Minutes of December 8, 2009 meeting

Present:

Stephanie Bartz (recorder), Bill Bejarano, Paul Cabelli, Ellen Calhoun, Roman Frackowski (for Fay Austin), Bob Hosh, Andrea Lakios (remote), Wen-Hua Ren (remote), Gracemary Smulewitz, Neera Sondhi, Steve Zahorbenski (for Elizabeth Leister), Katrina Zwaaf

Agenda

1. Review and approve the minutes of the October 2009 meeting
2. Discuss how to report progress on the MARCIVE loads at each meeting, i.e. what criteria should we use, etc.
3. Discuss a method to review client use of MARCIVE titles in IRIS.
4. Discuss how to proceed with the remainder of the "shadowed" titles in IRIS.
5. Topics from the floor

1. Minutes

The minutes of the October 22, 2009 meeting were reviewed and amended. Katrina will send a revised version to the mailing list.

2. Reporting on progress on MARCIVE loads

There was a discussion of what data should be reported at meetings to give the group an idea of how work on MARCIVE monograph and serial reports is progressing. The consensus was that work should be reported in the context of the progress that's been made since the last meeting (i.e., how much has been completed and how much remains).

3. Patron use of MARCIVE materials listed in IRIS

Discussions are being held in other venues about the possibilities for reducing OCLC costs. It's been suggested that holdings for materials cataloged on MARCIVE records not be loaded into OCLC. The impact on circulation and interlibrary loan may be a consideration. There is no action required by this group at present.

4. Shadowed documents in IRIS

A large group of shadowed records and items were deleted before the new item types were implemented in IRIS in 2008. Bob Hosh has completed work on the 500+ Alex DOCUS shadowed items that remained, and has drafted preliminary guidelines for the continuing project. Bob, Paul, and Gracemary will meet to work on enhancing the guidelines to include more detail. The LSM DOCUS records will be worked on as the next priority, followed by Alex DOCNJ, LSM DOCNJ, Alex DOC, and LSM DOC until all of the remaining records are cleaned up. Dana also has a large group of shadowed documents records. Gracemary will send them to Wen for review.

5. Topics from the floor

a. When the last MON-NEW load was done the records for Y 4 materials were separated out and dumped into a review file in order to determine the proportion of records that duplicate MON-NEW-OL records. Of the 100 records that loaded into review, 95 were deleted because they duplicated an OL record and 5 were approved to load. Since it's easier to delete a record from the review file than it is to delete a record once it's loaded into IRIS, we will continue separating out Y 4 MON-NEW records into the review file. Those working with monograph reports should look for similar trends with other groups of materials.

b. New sublocations (DOC-EFOLIO and DOCUS-EFO) for elephant folio sized documents (larger than 49cm) were added for Alexander in October. The webpage that details Oversize Subcollection Sizes on the CTS website needs updating:
http://www.libraries.rutgers.edu/rul/staff/technical_services/cataloging/i-over.shtml

Steve will follow-up.

Decisions

1. Progress reports on MARCIVE work at Alex and LSM will be made at each meeting.
2. Bob, Paul, and Gracemary will revise the draft guidelines for cleaning up shadowed records.
3. LSM DOCUS shadowed records will be worked on as the next priority, followed by Alex DOCNJ, LSM DOCNJ, Alex DOC, and LSM DOC until all of the remaining records are cleaned up.
4. Continue to load Y 4 MON-NEW records into the review file.

Assignments

1. BH/PC/GS - revise the draft guidelines for cleaning up shadowed records.
2. GS - Send report on Dana shadowed records to Wen.
3. SZ - See about getting the Oversize Subcollection Sizes webpage updated.

Next meeting, January 12, 2010, 10:00 a.m., Alexander Library
Next recorder: Fay Austin [Backup recorder: Paul Cabelli]

12/8/2009sb