the technical bit... liane broadley euug conference scandinavia, 5th september 2001
TRANSCRIPT
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The Technical Bit ...Liane BroadleyEUUG ConferenceScandinavia, 5th September 2001
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Contents
1 The USUG
2 The synchronisation process in a bit more detail
– Title control keys
– Item Cat 1s
– Decision Process - deciding what is sharable
3 Communication
– How do you let everyone know?
4 Future considerations
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The USUG
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Who are the USUG?
• The Unicorn Super User Group
– A small group of QinetiQ IR/[dstl] KS staff
– Specialising in certain areas
• Our main roles in IR/KS
– To train Library staff
– To maintain a Unicorn manual/training materials specifically tailored for QinetiQ/[dstl] procedures
– To test new versions of Workflows in preparation for upgrades
– Act as first POC for staff and customers
The USUG
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How we achieve this
• Regular meetings
• Create training materials
– Crib Cards
– Handouts for tailored training
• Write test scripts
• Suggest policy decisions, and then implement them once approved
• Distribute materials etc via Forum, E-mail and training sessions
The USUG
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The Synchronisation Process
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Title Control Keys
• Had never been an issue before
• Two new title key sequences were created
– aXXXXXX
– rXXXXXX
• Now had to input title keys in order for CORN-Synch to work
– Stops two title entries being made for the same document
– Stops different records being accidentally merged
– Had to be standard across QinetiQ and [dstl] for it to work
The synchronisation process in more detail
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Title Key Examples
• Books - i[ISBN]
• Journals - s[ISSN]
• Reports - The report number
• Problems
– Title key is only 14 characters long
– Consistency of title keys is essential if CORNsynch is to work
The synchronisation process in more detail
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Cats, Cats and more Cats!
• Item Cat 1s
– From 4 to 16
– No easy way to train our staff all in one go
– Even easier to make mistakes
– We knew how to assign them, but couldn’t advise on which ones to use when cataloguing
The synchronisation process in more detail
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The decision process for sharingThe synchronisation process in more detail
Is the report to be shared?
Are [dstl] likely to have
their own copy as well?
Yes
Change title key to match
record already there, and choose S-
RELEASED
No
Yes
Is it already on the
system?
Is the Item Cat 1 of the
record saying S-
TRANSFERRED?
Yes
Yes
Change title key to match
record already there and assign a
“copy release” item
cat 1
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How does it work?
• A report is run to find all the S-RELEASED and CORN-RELSD items
• A file is produced ready for uploading into [dstl] system
• [dstl] system takes the files, and compares title keys.
• If it finds a matching key it will simply add a call and copy to the existing record in the [dstl] system.
• If no match is found a new title record is created
• This new record becomes the “property” of [dstl]
The synchronisation process in more detail
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Communication
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Letting everyone know about it
• Difficult as staff are wide spread across the UK
• Guides on assigning title keys and item cat 1s were written
• Number of ways of communicating
– Forum
– Training sessions if required
– Word of Mouth
– Trouble shooting
Communication
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Future Considerations
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Letting everyone know about it
• Upgrades
– upgrading at the same time as [dstl]
• Deleting items
– Any records we delete after CORNSynch has run won’t be deleted on the [dstl] system
– Will need to work out how to clean up the system
Future Considerations