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SWAN-wide Enterprise Catalog Problems Thurs 4/30, Holds Disabled Temporarily

by Aaron Skog

SWAN Library Staff: The Enterprise catalog last night around 7pm began to display incorrectly the owning libraries as UKNOWN and the status of the items UNKNOWN. This was the problem we encountered on Sunday. SWAN staff took corrective action last night. I have been in contact with SirsiDynix support this morning. We are still working on the problem. *Important note: We have temporarily disabled holds within Enterprise.* With searches not returning the correct library or the correct status, the holds process in Enterprise is not working correctly. Symphony holds placed by library staff will be fine. There is no need to open any support tickets about the Enterprise problems until we notify you later. Again, on behalf of SWAN I apologize for the inconveniences all of you have experienced over the past two weeks. We will continue to work and round the clock to ensure a stable system for you all. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

Migration Update: New Re-Index Plan for Symphony

by Aaron Skog

To All SWAN Library Staff: We have some updates for you all this evening. The good news is that the SWAN staff with help from SirsiDynix engineers have come up with a plan to re-index the Symphony item database of 8.2 million records tonight which should be completed for all libraries by tomorrow morning, Wednesday 4/29. This does require a Symphony server halt for around 15 minutes tonight, planned for 10pm. Enterprise will running the entire time. This completely new re-index should resolve the following Symphony WorkFlows problems: * Records that staff added this past week may not be fully searchable, and when doing a browse search, you may see the message "Heading keys need to be indexed first." * Tech services staff cannot search the database for duplicates before adding items. They have been either sitting on items and potentially increasing their backlog from the migration, or adding items blind and potentially creating duplicate records that will require more cleanup. * Tech services staff cannot find records that need updating * Public services staff cannot find material on the shelves or place holds * Selectors cannot search for materials they are evaluating Read on for the details. On Monday, SWAN staff concluded that the indexing plan outlined originally by SirsiDynix was not working fast enough. We were processing around 20,000 records per night. With new records being added into the system, and with the backlog of 200,000 records due to mass data changes, we huddled up with SirsiDynix to come up with a new plan. So my apologies for not having a good answer for you on Monday or most of the day Tuesday. We simply didn't have a new plan in place yet. SirsiDynix staff are going to work the entire night to fix this problem you have been struggling with for the last week. The work tonight will also benefit SWAN in the future, as it involves some redesign of our database to ensure full re-indexing of Symphony will run much faster. We will have SWAN staff in early around 7am Wednesday to verify the new indexes are working correctly. Another SWANcom will be sent out in the morning. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

April 2015 Monthly Batch Deletions

by Karen Bar

Hi everyone, This is a reminder to run any necessary deletions statistics reports prior to the close of business on April 30th. At this point batch deletions are still set to run on May 1st as scheduled. I will send another SWAN.com if there are any changes to this schedule. I have attached a document regarding batch deletions procedure. It is also posted on the SWAN Support Site under Migration-Cataloging Training. Please contact me if you have any questions. Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

*Resolved* WorkFlows Slowness and Enterprise Authentication Issues

by Steven Schlewitt

SWAN Member Library Staff: In the last hour, we experienced some unexpected slowness on the Symphony server that we suspect may be related to troubleshooting of our recent record and index issues. This slowness also caused authentication issues with the Enterprise OPAC, which was denying patron logins. These issues have since been resolved and we're currently monitoring the situation with the help of SirsiDynix support. If your staff are still experiencing symptoms relating to this issue, please let us know at help(a)swanlibraries.net<mailto:help@swanlibraries.net> or call SWAN support at 630.734.5153. Thank you, Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

Circulation reports being run today

by Kate Boyle

+++ Please route to appropriate personnel +++ Everyone - This morning we are running three Circulation Reports for the first time: Expire Holds Report - This expires holds that were not filled before their expiration date and sets the hold status to inactive. Your patrons will receive email notification that these holds have been cancelled. Expire Available Holds Report - This expires holds that have been on the hold shelf for at least seven days and not picked up. This report changes the status of the hold to inactive. Your patrons will receive an email notification that these holds have been cancelled. Clean Holds Shelf Report - The report for your specific library will be automatically sent to your library generic email. The report should be sorted by user name. This report identifies those items that need to be pulled from the hold shelf and processed. Those items that need to be put "in transit" are updated to "in transit" automatically, you can check in the item if you want to generate an "in transit" slip. Those items that cannot fill another hold and are at their home library, are updated to the item's home location and can be re-shelved. Those items that can fill another hold at the same library, are updated to "holds". The next available hold at that library is updated to "available". Check the item in to generate a hold wrapper or hold slip. We will be sending more information as needed after we have analyzed these first reports. We anticipate that these reports will be scheduled to run Monday through Friday. We will be running these three reports as soon as possible today. Kate Boyle SWAN Member Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

Enterprise Catalog *Now Functional, Holds Re-Enabled For Patrons*

by Aaron Skog

SWAN Library Staff: The solution required around 3 hours to complete, ending around 6:30PM. The detailed display within Enterprise now lists the library and status of all items. We are arranging follow up on this situation with SirsiDynix tomorrow. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

Enterprise Fix Underway, Holds Online Will Be Disabled

by Aaron Skog

SWAN Library Staff: SirsiDynix and SWAN staff will attempt a fix to the Enterprise catalog. This process we estimate will take 2 hours to complete. Patrons placing online holds will be disabled. We are mid-way through disabling this in all 145 profiles. We regret this problem with the catalog and especially with the holds. Since this is a Sunday, make sure to alert your colleagues to the situation. You may begin to receive phone calls about the holds as well. Updates will be made online as well on the SWAN support site: https://support.swanlibraries.net/ Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

Catalog Problems Encountered

by Aaron Skog

SWAN Library Staff: We have reports of widespread problems with the catalog and search results. SirsiDynix support is investigating. Thank you for your patience. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

*Concluded* System Restart Scheduled 7:00PM SATURDAY 4/25

by Aaron Skog

SWAN Library Staff: The Symphony server was restarted Saturday at 7:00PM (I am still not certain why I wrote in my 4:20PM SWANcom that it would be "Sunday") and a portion of the reindexing took place last night. This means library staff will continue to see errors in Workflows related to searching. However, there should not be as many as we continue to process these in batches. For example, records that staff added this week may not be fully searchable today, and when doing a browse search, you may see the message "Heading keys need to be indexed first." For library staff on Sunday: if you encounter any problems, please send them to help(a)swanlibraries.net<mailto:help@swanlibraries.net> or if you encounter a major problem (circulation down, wide-spread problems within your library) you can call 630-734-5153 and the call will be directed to our emergency support. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

System Restart Scheduled 7:00PM Sunday 4/25

by Aaron Skog

SWAN Library Staff: The Symphony ILS will restart at 7:00PM tonight. The rebuild of the search index will start soon afterwards. The work will be complete prior to all libraries opening for business on Sunday. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 9 months

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