Meeting minutes 9/23/09

Government Publications Meeting minutes
September 23, 2009

1. News and updates from Peggy (and others)
o RD computers now check out the same hours as the Commons ones.
o Mark will meet with Brice and Curt on the Team Tech rooms. Reservations will be cancelled after 15 minutes, keys may be checked out early, and we will be able to see what’s reserved. [Jennie] We’ll have to ask people to leave if the next reservation is there.
o Two scanners have been ordered. One will be in R&I by the microfilm machines, and one in the Commons. They may order more.
o Upcoming training will be on communications (who to go to for what), Encore and ResearchPro, and Question Tracker.
o Aurora Public Library will retain its depository status until a bond issue election in November. If it doesn’t pass, it will drop it.
o The Alliance gave us $11,500 for the item conversion project. There are 2 thrusts. Series for withdrawal without listing and hearings.
o Peggy met with Maps to talk about the Needs & Offers process and their role.
o We are close to getting the part B hearings and Cong. Rec. with gift money. Then could work on FBIS. DU has the Dialog index online, so we’ll see if we can get that. Jennie has talked to Thea about it, too.
o We’ll probably put a bunch of hearings in Norbase. Jennie says we have 1700 shelves to empty, and has ID’s almost 900 to move – Serial Sets, Cong. Record and Y3s.
o Denise is finishing up Smithsonian
o Leanne has anals of the stuff from DU that need original cataloging. Denise can work on them. Leanne, Peggy and Deb will get together and see what funds can legitimately be used for that.
o Pat emailed Caroline about the confusion over the Writing Center.
2. Quick presentation of depository web page revisions (Salem)
o Side navigation (quick links) has been changed. They are depository related, but not comprehensive
o Separate N&O section
o Expanded bread crumbs
o Cleaner serial titles and stems, incl. latest revision date.

Meeting: 9/23/09

Our weekly meeting was preempted by training on the new version of OECD.

Sept. 16 2009 meeting minutes

1. CMS procedures for electronic books
CMS procedures do not yet reflect the provider-neutral policy changes, so we will wait to consider our procedures until they do.

2. URL validity
We do not have a definitive list of reliable sites--some like the UN usually keep a publication online somewhere but often change the URL, GoogleBooks has many detractors (and many of their links are not to full text but to ordering information), Internet Archive is probably stable but archives an unpredictable number of volumes for serials, U.S. federal sites are among the most changeable (and PURLS don't always keep track of the links).

The discussion was inconclusive about whether we should endeavor to create or bring in separate records for online versions which may not last. The policy we have agreed on dictates that we should look for existing records as we catalog, but we haven't decided which providers would merit that treatment, and we don't yet (see 1., above) have a cataloging procedure for those records.

What we have agreed on is that sites with only one or few volumes for serials will not be linked, unless those volumes are the most current or ones we do not own in tangible form. There was discussion on why some links only went to one volume--site not kept up, other links died, they were anomalies to begin with--and agreement that if we came across that situation we would modify the links or delete them.

3. Serial Set x-linking and form-in-catalog
We did not discuss x-linking serial volumes.

We agreed that "Serial Set" + number in the item record call number field would be all that was necessary to distinguish volumes.

4. Cataloging problem shelf full
Catalogers will each take some volumes from the shelf (and ask Carly to do some).

Other discussion, announcements
There aren't enough matching chairs for the meeting table. We might
not be able to get the red ones cleaned well enough to go out in the
public area.

The library will open earlier for staff on Sundays.

The laptops aren't all being returned properly--need to make
sure we're in Return mode, click in the box, and when we wand
in the barcode that the display actually indicates a return.
Suzanne offered the tip that if the barcode is shaded during
wanding (the overhead light confuses the wand), it takes fewer
swipes to make it register.

There are now ID badges to distinguish staff from students,
available in the file cabinet.

Meeting Minutes: 9/9/2009

Recorder: Salem Martin

I. Research Desk and Norlin Commons Issues

• It was mentioned that if computer problems are reported to the Research Desk, these issues should be referred to Erika Klein during the next few weeks since Meredith C. will be out of the office.
• Research Desk blog: Jennie mentioned that we can set up Outlook to get RSS feeds from the Research Desk blog. We talked about the libraries' printers being down on 9/9 and lack of communication about this. It was noted that printers are on different networks and are restored network by network (which is why they might work on some floors but not others).
• A norlin-commons e-mail distribution list has been created.
• The ITS Commons desk workers will be informed about key-card checkout for Commons tech. rooms.

• Jennie encouraged all to attend the Question Tracker training next week.

II. Norlin Commons

• We discussed the Commons web page at ucblibraries.colorado.edu/norlincommons/index.htm.

III. GoPIG Agenda for Sept. 11, 2009

• Peggy mentioned that Samantha Hagar wanted to discuss state publications at the meeting, but we won't have time. Jennie was asked to arrange to discuss these issues at later GoPIG meeting.
• Those in Gov. Pubs department who want to may come to N410 at 10 a.m. for the meeting.

IV. Chairs in Office

• Now that we have new office chairs, Peggy wants to get rid of red-cushioned chairs in office and wants us to figure out which chairs to save and keep around our large table.

• We're 2 chairs short on our computers in the Gov. Pubs reference room. It was mentioned that we don't have much control over this because patrons keep moving chairs to other areas.

V. Microform Scanner

• Today Peggy met with people to decide on location of Alliance microform scanner. It's going in Michael Riberdy's current office (M250A; Michael will be moving to another office).
• Order for scanner will probably be placed in October.
• Jennie will be first one in our department to get training on the scanner; she will then teach the rest of Gov. Pubs department how to use it.
• We will be creating templates for scanning different sizes/types of microforms.
• Colorado State Library is participating in this purchase because it wants to digitize its collection of fiche. It will be booking the scanner two times per month.

VI. List of Series Titles Not Needing Formal Withdrawal Process

• There will be more to add to this list; Digest of Education Stats. would be one. Deb's group will look at this.
• Deb started tagging items in HE series that are ready to go to Pascal.
• Tomorrow (Sept. 10) Linda, Leanne, and Deb will be evaluating stacks space in Norlin basement.
• Jennie told us to notify herself or Peggy if we think of any serials that should be sent to Pascal, because we need to free up shelf space. Examples: dead bibliographic indexes, materials that have reliable online equivalent (must be cataloged and item-converted).

VII. Aurora Public Library Withdrawal of Depository Status

• Peggy and Leanne are going here next week to evaluate Aurora Public's govt. docs. collection.

VIII. Leanne distributed Needs & Offers lists for 2nd check.


IX. Item Conversion

• Deb commented that Denise has cataloged 995 monograph titles from Smithsonian Institute.

Submitted by Salem Martin

Meeting Minutes: 9/2/09

The Government Publications Department meeting was canceled for the week of September 2, 2009.