STAFF RESOURCES

Minutes of October 10, 2006 meeting

Present:
Stephanie Bartz (Recorder), Paul Cabelli, Ellen Calhoun, Sal Cardinale (Guest), Bob Hosh, Colin Leibtag, Elizabeth Leister, Natascha Owens, Gracemary Smulewitz, Neera Sondhi, Diane Walker

Agenda

  1. Review June 13, 2006 meeting minutes
  2. Changed roles in processing documents
  3. Status of MARCIVE loads
  4. Processing the federal material in one location – how is it working?
  5. Federal Register dilemma – changed item lines
  6. Microform representation in IRIS – items, MARC holdings, etc.
  7. Using batchwith to delete records with a date cataloged
  8. What changes or corrections of errors in MARCIVE SLS records can DTS staff perform?
  9. Where to retain depository items that have no MARCIVE record

Minutes

DRAFT

  1. The minutes of the June 13, 2006 meeting were reviewed but have not yet been distributed and finalized for posting.
  2. Changed roles in processing documents
    • Natasha and Colin were introduced as new members of the Government Publications Processing Team.
    • Natascha is now handling the MARCIVE record aspect of federal depository processing with the assistance of Diane, who also handles depository shipments as they arrive.
    • Neera and Colin are working with MARCIVE records at LSM.
    • Bob is handling complex cataloging problems.
    • There are individual tasks related to documents processing that are still to be assigned. SERMARPEN was given as an example, and as an aside Ellen noted that there are many SERMARPEN records that have full records in the Review File. The serials lists she sends to cataloging are annotated to identify such records. Because Elizabeth had not yet arrived at the meeting at this point, Gracemary agreed to contact her about the possibility of moving these items up in the queue.
  3. Status of MARCIVE loads
    • Problems from all MON-NEW queries for LSM through December 2003 have been sent to Ellen, but the queries are otherwise complete. Colin and Neera also completed the June, July, and August 2006 MON-NEW queries for LSM. Queries from January 2004 through May 2006, and the most recent queries are still to be done.
    • Diane is working on MON-NEW lists for Alex beginning with the April 2005 query and is now up to September 2005. Some early queries were completed, but a list of those is not immediately available.
    • Statistics are not generally being kept for work on MARCIVE reports, but the November meeting will include a review of what statistics we are keeping and what would be useful.
    • Neera and Natascha have not yet begun working on MARCIVE serials reports, but the SER-NEW lists have been de-duped by cataloging thru February 2006.
    • The monographs cataloger now responsible for government publications is Roman Frackowski. Gracemary will find out who handles special formats such as maps, CDs/DVDs, and fiche. Newly acquired direct receipts should be sent to Monographs Cataloging; Direct Receipts/Gifts. All other documents cataloging should be sent to Roman Frackowski.
  4. Processing the federal material in one location – how is it working?
    • The system now in place seems to be working fine from both the Alexander and LSM perspective. Material is working its way out to the collections, and there are people to contact when questions arise.
    • It was decided that statistics for adds (not materials that go through regular check-in) will be kept at Alex for both libraries, and the numbers for LSM will be sent to Sal each month.
  5. Federal Register dilemma – changed item lines
    There was a problem with some MARCIVE loads updating item lines so that SuDocs numbers were displayed rather than correct locations such as SHELVED BY TITLE. The more than 700 volumes attached to the record for the Federal Register represented the bulk of the problem. Bob Warwick has since updated the MARCIVE load templates, run reports to identify problem records, and made corrections. Gracemary is looking at the few remaining problem titles and will follow-up with Bob to insure that clean-up is complete.
  6. Microform representation in IRIS – items, MARC holdings, etc.
    • Several people have noticed a problem with records for microfiche serials that have a date cataloged, are at the correct sublocation, and are IN-LIBRARY, but that have incomplete holdings and item lines with incomplete SuDocs numbers. It’s impossible to tell from the records what the actual holdings are. Gracemary will try and identify the records by running a report of MARCIVE serials records with DOCUSM items, but no MARC holdings.
    • Because the SuDocs numbers for some serials use non-consecutive report numbers rather than year of coverage, the year of coverage will be appended to the end of the item line when needed. The format used will be: (year). In such cases, the MARC holdings will reflect the years, while the full SuDocs numbers, including the report numbers, will appear on the item lines.
    • There will be no item lines for individual issues of true periodicals. MARC holdings will reflect actual holdings and the item line will show a generic item with the SuDocs stem but no volume/year.
  7. Using batchwith to delete records with a date cataloged
    MARCIVE records that have a date cataloged can be removed from the system using the batchwith procedure. Any items attached must first be moved to the appropriate replacement record, and then an item with a generic barcode can be left on the record to be removed.
  8. What changes or corrections of errors in MARCIVE SLS records can DTS staff perform?
    Errors in the 245 fields of MARCIVE SLS records can be corrected locally if the errors will affect patron access (e.g., typographical error or series title listed instead of monograph title).
  9. Where to retain depository items that have no MARCIVE record
    • Items that are received with no MARCIVE record will be retained at Alexander for one month. A shelf will be set up at Alexander so that all such material is collected in one place, and one person will be assigned to periodically recheck for records. If no record is received within a month, the material will be referred to Ellen or Stephanie for a decision on whether to create a brief record and related handling.
    • Two 500 notes were approved. GPOEphemera will identify material for which there is no full record, but which should not be sent for cataloging. MONMARPEN will identify material for which there is no MARCIVE record, but which should receive one or eventually be sent for cataloging.

