Department Meeting minutes 1/25/11

Peggy began with mention of her concern about the number of homeless people in our area. Because the number seems to be growing, she brought it to the attention of Public Services. It will be summer before the problem will be better managed with logins for the public computers.

She also mentioned the pop-up problem when printing. Patrons need to click though to get their print jobs.

Thers is also a problem in the ITS labs with those students who haven't changed their passwords.

Peggy also attended the session given by the Law School candidate. She was interested in the candiadate's point about the 'unauthorized practice of law.'

Bill and Jennis demonstrated the new Factfinder. There ares some weaknesses in the new site. The Factsheets, as such, are gone. The same information can be gotten in a much less direct manner. There is no data for the 1980 census; the data for the 1990 census is there in a different form. While FF1 has the American Community Surveys, they are not in FF2 yet. Jennie did mention that some data manipulation is better in FF2. It was decided that FF1 is still a good source while it is available. Once only FF2 is available, it would be good to use it with Social Explorer.

Next, Leanne demonstrated RefUSA with its business, health and white-pages information. The site is helpful for job hunting, starting a new business, business plans etc.

Deb showed us the Loeb Classical Library which can be used for English translations of early classics.

Bill showed us the video he made with Megan Bresnahan for find NTIS records.

Minutes 1/18/2011

Updates from Peggy:

GOPIG agenda just sent out--
The link is up to the new FactFinder2 interface, but all the data are not migrated yet, so there are links to both interfaces for now -- Bill will be doing a "walk through" of the new interface for GOPIG on Friday

New leak in the foreign stacks in Norbase. FacMan plans to replace the problematic drain over Spring Break. Meanwhile, Carl has wired a bucket under the leaking pipe. Australia & New Zealand Parliamentary Debates can go offsite in order to allow us to shift enough to avoid further damage from leaks, but these will need some item conversion/editing of existing items first. Laura, Jennie, and Pat need to meet to decide how the items should display.

We have received the invoice for Lexis Nexis Congressional. Reminder that Andrea Sevetson will be here for a Lexis Nexis refresher on the afternoon of Jan. 27. Peggy will send out the exact time soon.

The book [title?] Jennie & Peggy contributed to is finally coming out.

Peggy, Jennie, and Bill are still working on identifying Rocky Flats Technical Reports not available through DOE’s Information Bridge.

Updates from Bill:

Taxes: Bill has posted a link to a streamlined version of Renee's tax form spreadsheet to our tax page. Renee will continue to send updates to him.

The video Bill & Megan Bresnahan have created on searching for Technical Reports is finally finished. They will add links to it from various places, including our Technical Reports guide. Bill also brought up the idea of getting students more involved by having them do voice-overs for future videos.

ALA Updates

Jennie:

UN materials – we are one of few libraries still getting UN materials. They are now being distributed by the National Book Network and there have been problems with many libraries not receiving anything. We are still getting mastheads that we should not be getting but will not address this until the basic distribution issues are worked out.

Lexis Nexis

· Transition to Proquest: Statistical now displays as Proquest; Congressional is still displaying as Lexis Nexis

· New Product: Legislative Insight – will contain legislative histories back to 1913; Jennie is hoping the Law Library will subscribe

Ithaka Report – what we heard (or didn’t hear) in the webcast is about what was presented at ALA. They did emphasize that they would like to receive comments.

Needs and Offers lists: a recent study showed that not much is getting picked up from lists, but we are already doing all the recommended practices

Tassanee: GODORT Cataloging Committee Notes

1. GPO Update

· GPO announced new printer Willam Boarman

· Possible reorganization

· 3 New catalogers and new supervisor Fong Gao.

· Shelflist project was satisfactory 1 more yr to finish? Few “Y” drawers left or mostly done. Approx. 42,000 cards were transcribed.

· Done some serials inventory

· Accepting fugitive serial titles

· Move all serials to ILS w/ holdings. 5000 serials mostly distributed and had shipping list? 13,000 checked-in, 11,000 patterns were established.

· Moving from Legacy to current ILS (testing out the workflow). Use ILS for all serials including serials from shelflist.

· Metalib is doing well.

· Purls and Fdsys- Reports when purl doesn’t work or redirects to Fdsys,

· PurlZ was started in Oct. Redirect and major clean up.

· Major clean up—looks different (FDLP instead of LPS?)

· Purl Referal tool released.

