Minutes 10/29/08

We are getting a collection of British Command Papers in paper as a gift. We are checking to see if we might be able to get a couple empty microfiche cabinets. CSU is planning to discard their serial set, Peggy and Jennie will be checking this collection in the coming months. There will be more discussions going forward on how we are going to handle this since it will go straight to PASCAL. A later agenda will include a demo of the Serial Set online and how to send on a link to patrons.

We need to have a departmental retreat and discuss our strategic goals and how we plan to meet them.

Don't forget to remove our microformat checkouts. Linda had the students clean out the old cards so it is good to go. Ancestry.com is available through Boulder Public Library. Microfiche cabinet labeling, give Linda ideas on what to put on the labels for the hearings cabinets. People said that we should have all the notes.

Deb, Jennie and Peggy met with Meri and Windy about the local editing of series authority records and the various issues of the proposal. Also discussed the problem of the local call number issues and that they were aware of it. Vigorous discussion of local series authority ensued. Some discussion of both edit and creation of local series authority questions.

Shipping lists:
1) Question: Do we tell GPO if a record was never cataloged by them? If we find 'em let Pat know and she will send a list at the end of this project.
2) Question: Do we overlay if we have done work? Yes, but not Ys due to items on wrong record problem.
3) Question: Do we search OCLC? No
4) Question: How far do we go? We will do a call number and title/word search in millenium for each piece.
5) Question: How do we handle changed call numbers? Fix it by going to the piece making sure it has current call number and making sure bib record has a z field for previous number.
6) Question: How do you handle superseded items? Supress bib and item and put note in both saying superseded. Also remove item from shelf.
7) Question: Paper copy with barcode in both in the shipping list and full bib record, how do you handle? Delete item for thing you can't find in stacks. 18306 is marchive, others is CU attached.
8) Statement: Pull in OCLC listed in 776 for e-records.
9) Statement: The list is not complete for shipping list records, there may be more in the catalog.
10) Statement: There may be full records in our list in Millennium.

Vigerous discussion of superseded titles. If you replace a paper with an online version speak to Peggy.

Records from UN came back both ones from scratch from cataloging and ones that are split. It all looked fine.

Staff Meeting Minutes, 10-22-2008

Salem provided training on the Government Publications departmental wiki (http://cugovpubs.pbwiki.com), which replaces the Department Manual web page. Salem also created a Word document to accompany the wiki training.

It was suggested that we migrate the Government Publication internal blog and the Government Publications Reference Questions blog to the wiki. We will run this idea by Jennie and Peggy once they return from the FDLP conference.

Minutes for Meeting 10/15/08
We began with the decision to postpone the Wiki training to next week. We discussed the Friday-Saturday power outage. We will be closed Saturday. The newest Area Hand book series title on Iran has a new call number and will be placed in Ref. We might change this decision if we get many other titles. Also, be aware that some Legislative calendars may still be in our stacks. Give them to Sheila when found.

Weekend coverage for the rest of Oct. : Deb. will work the 23rd and Linda will work the 30th.

Windy from CMS will meet with Linda and Pat about records in the Data exchange file

Questions from GP for the All Catalogers Meeting: 1. What is the significance of cat level in a record? 2. How will authority control be handled for Colorado State agencies? 3. What should we do with series without a serial record or SAF, down to CMS for NACO treatment? 4. Clarify 201 or 42 for web items.

Vacation schedules: Pat Nov.20th-Dec. 2nd ; Sheila Dec .10th-17th; Linda no vacation ; Leanne Dec 19th -Jan.6th; Deb Dec. 24th –Jan.4th (but she will be in town); Martha Jo Nov.6th to 7th and Dec. 29th to Jan. 2nd ; Salem no vacation and Peggy the week of the 22nd and 29th.

Jennie will be out all next week; Peggy until Wed.

Peggy reminded us to use Reference Universe (under Ref general) for obscure people and History Ref online. In any case, we need to emphasize the use of “Find articles and more”.

Be aware that a request for EBD fiche might need a more in-depth reference interview to see if the person really wants older material, material on fiche etc.

We had an instance where we would normally delete the print item but there were important notes in the item. In that case, suppress the item and make status ‘w’.

Minutes for 10/08/08u

Peggy opened the meeting with some News announcements:

• GovPubs circ statistics are up.
  
• We are close to hiring Laura Wright for the EU retro cataloging.
• Jennie's presentation on Research & Subject Guides this morning was very well received.

Debbie reported that, regarding the ASI load, she has switiched the ASI number from volume to call number field. There are still some problems with bib record call numbers that she is investigating.

Deb will be getting a "new" desk (Brice's old one). Do we want to keep the "old" (Martin's) desk?

Jennie and Peggy will be attending FDLC during the week of October 19th. Jennie will be gone all week.

Susan Anthes expressed a concern about moving our microforms on the 3d floor. Peggy assured her that all the microfiche cabinets are positioned on the outside of the room, where there are load-bearing floors.

CSU has pulled out of PASCAL because of state budget concerns. We don't know what affect this will have on our budget.

Ballot initiatives: There will be a link to Colorado ballot initiative information from our blog and from our Colorado page.

Cataloging issues: We did use 653 fields in our ASI records, so all these will need to be changed to 520 0 fields. Deb and Pat will l ook at this together. Also, we did use 522 fields for countries, but those can stay.

