metadata is the life’s blood of Duke University Libraries’ operations. It is particularly critical for many of the core systems which facilitate programs and services for our patron community. “Library metadata rarely remains static. We need to clean up data for many reasons: changing metadata schemes, practices, or purchasing vendors, system migrations, incorrect or missing data, physical moves of resources, “cataloging anomalies”, etc.” (Core eForum). Bibliographic data (i.e. bib, holding, item) cleanup is an essential activity to ensure data integrity and operational efficiencies. There are known co-requisites which include readiness for FOLIO migration and implementation of RapidILL.   

1. Analysis - identification of data cleanup components and prioritization (list of project components)

2. Design - documentation of data project sequencing and processes (e.g. script, WMS profile update, etc.)

3. Development - articulation of tasks/owners/timeline associated with each phase - prework, data sync, and postwork

4. Report and Close Project - including lessons learned, sustainability plan, and reporting of outcomes to stakeholders

• Collections Services Division and Departments

• Access and Delivery Services Departments

• Library Systems and Integration Support

• July - September 2021 Prework components as listed on list of project components

  • Clean up discrepancy between Gov Doc shipping list records and actual physical holdings

  • Clean up WorldShare Ebsco ebooks on OCLC

  • Delete On the Fly records with no "real" barcode

  • Gov Docs Resizing Batch withdrawals

  • Remove items with sub-library CHEM or VESIC

  • When IPS=LM, change to LO

  • Clean up holdings with PK3 locations

  • Microfiche described on print records moved to microfiche records

• October 2021 - January 2022 Data sync components

  •  Full Scale OCLC Data Sync -- (previously called reclamation)

  • 040 by language clean-up 

•  January 2022 - June 2022 Postwork or post-sync components

  • Aleph 935 - reunite related titles (935)

  • Assess fallout resulting from OCLC data sync to determine relevance, scope and priority for postwork projects

  • Reassess and prioritize remaining project components listed on list of project components

• July 15, 2022 - Submit Project Report

This project will be complete when our data can reliably and accurately support the implementation and use of RapidILL and facilitate a seamless migration to FOLIO. This means that 90% of high-priority project components have been completed by the final deadline and the remaining 10% are in process toward completion. 

• Email announcement to stakeholder groups

• CSDP Wiki page (overall summary, project components information, presentations & updates page)

• Open Forum, First Wednesday presentations

• Coordination with metadata and cataloging staff

• Escalation: Project sponsor - Dracine Hodges, AUL for Tech Services