Department Meeting Minutes 6-25-08

1) Salem Martin will start July 1st. Peggy and Jennie have developed a list of tasks for her to start on – including review of the print titles in Reference for U.S. documents to recommend for removal to the stacks (or PASCAL). Reference and Indexes will be merged at some point and we need to reduce the shelving in that area to get ready for painting, open up the area, make better space for computers in front of windows. She also will do some preliminary work on the GWLA project to deposit “mbooks” (digitized copies of documents that are deposited in the University of Michigan’s web site). The focus is technical documents that are pre-1975 – including AEC documents.

2) Shelf labeling – Jennie reminded us that Outreach has offered to do laminated signs and wondered if we want them to do end range labels for the collection. This needs to be done, but the consensus was that we do this in-house rather than with Outreach. We may want directional signs later, after painting, that are useful and meaningful to customers.

3) Weekends (I think we may be set) – OK. We think that we will need a student on Sunday evenings this fall. The Research Desk Task Force is not moving forward quickly since ITS has joined the discussions. Perhaps sub-groups are needed. Computers for the public are a point of discussion along with use of Identikeys.

4) Motion sensor lights – Pat reported that on the weekends the lights in the stacks are not always turned on. Pat suggested that motion sensor lights would solve the problem. In the meantime, ask admin to have all the lights turned on each day at opening.

5) Shelve withs – Linda explained that when everything is under one call number except for a few volumes we post a sign that the volumes are shelved in another area. Jennie suggested that we change the call numbers on the few volumes. This will work except for items that have changed call numbers over time.

6) Maps for one-desk – before we can have someone work on a Map of office collections, we need to get everything moved to where it will go. It was reiterated that film cabinets cannot be located in the center of the room. Computers will go in the back of the office room between the pillars. There are lots of fiche to file and cabinets to move.

7) Y1s – We had cancelled the slip versions of the Serial Set. Sheila recommended that the “reports” remain cancelled but that the “documents” continue to be received. She read the definitions that indicate that the “documents” are much more substantial than the reports. The documents have their own item numbers. It was not recommended that the treaty documents be re-instated but the item number (0996-A) is the same for House, Senate and Treaty documents so that is not possible. It also was recommended that we *not* get the shipping list records for these items – only the full bib records. The question was whether we would get barcodes for items that we do not get shipping list records for. The question also was raised about what the volume of these documents is. It varies by Congress, but a check of Data Miner indicated about 1,000 items in a decade (or about 100 per year so it was decided to continue to get the Marcive shipping list records for these. Peggy will re-select the documents only for these items.

8) Legislative calendars – We get this in print and we keep getting paper accumulations then discard when we get the annual. The past year of print goes to PASCAL when the new annual is received. However, for fiche, we have not been discarding the fiche when the annual comes in. It is easier to deal with the paper because the catalog has a mechanism to deal with the issues. There is no such mechanism for fiche. It is not known how much space the fiche occupies. A look at the catalog indicates that there may be fiche of items for which there may be no print. The recommendation was to leave the fiche as is and continue our current practice. It was also recommended that we not be concerned about interim items in PASCAL until we have the need for space.

9) CDROMs for cdrom computers – There are few programs on the CD-ROM computers that still require a CD-ROM to run. Currently those CDs are in a little pile with sticky notes on them to *not* shelve on a shelf by the American State Papers. Is this the best place? There is a separate location code for govln and that code could be used for these CDs. The label in the catalog would be Gov Reference CD. It was decided to put them on a separate shelf (labeled) with the rest of the CDs. The commercial CDs that do not circulate could also be located on this shelf.

10)Hearings (duplicate records) Many hearings have duplicate records (2 or 3). This may be due to the fact that the records were purchased at one time for fiche that we were going to purchase – but did not. The duplicate records are creating a problem when creating lists. It may be possible to create a list of CIS records with no 001 tag, “CIS” in 099 and with no items attached. It was decided that Leanne needs to be part of this discussion. In the meantime, only staff will clean up records when handling the items for some other reason.

11)Short records – Related to the authority control work. Currently, when a short record is created it is coded as a y I the Cat Level which indicates it is “locally created.” This means there is no OCLC record for this item as well. Those coded “y” will not be sent for authority control. The suggestion is that we use a new code “w” for these records so that these records will be sent for authority control. There was discussion about changing the old records from “y” to “w” but it was decided that this would only be done by Cataloging.

