Minutes of October 11, 2006 meeting

Present:

Michelle Best, Salvatore Cardinale (Co-Chair), Azon DeChavez, Yasuhito Denda, Colin Liebtag, Yuhwei Ling (Co-Chair), Jean Madden, Natascha Owens (Recorder), Bonnie Paz, Clotilde Twagiramariya

Excused:

Jennifer Dickerson, Eric Fizur

Agenda

1. Duplicate subscription and cancellations update
2. Serial controls for e-journals
3. EAL update
4. Workflows Java Client
5. Possible assistance for receiving at LSM
6. Problem solving and resolution—duplicate items with different sub-locations
7. Sending CAT/SEP and CAT SET materials to TSB
8. Focus group charge: Writing standard procedures for work flows across RUL—Suggestions for incoming duplicates

1. Duplicate subscriptions and cancellations update

• A master list of subscriptions/cancellations has gone out to Harrassowitz
• A number of duplicate subscriptions have been cancelled
• Moving to online/electronic subscriptions in many cases

2. Serial controls for e-journals

• Serial controls will be set up for e-access only titles: these controls are NOT for check-in, they will be used to verify online access only
• Handout distributed—how to set up a control—these types of controls can be easily distinguished by the “E” at the end of the Control ID
• Not all journals with electronic access will get a serial control, only titles we pay for separately or that come with a print subscription will get one
• If a print issue of a title is received and there is only an “electronic” control for it, receiver should bring the paper issue to their Receiving Coordinator
• It is important to NEVER remove any predictions or check-in items on the “electronic” controls

3. EAL update

• ALEX has started taking over for EAL receiving
• The process is going fairly well with help from a work-study student who is familiar with the various languages

4. Workflows Java Client

• Handout distributed—“Serials Control”
• Describes all the bugs that have been fixed in the Java Client we will be moving to…"soon"

5. Possible assistance for receiving at LSM

• Karen Walinski, the part-time staff member who assisted at LSM with receiving, left her position last month
• Alexander receivers might be called upon to help AD and CL with receiving temporarily

6. Problem solving and resolution—duplicate items with different sub-locations

• Handout distributed—these pages merely depict a good example of how a proposal for a workflow can be written out (see agenda item #8)
• Note—the handout YL provided DOES NOT describe how we are currently handling the check-in of duplicate copies—items with different sub-locations should actually fall under the same item line in the form of copy: 1, copy: 2, etc, regardless of item format.

7. Sending CAT/SEP and CAT SET materials to TSB

• Handout distributed—describes the standards and procedures we are moving towards for these types of materials
• Currently, Alexander receivers are the only members who do not follow these guidelines but will follow suit eventually

8. Focus group charge: Writing standard procedures for work flows across RUL—Suggestions for incoming duplicates

• BP, AD, MB, and JM agreed to develop a written proposal for the next Receiving meeting that will describe a standardized way of how to handle duplicate issues of incoming periodicals
• Sal and Azon will send an e-mail out to the focus group members in order to get a dialogue started

Decisions

1. The group will attempt meeting on a quarterly basis instead of every other month.

Assignments

1. Focus group for developing a standardized way of handling duplicate issues will develop a written proposal to be reviewed at next meeting.

Next meeting: January 10, 2007(tentative)
Time: 10:30am (tentative)
Location: Alexander Library with teleconferencing to Dana Library and Robeson Library

Next recorder: Clotilde Twagiramariya
Back up recorder: Michelle Best