January 10, 2012 Meeting Minutes

1) Tax Forms Spreadsheets :
Once the students are back (i.e. next week), the student (most likely Yessa) who will be processing tax forms and updating the spreadsheet will send the updated spreadsheet to Bill weekly (but not on Fridays), using the Excel Plugin. Bill will once again upload the most current version of our inventory to our tax web page.

2) Gov labels on Federal material:
We have been receiving call number labels from MARCIVE that are lacking the “gov” location before the call number. Laura will correspond with Jim Noel and ask to have the prefix included. She will see if it can be lower case as well.

3) Federal Register on Hein:
We have access to the Federal Register from 1936 – in Hein Online, but this is not reflected in the catalog/resource records for the Federal Register or for Hein, which makes the material difficult for patrons to access. Peggy will revisit this issue with ERSA (Linda/Candy), verify what the exact problem is, and negotiate a solution. Candy may need to request a module from Serials Solutions. (The Law Library’s record for Hein Online includes Federal Register as an added title, but they are not using Serials Solutions.)

4) Materials going offsite proposal (entire proposal below):
Rows 11-14 on the west side of Norbas have been labeled for hearings currently in M350 that will be going into the PASCAL PENDING queue. This is not quite enough room, but we hope there will be more shelves available by the time we need them. (Thanks to Deb & Sam.)
Newly received hearings that will now be going offsite present more problems, as we have no way to estimate the space needed for each stem. Last year we received 1764 new hearings. Deb, Laura, and Peggy will meet with Brice to discuss our access issues, the proposal below, and other possible solutions (such as PSI taking at least one cart of our materials when they take Norlin Stacks materials).

Government Information PASCAL Pending Titles
Problem:
It is taking more than a year in some cases for GovInfo titles to go from being put in Norbase with the coding PASCAL pending to being processed into PASCAL.
During this time the material is inaccessible in two ways.
It cannot be placed on hold or requested by researchers because the coding in Chinook does not allow requests.
The material is not in order so even if a hold is placed we cannot find it, unless it is part of a large series shelved together.
Known quantities:
We have 10 ranges (both sides) of material waiting to go to PASCAL.
The material is taken to PASCAL not in order of being put on the shelf, but rather whatever shelf PSI takes.
There are currently 31 titles that have notes in them requesting that when they come back we fix them because we could not find them to fix before they went offsite.
In addition, we have a full cart of hearings issues which cannot be resolved until other hearings arrive in PASCAL and we can verify or request and verify that we already hold these titles.
As all the hearings go offsite, which is the largest group requiring fixing, this problem will grow.
Possible Solutions:
Finding what is on the shelves:
From this point forward we shelve the material in general call number order. In other words all the Y4Gs go with other Y4Gs and all the Cs with Cs, etc.
Finding the old materials is still going to be a problem, but that is too many books to put in order.
Allowing access to these materials
Make a request that the materials coded govos/Pascal Pending be pageable from Chinook. This will ensure that materials if desired can be requested by researchers and give us an idea of the scope of the need for access to these materials. This is currently the case with the Norlin Stacks materials, so this would be bringing us in line with the handling of the other collections going offsite.

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5) Renewals on lib use only materials:
Library use only materials that we check out for in-house use (overriding the status “o”) can then be renewed for a much longer time than we intended if we fail to check them back in. Deb had discussed this issue with Brice and there is no obvious, simple solution. Laura will add this to routine DBM (run a list of library-use-only materials that are checked out and review/investigate as needed).


6) The gov info campus cash card was found.

7) Tassanee will be attending the GODORT cataloging committee meeting at ALA later this month.

8) We will be the spotlighted depository in the next FDLP Connection.

9) Peggy and Janet Fisher have begun discussions on organizing the August 2012 Six State Depository Library virtual conference.