Minutes of February 10, 2004 meeting

Present:

Stephanie Bartz (Recorder), Paul Cabelli, Bob Hosh, Elizabeth Leister, Andrew Ruggiero (Chair), Gracemary Smulewitz, Melody Tomaszewicz, Diane Walker

Absent:

Ellen Calhoun, Suzanne Posluszny

The meeting was called to order at 10:05 a.m.

1. Review and approve previous meeting minutes:
   --The minutes of the December 9, 2003 meeting were reviewed and corrected.
2. Review procedure, and conditions for creating SERMARPEN brief records:
   --The two page SERMARPEN guide was reviewed and revised.
   -the SERMARPEN definition was refined for greater clarity
   -section I.C.1 was spelled out to state that tmp-mono records being converted to SERMARPEN records should have the bib level changed to s, the record format changed to SERIAL, the 035 deleted, and a 500 note added
   -section III.A was retitled "Non-periodical Serials"
   -small changes to the language and format of the document were also suggested
3. Review the practice and rationale of entering "MISSING" as item status for MON-NEW records:
   --Items marked MISSING are those known to have been received but not found.
   --Items marked SHADOWED are those that may or may not have been received but that were not found.
   --Items marked DONE have been completed and can be deleted from the query in the monographs database on the LSM T: drive.
   --A MON-NEW query can be considered complete when every item has been marked either DONE, MISSING, or SHADOWED.
4. Unit MARCIVE processing statistics:
   --Statistics collected at Alexander and LSM were reviewed.
5. Review conditions for sending non-depository documents to cataloging:
   --Discussed and referred back to MARCIVE Load Group for further clarification.
6. Other:
   --The date cataloged for serials coming out of the review file is changed in the unit rather than by Serials Cataloging.
   --Inventorying tangible holdings of online serials after de-duping and cataloging review results in extra work for the catalogers because record formats are not always appropriate to actual holdings.

Decisions

1. For accuracy of holdings and note fields, continue to catalog one title back for serials.
2. Local units can delete full MARCIVE monograph records if it is certain that the titles are being treated as serials AND the records have a date cataloged of NEVER. Questions related to these records should be referred to Elizabeth Leister or Harriet DeCeunynck as appropriate.
3. RLIN/OCLC need not be searched before creating a brief record. The item in hand should provide adequate information.
4. When LSM completes a MON-NEW query, Stephanie will delete the records marked DONE and notify Ellen of the remaining MISSING and SHADOWED items.
5. Local MARCIVE processing statistics will be posted to the NBL Collection Services web site.
6. The serials de-duping workflow needs to be reviewed.

Assignments

PC - Revise and distribute minutes from December 9, 2003 meeting.
AR - Update SERMARPEN Processing Guide based on discussion at this meeting.
AR/BH - Find out how to charge an item to missing.
AR - Post local MARCIVE processing statistics to the NBL site.
SB/PC/EL/GS - Take question about when to send non-depository documents to cataloging to MARCIVE Load Group.
SB/PC/EL/GS - Suggest review of serial de-duping workflow to MARCIVE Load Group.

The meeting adjourned at 11:45 a.m.

Next meeting, March 9, 2004, 10:00 a.m., Library of Science & Medicine
Next recorder: Ellen Calhoun  [Backup recorder: Bob Hosh]