As you may have heard we recently found out libraries should be completing their Clean Hold Shelf report before beginning to process their Onshelf Items list (pull list). In our ongoing mission to minimize issues with holds we will be running the Clean Hold Shelf report for all libraries centrally and will no longer offer the opportunity to libraries to schedule or run them on their own through the REPORT login. This change will take affect Tuesday, June 5. The centrally run report runs at 7am, Monday through Friday, and is delivered to the generic email address for each library.

The deduplication process has led to the cancelling and replacing of numerous patron holds.  Each time a hold is cancelled, a patron with a valid email address receives a hold cancellation notice, and we have received reports that these notices are confusing to patrons.  As a result, we have suspended the Hold Cancellation Notices for holds with an inactive reason of CANCELLED beginning tomorrow, May 31^st, 2018.  We will move to reinstate this report at a future date, once the deduplication process is complete.

SWAN Libraries—

Two Enterprise issues have appeared since the deduplication and rebuild have completed: 

1. Many items in My List are no longer showing data
2. Permalinks are no longer linking properly

Though we will continue to determine the extent and cause of these issues, we are uncertain if a fix is possible. Please be aware that any permalinks used on your websites will likely need to be updated and patrons alerted to the potential loss of items in their Enterprise My Lists. 

We will provide updates via the support site, if applicable. Any questions should be directed to the SWAN Help Desk (help@swanlibraries.net).

Thank you all for your patience this weekend and in the past weeks as we prepared this deduplication. You've helped it run as smoothly as possible. We are back up and running today with a nearly completed deduplication, but the process is ongoing.

Not all records have been fully deduplicated. Duplicate records you may find can fall into three major categories:

1. Items in transit, under serial control etc. The deduplication process uses the same tool we use to merge records, meaning merging items in transit is not possible, nor are merges that will delete a bibliographic record under serial control or with open orders attached. SirsiDynix will contunially retry these failed merges to automate as many as possible as transits are resolved. The remainder will be provided in a list for manual cleanup and future attempts. There are currently fewer than 6,000 matched pairs in this category, though many popular materials will be in this category.
2. Near Matches - Records that shared standard numbers but were rejected as a match for other reasons (publisher, date, author, or title discrepancies) account for a large portion of our deduplication results. These need to be examined individually and manually merged if necessary. This cleanup process will likely take us through the end of the year. We will not have an accurate report of these records and their counts until merge reties have completed and SirsiDynix can run some analysis reports. We hope to start this process next week.
3. Newer Records - Records added after May 17th were not included in deduplication and will not be in our cleanup lists.

SWAN is once again accepting merge requests, though please bear in mind that we will have many of these in a processing queue soon. Feel free to submit requests when a fast-track is necessary, but know that in many cases we will get to the merge eventually.

In the coming weeks, please report any issues you may find in a ticket. We have a pre-deduped version of our catalog running on a backup server as well as a detailed report of every merge the process performed. While we don't anticipate any major problems, a large data project of this type will no doubt necessitate some cleanup.

Thank you again, and please feel free to direct any questions to our ticketing system.

SWAN Member Library and Information Technology Staff:

We’re currently seeing a long-running maintenance report, “ADUText” that is delaying the start of the normally scheduled reports. If this report runs into library hours this afternoon, you may also encounter ‘locked’ item records or ‘headings need to be indexed’ errors.

If possible, please avoid submitting unnecessary reports today so we’re able to catch up with our report schedule this afternoon.

We will send notice once this maintenance report concludes.

Thank you for your patience.

SWAN Member Library and Information Technology Staff:

Database maintenance has concluded successfully.

This rebuild has finalized the deduplication process.

Staff will be able to resume normal operations beginning tomorrow.

Thanks for everyone’s patience throughout the weekend!

SWAN Member Libraries and Circulation Staff:

Starting tomorrow morning, you should start receiving notifications when your patrons have undeliverable email notices, commonly referred to as "bounce" notifications. 

These messages will be delivered to the aliased addresses (<3 letter code>@notices.swanlibraries.net). For information on what you should expect and actions that you can take with the data, please review the documentation provided at the link below. 

Libraries can now request customizations to their Enterprise profiles, including:

• Theme (the color of your search bar)
• An Evanced events feed in the left column
• Custom links to your library website in the 'Library Information' dropdown menu
• Links to pre-filtered searches (item lists), for example, to new movies

Follow the instructions in the Enterprise Customization Request form to view these options in your development profile.

Some changes will be rolled out automatically July 25th:

• Contact and hours links will appear in your 'Library Information' dropdown menu, so they're available to patrons even from search results
• Library hours information will move to the right sidebar of your landing page

Registration is now open for this year's Annual Conference, SWANx2018!

Our event will be held Friday, August 17th, again at Moraine Valley Community College.

Please visit our Eventbrite page for more information and to register: https://swanx18.eventbrite.com

The next SWAN Acquisitions Users Group meeting will be Thursday, May 24. The meeting will be held from 9:30 am - 12:30 pm in the RAILS Burr Ridge Meeting Room. Registration is open on L2, please let us know if there are any topics you would like to have included on the agenda.

This Users Group is primarily for SWAN libraries currently using Acquisitions, but is open to all. This is a great forum if you are considering using the module and would like to hear how others are using it.