Department Meeting 9/25/07

1. Jennie discussed the CCR online version which is the official version as of 7-1-07. It covers Mid-2006 on and is auto-published on the 10th of the month regardless of the day of the week. We only have kept the latest version in print. Do we need to keep? Decided to check to see what the Law Library does first.

2. THOMAS - Congressional Hearings deal between the Law Library of Congress and Google for digitization has been made. These are not yet on Thomas, but there are samples that don't look/act like usual Google digital images.

3. NASA microfiche - Linda sked that markers be dated so everyone knows how long it has been since the fiche was removed from the cabinet. Jennie reported that a couple of years appear to be missing. (Denise has been cataloging.) Discussion of circulating microfiche led to serveral suggestions. Are markers needed? Make reserve and check out to track # of sheets? Use multipart forms? Have student go through a pull all markers after fiche has been filed? ILL students as well as gov pubs students put fiche in our box. If see "pink in-use" pull out and discard - they are acidic and should not be used. Decision: Use mulitpart form, attach form with ID #, call number and date used. Keep in box with A-Z tabs where we keep IDs. File all returned fiche, remove other cards. Discard forms when fiche is returned. Count for in-house use. Shred forms that have ID#. Purchase a shredder. Leave pencils and cards spread out on top of cabinets. Use box by door in McGov with In-Use Cards.

4. The Department will meet with Peggy Jobe, new Head of Gov Pubs on Monday at 11:00 am.

Minutes 9/20

Posted by Jennie, written by Martha Jo Sani

Discard lists were handed out and discussed.

The Legal Symposium handouts covering the September 17^th telecast can be found on the table.

It is not necessary to export OCLC records for any retro records covering documents in the CIS Executive Department document microfiche. Print documents should be added to the microfiche record changing certain fields as needed. The OCLC record can be used to check for subject headings and omissions such as author and incomplete titles. Series entries may require some work in the 490 and 830 fields.

The question was raised as to whether or not to mention the print version if one is available if the patron asks for the fiche copy. A decision was made to first locate the print and offer it to the patron after the fiche copy is checked out.

Tim will look into getting an updated telephone for the reference desk

Sheila asked if she needed to order any extra copies of the IRS forms that ran short last year. Martin kept a record of the forms that were ordered and ones that were reordered. The 1099 form seemed to be the one that needed more copies. The extra copies of the 1040X used to amend the 1040 will probably not be necessary.

The approval has been given to order an updated departmental laptop computer.

The computers used by the student staff will be upgraded in the near future

Susan Anthes will meet with the department as soon as arrangement can be made.

Linda will be loading the Marchive and Colorado records

NTIS has updated their database to include records back to 1964. Discussion covered the differences between this version of NTIS, Cambridge, and the Engineering Village databases. The coverage of the patents differs in all the editions, but the Cambridge edition continues to be the database of choice for NTIS documents. Continued monitoring of the NTIS database was recommended. Remember to use the * at the need to the numbers when searching NTIS numbers in Cambridge. The full abstract in Cambridge continues to be an important asset.

Training will continue to be part of the regular departmental meeting, but emphasis will be on shorter demonstrations of new and amended databases recommend and led by staff members. Consideration should also be given to repeat sessions. A notebook will be posted near the agenda notebook for listings of databases and websites. Topical sessions requiring a longer session will be listed as needed.

A demonstration was held on subject guides covering country information. Frank started the listings and Darcy has been completing the task. Different lists cover developed and undeveloped countries. The duplication of websites is not being considered at this time. Clicking under the flag of the country provides a country background from the World Fact book.

Jennie showed us the usage patterns of the guides to government publications and other subjects. The subject Aerial Photography and Satellite Imagery seemed to be a popular topic.

Tim will be leaving at the end of October

Submitted by Martha Jo Sani, Emerita

Government Publications Department Meeting 9/11/07

Do we want to change our meeting time/day? Consensus was no.

There is a new Lexis-Nexis Academic interface. It looks more like Congressional. Take a look.

Web item records should have I-type 42 .

Items found missing while doing discard lists. Sheila and Leanne change the status to missing or create an item record with missing status. We decided to leave it to individual discretion. There will be many more discards coming as libraries are weeding.

CIS records. If we use them, we need to be consistent and make all the necessary changes. Leanne has instructions and macros we can use.

EBD records. Martha Jo found some troubling anomalies in the records, such as poor subject headings. We discussed using the records for retro. We would need to have instructions and macros (see CIS), but it would be quicker and cheaper than bringing in new records. Also wondering if we should look for paper copies when someone requests the fiche. We'll discuss these more when everyone is here.

Martha Jo said that Reference is shorthanded in the afternoons, when they want to double up, and asked if we would help staff their desk. Jennie said she would talk with Tim about it.

Word 2007 viewer update

Systems has come by already and the computer facing the desk on the left (next to the printer) has the updated word viewer on it. They are working on pushing it out to all the computers, but that will solve the problem in the meantime.

Word 2007 and the public computers

It appears that Word 2007 documents will not open or will open and print funny on the public workstations in govpubs. I have sent a request for an upgrade to our Word, Excel and PowerPoint viewers to libhelp, but until then students will have to go to the labs to print out these materials.