May 27 meeting minutes

1. Leanne asked for help item-switching the Serial Set, as time is very short. Answer: We will wait until next week to see if other staff are needed, and in the meantime Salem will work on the project some time each day and then report her progress. We have determined that more than one person can work in a bib record at once as long as they're not on the same *item* record.

2. We cannot combine all the Background notes serial records.

3. Deb is creating a template for adding web checkin records.

4. In the discussion about GPO's policy for creating retro records, we do not see that it will affect us in any way, as the item number is only used for collection decisions, although it's possible that some call numbers for pre-1927 titles might change.

5. For the serial she is currently retrocataloging (Smithsonian miscellaneous collections) Denise can continue to look for online versions (primarily from GoogleBooks), but it takes a lot of time, and Deb wants a decision on what is to be done with other serials. If we follow current GPO practice with old titles, we will have to create separate records for online versions, as well as for microfiche. Acknowledging online versions in any way runs the risk of the URLs not being permanent; maybe we can decide which sites will be considered trustworthy and which we will ignore. Maybe we can just let patrons try Googling for themselves.
We will come up with lists of pros and cons.

6. Peggy will try to pick up the front desk phone on the first couple of rings,
so everyone else should wait until the third ring.

Meeting Minutes: 5-13-09

I. Resource Records.
Clarification on terminology: resource records are ERM records that appear in the Find Articles & More database.

II. Serial Set from CSU

• We received CSU's Serial Set volumes through vol. 5216. CSU accidentally sent a few copy 2s. We're sending a total of 700 Serial Set volumes to Pascal.
  
• Now we have to modify our records; Leanne is leading this process.
  
• Item records should be changed so that they read "Library Use Only. "
  
• Check-in records won't be changed until this process is complete.
  
• If we have a Serial Set copy 2 with info. about Western or Colorado history, we should keep it in McGov.
• We're going to keep our copy of American State Papers in McGov.
• We'll maintain a spreadsheet of all the Serial Set volumes we still need.
  

III. CU Gov Pubs. will be getting 3 fiche cabinets from DPL

IV. Research Desk/Floor

• Library will definitely be moving a 2nd microform reader from 2nd floor up to Gov Pubs microform-reader alcove.
  
• Laptops: it's possible that all laptop carts will move to Learning Commons once it opens.

V. Merged Records

• We will discuss this topic at our departmental retreat on 5-21. Jennie added a Merged Records Discussion page to the department wiki at http://cugovpubs.pbworks.com/MergedRecordsDiscussion that lists issues to be discussed. Everyone is encouraged to add to this wiki page before the retreat.
  

VI. Gov Pubs Retreat on 5/21

• Send agenda items to Peggy
• We will not have a Wednesday Gov Pubs staff meeting during the week that our retreat takes place.

VII. Deb's Report on CMS Backstage Meeting

• Question was raised at meeting re: which genre heading to use for streaming video.
• Smithsonian scientific names: Deb had suggested that UCB Libraries create a local thesaurus; Jina pointed out that Millennium is the local thesaurus.
  
• OCLC: if you see a typo in a local record and the typo also happens to be in the OCLC record, you should correct the OCLC record as well as our local one.
  

Meeting Minutes 4/29/2009

Agenda:

1. Updates: Peggy updated the group on a variety of topics, including: LN Congressional Hearings files have not been corrupted with a virus, CSU is ready to transfer the Serial Set to PASCAL (Peggy is ironing out the details with John Culshaw), and a potential list of serial titles that could be withdrawn without listing.
2. Cart of Tech Reports--this is a job for Peggy. Sort into "Keep" and "Not Keep". They seem to have come up from Acquisitions. If she decides not to add to the collection, item records need to be deleted.
3. Government Finance Statistics--we know have access to this database via an IMF Digital Library Trial. Jennie is not in favor of switching any subscriptions to purchase this database because of the quality of the interface. Everyone else has been advised to keep.
4. Tyvek--Using a testing pen, Deb determined that Tyvek product we have been using is not acid free. She's contacting DuPont for a definitive answer. The text of a string of e-mails on the issue is included below: Deb, etal -
   Tyvek is generally acceptable for document storage. However there are some concerns. Tyvek envelopes do not provide support. If the documents in the envelopes are being stored in something that provides support or if support is added, that would be an improvement. However, if you have a group of small items in an envelope, every time the envelope is handled the contents are likely to shift around. In addition, it is difficult to view the contents (which means more handling).
   
   Several vendors supply a variety of archival quality alternatives. For instance, there are archival file folders, melinex folders, 4-flap enclosures in various sizes/designs (some of which we can construct in-house), and so on.
   These are available in a number of sizes and shapes. Prices and quality vary depending on the vendor.
   
   If you have a small project (such as the WWII ration books & stamps), we suggest that you go ahead and use file folders to organize the material in the order and groups you think best and then let us arrange for the permanent housing of these items.
   
   If you have larger projects, perhaps we could get together with the folks involved. We can research the various options, provide recommendations, and in some instances order the material needed.
   
   Please let Pat or me know if you want to discuss any of these suggestions.
   
   Christine
   
   -----Original Message-----
   From: Debra S Van Tassel [mailto:Debra.VanTassel@Colorado.EDU]
   Sent: Thursday, April 30, 2009 9:01 AM
   To: McClure, Pat; Walther, Leanne; Zoller, Sheila; Rogers, Linda; Jobe, Peggy; Gerke, Jennifer; Martin, Salem
   Cc: Devries, Christine; Stewart, Carl; 'Kris McCusker'
   Subject: FW: Tyvek® for archival applications
   
   Hi everyone,
   
   I emailed Dupont directly yesterday asking if the Tyvek envelopes we have been using (# R1852) are appropriate for archival preservation of documents. I had done some research online and found that there are some "archival quality" Tyvek envelopes but nothing on our box indicated one way or the other. Below is the response I received this morning from Dupont.
   
   Deb
   
   -----Original Message-----
   From: Jesse Rodgers [mailto:jesse.l.rodgers@usa.dupont.com]
   Sent: Thursday, April 30, 2009 6:56 AM
   To: debra.vantassel@colorado.edu
   Subject: Tyvek for archival applications
   
   Debra.
   
   We recommend 1059B since this is our FDA approved style because it does not contain any antistat coating. Our antistat coating is water soluble and under severe moisture conditions it could start leaching out. There are a lot of people using our standard Tyvek enevlopes for archival applications without any problem, but to be 100% safe 1059B is the best product to use.
   
   
   1059B Can we purchase by contacting:
   
   PeelMaster Packaging
   Bill Sieck (847) 966-6161
   6153C West Mulford St
   Niles, IL 60714-3426
   
   Jesse L Rodgers
   Tyvek
   CRP 21-1172
   (302) 999-4115
   
5. Marcive Profile--Peggy will get details from Jim Noel at Marcive. We think our profile is fine.
6. Backstage Update: Deb reported that the backstage process found 236 Readex records with the incorrect form of the agency name. Checking the records she has discovered that some serials display incorrectly with the EBD rather than SuDocs call number. She's fixing these as she goes along.