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
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
posted by William Cuthbertson @ 2:34 PM
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