The Technical Bit ...

1
The Technical Bit ...

• Liane Broadley
• EUUG Conference
• Scandinavia, 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 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

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How we achieve this
The USUG

• 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

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The Synchronisation Process
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Title Control Keys
The synchronisation process in more detail

• 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

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Title Key Examples
The synchronisation process in more detail

• Books - iISBN
• Journals - sISSN
• Reports - The report number
• Problems
• Title key is only 14 characters long
• Consistency of title keys is essential if
  CORNsynch is to work

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Cats, Cats and more Cats!
The synchronisation process in more detail

• 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 couldnt advise
  on which ones to use when cataloguing

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The decision process for sharing
The synchronisation process in more detail
Change title key to match record already there
and assign a copy release item cat 1
Is the report to be shared?
Yes
Are dstl likely to have their own copy as well?
Yes
Yes
Change title key to match record already there,
and choose S-RELEASED
Is the Item Cat 1 of the record saying
S-TRANSFERRED?
No
Yes
Is it already on the system?
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How does it work?
The synchronisation process in more detail

• 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

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Communication
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Letting everyone know about it
Communication

• 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
• E-mail
• Training sessions if required
• Word of Mouth
• Trouble shooting

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Future Considerations
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Letting everyone know about it
Future Considerations

• Upgrades
• upgrading at the same time as dstl
• Deleting items
• Any records we delete after CORNSynch has run
  wont be deleted on the dstl system
• Will need to work out how to clean up the system