12)Statistics – Peggy announced that we are coming up on time to provide statistics to ARL. She shared copies of previous statistics and asked if these statistics can be captured since the “position previously held by Martin” has been vacant for some time. Sheila and Linda agreed to look at this. There was a discussion about serials and how they were counted in the past. The numbers seem inflated. Many serials also may not be currently in publication. Linda will try a review file based on serials that have had a checkin update and/or item added in the last year.

13)Basement shelves – there was discussion of what is in the basement and what might need to go to the basement.

14)Microfiche AD – Pat brought up the issue of silver halide fiche filed along with fiche particularly in the Ds. She asked if there was any provision for separating the GPO fiche. There does not appear to be any. Pat will check the Ds and put the silver halide in a box on top of the cabinet.

15)When the “prince” position is filled we need to have a philosophical discussion of what constitutes a “good” record. We may need a template of what fields need to be included in a record. There was discussion of what the duties of this position will entail.

Meeting minutes 5/7

Sorry these are a little late!

When we shift the hearings due to the increase in space from the Serial Set move we will keep the cutter versus number changes in mind. (Since the meeting we have heard that unless more committees change to a numbering patter there will be no more changes from cuttered to numbered hearings.)

From now on when you find an item missing (even if it doesn't have an item yet) for something with a bib record then you need to mark it missing using the policy for missing items.

E1.28s We decided after much discussion that we will follow these steps for E 1.28 titles in paper:

1. Pull all the unbarcoded titles off the shelf.
2. Check for the title in Chinook, if there convert.
3. Check for the title in OCLC, if there pull in and convert (doing all the appropriate authority work).
4. If not in either of those places, crete a short record following the short record policies.

We have ordered 20 name tags with the library name on it, but no personnel names for all to use.

The Political Science department is working to get an European Union Center on campus and has asked the library for some information to support that.

The Research Desk Task Force is still meeting, no new news to report as we are still waiting for finalization on the contractor.

The desk will be open 10-6 during the week in the summer and 1-5 on the weekends.

Some discussion of the upcoming trip to Adams State followed.

GOVERNMENT PUBLICATIONS MEETING MINUTES 4/9/08

1) Lorelei presented her “Procedures for Attaching Items to Bibliographic Records.” We discussed them and made some changes. It is still a work in progress.
2) In-house check-out. Linda will write up directions so we can be consistent.
3) E’s without holdings. As the number of bibs in the list has grown, we will wait and work from pieces. [Although Pat may do some of them from home with the shelf list.]
4) Peggy and Jennie had a 2 hour meeting with cataloging about the conversion project. They are perfectly happy for us to manage the project and will endorse our LT III position. Our liaison will be Meri Willett. Peggy and Jennie will meet regularly with her.
Gina said that Cataloging can’t take on our cataloging. Peggy pointed out ways they could cooperate, such as cataloging UN.
Gina would like to consolidate our classification schemes. Peggy said we wouldn’t add any new ones without consulting with her.
They do not like that we combine records and put the URLs in our print records. P&J discussed the reasons, but agreed to let them do a pilot project to create a second electronic record. We have 211 records with 856s since January that they will start with.
5) Brice wants an estimate of what we might send to Pascal when the 2nd bay is done. We thought of several candidates and estimated 5000 volumes.
6) Think of your goals and objectives for a new PPP. Be specific for the new directions of the department.
7) The Federal/International oversized collection is too confusing, with both oversized and “over-oversized” items. Peggy will ask Brice if we can send the “over-oversized” ones to Pascal now. Otherwise, we might put them in McGov.
8) Jennie has simplified the online chart of hours spent on pilot conversion project. Please record your times.

Government Publications Meeting Minutes 3-26-2008

Late additions to the agenda:

Peggy reminded everyone to turn their calendars in to Lucy on time.

Peggy reminded everyone that her recommended decisions on the federal items in the office are final at the end of this week UNLESS someone objects to a title. At the end of the week Linda can begin to transfer titles to McGov or the open stacks. All fragile or rare items will be given a status of non-circulating. Our goal is to get the British film (and possibly fiche) into one location. Can the floors support the weight of microcard boxes? Peggy will look into this.

ASI—when Chris loads the records for the ASI fiche set, Peggy will send an announcement to the Libraries’ list. Pat agreed to draft the message.

