5C Inventory & Record Merge Survey to Gather Workflows

The Inventory Working Group and Record Merge Working Group invites you to an open house on February 26, 2021. The purpose of this open house is to update the 5C community on the working groups’ activities and review metadata functionality in FOLIO. We will have 4 potential metadata and cataloguing workflows to review.

We would like to know about your metadata and cataloging workflows and to capture what those needs might be in FOLIO. Please use the linked Google form to submit this information. We would like to get the following information about each workflow: name, description, people involved, what FOLIO apps might be involved, how this workflow gets started, what the workflow is supposed to do in terms of an end result, and a brief outline of the steps involved. You can use the form as many times as needed to document each workflow. We realize that there will be unknowns. If you are unsure of some of your needs for a particular workflow, we understand. Please use the Comment section to make any notes about these unknowns or your questions. We will use this information to troubleshoot and advocate for our FOLIO future together!

Survey Details:

 Open House Details:

  • Day: Friday, February 26, 2021
  • Time: 2:00 -3:30 pm
  • Zoom URL

Tentative Agenda:

A presentation will be shared sooner to the date.

  • Introduction & Welcome
  • Updates from Inventory & Record Merge working groups
  • Discussions on 4 Workflows
    • Single Record cataloging
    • Multi Record cataloging
    • Batch Record cataloging
    • Batch Editing

This open house is open to everyone. We encourage you to join us in particular those who have a stake in our future shared bibliographic environment.


Jennifer Eustis & Ann Kardos

On behalf of the

FOLIO Inventory and Record Merge Working Groups

5C Record Merge Open House Recording Now Available

Thank you everyone who attended the recent 5C Bib Merge Working Group Open House. If you have any further comments on keeping or removing the 539 from bibliographic records, you can find the report in our 5C AAG Google Drive; if you don’t have access to this folder, let me know and I can send you the report. During this open house, the working groups shared information on what they are doing for a sharing FOLIO environment. If you have comments about these decisions, please contact any of the working group leads, your FIT liaison or post on our 5C FOLIO Slack channel.

If you are interested in a report on a MARC field in either bib or holdings records that is currently not in the shared reports folders, just let me know.

Below are links to recordings and documents.

Again I would like to than the members of the 5C working groups, the working group leads, Aaron Neslin, Steve Bischof, and our 5C FOLIO Implementation Team. GO TEAM!

FOLIO Update September 2020

It has been awhile since we have had a general update regarding the Five College’s implementation of FOLIO.  The good news is that during these trying times of COVID-19, work has continued on FOLIO, both at the broader community level and here at the Five Colleges.   The Five Colleges now have the latest release of FOLIO installed, ‘Goldenrod’, and are currently in  production for the core modules of Electronic Resource Management (ERM).   The Five College ERM working group did an amazing job testing software and looking at data migrated from both ALEPH and Coral.   A big shout-out to the Five College ERM working group for all their work on testing and to Aaron Neslin at UMass and Alex Soto at EBSCO for all their hard work related to data conversion of agreements and organization data.  Thanks to all their efforts, the Five Colleges have now begun managing parts of our e-resources using the Agreements and Organizations modules in FOLIO.

Work continues in other areas of FOLIO also.  Other Five College working groups have been busy evaluating data conversion related to inventory, continuing to work circulation rules and procedures, and working on acquisitions procedures and order data conversion.  Stay tuned for more information on these areas in the near future.

Additionally the FOLIO community at large is making a shift in the production release cycle.   FOLIO has been releasing a new version 4 times a year, which allowed for rapid deployment of new features.   However the FOLIO community will be moving to 3 major releases per year; March, July and November.  This will have some affect on our details of our schedule but it is something we need to evaluate in relation to new features we are waiting for and when they will be released.

Welcome to the start of the new academic year and stay safe.

Updated – Attend Virtually the 5C Record Merge Open House for Updates on Shared Bibliographic Records

Update: The 5C Record Merge Working Group strives to ensure that all can attend by providing a virtual option to our open houses and meetings. In light of recent institutions’ restrictions and COVID-19, this Friday’s open house will have the option to attend virtually via a Zoom scheduled meeting. We expect attendance numbers well below 50 and the in person meeting is still scheduled as this falls within Smith’s restriction of how many can meet in person for an event. Of course, please use your best judgement. Our documents can be viewed online which includes the presentation for this Friday. Lastly, to facilitate feedback and communication, we encourage you to send us your comments.

The Record Merge Working Group invites you to an open house on March 13, 2020. The purpose of this open house is to update the 5C community on the working group’s activities and present decisions made thus far by the working group for comment and review by the community. This open house is open to everyone. We encourage everyone to join us in particular those who have a stake in our future shared bibliographic environment. And there will be snacks.


  • Day: Friday, March 13, 2020
  • Time: 1:00 -2:30 pm
  • Location: 5C Library Annex in Hatfield


Presentation Slides for Open House: Please note that we are still working on the slides at this time.

