Minutes of July 1, 2003 meeting

Present:

M. Best, S. Bodner, S. Cardinale, A. De Chavez(recorder) J. Kaufman, P. Jones(Chair) Y. Ling, K. Reichardt, C. Twagiramariya

Agenda

1. Marc Statistics
2. Searching RLIN for Title change
3. Procedures for publications kept in Binders
4. Clarifications on receiving supplements (Holdings Working Group Meeting Minutes)
5. Round Robin

Meeting was called to order: 10:35 am

1. Marc Statistics

Kayla reported the Marc Holdings Statistics-to-Date.
HUMSOCSCI Libraries, current controls updated - 5,462, remaining
current controls – 800.
SCIENCE Libraries, current controls updated – 3,534 remaining current controls – 332.
NEW BRUNSWIK Libraries, current controls updated – 8,996, remaining current controls – 1,132.
Receiving Statistics Year-to-Date:
HUMSOCSCI Libraries,
ALEX 26,622,
ART 715,
DOUGLAS 2,244,
KILMER 3,908,
MUSIC 824,
SMLR 341.
SCIENCE Libraries,
CHANG 2,374,
CHEMISTRY 1,048,
LSM 19,637,
MATH 2,418,
PHYSICS 1,999.

2. Searching RLIN for Title Change

Sal suggested that it might be helpful if the Receiver search RLIN for title change. Kayla said RLIN searching is part of bibliographic information and should be done by Bibliographic Coordinator.

3. Procedures for publications kept in Binders

Pat asked from the group to establish a procedures for the publications kept in Binders. Kayla informed Pat to E-mail the group to tell that it is not necessary to put “In Binder” notes in the 852 tag for Government Document Publications that are kept in Binders as the call # reflects where the publications is shelved.

4. Clarifications on receiving supplements (Holdings Working Group Meeting Minutes)

Kayla clarified these topic as part of Bindery Division and nothing to do with the Receiver.

5. Other matter discussed

1. Kayla advised the group the note on ‘Current year only should be Retained current year ’ and she further advised what to do when prior issues are ready to be discarded. Discard instructions should not be typed in Bindery Folder instead it should be posted on current received issue advising the shelver to pull out the issues and are ready for discarding.
2. She discussed Vendor Title Field and Vendor Codes. She presented the different Vendor codes use for LSM and the group formulating Vendor Codes to be used for ALEX. Kayla will release the whole summary of the Vendor Codes as soon as she finalized the list.
3. Membership and package journals will probably just checked in and sent directly to Cataloging.
4. Recurring Order, the group expressed the need to set up policy, guidelines and procedures. Kayla advised the group while clarifying and waiting for the decisions, give the materials to the person in charge. LSM - Suzanne Posluszny , ALEX – Joan Hendershot & Susan Brower.
5. Julie asked Kayla if there is a questions on 852, whom she will direct the questions. Temporarily please address the questions to the Receiving Group, they might have same problems so the group can work together.
6. Review some procedures on Receiving Function Outline.

Decisions

1. Current year only should be Current year retained.
2. Receiver will not Search RLIN.
3. Bindery Division will do the compressing of supplement received.
4. Kept in Binders, it is not necessary to put ‘In Binder’ notes in the 852 tag for Government Document
Publications that are kept in Binders as the call # reflects where the publications is shelved.

Assignments

1. Kayla will look Title Change workflow for possible revisions.
2. She will retype Vendor Codes for LSM & ALEX and will E-mail to the group.
3. She will create cancellation form.
4. She will modify and make some revision in Adjusting 866’s.

Pending

1. Receiving Checklist
2. Spelled out or not the different words in the note like: REF., EDITION, REFDESK, DOCREF ETC.
3. Recurring order policy, guidelines & procedures.
4. Information to input in Vendor Title Field.

Meeting was adjourned at 12:05 noon

Next meeting date: August 5, 2003
Location: LSM
Time:10:30 am

Next recorder: Julie Kaufman
Backup recorder: Yuh Wei Ling