Downtime
Third Barton Transition
Downtime
Because of the work that Christine has to do to offload data for the production database, we will have to freeze production in ADVANCE starting in May. We are planning to do this in stages to ease the impact on staff.
The schedule for freezing production in ADVANCE is below. Also included are links to the general downtime procedures and detailed downtime procedures that key departments have put in place. As always, contact Sarah at sls@mit.edu if you have any questions.
May 1 -- Last day for libraries to get orders to Monograph Acquistions.
May 16 -- Last day for libraries to get RUSH reserve orders only to Monograph Acquisitions
May 29 -- Last day for all title changes, splits, and mergers. Last day to send new serial titles to SerCat.
Jun 1 -- Last day for creating orders in ADVANCE.
Jun 4 -- Last day to add, modify, or delete bibliographic or authorities data. Last day for Acquisitions to receive and create invoices.
Jun 5 -- Send 'in house edits' to LTI for processing. Administrative Services
Jun 5-7 -- Last day for Administrative Services to authorize/validate invoices.
Jun 6 -- Off loading of bibliographic data begins.
June 8 -- Run final pre-year end reports for Acquisitions. Run year-end closing in ADVANCE.
June 15 -- Last day to add, modify, or delete barcoded items, journal check-in records, or reserve records. This includes any changes to fields or statuses on barcoded items, check-in records, and reserve records.
June 17 - Refresh of ADVANCE test database.
June 18 -- Off loading of everything but circulation data.
June 27-- All data except for Circulation data goes to Ex Libris
July 1 -- Last day for circulation transactions on ADVANCE.
July 2 -- Circulation will move to the ALEPH interim circulation system.
July 3 -- All Circulation data offloaded and sent to Ex Libris.
July 9 -- Switch to production in ALEPH.
July 9-13 -- Testing of full load (if unavailable before July 9)
July 16 -- Production work begins on ALEPH (if testing has to occur July 9-13; if not, production work will begin week of July 16)
For detailed procedures click here.
Barton will be available until July 9 for use by staff and patrons.
Monograph Acquisitions:
There will be no new orders placed in ADVANCE after Jun 1st. Ordering may continue to occur in GOBI, and these records will be downloaded into ALEPH after July 9. Approval books will continue to come in and their order records will be downloaded into ALEPH after July 9. Ordering will continue in ALEPH after July 1. Rush orders (defined as patron requests and reserve material) will be ordered and processed during the downtime.
Cataloging:
There will be no new monograph or serial bibliographic records visible in the catalog between Jun 5th and July 9th. Most monographs that have been received prior to Jun 5th will continue to be cataloged in OCLC and passed through the system to local processing and to the shelves. These will NOT have records in ADVANCE, and circulation will have to circulate these manually. These will be loaded into Barton when we go live. Rush orders received afterJun 5th will be cataloged.
Serial/Journal/Reserve items:
There will be no new serial, journal, or reserve items or changes to existing items in the catalog between June 15th and July 9th. Serials and journals will continue to be checked in manually and placed on library shelves. Again these will be circulated manually. Processing offices will keep alphabetical lists of journals checked in during this period for reference and circulation staff to refer to. Processing staff will have to enter the data into ALEPH when we go live.
Reserve staff will not be able to process new items in ADVANCE after June 15th. Between June 15 and July 9, Reserve staff will keep a paper record of material received for courses. After July 9, Reserve staff will have to enter the course reading material, and link courses with the reserve material.
Gifts:
Gifts will be processing gifts as usual and passing them on to cataloging who will place them in their workflow.
Government Documents:
Government documents will be continuing to check items in and sending them to local units. Records in Barton will not be created until after July 9th.
Preservation Services:
Preservation Services will continue to place call numbers on monographs and serials, repair monographs and serials, and send monographs and serials to ACME. They (and local processing units) will not be sending journals to be bound to ABLE between May 30th and Jun 16th due to the large amount of processing required.
Circulation:
Circulation will be able to continue between July 2nd and July 9th in a limited format (basic check-in and out of material) using an interim ALEPH program. Manual circulation for serials and monographs received/cataloged during this time will be triggered by a red arrow (---->) next to the barcode. Starting May 3, most four week items will be checked out for term loan in order to mitigate the effect of downtime on staff and patrons.
For detailed downtime procedures please see the following:
Contact 3rdbc@mit.edu with comments.
Last updated 6/1/01