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2.5. Things To Think About To Prepare For Data Mapping

Last Updated 02/05/2024

Preparing for Data Mapping

In preparation for mapping conversations, here are a few Evergreen processes to keep in mind that may be unique/different:

• Org unit and permission group hierarchies
• Cataloging hierarchies – title, volume, item
• No donation/gift or other local info in bib records - document elsewhere
• Item collection – weeding – billing for lost items – void max interval – negative balances
• Begin reporting on collection data (total circs and circ history may not migrate)
• Billing info from old ILS may be limited - may show as “grocery”
• Weed now, as much as possible

Patron Groups

Patron Permission Groups

• Affects consortium (long list @ registration, number & complexity of circ/hold rules, etc.)
• Expiration dates are staff editable at time of registration/renewal
• Stat cats should be used when labeling does not impact circ/hold rules, limits, etc.

Item Types

Evergreen refers to Item Types as "Circulation Modifiers". Circulation Modifiers in NC Cardinal(Item Types) must be defined in the Item Attribute for every item cataloged. Circulation Modifiers are an important factor for building circulation and hold policies - not to be used as category labels (can use item stat cat for that)

NC Cardinal Circulation Modifiers
ART PRINT
AUDIOBOOK
BOOK
DOCUMENT
EBOOK
EQUIPMENT
GAME
HOTSPOT
ILL
KIT
LAPTOP
MAGAZINE
MAP
MICROFORM
MISC
MUSIC
NEWSPAPER
PERIODICAL
PLAYAWAY
RENTAL
SOFTWARE
TECHNOLOGY
VERTICAL FILE
VIDEO 

Shelving Locations

NC Cardinal Shelving Locations

• Must be defined in Item Attributes for every item cataloged
• Affect monthly circulation reports (consortium) 

Questions to ask yourself when mapping shelving locations

• Does it identify the physical location in the library where the patron will find the item?
• Does the shelving location impact circ rules? If not, do you distinguish these items for staff or stakeholders, rather than patrons? If so, it may be more appropriate to utilize item stat cats, call # prefix/suffix, or create more/better library signage.

Discussion

Circulation and Hold Policies tied to circulation modifiers & shelving locations (for circ. policies only)
Training dates - location, projector & screen, computer workstations or laptops for staff training activities (All Trainings have been made virtual since the pandemic)

Suggestions

Flexible thinking - Staff may need to be adjust workflows to accommodate the differences in old/new ILS structures.
Ask lots of questions at all times!