Country pages—Peggy agreed to send a message to the Libraries’ list about the completion of the country pages.

1) Staffing issues:
a) Next weeks evenings—staff agreed to work this out among the staff that will be here. Leanne is interested in switching to Wednesdays on a permanent basis.

b) Staffing the week of April 14—Peggy will send a message to Science and Reference to see if they are willing to help out during our staff shortage.

c) This Sunday—Linda is working 1-5. If Ryan doesn’t make it back from spring break in time to work Sunday evening, Linda will send a message to the Libraries’ list and then close the desk.

d) Should Denise work more hours—Peggy is checking into the budget with Shelley. It may take a few days to find out if we have sufficient funds;


2) Pilot project
a) Serials update—Pat and Sheila have identified a number of potential problems including different call numbers on print and fiche editions of the same title, two records for one title with an issuing body change only, numerous subseries. The SuDocs number just keeps things together on shelf. It does not provide clues as to series and subseries. We must enumerate year and number. Pat and Sheila will bring recommendations to the department on the best way to handle these issues. There are 390 DOE serials with no holdings. Staff have divided these to add holdings.

It was suggested that ALL serials should be included in the needs list harvested from Prospector. Libraries wishing to discard should consult the detailed holdings statements to determine whether or not CU B needs.


b) On the fly records—Jennie pointed out that we have about 7000 on the fly records in the catalog. As we run across these items in the stacks, we will ask students to give them to a staff member for transfer of the item record to the correct bib record.

c) Philosophical discussion and fiche—with the assistance of Lorelei, Jennie ran a test of the process for 70 monographic titles. The question for the group is whether or not to check for all items in fiche format or only for the 10% or so that we couldn’t find in print. The dept. decided to only check for items that could not be located in print. That brought up a related issue: is fiche sufficient or should we be trying to collect print comprehensively. That is probably a stem-by-stem discussion. For example, while we don’t need EVERY DOE publication in print, it would be good to collect NREL publications in print because of geographic proximity and the importance of research into renewable energy on campus. Marking these items missing enables student to request via Prospector even if we have in print. We need to keep reminding ourselves to avoid project “creep”.

d) Crazy plan document—Jennie presented her flow chart illustrating the steps in the item conversion project. Based on the discussion she plans to make revisions to the chart. It appears that we have finished most of Step 2 for the E’s.


3) Eric Records— Pat is working on a cleanup of the ERIC records. There are several hundred available online that were not sent to PASCAL. Helene updated the location from media to offsite and is adding a link to the order form in the bib records for the depository items.

4) Connect to online resource not default supplied—Everyone concurs that these need to be added manually or via macro.

Minutes 3/12/08

1. Hours for Inventory Pilot - Serial Holdings are done. Send all hours to Jennie asap as she and Peggy will meet with Susan tomorrow (3/13).

2. Damaged Items - Do not send any damaged items to PASCAL.

3. Damaged Items - Conversion - Anything that is damaged beyond use should be withdrawn and the record marked as "Missing." A clear set of guidelines for students should be written so they know what "damaged beyond use" means.

4. Weeding the Office Collection - peggy has done preliminary work. Goal is to clean out the two free-standing bookshelves so they can be removed. Only bookshelves along wall will remain. All Reference materials retained will go on those shelves. Will move microfilm cabinets to the area along the other walls. All staff should review Reference materials by March 27, 2008 and mark anything you want to keep Feel free to add things to go to Preservation (pink flags) or to the stacks. Discussion of Rocky Flats collextion. If print is "only" copy then keep in Reference, otherwise online is now available. Census data is available online so those can go to stacks. Keep Dictionaries and Citation tools. Once weeded and moved to shelves along wall, put in Call # order.

5. LAN - Discussion to reduce size of LAN to two computers only since there is never more than one person using the LAN at a time. Other two could be set up and used for internet access. Peggy agreed that this is a goal. She has signed up for a trial of Social Explorer which everyone should look at. It provides similar data as mapping census and Geolytics. If we can purchase we could return the 12 Geolytics CDs for a small fee in exchange for web access. Then we would only need one LAN password for Geolytics. Everyone was reminded to log on to LAN as administrator (see rolodex under "CD") to set up a CD for a student. When restarted Deep Freeze on computers will return the computer to original set-up.

6. UN Web Page - update the UN web page to include a section on Voting Records (including VoteWorld). Ask Darci if she can do this before leaving.

