Gov Pubs Dept. Mtg. Minutes: 12-09-2009

1. Prior to the meeting a farewell celebration was held for Irma Hille who will be leaving our employ on December 31, 2009.

2. 006 and 007 Tags – Jennie demonstrated that there are 3 ways to limit searches to electronic resources in the Advanced Search of Chinook Classic. Selecting “Online Library Resources” in the Collections box or “Internet Access” in the Location box both limit using the Bib Location Code. However, the small check box labeled “Electronic Version” limits based on the “m” code in the 006 tag. When we discussed merged records we made a decision to add an 856 tag to a Print or Microform bib record if there was no Electronic Resource bib record, but we decided to stop entering 006 and 007 tags. Based on the way that the “Electronic Version” limit works, it was decided that we should continue/start again to add 006 tags (and related 007 tags) to Print and Microform records when we add an 856 tag UNLESS there is an existing Electronic Resource record for the same title.

3. Inhouse Use and Binding returns – The revised flowchart for Inhouse Use Count was approved. Deb will create detailed procedures (including binding returns) and circulate them via email for comment. When approved they will be posted on the wiki.

4. Holdings – Leanne recently encountered the necessity to do MARC holdings for appendices. In the process of discussing this with Helene, Leanne learned that when our holdings were submitted to OCLC they identified 55 gov pubs records with blank 853 and 863 tags, yet the tags had appropriate indicators. We are not sure if these are recent or older records but Helene will delete these records. Leanne also mentioned that there were some instances of dangling subfiled “i” with no data so she cautioned against doing that. Leanne demonstrated the procedure for adding supplements or appendices in Millennium. See Bib Record #35751253 for an example.

5. Poverty Data – Jennie and Leanne had a recent reference question to find the number of people that were 400% above the poverty level by state. After searching the census web site and data ferret, they contacted the Demographic Call Canter (phone number at bottom of pages in census.gov) and received assistance in finding and using the “Table Creator” in the “Microdata Access” link from the census web site.

Meeting Minutes: 10/7/2009

Sheila opened the meeting with a discussion about the Tax Forms. Choices were made about what to order for the coming tax year.

Peggy gave an information update- She has been in contact with Alice Clark in the chancellor’s office about the faculty salary directory. The current printed directory is not useful with the name of the faculty omitted. Look up personnel roster by title in Chinook to click on the online version that provides salaries by name. The CU compensation provides faculty salaries by department, but no names just by employee number. Leanne has requested the site be cataloged and added to Chinook.

Congressional Record and hearings order almost ready to place. Yem is checking with other libraries. Running lists of hearings of committees will be marked for missing items and discards allowed up to 1994 for libraries wanting to discard hearings. Tangible copies of the hearings will be kept in Pascal up to 1980.

Earth sciences to keep the US Geological Survey and Colorado Geological Survey publications using the best copies drawn from both collections. Missing items will be noted.

The Research Desk Taskforce will be disbanded and a Research Desk management group will be formed to provide oversight. Day to day issues will be decided by specific oversight teams in service and technology areas. Communication about problems with be distributed in minutes and use of the blog.

Submitted by Martha Jo Sani

Government Publications Department Meeting 9/11/07

Do we want to change our meeting time/day? Consensus was no.

There is a new Lexis-Nexis Academic interface. It looks more like Congressional. Take a look.

Web item records should have I-type 42 .

Items found missing while doing discard lists. Sheila and Leanne change the status to missing or create an item record with missing status. We decided to leave it to individual discretion. There will be many more discards coming as libraries are weeding.

CIS records. If we use them, we need to be consistent and make all the necessary changes. Leanne has instructions and macros we can use.

EBD records. Martha Jo found some troubling anomalies in the records, such as poor subject headings. We discussed using the records for retro. We would need to have instructions and macros (see CIS), but it would be quicker and cheaper than bringing in new records. Also wondering if we should look for paper copies when someone requests the fiche. We'll discuss these more when everyone is here.

Martha Jo said that Reference is shorthanded in the afternoons, when they want to double up, and asked if we would help staff their desk. Jennie said she would talk with Tim about it.

Minutes 4/10/07

Jennie amused us with training on "Can the Government be funny?

There were discussions of the missing grill from the niche in the stacks and of the printing problems

Tim talked with Susan Anthes about Frank's position, but Cabinet hasn't met yet. Jim has reaffirmed his stance on tenure.

Tim, Jennie and Kirsten will be at the FDLP in Denver next week, Mon-Wed.

No news about ASI or WorldBank loads.

Shifting has started in the basement. Australia was easy, but things will get harder as it moves forward, as we need to look for things that need binding. Linda will try to hire extra students for May and June just to shift.

