STAFF RESOURCES

Minutes of October 9, 2007 meeting

Present:
Elsa Alves (remote), Stephanie Bartz (recorder), Paul Cabelli, Ellen Calhoun, Bob Hosh, Andrea Lakios, Elizabeth Leister, Colin Liebtag, Gracemary Smulewitz, Neera Sondhi, Diane Walker

Agenda

  1. Review of September meeting minutes
  2. Discussion of U.S. Depository Transmittal Processing Procedures
  3. Topics from the floor

Minutes

DRAFT

  1. The minutes of the September 11, 2007 meeting were reviewed and approved with minor corrections.
  2. The October 8, 2007 draft version of the U.S. Depository Transmittal Processing Procedures was reviewed and revisions suggested. Paul will update the draft and distribute a new version to the group. Several decisions were made during the course of the discussion:
    1. Receiving coordinators and staff will be given copies of the completed document for informational purposes;
    2. All currently received transmittals should have a control record;
    3. All currently received transmittals that are interfiled in base volumes should have a standard statement in the MARC holdings – “Updated pages are interfiled in the main volume.” A single item line should represent the base volume and the MARC holdings should reflect only the transmittals. The call number should be the same in both places.
  3. Topics from the floor
    1. Monographs cataloging and DBM have established new procedures for submitting requests for record merges/corrections/etc. Gracemary will find out whether the new procedure applies to documents or whether we should continue sending all documents related requests directly to Roman.
    2. A recommendation was made that the status of MARCIVE query work should be reported at each Government Publications Processing Team meeting. There was insufficient data available for reliable reporting at this meeting, so the practice will begin with the November 2007 meeting.
    3. New Jersey depository shipments are now being handled by Clotilde Twagiramariya. There will be a general review of New Jersey depository operations at the next meeting.
    4. Shipping lists for electronic New Jersey depository material have not yet made it into a regular workflow, but material from the earliest lists has been submitted for cataloging on a title by title basis using the Network Resources: ‘Free’ Electronic Access Request Form. Gracemary will investigate to determine whether these materials can be incorporated into a regular workflow.

Decisions

  1. Receiving coordinators and staff will be given copies of the completed U.S. Depository Transmittal Processing Procedures for informational purposes.
  2. All currently received transmittals should have a control record.
  3. All currently received transmittals that are interfiled in base volumes should have a standard statement in the MARC holdings – “Updated pages are interfiled in the main volume.” A single item line should represent the base volume and the MARC holdings should reflect only the transmittals. The call number should be the same in both places.
  4. Beginning with the November 2007 meeting, the status of MARCIVE query work will be reported at each Government Publications Processing Team meeting.

Assignments

  1. PC – Update U.S. Depository Transmittal Processing Procedures and distribute the new draft to the group.
  2. GS – Find out whether the new procedure for record merges/corrections/etc. applies to documents, or whether such requests should still be sent directly to Roman.
  3. GS – Find out whether electronic New Jersey depository materials can be incorporated into a regular cataloging workflow.

Pending

  1. The November meeting will include a general review of New Jersey depository operations.

Next meeting, November 13, 2007, 10:00 a.m., Alexander Library
Next recorder: Ellen Calhoun, [Backup recorder: Bob Hosh]

10/10/2007sb, revised 12/12/07



 
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