7. ERIC request form - Peggy demonstrated that links to the ERIC request form is buried in the resource records (ERM) along with a link to the free web-based version in ERIC (CSA) and ERIC (FirstSearch). Darci has already added a link to the form from the Gov Pubs Education Resource page as well.

8. Y 1.1 discussion - Have Marcive stop sending item records (barcodes) for these items. Three options were discussed including a) remove from shelves and put in Gov Pubs Reference or some other office location; b) use item record for microfiche and add a volume field with "also available in print, ask at desk" ; and c) do nothing. The disadvantage with option b is that there is a lag between arrival and catalog update. It was decided that this lag is not significant so option b was agreed upon. It was not determined specifically where the print would be located.

9. Lunch for Darci - Linda and Sheila will work with Darci to determine a date and place for her going-away lunch.

10. Temporary Librarian Position - Peggy has created a position description and announcement for a temporary one-year position. (A permanent position could not be filled in time for Jennie's research leave.) Susan has approved and it has gone to Lucy. They hope to fill the position by June 1, 2008. Will accept applications from library school students who are working on a degree, but the position requires substantial computer skills.

11. Peggy and Jenny will meet with Susan tomorrow (3/13) regarding the overall inventory project.

12. Update from Jennie on the microfiche scanner machine. It is not ready to use. Those interested in learning should contact Michael Ribert.

13. It was agreed to offer the 3M microfiche reproduction machine in Gov Pubs to ILL.

14. Jennie will add a Citing Government Documents page to the Gov Pubs web pages.

15. Deb will see what Sears has for microwaves and report back to the department.

Minutes 2/27/08

1. Offers List - Monographs

• If document has bib and item, but is not on the shelf, change status to missing.
• If document has bib, but does not have an item, create item with missing status.
  

2. Norlin Construction Update from Peggy

• Norlin construction plans are at 75%. They can't go out to bid until they're 100% completed. Campus wants learning commons entrance to be more showy.
• Selection of contractor will most likely happen in mid-May, with construction to begin sometime in June.
  
• Construction projects will last at least 2 years.
• Due to budget constraints it is most likely that Reference will remain on the 1st floor until the completion of the 2nd floor.
• It was agreed that GovPubs should begin working with Reference this summer to help form how the shared desk will work in the fall. For the fall semester we will staff the GovPubs reference desk from 11-3. We will continually evaluate how will this works until the final transition into the into one desk.
• We still want to clear out the office collection to create a lean and mean collection. We will also be moving desks out so that staff will not be sitting with their backs to an unmanned desk.
  

3. Norlin Rewire

• The rewire will begin on March 10.
• The wire upgrade will take voice and data lines from Cat 3 (installed in 1985) to a Cat 5E. This will take the desktop from 10mb to 100mb capacity.
• They will install 20 drops a night (there are 500 network drops in the library) and will be working from 8pm to 6am.
• 24 hour notice will be given. A 3 foot perimeter must be cleared of personal belongings and important work from around each drop point. They will move furniture.
• The campus rewire project is paying to rewire the new learning commons.
  
• Rani is the primary contact on this project. She will help us identify any hidden/unknown drop points.
• Voice and data services can not be changed or moved during the rewire.
  

4. Our Current Phone Situation

• Linda will write down a list of demands for Bev per our current phone problems.
  

5. Load Capacity

• We discussed the structural problems related to moving around microfiche and microfilm. Options include moving cabinets into the front office and reconfiguring how we utilize 3rd floor space and McGov space.
• The goal is to organize and map the fiche and film for the transition to shared research desk.
  

6. EBD Cataloging and OCLC Records

• Denise discovered a problem with EBD records when there is also a print copy.
  
• The dilemma: bad EBD record (access point, better than nothing) vs. better OCLC record (paying twice, labor).
• It was agreed to leave alone for good enough titles. We will change serials, sets, analyzed titles, oddities, Colorado, Wyoming, or things that meet curricular need of resources that have been used/circulated.
• Bigger discussion may be needed in the future.
  

