Department Meeting Feb. 22, 2011

1. Followup on Citation Management session. RefWorks allows both multiple accounts (which can be shared) and sharing of files (emailing files to others who can comment but not edit?)
2. Projects for when Chinook (but not Encore) is down over spring break (est. 3/22 only).
a. Lunch (C4C closed), or meeting over lunch
b. Shift (basement or 3B?)
c. Copy 2 project we would each follow through on
3. EIA redesign, www.eia.doe.gov
4. Identity of Windy's/Archives' Sen. doc., Treaty of peace with Germany

Department Meeting, February 15

Preservation issues:
1) Training on tissue paper repair. Deb does not want to send her students to do preservation repairs, so she would rather not have them trained. Discussion ensued on student and folks training. Decision: No one will get trained.
2) Uncataloged materials that need repair. Proposal was made to create short on-the-fly and then send down. Modified proposal: simple search of OCLC to see if there is a record. If there is bring that in. All of these materials would go through Laura. Discussion ensued on how we need procedures on this to discuss that will be brought back to the meeting for discussion.
3) Labels. Peggy will discuss printers with Rice. We will revisit this issue.
4) Australian and New Zealand Parliamentary Papers are going offsite, then shift will happen. Pat, Jennie and Laura will be working on this.

Statutes at Large
Discussion on whether to reclass the Statutes at Large. Decided no. Will do: Note in record, block in space where shelved out there, note on piece itself telling where to shelve.

Laura and Deb will meet and try and figure out some way to make sure there is linkage between the versions.

Circulation Policy
Fixes:
Govinfo closed stacks circulation procedures
Items with barcodes, 2c. Should end with "whichever is earlier."
For 1, change to "For all titles ask for a buffone card or public patron card to check out materials to them." Add: If don't have account and they are eligible to receive an account, have patron go to circulation to have an account created for them, then check out as normal.

Discussion points:

• Circulation of materials in the library will be until library closed.
• Materials returned to circulation desk (still not decided, will discuss with Brice).
• Public patrons (record name, driver's license, address, phone number) will get template from Special Collections.
• Make a new template for these short records to check out.
• Library use only materials create some label/envelope with wording decisions.
• Public patron receipt to govpubs@colorado.edu, we print out and patron name.
• McGov materials we need to have a discussion of how folks use those books that are in the library.
  

Peggy and Jennie will have a conversation with Brice on how to handle library use only material and circulation desk returns.

Peggy announcements
UNLV is dropping regional status.
DU will be sending us some boxes from Peggy's check of their collection.

Department Meeting Minutes for 2/8/11

Announcements:

Peggy is having continuing conversations with Rice and LIT regarding tightening the security of our public computers. She appreciated the department's feedback, which has been funneled into these conversations. A solution is in progress, with details to come soon.

A problem patron, Z, has not been banned from campus, but staff are encouraged to call police if he is seen in the library acting inappropriately.

Staff are encouraged to be vigilant about workplace safety, and to remember safety measures regarding door access, and the location of the Safe Room.

Peter will sit as a representative of CMS at the Ref Desk meetings.

Item #1: Reclamation Project

Much of this discussion postponed until Laura returns.

Windy received feedback from OCLC that they can set holdings for Federation and Colorado publications that don't have them already. There are approximately 300,000 Federal documents that need their holdings set.

A meeting has been set up for those who will help with Colorado digital copies to upgrade their PURLs. (Tassanee, Laura, Jennie, Michael, Lu)

Item #2: ERIC

A problem with a link in ERIC Marcive Records designed to open links in a new window was "bombing out," meaning the link worked in Chinook but not in Encore. Lu found a setting in options for each that corrected the problem, and asked for a fix to be implemented in Prospector. This solution, however, meant that some records had unnecessary data in the 856 field that now needs to be removed. Gov Info staff will fix these errors one-by-one as they are discovered.

Question: What is the turn-around time on ERIC scans?

Those must be requested via ILL, which adds to the process, but the turnaround time is likely 3-4 days. Staff are sensitive to issues of copyright.

Somewhat related: Peggy and Brice are working on a short handout to explain whom to contact for various ILL and Circ service questions and processes.

Item #3: Norlin Stacks Task Force, or "Stacksforce"

Due to cramped shelf space, the review of Documents relating to the weeding project must be reviewed, with many titles being removed from their shelves in Norlin. The pulled materials will still show as being available in the stacks, since the manpower of correcting their location would be great, and the sheer number of volumes being relocated off-site are high. This process will require patrons to wait for a circulation search of items not found on the shelf. After that search, patrons will then be able to request the same title from Prospector. This is a far from ideal solution, but because of time constraints, few other options were found.

For better patron service, please do not send students on their own to Circ when they cannot find a title -- instead, help them find it and, if unsuccessful, call Circ from the Research Desk and ask that an item be declared missing. Gov Info staff should not mark items as missing on their own from the Research Desk.

Item #4: Batch Loads

From Windy: Michael had questions at the CMS DMG meeting about creation of item records at the time of batch loading of bib records and whether the large number of item records created will too quickly fill up our block of item records allowed by Innovative and do we have to buy more item records. The answer is that CU has an unlimited data license so that when we need another block of item records all we have to do is ask Innovative to make them available to us.

Does loading create item records for Gov Pubs? For Federal Docs, yes. The Marcive loader creates items for print records, using the 945 field that is supplied by Marcive. The barcode for the print item is included in the 945 field. Michael used the Marcive loader to load the ERIC records, but the 945 field was not included in the ERIC records we received, so they do not have item records.

For non-print bib records, Marcive does not provide a 945 field, so no item records are created at the time of the load. Item records for the various formats of materials, including electronic resources are added manually.

Bib records that do not have item records attached display “Copy information unavailable” in Prospector holdings information.

Note: Get ready for a big Circulation Policy discussion next week.

Please read Jennie's draft circulation policy, and either email or ready your comments for open discussion.

Item #5: Grid Check-ins

The department should discontinue placing Analyzed Journals on a grid. Most of these are not Federal Docs, but FAO, UN and the like. Grids are primarily for internal use, and these items can be found by patrons by searching by title and number within the series, and few patrons ever search for these by Series title.

Peggy and Jennie will discuss how to update holdings systemically, but Sheila can stop doing the Grids.

Final Reminder: Don't Throw Anything Away. Ever. It's the only way we can be sure we haven't discarded something we may later want or need. We are half-serious about this.

-Minutes by WC, with TS help from TC and WL