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.

Minutes, May 17 2001 Meeting

1. Peggy reports: George Machovec may take the place of Alan Charnes as Alliance Executive Director; there is no final word on whether we're getting the 20th century parliamentary papers database; Jennie is on the reorganization implementation committee (as are Meri and Bethany); Jennie and Peggy have looked at the Council of Europe offerings and tried to eliminate probable low-circulation items like law compilations and manuals--it's not clear whether it is possible to pick and choose.

2. Transfer of ref materials: Municipal year book will come up here, CQ's politics in America will be in Ref, then PASCAL, Leanne will look into the Almanac of American politics to get logins to online version but the print will go to Ref then PASCAL, Congressional roll call may all go to PASCAL (no current vols.) in favor of online.

3. ERIC duplicate records: MARCive loads contain some duplicates of records in the ERIC loads. Is that a problem? Consensus is no.

4. Wiki procedures for call numbers: Swank-Jackson and UN will be added

5. Multiple checkins for multiple call numbers for PASCAL serials: Since PASCAL isn't by call number, and serials sent there will never again be retrieved by call number, is there a reason to retain separate checkins for each call number? Discussion touched on whether de-accessioning libraries need them or whether the item records would be sufficient. Conclusion: too much trouble to change.

6. LSA fiche. No one knew for sure what this was about--probably Code of federal regulations list of sections affected and whether they cumulate--so wasn't addressed.

7. Serial set titles going to PASCAL: Deb will focus on getting the Norbase/Y1 serial set sections x-linked/emptied; in the meantime the 13096-14999 vols. may be in NorBase or PASCAL--have to check each item. George Machovec has not so far been able to resolve the problem of serial record display in Prospector.

8. Hathi Trust records: Should we link to Hathi Trust records when there's a whole separate database of them? Discussion covered no-harm, why-duplicate, added access, regular Chinook not containing HT records, patrons not finding separate online records, added trouble of looking for them/verifying access. Conclusion: have CMS discuss.

Department Meeting, April 26

1) Peggy reports
GWLA developing a task force to examine government documents across GWLA.
 DU only bringing back 20% of the materials after the construction.

2) Eric
Close to a solution with ERIC records. There was a wrinkle in the location in the microfiche, will be changing the location to PASCAL, the itype will become 17.

3) Special Collections Titles
Check out an example of how this will look: http://libraries.colorado.edu/record=b1211086~S3.

4) Order of records
Monographs: print first, web item second. (web items shouldn't be suppressed)
Serials: web checkin first, print second
Serials: Should we go oldest to newest in both items and checkins? Deb will check to see what ERSA's practice is and bring it back. Will bring specific examples to a future discussion.
Serials: Items should be interfiled ignoring location.

5) Superseded items to PASCAL question
Keep committee rules despite being on superseded list.
Before sending offsite we will examine the superseded list to make sure we want to send offsite.

6) Reference Shelving
Cart has been moved to the same area as the shelving cart by the door.

Reference boot camp starts May 19th going through August. All are welcome to attend.

Minutes for April 19 meeting

Updates from Peggy:

• Working on ERIC records with LU so that they'll be ready to show at Friday's GoPig meeting
• NTRL Web site beta access to end on the 25th
• May get 20th Century Parliamentary Papers in electronic format. Will discuss abandoning microprint if that happens, and the preservation (digitization?) of the Concordance.

GPO PURLS

• "No longer available as of.." appearing in some overlay records
• GPO is aware and searching for the documents
• Laura will DELETE these records; as GPO finds a copy, new records will be sent.
• Use WorldCat for discovery in the meantime

NTIS beta

• Not quite ready for prime time. When it gets better, we can discuss other dbs from which we may wish to unsubscribe.
• Another source to look for JPRS (Joint Publications Research Service) documents
• Errors found during meeting include:

1. Arranging results by asc./desc. order does not work when sorting results by "File Downloads."
2. Drops some facets during complex searching
3. "FT" not defined as Full Text. Many other acronyms not defined.
4. What is an "Analytic Daughter?"
5. No Multiple facets selection within same category (e.g., year)
6. Not all values for facets are displayed, but no "see more..." option is provided
7. No deselection of individual facets
8. Pulls keywords from full text and descriptors, but not from titles? Not at all clear how this works and help file is buried
9. Options and possible values to fill in some adv. search fields are unexplained, undefined, and unintuitive.
10. Selecting the "Results" tab negates entire search.

Martha Jo

• Feeling much better.
• Getting a pedicure
• Will see us maybe Friday or Monday for an hour
• We miss her and hope she is in top shape soon!

Meeting minutes April 5, 2011
Peggy had nothing to report.
We accepted the recommendations to revise the handling of monographic series titles (anals) which include:
1) Stop doing grid checkins.
2) Each time a new title arrives the holdings will be updated to be accurate and closed.
a. The first time a monographic series title is handled someone will need to go to the stacks and determine what we actually have.
b. After that, the holdings will simply be changed to reflect what has been received.
c. If there is a subseries, 830s will be added to the subseries record to reflect the main series title (necessary in all cases, but cautiously added to the procedure). There has been no decision on the topic of deleting the x-linking to the main series.
d. Remove the grid. This new procedure will cover active and inactive monographic series titles. In both cases, a serial record is required to record the holdings.

It was agreed that much more discussion is needed to the topic of 830s in monographic series.

Windy outlined CMS’s handling of guides for Microform collections. In order to connect the print guide with the microform record, a 500 note is added to the microform record with call number and the print guide is item converted on the record. Where a digital version is available, it will be added as a 856 42. For CRL records with digitized guides, Windy gave an example to ask us what we thought of making links in these records. Since we all thought it was a good idea, she will be adding the links to the records, in both directions, for all of these that CRL identifies for us. Windy also discussed the measures CMS was taking to help with Prospector lending of the batch-loaded ERIC microfiche and web records. They are adding a 500 note with the Eric document number, an item and editing the call number (099) to read ERIC DOC. There was also discussion about editing the ERIC page to help people with borrowing.

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