Minutes of October 3, 2005 meeting

Present:

Michelle Best (recorder), Salvatore Cardinale, Azon DeChavez (chair), Yuhwei Ling, Natascha Owens, Neera Sondhi, Karen Walinski, Linda Zuckerman

Absent:

Rebecca Martinez

Agenda

1. Accompanying Materials – Demonstration of Examples
2. Dana’s Updates
3. RFP Process for 2007
4. Timeliness in Receiving

1. Accompanying Materials

• Yuhwei and Sal reviewed the updated version of the proposed workflow for accompanying materials document with the group through the demonstration of examples along with the few major changes since the document was first distributed to the receivers. It was mentioned by Yuhwei that if there is a title that consists of 2 books, (Pts. 1 & 2), include CD with Part 1 if CD includes information from both books. If the receivers have any questions regarding problematic issues that are title specific for accompanying material, it should be brought to the attention of the receiving coordinators where they would determine whether this particular case needs to be dealt with differently. For loose journals, the accompanying material sticker should be placed on the front cover of the journal preferably where there is no text or illustrations. RC’s will notify branch managers informing them as to the location their accompanying materials will be shelved. Any further updates to the document will be posted on the t drive and RC’s will alert staff. Yuhwei will set up Keyboard Express shortcuts on the receiver’s computers for accompanying materials.<
  1. Processing: No separate processing slip is needed for CD if it accompanying material. Call # should be written on CD. A processing slip is needed only if the CD is the main item. Natascha reviewed additional processing standards, not directly related to accompanying materials, but are listed on the processing handouts.
  2. Bindery: As a general rule, accompanying materials should not be specified in the material field in the bindery folder of the control record. Only supplements, indexes and table of contents should be included on that line using the delimiter x.

2. Dana’s Updates

• Sal reported that 15% of Dana titles are updated. Sal and Yuhwei will be going to Dana next Tues. and Wed. morning to review the bindery process with staff which will include how to enter information into the bindery folder for generation of bind reports. LSM will need to use discretion in making the decision as to how far back Dana titles should be pulled for bindery.

3. RFP (Request for Proposal) Process for 2007

• RFP is the process in which all major vendors are reviewed in terms of subscription load. Subscriptions may be moving to other vendors depending on the response to specific criteria such as pricing, customer service, abilities, etc. This process is informational for now and should be underway for the next fiscal year.

4. Timeliness in Receiving

• Receiving should be completed with a 24 hour maximum time frame from time of receipt of material unless the title it is a problem title. Set aside any problem titles unless there is an urgency to receiving this title in which the RC’s should be notified immediately.

Next meeting: 12-13-05
McDonnell Room-ALEX
Time: 10:00am

Next recorder: Salvatore Cardinale
Back up recorder: Azon DeChavez