Meeting Minutes 3-15-2011

News:

• Local -- Linda Helgoth is considering retiring this June (but this is not necessarily public knowledge yet)
  

• National -- The Census Bureau proposes to discontinue Statistical Abstracts and Consolidated Federal Funds Reports (among other publications); They seem to be shifting from publishing data that are useful to us to publishing data useful to the government

Circulation of Loose Materials (Jennie)

• We will put fiche into envelopes (and add a barcode to the envelope) as they circulate (we don't think enough will circulate to cause space issues)
• If there is more than one title on one sheet of fiche, use the first title in the brief record (can add "with [second title]")
• If there are multiple sheets of fiche for one title we can combine into one envelope
• We will use Peggy's string method to mark locations of checked out Parliamentary Papers, and scan the barcodes on the boxes to count use
• Andrew is printing patron registration cards; They will be 4 x 6 ; Sheila will get a suitable box and dividers
  
• Jennie will update circulation procedures based on this discussion and the most recent comments
• We still need a card swiper and would like a newer barcode scanner as well

Microforms (finding and circulating)

• Bill and Stephanie are putting together a presentation for R&I on finding microforms in all collections, including Gov Info
• We agreed we want anyone working the main desk to contact us first when someone is looking for microforms in our collections; If we are not available, we still want them to look for the material and use the R&I paper circulation forms to check them out (for in-house use)
• We would like information on our non-circulating collections added here:

http://libshares/researchdesk/Documents/Procedures%20-%20Non-Circulating%20Materials.pdf

• Our charts of microform and print material locations by call number (from the wiki) would be useful to others -- should we add versions of them to our website?

Question Tracker

• Should we count retrieval of microforms on QT? Agreed we should count retrieval only as directional (in "where is/are" column) but any time we do any searching for a patron, we should count the interaction as reference ("how to find/get/use" column)
• Take the survey if you haven't already
• Jennie will show us our QT data from Fall so we can see how we might use it; ARL stats are drawn from reference transactions, but not from directional

Slip Laws

• Revisited decision not to have items attached to slip law records (much less work as these bibs are later x-linked to the item on the main bib when we get the bound volume); Agreed we still do not want items
• Laura will draft a message to MARCIVE to request we go back to not receiving items for these (and try to figure out how to keep not getting items in future)
• This decision will be added to the timeline of significant events page Deb just created for the wiki -- please everyone add any dates/decisions you know of to this page (will be linked to from main wiki page)

--submitted by Laura

Meeting Minutes 3/9/2011

Peggy Reports

• It seems that the NTIS technical reports should all be in NTRL. Does this mean we no longer need to have NTIS available through Engineering Village? We need to evaluate.
  
• Circulation issues: Jennie and Peggy will meet with Rice and Brice on Friday. An on-the-fly template has been created. There are prompts for: title/date/added author/and an 086 field. Please remember to put the title in all caps. There was a brief discussion on British Parliamentary Papers boxes. Peggy will talk to Special Collections about their circulation procedures and forms.
  
• We now have access to the Foreign Office Files for India, Pakistan and Afghanistan 1947-1964.
• The Earth Science Library wants Ask Us badges and is considering joining IM.

Other

• Deb passed around envelopes for checking out microfiche/cards with proposed language for the labels for checking these materials out.

Training

• Bill showed us his creative and imaginative video on FDSys. It's designed to get people engaged and interested in the content of FDSys. Bill will blog this and find ways to embed it in our pages.
  
• Jennie and Leanne demonstrated human rights sources.

Leanne Walther
Government Information

Meeting Minutes 3-1-2011

1. New Stacks Management Plan - The new plan to send SuDoc titles off to Pascal was reviewed. The excel file will reside on a clipboard on top of the supply cabinet in the back office. If you and your team start to work on a title, write your name next to that title on the excel file. Use the Item Conversion Procedures (on the wiki) as well as the Item Record templates with the Item Conversion note so that all items will be picked up in lists and statistics. Deb reviewed where items ready for Pascal should be located in Norbase.

2. The revised Gov Info Circulation Procedures were reviewed and comments were added. It was noted that the 2nd level of authorizations (for individuals) was tested in Millennium and the ability override the due date did not work. We discussed printing directly from Millennium rather than checking the email account for public patron checkouts as that might be similar.

3. Peggy reported on the press release from Readex regarding JPRS reports. She noted that the research guide for JPRS on the Penn site was useful. We have non-depository microprint from 195?-197? that would contain much of this and asked Laura to check on this and update the record in the catalog since this is good primary source material. A keyword search of MoCat was demonstrated to show how to find these reports.

Deb Van Tassel