Report on our interns. Darcy is doing well. Julie and Mariyam are off now.

Boulder Public Library told someone we had all the tax forms. We need to print off 1040Xs, since they only sent 25 of the revised ones.

All our blank print cards are gone. If we can get more, take collateral when people use them.

Dept Meeting Notes - March 20, 2007

1. Stephanie Lichtenauer gave a presentation on RefWorks.

2. Colorado fiche is now in the back of the room.

3. Silver halide fiche all have new envelopes; however, they no longer are stamped "silver halide". Anybody know where the silver halide stamp is? If not, need to order one so new envelopes can be stamped.

4. When bringing up microprint, bring the whole box so it can be barcoded.

5. Pat asked why we were not getting enhanced OCLC records, with full contents notes, when they are free? She emailed Susan Anthes about this.

Meeting minutes 2/7/07

Jennie gave a wonderful presentation on British documents.

We discussed where to put state docs with color plates, or other tempting content. Decided to put them in the office for now, rather than send them to Pascal.

For records that freeze up when we're working with them, SerCat has a solution. Go back into the record through an item (barcode or item no.) rather than the bib record.

The class that didn't make it to the presentation has an assignment due Thursday, so they will be looking for hearings – most likely unpublished.

Leanne cautioned us about Lexis-Nexis. When clicking on "Find publications associated with a bill or law" it doesn't seem to bring up everything. We need to do that for the House and Senate bill nos. as well as the final law.

Tell Pat which barcode wands aren't working, so she can tell Tim to order more.

Labelmaker is being ordered, as well as caution tape for the stairs.

Minutes, Jan. 30 2007

Darcie Card (2-6099, darci@colorado.edu) came to meet the staff. She has taken all three cataloging courses offered at DU and wants exposure to a wide range of cataloging. She could work on her practicum officially in April and May (100 hours, probably two days a week), but is willing to come in as a volunteer before that. We are thinking she could work on the already-classified new analytics and then graduate to Leanne's gift collections (Water, and Rocky Flats).

Discard lists were distributed. There seem to be fewer boxes of discards coming in, possibly because we're screening the lists? Auraria sent us all their Colorado docs, which Jennie is handling (although some got in the Leanne stream accidentally); we will send the ones we don't need to (probably) Colorado College and the State Library, but Jennie will check whether DU or UNC wants to see them (and whether Mark Anderson still wants us to send him regular discards at all).

We're running out of room in McGov for c.2s and our discards which haven't been requested. The shelfreading students are told to look for barcodes in any duplicate pair; if only one is barcoded, they are to pull the other for discard unless the unbarcoded one is in bad shape, in which case they'd bring them both back; if neither is barcoded they also probably need to bring them both back.

We need to remember to code the Cat Level for any short record as "y" whether it was harvested from OCLC for editing or just keyed in. Martin will go back and collect stats on y-cataloging, which will be added to the current count, not to the months they were done.
Julie, who is working on the Rocky Flats documents for Leanne, will be told to enter the titles in all caps for her short records, so they can easily be spotted and pulled out for full cataloging, unless Leanne decides, case by case, that they will never be fully cataloged.

Sheila will look into ordering an automatic labelmaker. Linda wants one for labelling the fiche drawers, Leanne wants to label her shelves. It could be run off a computer and could produce varying label sizes, depending on the sophistication of the product.

Sheila will check into a couple more options for NorBase walkie-talkies.

We have to supply food for the Public Service meeting next week--Sheila will handle.

The email migration seems to be much simpler than the rash of training sessions for it would suggest.

Printers seem to be going down every day since ITS took over. We need to remember to report problems to lib-help as well as 5-HELP (except paper, toner, jams). Sometimes when the Pharos system isn't working (or is it when only Pharos is working?) the card reader will show there's a $5.00 balance no matter what the real balance is.

A new article-gleaner called Article Reach should be available in mid-May, allowing users to order photocopies from a Prospector-like system which would bypass ILL if someone in the area had the title and would take less time.

Approval request for the "information commons" (24-hour study area in the now-Reference room) will now go to the legislature.

There are discussions about dividing responsibility for Media between Systems (Michael's tech operation) and Circulation. The one-desk committee talked about Circ and Media switching places.

So far there's no new retro money. Possibly salary savings for Frank's position (assuming the search for a permanent replacement would take at least six months) could be divided between a temp web-helper and the retro people. Wyoming money will be available again in July.

Jennie would like others to pitch in with blog entries. Kirsten and Leanne are eager to.

Serial Set item records will probably be entered with Serial Set as the call number and the volume plus Congress, Session, type of report and inclusive numbers. Martin will enter some examples for approval.

Leanne trained on declassified documents, specifically the non-governmental Declassified Documents Reference Service and National Security Archive .