Kimberly Kaiser was introduced to the group as the new CM person for the Kilmer Library.
Andy/NBL: Andy reported that the RUL Shadowed Project for 2007 is currently underway. Lists of shadowed items, call numbers, and titles will be produced and forwarded to CM staff to search. The annual order for water emergency supplies will take place in October/2007.
Mary/Alex: Mary reported that the mini shift of the Stacks Collection on 2B has been completed.
Shirley/Alex: Shirley reported on the level of “in-process” material for the East Asian Library.
Kimberly/Kilmer: Kimberly is getting adjusted to work at Kilmer.
Paul/Gov Docs: Paul is keeping up with new Gov. Docs at Alexander and LSM.
Melody/DTS: Melody reported that the third phase of the Serials Inventory Project for the Branches would be starting soon. Lists of serial titles will be available for staff to use by the end of the week.
Eddie/LSM: Eddie continues to pull books for the LSM Weeding project.
Melanie/Math: Melanie is working on training staff and reserves.
Rob/Alex: Rob reported that he is pulling books from the Bound Periodical Collection to transfer to the Annex. Also, oversized periodical items will internally relocated to two new Folio Periodical collections in the next couple of weeks.
Alex/Dana: Alex continues work on a shift of the Periodical Collection.
The group discussed four draft documents that had been posted to the Sakai site for review. Once finalized, the documents will be posted to the Staff Resources web site under the Collection Management Group heading. The four documents to discuss are:
The group discussed the academic calendar, which included important dates that have a collection management angle. Included on the calendar are the dates for reports from Systems, the dates for the monthly meeting, and tentative dates for the CMG projects. Andy asked the group to review the calendar in detail and report any corrections.
The group discussed the “LOCALMAINT” and “Accompanying Materials” document. Both documents have been updated to include screen shots from J Client. The group was reminded that only DTS staff should be using the “LOCALMAINT” home location.
The group discussed the “In-Process” document. The document has been updated to include screen shots from J Client. Also changes in how we process “in-process” items due to J Client were included on the document and discussed within the group.
The group discussed the impact of transfers and copy adds to our collections. The discussion led to whether we should count transfers and copy adds as part of our “in-process” statistics and as growth to our collections. After discussing this, the group has decided not to count transfers and copy adds in our statistics or as collection growth, due to the infrequent nature of these items. Only “in-process” items will be counted as collection growth. Copy adds and transfers will be counted as part of the collection as part of the prep work for a collection shift.
Penny provided the group with an overview of the visit to TAS that occurred on Wednesday, August 15, 1007. Mary Belinsky from Acq/Processing provided a tour of TAS for the group. After a tour, the group visited the Libraries Annex for a tour by Dean Meister. Penny, Eddy, Bill, Paul, Brian, Shirley and Rob attended the tour of both sites.
During the tour of TAS, Mary Belinsky requested a tour of the collection management activities at one of our sites. The group discussed this request and agreed that it is a good idea. This will be discussed further at the next meeting, to plan out the specifics of the tour.
A recommendation for a CMG site visit of DTS was brought up to the group. This possibility will be discussed this semester.
Problems with Keyboard Express and J Client have been discussed in previous CMG meetings. Rob was able to revise the macros that are used for “in-process” items by including a third keystroke. The macro file will be forwarded to the group so that any interested parties can use it for “in-process” item processing.
Jeff will be heading this sub-group that will work on putting together a program discussing pests that can impact the libraries. Most of the work of this sub-group will be performed through the Sakai site. Jeff called again for volunteers to be part of this sub-group. The program will tentatively take place during the Spring/2008 semester.
Melanie provided a draft of the policy statement for review by the group. Recommendations by the group include making the document more user friendly by creating one document as a policy statement and one document as an overview for staff to use when shelving. Melanie will incorporate these changes into the document and post the draft to Sakai for discussion at the next meeting.
The group reviewed the collection management statistics that were included as part of the CMG annual report for 2006-2007. The statistics for shelving, searches, shelf-reading, in-process, and shifting for the last five fiscal years were analyzed for trends. Some surprising trends with shelf-reading and searches were discovered by the group. Time spent on shelving, searches, shelf-reading and shifting will continue to be analyzed each fiscal year to find out the best way to optimize the time spent by CM staff.
Tabled until next meeting
Media Classroom, Kilmer Library, Livingston Campus