Databases:

• Trials: Lexis/Nexis Statistical Data Sets is now IP based. Everyone should try it, but note that it costs $16,000 per year.
• On a related note, we received a quote for the Monthly Catalog through ProQuest. It is $30,000 plus an annual maintenance fee of $1,000. Peggy will be talking to Yem to see if we can get them to drop the price.
• NationMaster database: this is a statistical database from Australia, which has received good reviews. It is a good interface to free data from various sources and there is some time series data. A link will be added to the NationMaster database from our statistics page. We will also add a link to Statistical Abstracts.

Copyright forms: Deb reported that you can no longer get online copyright forms to print. You can only fill them out online.

Library Exit Message: Peggy sent an email to Brice and John about the unpleasant message informing patrons to leave the library at closing time. She has received no response. It's pretty clear that they are not going to change it.

Holiday leave requests: Bring your holiday leave time requests to the next meeting, so we can discuss them after Linda is back.

Blog reminders: To post the minutes (and anything else) on the Internal Blog, follow these instructions:

• From the GovPubs homepage, click on the link to the Government Publications Blog.
• In the upper right hand corner, click on Sign In.
  
• Login : govpubs@colorado.edu
• Password: [use the front desk password]
• Go to the GovPubs Internal Blog and create a new post. Type the document in the window.
  
• Or, you can click on Edit html and paste a Word document in the window.
• If you have any questions, contact Salem or Jennie and they can help. (Salem is also happy to help you with posting to the wiki).
• GovPubs Reference Blog: Reminder to use this for reference questions. There is some good stuff in there and you can do a keyword search to search the entries.
• Blob and emal passwords can be found in the Rolodex.
  

Guest Log-Ins: "UCB Wireless is available to guests visiting the CU-Boulder campus. Guests include family visiting students, visiting instructors, vendors, and other visitors doing business on the CU-Boulder campus. To access the UCB Guest Wireless system, a CU-Boulder affiliated student, staff, or faculty member will have to sponsor their guest." -- from the Guest Wireless web-page.
Jennie posted a blog entry about guest log-ins on the govpubs reference blog.

From the Public Services Division meeting:

• The research desk will open after Thanksgiving.
  
• The reference computers will move to the research floor. Peggy and Jennie will make the case that they all need to have the Microsoft Office Suite. The computer labs on the third floor will remain as is through the end of the semester.
  
• New computers will not be ordered for the research floor until after Apple releases its next generation product (this is a hardware release).
  
• All new computers on the research floor will have dual boot environments.
• Next semester, work will begin on the graduate student lounge area in the current MAC lab. To compensate, students will be able to checkout laptops.

Latest moves:

• The tax form rack has been moved to the Office. The top rows have 2006 forms and the bottom rows have the 2005 forms.

Staff notes:

• Peggy will be out Thursday, Oct. 9th. She will be in the Engineering Library to discuss creating a training and experience narrative for their LTIII position. There are 31 applicants.
• Peggy will also be out Thursday, Oct. 16th for election judge training.
  
• Salem will be out Friday, Oct. 10th and Monday, Oct. 13th.
• Leanne will be out Tuesday afternoon, Oct. 14th.

Respectfully submitted,
Leanne Walther

Minutes, 9/30

Posted on behalf of Martha Jo:
Meeting opened by Peggy with the following announcements
1. A retreat will be scheduled in the future when Deb is working on her job fulltime.
2. When someone is making a presentation refrain from talking or asking questions until the person is finished. There will be opportunities for comments and questions after the presentation.
3. Reference Desk training is being scheduled two times a month for the next few months on Monday and Tuesdays. See schedule listed in the Reference B log.
4. Jennie will be on research leave from December 1 until April 6th.
5. November 11th is the scheduled date the construction will be finished on the 2nd floor. The research desk is scheduled to open after Thanksgiving.
6. Linda has been selected as the employee of the month due to her efforts to plan out and move the desks and filing cabinets into new configurations in the department.
7. Lorna, who recently retired from Engineering, will be working on the Research Desk starting in November.
8. Agenda items: 1.The minutes for the all cataloger’s meeting covered changes that the department needs to take into consideration. Discussion was centered on several subjects, including how retro is counted, use of 946, 947,948 fields, use of local authority, changing 653s to 520s, and protecting the 690 field. Rule changes that are of concern to the department will be put in the departmental wiki. Jennie will be responsible for the content in the wiki.

2.U.S. Constitution- Leanne and Sheila have been working with the pocket suppls that are received every other year listing changes and additions in constitutional analysis and interpretation. The suppls are put in a pocket in the constitution volume that is published every 10 years. The suppls are permanent documents in the Serial Set. The decision was made to use the Serial record for the constitution and suppl.pocket parts and trace what is being done in a 525 note. The 947 note on the mono record will indicate the suppls are part of the Serial Set. The separate Y1 pocket parts will be withdrawn, but the Y1 items will be x linked to the serial set bib record.

3. The departmental wiki training will wait until Linda is back. Ask Salem if you have any questions such as how to add to the wiki.

4. Deb discussed the item types and the decision was made on item types to use and which not to use. Those not being used or incorrect will be held for reassignment if needed. Maps will continue to be 6(document). Deb will report back any changes. She has been working on statistics and item type relationship.
5. Peggy noted that Linda has left instructions for finishing up the movement of the microfilm between McGov and the department. Students should be kept on track and progress highlighted in the wiki.
6.The ASA records will be global-updated to the change the item “volume” to “call number” and the status to noncirculating.
7. Discussion of staff holiday plans are being postponed until Linda is back.

Submitted by MJ Sani