STAFF RESOURCES

Minutes of September 9, 2008 meeting

Present:
Stephanie Bartz (recorder), Bill Bejarano, Paul Cabelli, Ellen Calhoun, Bob Hosh, Andrea Lakios (remote), Elizabeth Leister, Wen-Hua Ren (remote) Gracemary Smulewitz, Neera Sondhi, Clotilde Twagiramariya, Diane Walker, Katrina Zwaaf
Excused:
Elsa Alves

Agenda

  1. Review of August 2008 meeting minutes.
  2. Further discussion and review of how item type changes and 'charged to pending' have impacted our workflow. Any new problems or questions?
  3. Review of our procedures documents to determine what needs to be done to revise them and who should be doing it.
  4. Review and discussion of ongoing government documents projects.
  1. Minutes of the August 12, 2008 meeting were reviewed and minor corrections were suggested. Clotilde will update the minutes and forward them to Yasu Denda for posting.
  2. There have been no major problems encountered with the new procedures for handling item types and material charged to PENDING.
    1. Elizabeth requested a final clarification of how PENDING items should be treated by Continuing Resources Cataloging. Generally, the library and sublocation should be corrected, but the items should remain PENDING until the unit actually adds holdings to the record. In cases where a record needs to be deleted, CRC will discharge the item from PENDING and delete the record.
    2. It was also noted that material discharged from PENDING does not immediately appear as IN-LIBRARY in IRIS; the status field is temporarily blank. Bob Warwick is investigating.
  3. Paul, Bob, Neera, and Katrina will meet to review the list of procedures, locate the latest version of each, determine which need updating, and update as needed.
    1. All MARCIVE procedures will need to be updated to reflect the new use of item types and the processes for discharging materials from PENDING.
    2. Procedures needing extensive revision will be sent to the Government Publications Processing Team for review.
    3. Ellen will update the "Overview of MARCIVE Load Procedures."
    4. Documents that require no changes will have a review date added so that we can easily determine their currency.
  4. Projects currently in process include:
    1. Adjusting the MARC holdings notes for the Serial Set: Bob has completed more than 3,300 records and is making other corrections as he works through the list of items.
    2. Shadowed titles project: Bob is working through the remaining list of Alex shadowed government publications and is checking the stacks to determine the status of each item. They generally fall into 3 categories -
      1. Circ-on-the-fly records that were overlooked when most others were deleted. When a full record exists, the item is being transferred to the full record and the brief record is deleted. If there is no full record, the title is passed on to Susan Brower.
      2. The item is on the shelf with no apparent reason for it to be shadowed. These are being unshadowed.
      3. Missing items not found on the shelves to be referred to Stephanie.
  5. Never/Pending/SLS reports: Ellen is working on the 5 and 4 year reports for LSM and is doing simple fixes herself. Labor intensive solutions like adding complicated holdings are being passed on to Neera.
  6. International/Foreign/State documents shift at Alex: The documents stacks have been appropriately braced and Access Services has once again started to move materials. There are only a small number of titles left for Katrina to process out of the INT, FOR, and STATE collections so that they can be incorporated into the DOC collection.
  7. MARCIVE queries: Work on both serial and monograph queries continues at Alex, LSM, and Dana.

Decisions

  1. Continuing Resources Cataloging will correct the library and sublocation, but will leave items charged to PENDING until the unit actually adds holdings to the record. In cases where a record needs to be deleted, CRC will discharge the item from PENDING and delete the record.
  2. Procedures that are reviewed, but that require no changes, will have a review date added so that we can easily determine their currency.

Assignments

  1. Clotilde will update the minutes from August 12, 2008 and forward them to Yasu Denda for posting. [Gracemary will do the same for the July 16, 2008 minutes.]
  2. Paul, Bob, Neera, and Katrina will review and update procedures.
  3. Ellen will update the "Overview of MARCIVE Load Procedures."

Next meeting, October 14, 2008, 10:00 a.m., LSM Special Collections Room
Next recorder: Elsa Alves, [Backup recorder: Bill Bejarano]

9/9/2008sb



 
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