Minutes of January 13, 2011 Meeting

Present:: Rose Barbalace, Eric Fizur (videoconference), Judy Gardner (chair), Maggie Harris-Clark (videoconference), Yoshiko Ishii (videoconference), Krista Haviland, Barry Lipinski, Tracey Meyer (recorder), Jan Reinhart, Glenn Sandberg, Christopher Sterback (guest), Eddie Suarez, Jeff Teichmann, Michele Tokar, Darryl Voorhees, Penny Weniger
Excused:: Andy Martinez, Dean Meister

Agenda

E-ZBorrow -- C.Sterback will join us for a discussion of issues and questions. For example, diacritics, book band problems, can not receive , email messages patrons will receive, etc.
Procedures Reviews and Updates: checking out ILLs, charging out damaged items, updating the problem ticket (see DTS User form attached), revised Incident Report form, other.
Integration of Public Scan, Copy, Print. D.Voorhees
Updates and Information Sharing.

1. E-Z Borrow

C. Sterback discussed and explained a number of problems and errors that staff members and library users have experienced with the recently implemented Relais E-Z Borrow system.

Diacritics – When staff members are attempting to “Receive Loans” and get the message “An internal error occurred. Please contact system administrator" it is typically related to a request with diacritics or special characters in the record. Right now these requests cannot be received by the system and must be processed manually following instructions that have been provided. This problem is only occurring at SirsiDynix sites and Relais has reported this problem to SirsiDynix Client Care.
Book band printing problems – Book bands contained incorrect shipping information because IDS addresses for RUL were wrong. This issue was resolved as of this morning and all requests printed after 8:00 a.m. should contain the correct IDS numbers.
Call number problems – In some cases, the call number appearing on the request is not the one used by RUL. If a book is not found, please cross-check the call number on the slip with the call number in WorkFlows before rejecting the request.
According to statistics, RUL has requested the most items of any institution in the new E-ZBorrow and has borrowed many more items than it has lent. Relais is still working on the load balancing and leveling algorithms and we anticipate that the difference between borrowing and lending will improve over time.
Chris supplied instructions on how to check for pending requests to the branch libraries that have asked for them.
“Cannot receive” error – When staff members are attempting to “Receive Loans” and get the message “ERROR from NCIP server: AcceptItem - Cannot Accept Item”, this generally occurs when the barcode in the new request already exists in WorkFlows from a previous E-ZBorrow request that was never deleted when the item was returned. When this occurs, remove the barcode/brief title in WorkFlows and try to Receive again. This error may also occur when a user is barred.
Library users can no longer review their E-Z Borrow requests from the old system because the data was not migrated and the site is no longer available; however, staff members still have access to the previous system and can provide status information to users upon request.
The PrintRequest command must have the RUL library name in the shortcut. If the library name is not there and you print, requests for York College will print out. Staff members should check the properties of the PrintRequest shortcut to confirm that their library name is listed
Barcodes – some sites were receiving items with the request barcode instead of the book barcode. Chris reminded processing staff to use the correct barcode.
The book band file, which provides the template to print lending requests, has been updated two times since it was first installed. Supervisors should verify that all workstations that print the book bands have the updated book band file, dated April 2011.
When we went live with the new E-ZBorrow, initially Rutgers users were receiving more email messages than we requested. Not only were they getting a "request confirmation" and "unable to fill" messages but they were also getting email messages when the item shipped from the loaning institution and also when it was returned by Rutgers. Chris contacted Relais to stop sending the shipped and returned messages.
Dean reported that he was receiving requests for non-circulating items from the Annex. Chris reported to Relais and they determined there was an error in how they checked for available items at the lending institution. This has been corrected.
Meghan reported some inconsistency with the way names were printing on the book bands. Sometimes they were last,first and other times first,last. Relais believes this was because not every site downloaded the latest book band file and asked every site to confirm they were using the latest version.
Chris reported one significant change in the way borrowed items are represented in the ILS. When borrowed items were "received" in the old E-ZBorrow, they were all created in Alexander library. In the new E-ZBorrow borrowed items are created in the pickup library. Since the items are now created in the pickup library, receiving sites need to remember to use the transit wizard right after receiving so that the items going to other branches do not appear they are already on-hold when, in fact, they are still in-transit.

2. Procedures Reviews and Updates

G. Sandberg reported that in checking out ILL items, you must make note of the varying loan periods reflected on the lending instiutions’ book bands. We must honor the restrictions placed on the item by the lending institution and check out the item for the specified loan period.
E. Suarez reported on procedures for checking out damaged items and distributed a brochure on mold procedures. He also requested that items with record errors or requests for relabeling be routed to DTS with a copy of the bibliographic record enclosed.
The incident report has been revised to update the cc list and library name.

3. Integration of Public Scan, Copy and Print

D. Voorhees reviewed the PowerPoint presentation from the February Cabinet meeting. New equipment will be purchased to replace public photocopiers in the libraries. The presentation can be found at: http://www.rci.rutgers.edu/~copycent/RUL%20ScanPrintCopy%20-%20ASC.pptx

4. Updates and Information Sharing

G. Sandberg – The vacant lending coordinator position has been posted and applications are being reviewed.
E. Suarez – Rob Krack visited Robeson to instruct staff on moldy book procedures.
R. Barbalace – Alexander Library held activities for Student Employee Appreciation week and announced that about three or four more volunteers are still needed for Rutgers Day.
J. Teichmann – The café project is in the bidding process and a contract is about to be awarded. A window replacement project will being in Alexander Library after finals. One vacant position is posted and applications are being reviewed. Mary Brodman is retiring and her position will be posted.
M. Harris-Clark – Access Services is reporting directly to Dr. Mark Winston. A shifting project is underway.
E. Fizur – Construction of the new computer lab is ongoing. Student Employee Appreciation Week was celebrated with various activities and a shelf-reading project is underway.
D. Voorhees – Equipment is being replaced in public and staff areas.
J. Reinhart – There is a two year plan to phase out VHS. Many titles are not available in DVD format.
K. Haviland – Krista reported that she is serving as the acting Lending Coordinator in ILS since the retirement of Mary Belasco. Relais has gone live.
M. Tokar – LSM is undergoing a renovation project on the third floor in the space that was formerly occupied by DTS. Furniture has been received from Alexnder and the elevator project has been completed.
P. Weniger – Shifting projects are ongoing in the science branch libraries. The Reserves group was reminded that Director’s Station statistical information for reserves must be obtained before the reserve records are removed from WorkFlows each semester.