  • Introduction & Welcome (5 min.)
  • Review of Record Merge Recommendations of What is in Scope and Relationship to Migration (10 min.)
  • Brief Introduction to the Backstage Library Works Dedup Profile (5 min.)
  • Comment and Review of Working Group’s Decisions on 5C Shared Bibliographic Guidelines & Procedures (40 min.)
  • Discussion: Potential Clean-up projects (15 min.)

Working Draft Documentation:

We ask the community to understand that these documents are currently skeletons. Over the next year, we will be adding and refining them and are the group’s working copies.

FERM & FOLIO: What does it all mean?

Hello Five Colleges!

If you’re looking for a better understanding of the electronic resource management apps in FOLIO, then look no further! Owen Stephens, a UK developer who acts as product owner for the Agreement and License Apps has developed a glossary for the two apps with explanations what each field is expected to be used for as well as default settings and reference values. Please note, the FOLIO Electronic Resources Management (FERM) Working Group has customized our settings and reference data so the values in the spreadsheets below may not reflect what appears in the 5C tenant settings. Owen has put out several spreadsheets which are linked below:

Agreements App Field Glossary
Agreements App Default Values

Licenses App Field Glossary
Licenses App Default Values

FERM will be working over the next several weeks to stress test our customized values and will submit changes to the hosting team at EBSCO. We expect much of what is currently in the Daisy settings to migrate into Edelweiss. Once we’ve finalized our settings and reference data we will be creating local versions of the above spreadsheets as well as some best practices for working in the FOLIO ERM apps. If you have questions on a field, see something you think might be missing, or just want to learn more – please reach out to your local FERM member or to me (jmulvaney@umass.edu) and we can try and get you an answer.

FERM meets twice a month to discuss FOLIO ERM as well as our mutual Full Text Finder (FTF) migrations. If you’d like us to consider something for discussion please send it to your local FERM rep.

Chalmers University is up and running on FOLIO!

A message From FOLIO Product Manager Harry Kaplanian of EBSCO Information Services:

As of Monday, Chalmers University is up and running on FOLIO!

Thank you all in the FOLIO community for all your hard work and effort over the last 3 (or more) years to make FOLIO real. You have volunteered your knowledge and experience of libraries, workflows and defined the key problems that needed to be solved in order to make FOLIO viable.   This first “go live” milestone is the result of all your hard work, and the entire community has participated in this achievement.

Chalmers University is actively fulfilling loans, requests, adding and updating users while maintaining physical inventory and maintaining e-resources with the following applications:

FOLIO applications running at Chalmers FOLIO integrations to
Check in, Check out & Requests EBSCO Holdings IQ
Users OpenAthens
Orders GOBI
Inventory Bibliotheca selfcheck machines
Orders The union catalog of Sweden
Organizations EBSCO Discovery Service

In return, this has provided the community valuable feedback for FOLIO which will make FOLIO substantially better for the next round of early adopters in the following areas:

  • Critical performance & reliability issues
  • UI concerns and improvements
  • Critical security defects
  • General defects and feature “misses”

I would also like to specifically call out and thank:

  • The FOLIO POs and UI designers who ensured that FOLIO features were prioritized, defined and ready for development and tested
  • The hours of testing from staff librarians from the community libraries and at Chalmers
  • Special thanks to Holly for her tireless efforts in helping organize priorities to get FOLIO into a usable state

I would also like to thank the community developers for helping to accelerate FOLIO feature development by:

  • Being active participants in the community with quality code
  • By adapting industry standard best practices
  • For unblocking releases in a timely manner so that the release timeline was not impacted
  • For being on call when needed to investigate and fix problems often going above and beyond in solving key performance, security and stability issues

I would also like to thank the PC for it’s hard work in providing oversight in community process, roadmap alignment and organization of SIG structures and governance to define the requirements critical for FOLIO and the community developers to build the features needed by the greater FOLIO community.

Everyone who worked on this project in big and small ways please take a moment and celebrate, you are a part of academic library automation history.

For a bit fun, Chalmers took some time this weekend and created this fun video https://chalmersuniversity.box.com/s/rhjyvoci0up40kxfcqgltccbm68wy4z2.

If I’ve missed anyone, please forward.

Thank you!

Harry Kaplanian


EBSCO Beta Partners meeting

The three institutions partnering with EBSCO as Beta partners for FOLIO implementation and support services met on March 25th-27th in the DuBois Library at  UMass / Amherst .   The Folio implementation teams  from Chalmers University in Sweden, The University of Alabama, and the Five Colleges met over the course of three days along with staff from EBSCO representing implementation services, FOLIO support, and FOLIO product owners from various functional areas.  The teams had a chance to meet each other and various EBSCO personnel in person for the first time.   They also discussed local implementation and communication plans, heard updates on the status of various modules and the overall FOLIO project from various product owners The FITs and product owners also spent significant time reviewing features and gap analysis related to FOLIO feature development.   The various FOLIO implementation teams hope this is a start of a long and fruitful collaboration on the path to implementing and using FOLIO.