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Cover Story

New E-Resources

Features

OVRC

SUNYConnected

More SUNY Borrowing

SUNYConnect Updates

How to Contact Us

Linkable Links

(Editor's note: Well, it has happened! Nearly all SUNY institutions are using the same library management software. Only the ESF and Cornell statutory campuses are outside the SUNYConnect fold. With the addition of University at Buffalo, sixty-one SUNYConnect libraries are using the ALEPH software.

Welcome Buffalo! Congratulations to the staff there in reaching this milestone. Let's hear from them directly...)

BISON Catalog Upgrade using ALEPH Software
by Amy Gische Lyons, Associate Director
University at Buffalo Health Sciences Library

The University at Buffalo (UB) BISON online catalog is experiencing a growth spurt. Having used the NOTIS system for over seventeen years the time had come to make a change and upgrade the UB library management system (LMS). Demands for improved operability, greater services and increased patron
generated activities have been among the driving forces precipitating the move.

This summer the UB Libraries, under the direction of Stephen Roberts, Acting Associate Vice President for University Libraries are implementing the Ex Libris ALEPH integrated information system, version 17. ALEPH software provides a more robust backbone to the integrated library system and enables UB Libraries to offer increased accessibility and services to its visitors. The UB switch to production (STP) was
July 17, 2006, at which time all UB catalog and processing functions became live using the ALEPH software.

Members of the UB Libraries Systems Implementation Team (LSIT) proposed a revised project plan for the switch to the ALEPH system in July 2005. With approval, LSIT began conversations with the Ex Libris staff at a kickoff meeting in September 2005. As the move to a new LMS enfolded, Mark Ludwig, Manager Central Library Systems, assumed responsibility as project manager coordinating and leading project activities.

Partnering in this project with the Libraries is the UB Information Technology (UBIT) Department. UBIT will be hosting the Ex Libris software on servers located in their area. Additionally, staff members from Ex Libris and OLIS have been working closely with UB to assist in a smooth switch to production.

Local members of the ALEPH implementation team include staff from the University Libraries and the Information Technology departments. UB staff and Andy Perry of SUNY’s Office of Library and Information Services have spent many long hours setting up ALEPH configuration tables and working on system customization. This work means that the ALEPH software can provide the level of service and ease of use that the Libraries are trying to achieve.

Much of the visual perspective of the ALEPH software is as a result of the work of the UB ALEPH OPAC (Online Public Access Catalog) Implementation Team. The OPAC Team was charged with defining and testing local specifications for the online catalog. Members of the team examined catalogs from other academic institutions trying to identify best practices and incorporate them into the UB implementation process when appropriate. In addition, the OPAC team has been instrumental in testing and troubleshooting the OPAC prior to the public using the system.

Earlier this year several staff from the University Libraries Systems, Central Technical Services (CTS), Access Services and staff with similar responsibilities in UB unit libraries attended function specific training sessions conducted by Ex Libris. These staff members trained by Ex Libris are in turn serving as trainers for other University Library staff.

Technical processing training is being handled in small group sessions with members of CTS addressing ALEPH system specifics as they arise. Extensive previous experience with the Libraries former LMS provides a conceptual understanding for staff that makes training on the ALEPH system easier.

Training for the Libraries Access Services staff is being conducted more formally with scheduled classes covering specific aspects of the system related to patron records and circulation activities. All UB Access Services staff members are required to attend.

There are no plans to offer formal OPAC training sessions. However, unit representatives to the OPAC team are serving as resource persons for staff questions. Library Staff have been encouraged to work with the test database to become familiar and comfortable with the ALEPH software.

One of the more important outcomes of the switch to ALEPH is that it brings UB into the group of 60 other SUNY institutions already running the ALEPH software. In joining the group of SUNY ALEPH users, UB is ready to participate in this SUNY-wide effort, to take advantage of statewide resources and to increase involvement in the SUNYConnect consortium activities.