Minutes of February 07, 2006 meeting

Present:

Michelle Best, Salvatore Cardinale (Co-Chair), Asuncion De Chavez (Recorder), Yasu Dendo, Jennifer Dickerson, Helena Fu, Colin Liebtag, Yuhwei Ling (Co-Chair), Rebecca Martinez (Chair), Natascha Owens, Bonnie Paz, Clotilde Twagiramariya, Karen Walinski

Excused:

Jean Madden

Agenda

1. Accompanying Materials Update – Index & Table of Contents
2. Ext-Info – Updating to Standards
3. Taylor & Francis Titles – Print Frequency vs. Electronic Frequency
4. CurrentRetained Discussion
5. Cat/Sep Notes
6. Writing LC/SUDOC Call Numbers
7. Generic Predictions for Irregular/Out of Sequence Titles
8. Starting a Canceled but Extra Issue Shelf

1. Accompanying Materials Update – Index & Table of Contents

• Yuhwei begun discussing the Accompanying Materials update documentation for standards.
• The information should be put in Bindery Folder in line with Type of Binding: Example: LSM; bind with Charts (Shelved at BIND-PREP).
• In additions, after the meeting, Yuhwei sent an e-mail to follow up with a couple of items mentioned during the meeting that the latest versions are on the t-drives but he doesn’t have access to all t-drives yet he is attaching it to all. The changes mentioned are on the top of page 6.

2. Ext-Inf – Updating to Standards

• Sal and Yuhwei advised the Receiver’s to update and modify notes to standard. They emphasized update to latest version.
• All unnecessary, incorrect and old instructions no longer relevant with the issues should be removed and deleted. All modifications, changes being made must be signed and put date for reference.
• Any doubt, questions on the notes and instructions refer to Receiving Coordinators.
• To standardize the format, Sal and Yuhwei will formulate and set up a Key Board Express Template to the effect.

3. Taylor & Francis Titles – Print Frequency vs. Electronic Frequency

• Rebecca brought to Receiver’s attention the discrepancies she found out on Taylor & Francis Titles – print frequency vs. electronic frequency. She advised the Receiver’s to watch out both print & electronic frequency of Taylor & Francis titles. Example: 1 year end annual print issue vs. 12 online issues. Make a necessary change in the pattern but need to make sure there is a link access to electronic.
• Further discussions among the group on this topic, they came up to the point that change pattern for annual is under review.
• Partially, bindery matter was also discussed because of the standing policy on annual issue “Bind upon Receipt” and on this case the Receiver’s must consult the Receiving Coordinators.

4. Current <Blank> Retained Discussion

• Everybody in the group pointed out that every Dept. has different interpretation, version and understanding on Current Retained. Example: ALEX - current year + 12 months (all issues of 2005 + current issues received for 2006)
• LSM/UNIT LIB – current 12 months (received January 2006, pull & discard January 2005 and so on…)
• DANA – same practiced as ALEX.
• Print Ext-Inf for Unit Libraries & DANA Library to signify pull & discard. Highlight and write notes to specify issues to be pulled & how MARC has been updated. Signed and put date.
• What is the University Library standard policy? No University Library standard policy has been set up. Yuhwei suggested to print a report to see how many titles are affected and therefore, it should be the basis of the decision. The group agreed to follow the existing policy and procedures in their respective department.

5. Cat/Set Notes

• The group agreed to follow the old procedures. Fill out Priority Slip and send to TAS/TSB, Cataloging Dept. Do not update MARC

6. Writing LC/SUDOC Call Numbers

• The Coordinator’s called the attention of the Receiver’s Re: writing LC/SUDOC call number some are not properly written as it appears in the documents. To avoid mistakes, Sal & Yuhwei advised the group always refer the guidelines.
• Rebecca mentioned, Access Services has a tentative training schedule on Labeling, Writing LC/SUDOC call numbers this month of March, 2006. She will find out the exact date and will inform and notify the group.
• Specifically noted writing LC/SUDOC call numbers are entirely different.

7. Generic Predictions for Irregular/Out of Sequences Titles

• The title brought in the meeting is “New Edition of the Complete Works” under the control ID “Berl New Edi Com”. When the journal published out of sequence, modify prediction when checking in, then create generic prediction after checked in.

8. Canceled Journal Put in Extra Issue Shelf

• Sal called the attention and strongly advised the group that if happens to get recently canceled journal must be put in extra provided shelf in each Dept. Receiving Coordinator will examine and determine how long it will keep, might be depends on the issues getting in. He also stressed out, long ago and old canceled journal must be placed in sample shelf for further investigation.

Decisions

1. Accompanying Materials information when ready to bind should be put in Bindery Folder in line with Type of Binding. Example: Bind with charts (Shelved at BIND-PREP).
2. Update and modify notes in the Ext-Inf and must be signed and put date.
3. Current month, year retained follow the procedures they did before in their respective Dept.
4. Cat/Sep Notes must also follow the old system.
5. All recently canceled journals must be put in extra provided shelf in each Department. Long ago canceled journals must be put also in sample shelf for further investigation.
6. Journal published out of sequence, modify prediction when checking in then create prediction after checked in.

Assignments

1. Sal & Yuhwei will formulate and set up a Key Board Express Template for Ext-Inf update.
2. Yuhwei will further review, study and establish universal standard policy that can easily understand on currentretained.
3. Rebecca will look & find out the training session on “Writing LC/SUDOC” call numbers from the Access Services Dept.

Pending

1. Universal standard policy on current<blank>retained.
2. Taylor & Francis Titles – change pattern for annual is under review
3. Updating to standard the Ext-Inf

Next meeting: Tuesday, April 4, 2006
ALEX/Heyer Conference Room
Time: 10:00am

Next recorder: Yasu Denda
Back up recorder: Colin Libtag