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.