· Purl referrals started early December—clunky before but now enhanced.

·

2. Discussion on RDA

· GPO is still waiting to implement due to cost factor. The system not ready and catalogers have to be trained.

· LC made decision to leave the word “Department” as an abbreviation.

3. Liaison Reports

· Cooperative Cataloging w/GPO –Jenny Burrows from Montana working on Forest Service. Creating brief bibs that are not in CGP and others are participating

· One library is working on Panama Canal

· Lots of item conversion projects

4. Old and new Business

· Microfiche- issues shut down? E’s and Y’s they would like to stop distributing but problem if no elect version. For now still sending out.

· Migrating desk top pages FDsys (Things move to diff. locations)

· Discovery—Ebsco bought some GPO records eg. Serial set.

Preservation Issues – Laura

Most were tabled ‘til next week for lack of time. Laura will send out a summary of issues/questions before the next meeting. We began a discussion who might be interested in training to do tissue paper repair (to replace filmoplast taping). Do we want to have any students trained? Can we spare any student hours for this work? (to be continued at next meeting)

--Submitted by Laura

Minutes 1/11/2010

Peggy announcements:
We are scheduled to join Cindy Etkin of GPO's Library Services & Content Management along with Roger Schonfeld and Ross Housewright of Ithaka S+R for the January session of "Chat with GPO" via OPAL. This month's session is entitled, "FDLP Modeling for the Future." Meet on Thursday, January 13, at noon in the workroom. Look at The Environmental Scan in the Ithaka Report if possible before the session.

Reminder on the 1099 forms: Put out only a few copies at a time (we don't have any out yet), so one person doesn't grab all of them.

Andrea Sevetson will be here on January 27th for a training session on statistical insight and statistical datasets. Scheduled for N410 so anyone in the library can attend.

LIT is taking down the server with the Rocky Flats reports (DOE Electronic Reading Room) which were on the old LAN. Peggy, Bill and Jennie will check for copies on the DOE Information Bridge. We will need to save any reports for which there are no copies on the Bridge.

The circulation set-up is still in progress. The computers in the front office will have a generic circ login. We will need 2d level authorizations in order to make exceptions in the checkout process. The brick for desensitizing will be in placed in the inner office. Curt will do a circ training session for us.

CD/DVD/AV materials
Deb instructed us to check the wiki under Cataloging & processing, Processing, for the new section: CD/DVD/AV for procedures for adding these materials to the collection. The location for all these items will display as Gov Information Office except for a few reference items. The circulation period for these materials is 7 days, with one renewal. There are approximately two shelves of non-circulating items.

When creating item records, use the correct itype for the form of the item and, in the volume field, add the appropriate term from the itype. Reminder: if the term (e.g., CD) appears in the call number field for federal materials, take the term out.

Deb has created templates for each item location code. Go to the wiki. Check under Cataloging and processing, item records. There is a list of all item record templates, which shows you what prompts you will get. Deb changed the label for some of the templates. More templates can be created, but only Deb and Jennie are authorized to create them. (Should more people be able to)

Laura will go through a group of CD/DVD/AV materials which still have a govav location code and correct the codes and interfile the materials. After she has finished, the CD/DVD/AV materials which have an LC call number will be changed to the location code govav and the description for the code will indicate these are gov LCs. These materials will be shelved at the end of the CD/DVD/AV collection.

These location codes are no longer being used: goviv, govub. govst is used on Circ's on-the-fly Government Information template.

Related item location information:
For a $500 fee, MARCIVE is changing locations for As (govnb), Y4s (PASCAL), and Y3s-Y10s (govnb). We will manually make changes as necessary.

There was a brief discussion of display issues for Norlin locations in Chinook.

Bib Records - bcode z (Prospector)
Deb has added a section on Prospector contributions to the wiki. Look under Cataloging and Processing, Bib records, Prospector, Prospector contributions. As a policy, Gov Info contributes all records to Prospector. Currently, there are over 6,000 records of our records that do not display. These are all maps and this decisions was made by the Map Librarian.

Tax forms
Colorado tax booklets are out.

For federal forms, Rene will put all the forms we receive on a spreadsheet before she puts the forms out.
She will update the spreadsheet as necessary. We won't be putting anything out any federal forms or instructions until the end of this week at the earliest.

Bill is revising our tax information page and is working on how best to update information about which forms/instructions we have available.