Decisions

  1. Statistics for adds (not materials that go through regular check-in) will be kept at Alex for both libraries, and the numbers for LSM will be sent to Sal each month.
  2. For serials that use non-consecutive report numbers rather than year of coverage, the year of coverage will be appended to the end of the item line when needed. The format used will be: (year). In such cases, the MARC holdings will reflect the years, while the full SuDocs numbers, including the report numbers, will appear on the item lines.
  3. There will be no item lines for individual issues of true periodicals. MARC holdings will reflect actual holdings and the item line will show a generic item with the SuDocs stem but no volume/year.
  4. MARCIVE records that have a date cataloged can be removed from the system using the batchwith procedure. Any items attached must first be moved to the appropriate replacement record, and then an item with a generic barcode can be left on the record to be removed.
  5. Errors in the 245 fields of MARCIVE SLS records can be corrected locally if the errors will affect patron access (e.g., typographical error or series title listed instead of monograph title).
  6. Items that are received with no MARCIVE record will be retained at Alexander for one month. A shelf will be set up at Alexander so that all such material is collected in one place, and one person will be assigned to periodically recheck for records. If no record is received within a month, the material will be referred to Ellen or Stephanie for a decision on whether to create a brief record and related handling.
  7. A GPOEphemera 500 note will be used to identify material for which there is no full record, but which should not be sent for cataloging. A MONMARPEN 500 note will be used to identify material for which there is no MARCIVE record, but which should receive one or eventually be sent for cataloging.

Assignments

  1. DW – Distribute minutes of June 13, 2006 meeting.
  2. GS – Contact Elizabeth about moving SERMARPEN titles that have records in the Review file up in the queue.
  3. GS – Find out who handles documents cataloging for special formats such as maps, CDs/DVDs, and fiche.
  4. GS - Look at remaining problem titles with changed item lines and follow-up with Bob Warwick to insure that clean up is complete.
  5. GS - Run a report of MARCIVE serials records with DOCUSM items, but no MARC holdings.
  6. NO/BH/DW – Set up a shelf for materials that have no MARCIVE record.

Pending

  1. The November meeting will include:
    • Review of what statistics we are keeping and what would be useful
    • Discussion of bound withs
    • Discussion of how to apply accompanying materials procedures to maps processing

Next meeting, November 14, 2006, 10:00 a.m., Alexander Library
Next recorder: Paul Cabelli, [Backup recorder: Ellen Calhoun]

10/11/2006sb, revised 10/13/2006



 
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