Minutes of March 9, 2004 meeting

Present:: Chair: Andrew Ruggiero, Elizabeth Leister, Diane Walker, Paul Cabelli, Suzanne Posluszny, Gracemary Smulewitz, Harriet DeCeunynck, Stephanie Bartz, Melody Tomaszewicz, Bob Hosh, Ellen Calhoun (recorder)

Meeting called to order 10:10 a.m.; Meeting adjourned 11:30 a.m.

1. Review and approve past meeting minutes.

The OCLC number retained in a root record 035 field is for the format we presume we have. All other OCLC numbers are recorded in the 978 field. We need to verify holdings before updating an online record. Elizabeth will email Bob or Andrew with title control numbers and titles to verify holdings in various formats. Titles from the SER-NEW and SER-NEW-OL files that reside in the review files in Workflows might also need to be checked for holdings. Elizabeth will e-mail Bob or Andrew for these. Note: these titles do not appear in the Access files, as they were presumed to match an 010 field, and were reported as errors from the initial load. But sometimes they are not really a match.

Minor changes were suggested for the processing guide. Andrew will make the corrections and post the procedures to the GovDocs page. We will continue to use the 500 field for the SERMARPEN note, as we want the note to be overlaid. Other projects, such as weeding, may use the 590 field, but this must then be removed from the bib record when the project is completed.

Andrew presented findings for the November 2002 MON-NEW file. 140 titles were marked as ALEX; of these 33 were not Y 1 or Y 4. Of the 33 non-speciality titles, 13 (40%) had both SLS tmp and full bibliographic records. It was assumed that the full should have overlaid the tmp. Further analysis of the problem is needed before a solution is proposed. Andrew and Bob will review the Feb and Mar 2004 MON_NEW files, and present their findings to the group.

The ALEX MON-NEW Summary Table was discussed. Modifications were suggested, specifically to delineate what action had been taken before the list was forwarded to the document librarian. Documents librarian in each unit should resolve problems for titles in that unit; however, management of monograph list is done by Stephanie, and serials list by Ellen.

Congressional Serial Set bound volumes at ALEX will be labeled ALEX DOCLUS and inside back cover will be stamped ALEX DOCLAW US
Elizabeth will e-mail Bob or Andrew when holdings verification is needed to determine record format in merge situations for serial titles.
Continue to use the 500 field for SERMARPEN notes.
Items will be charged to MISSING in Collection Services when appropriate (not in Access Services).
All documents, except titles for which we expect MARCIVE records, should be sent for cataloging as received. MARCIVE documents with priority status could also be sent if needed.
Titles in the Access serial files will have current control numbers. The history of duplicates will be deleted when duplicates are resolved. SER-CNG and SER-CNG-OL records will have the ocm number as the control number.

Andrew will revise the SERMARPEN processing guide and post it to the web page.
Bob and Andrew will review the February and March 2004 MON-NEW lists and prepare a report outlining their findings, to present at the April GOVDOCPROs meeting.

Next meeting date Tuesday 4/13/2004
ALEX Collection Services @ 10:00 a.m.

Next recorder: Bob Hosh
backup Elizabeth Leister