Transfers between P&D and RBM

[edgartdata]

@flapka @BaylaArietta Can we find a way to regularly find the transfers between P&D and RBM, so that items don't end up having 2 BL records online: one from TMS and the other from Orbis.

[flapka]

@edgartdata @BaylaArietta Definitely desirable. These transfers generally occur fewer than 2 or 3 times per year (I think). For the most part, existing mechanisms work fine, and I'd be reluctant to add much complexity.

At a glance, the workflow should be something like this:

1. Curators agree upon material for transfer
2. Necessary staff in P&D, RB, and Registrar enact the transfer
3. Cataloging is updated, in tandem: a. EDG adds the transferred object to a TMS object package for objects that should not be pushed online anymore b. FL adds the object to Voyager/Orbis/Blacklight for RB

Step 3 is the existing weak spot. Would it suffice if I were to email EDG every time such a transfer takes place, so we can coordinate steps 3a and 3b?

[edgartdata]

@flapka @BaylaArietta Here is the list of all the transfers from P&D to RBM since 1/1/2000. Some of them are checked in TMS (and in the Excel list) for Public Access, which means that they are, or were, published to our online catalog as part of P&D. But they might also be in a TMS object package that has TMS records that prevents records to being published online (that's a TMS filter).

I realize it is a large list but it might be helpful to double check that none of these TMS records are published online as part of P&D.

Transfers to RB&MS_list generated on 9-15-2020.xlsx

[flapka]

@edgartdata @BaylaArietta Given the importance of the "TMS object package that has TMS records that prevents records to being published online," I wonder if the sensible approach is to subtract everything in that object package from the list posted just above? Is there any reason we couldn't do that?

[edgartdata]

@flapka @BaylaArietta Here is the new package of P&D transfers to RBMS since 1/1/2000 minus the items in the TMS package ycbaDeltedObjects. It has 16 fewer items. I wish it had fewer even but I think it is because early on we used several TMS methods to prevent transfers to RBMS from going online as P&D objects. No rush on checking this list but it would be good to do to double check.

Transfers to RB&MS since 1-1-2000 minus the ones in ycbaDeltedObjects package_list generated on 9-15-2020.xlsx

[flapka]

Thanks @edgartdata. Could we discuss this more in our next meeting (or a subsequent one)? I'm slow to pick up on some of the issues, and have questions such as these:

1. As I look at the Excel list, it appears to me that most of these objects were never part of P&D collections -- which is to say I wouldn't consider them transfers. Is this in fact a list of all RB items that have been added to TMS for various reasons (i.e. they were gifts, or loans, or used in exhibitions, etc.)?
2. What is the connection between the "Public Access" value -- which appears to be '0' for the entire list -- and inclusion of an object in Blacklight?

[edgartdata]

@flapka

1. This is the list of all the items that have had the department of Rare Books in TMS since 1/1/2000. Unfortunately it is not easy to identify the records that had RB as a TMS department since the date of creation of their TMS records from the records that were P&D and subsequently changed to RBMS.
2. "Public Access = 0" is the human readable TMS flag that means that these records are not shared with the web, however what really drives their online presence is if they are in a TMS object package designated for that or not. (t Sorry this is so complex. Let's review soon!

In the meantime here is the list of all the TMS records that are currently suppressed from the web: ycba deletedObjects TMS package.xlsx

[flapka]

There are 303 objects that appear in ycba.deletedObjects.TMS.package and in tmsIDs. See attachment. deleted_and_tmsids.xlsx

[edgartdata]

@yulgit1 to send the list of objectIDs that do not resolve online so that we can compare it to the list of objectIDs generated by COBOAT.

[yulgit1]

no_record_sep5_2020.txt

@flapka @edgartdata see the list in the file above (303 objects too).

Of the 64417 identifiers pushed from coboat to the oaipmh database these 303 don't have XML records.

[edgartdata]

@BaylaArietta see the list above.