UF Libraries Metadata Unit Task Instructions: Reports and Microsoft Planner

The unit members report the following counts biweekly to the shared and live unit Excel but also track on their own to avoid accident data loss. 

The Unit will report the counts whenever needed.

FAQs: 

Created vs Updated

If an ER OCLC record is derived, it will be counted only one time in these following categories: "OCLC Records Created", "UFDC Records Updated" and "Alma Records Created". Though it is known that this record could be modified multiple times in OCLC, UFDC and Alma to finish the whole "creation" process. 

If an ER OCLC record is not derived but found to be re-used, it will be counted one time in these following categories: "OCLC Reports Updated", "UFDC Records Updated" and "Alma Records Updated". 

For clean-up projects, the counts should usually fall into "Updated" categories. 

Please always add "Records Total" to the Planner Name if it is missing. It's a quick way to show the scale of the project. 

Vids vs Bibs

When adding new records, we usually work at the bib level. So we normally track the number of bibs we worked on. For instance, a serial, though it has multiple volumes, the Metadata Unit only prepares the metadata for the whole title, the same level as the OCLC record, however, if we are adding new vids to an existing serial record in UFDC, we will need to supply new vids to each volume and in this case, we will also be the ones to make sure the YEAR and other info go along with this newly added item at the vid level. In this case, we track the number of vids we worked on in the tracking sheet. 

When doing batch updates, always count the vid where we apply the changes. 

A rule of thumb: always count at the level where you do the work. 

Instruction Link: https://guides.uflib.ufl.edu/metadatainstruction/reports#s-lg-box-wrapper-39948149