Tax forms and instructions are available on the IRS web site. Bill is creating a flyer on how to find and print
this material. We will also create a guide on how to find the tax forms/instructions that we don't receive.

As a general policy, we will not print tax forms/instructions for individuals or have a printer available for this purpose, but we will help people print some pages in an emergency.

McGov items/SPC

Christine DeVries mentioned to Pat the option of sending the rare materials currently housed in McGov offsite instead, to be viewed in Special Collections when requested by a user. We discussed this option and decided to continue to keep these items here. Conditions in McGov are acceptable and we are open more hours than SPC. We can probably usually set someone up to view these materials at the big tables in the office. Jennie will write a draft of in-house use circulation procedures to.

New wall (where window used to be)

We discussed possible uses of this new space. If Jennie/Stephanie's kiosk project goes forward as planned, this will be one kiosk location. We agreed not to put anything else (such as maps of the stacks) out for now and to wait until the kiosk is in place before making any further plans. We will also ask Deborah Fink to postpone hanging artwork there until the kiosk is in place.

Key rack (in file drawer)

The rack itself has a tendency to slip down and jam the latch for the drawer. If we keep it on the right side of the drawer (as one faces the drawer), it will not jam the latch.

Submitted by Leanne Walther and Laura Wright

Minutes 1/4/2011

1. Updates:

Peggy has contributed the remaining funds in the Gov Info budget for this fiscal year to help purchase the Adams Matthews Foreign Office Files for Afghanistan, Pakistan and India online from 1946-? (the partition period).

The 6-State Virtual Conference is highlighted in the current GPO Spotlight. Many people at CU contributed to this conference and are mentioned.

Andrea Sevetsen will be here on January 27th to present on Lexis-Nexis Statistical datasets. Peggy has reserved N410 from 1-3:30 and will invite others from the Libraries and the Law Library.

2. Tax Forms:

We discussed the proposal to have a stand-alone workstation for customers to print tax forms. We agreed that this will not work for several reasons - mainly printing issues. Instead, Peggy suggested that we create info cards (similar to ones used elsewhere in the Libraries) for the public. These cards would include information on where to find the forms, how to get and use a print card, and how to print. Sheila will create the text for the cards.

Most tax forms have not yet arrived. We have received Colorado booklets and it was agreed to put these out for the public along with a sign indicating that the federal forms will not be available until February and urge people to call first. We will also put out some of the Gov Pubs business cards with our phone number.

3. ERSA meeting info - Deb reviewed several items on her notes from the 12/21/10 ERSA meeting, including procedures for "Request pdf" note in checkin records, Special Collections at Pascal issues, and 852 tags for "temporary locations" in checkin records. See Deb's email from 12/21/10 for further information.

4. Colorado Holdings in OCLC - Laura and Sheila noticed recently that we do not have holdings in OCLC for our Colorado publications. It is not known why these were not added in the past. All agreed that we should contribute our holdings so Laura and Sheila will work out procedures for doing this as new records/items come in. Laura will meet with Meri Willett to discuss using a code in the Cat Level so that Meri picks up the bib records in her weekly updates. Laura will also discuss with Meri how we might be able to retrospectively contribute Colorado and Federal holdings to OCLC. Laura will document procedures on the departmental wiki when all these issues are worked out.

5. Circulation - Peggy says all has been set up for us to circulate in Millennium. She will arrange for training session for us. While the checkouts will be done in Millennium at the front desk, the desensitizing brick will be set up in the office where the Holds shelf is located. Peggy does not want customers coming back into the office. Deb suggested that her work with Jennie on the coding for the CDs, DVDs, etc. is far enough along that we can procede with checkout. However, she suggested that we need to have Brice change the loan rules for these locations. All items on the Reference Shelves (coded red and used for the LAN) should have Loan Rule 209 (non-circulating). All except for those on the Reference Shelves should have Loan Rule 221 which provides a 7-day checkout with a medium replacement fee. The question was raised about circulating items which have a greater monetary value. Deb will ask Brice is we can enter a Price in the item records that will create an actual replacement cost. If so, then we will enter prices in those item records AND put a message in the item to alert the person checking out so they can inform the patron. The question was raised whether or not the items can be renewed once. Deb will ask Brice. It also was pointed out that we will have the ability to override the due date in cases where graduate students or faculty need to keep the item longer than the designated loan rule.

Submitted by Deb Van Tassel