7. Loaders Meeting

• Linda, Jennie and Peggy met with Gina and Chris in cataloging to discuss loaders:
  
• shipping lists vs. full bibs
  
• suppressing system
• shipping lists have to show in our catalog within 10 days or we are in violation of U.S. code
• Jennie showed loader book from Cataloging and Metadata Services Sharepoint (see Linda to view copy) and the Cataloging Procedures Manual - E-Book Cataloging Procedures (http://ucblibraries.colorado.edu/cataloging/cpm/ebooks.pdf) to highlight some of the cataloging procedures we will be implementing.
• From Sharepoint (pg. 7, #7) for paid database: 740 field: same as 245 (Online publications)
  
• i.e., SourceOECD (Online publications)
• From Sharepoint (pg. 7, #8 for any URL: 856 field: begins Connect to online resource. We do not have to retroactively change the 856 field
• i.e., Connect to online resource (pdf)
• i.e., Connect to online resource (Internet Archive)
• Linda and Jennie will fix the loader to have this display.
  
• From Sharepoint (pg. 7, #5) for online library resources: 006 and 007 fields for everything with URL.
• i.e., 006: m (8 spaces) d f -- (m d i)
• i.e., 007: cr cn (must have at least the cr)
• This will continue to make all of the GovPubs subject guides be able to search Chinook for online library resources.
  
• Create macro for these fields.
• After rewire, Jennie will fix the previous records.
  
• From Sharepoint (pg. 7, #11) for e-books, electronic journals, and electronic dissertations: 655 field: delete the genre.
• Jennie and Linda got information on how to load World Bank e-library records. They will work out how to get initial comprehensive load and then add monthly loads.
• At this time, we will not be loading OSTI records because the quality is not that great. There are subject/keyword and field issues.
• Peggy is going to get the ASI records. Call number will be from subfield v in the 830 field.
• Overall, the meeting with cataloging was an excellent PR exercise -- showing what we're doing, why we're doing it, and that we are doing it the right way.
  

8. E Pilot Project Wiki

• Jennie will write procedures for documenting hours spent on the E pilot project.
• GovPubs will record all of the time spent on the E pilot project to justify future hiring.
• Leanne, Sheila and Pat will get examples of different types of problems (and one good one) in E items or holdings for George and email them to Peggy.
• This item will be on the agenda weekly.
  

Staff Meeting Minutes, 2/20/08

• Microwave - GovPubs will purchase a new microwave. MJ will research microwaves in Consumer Reports and report back to the group.
• Pilot Project - We discussed creating an item record for missing pieces. GovPubs may need to get a special status code for those items that are "missing" because we never received them, i.e.. missing, no trace. We don't want Circ people to go looking for them. The test pilot project will be on the stem, E, Department of Energy. Reasons for choosing E: Only 155 feet of them in the stacks, and 3 1/2 fee in Norbase; there's a mix of serials, serials and monos, as well as some microfiche. Jennie will write up a short paper explaining our reasons. Linda has been looking at the E shipping list records and they are not an easy fix. Jennie reported that there are 60 suppressed items in this category. A list to find duplicate bib records cannot be run, so we'll need to have a procedure for handling duplicates when students doing item conversion run into them in the stacks. Jennie volunteered to create a Project Wiki, so that we can write down the decisions we make and anything else we need to communicate about the project. Jennie will also create a tracking form for time spent on particular tasks. This data will help us justify our positions, because our pilot project will impact the level of staffing we request. The forms will be on the Wiki. Jennie will do training on the Wiki at our next meeting. Also, we will hire two work study students to work on the pilot project.
• Holdings - Serials holdings present a challenge for the Pilot Project. Peggy will contact George M at the Alliance regarding using the word, Incomplete, in an 863 or 866 field in the holdings record. Pat will create three records with Incomplete in the holdings record for George to look at and send them to Peggy. Those of us working on updating GovPubs holdings to MARC format (Pat, Linda and Leanne) will take a look at the lists we've been assigned and work on the records that have an E stem first.
• FCC Record - Peggy reported that since the FCC Record has been digitized, regional depositories may get permission to pitch the print versions in their collections.
• Uncataloged State documents - Jennie reported that she has condensed the uncataloged state documents collection.
• McGov issues - Don't move something in McGov unless you move something into its place. Real estate is prime down there. We will be moving the British Parliamentary Papers in microprint upstairs to the office/work area. American State Papers and Serial Set volumes in the office will be moving down to McGov, where the Parliamentary Papers are now.
• Office collection - We will be weeding the Office collection. Also, we will be removing all work stations (except for the reference desk computers) in the gov office/reference area and rearranging the office stacks.

Respectfully submitted,

Leanne Walther