Minutes of February 9, 2007 meeting

Present:

Michelle Best, Sal Cardinale (Co-Chair), Azon DeChavez, Colin Liebtag, Yuhwei Ling(Co-Chair), Natascha Owens & Clotilde Twagiramariya(Recorder)

Excused:

Yasuhito Denda, Jennifer Dickerson, Eric Fizur, Jean Madden, Bonnie Paz

Agenda

1. |Duplicates procedures updates.
2. ISSN change reminders
3. Permabind/Flex-M/Mylar
4. Cancellations procedures
5. Claiming Task Force
6. Serials Controls vendor change project

0. Due to Network problems, New Brunswick was not able to get connected by teleconference with Robeson @ Camden nor Dana @ Newark. The meeting, originally scheduled at 10:00 AM, started at 10:25 AM with the New Brunswick group only.

Before discussing the items on the agenda, Sal made the announcement that LSM recently hired Lauren Mangeney-Slavin, a new Part- time Employee to fill in the vacant position left by Karen Walinnski. Lauren will be the third receiver at LSM and she will also help with Marcive searching.

1. Duplicates Procedures updates

• As per the October 11, 2006 Meeting, a group was charged with developing a standardized approach to handling duplicate issues. Members of the group are: Michelle Best(ALEX); Azon DeChavez(LSM), Jean Madden(CAMDEN), Bonnie Paz(DANA).
• Each member produced written materials about duplicate procedures in their respective library. Only ALEX and LSM procedures were discussed in details during the meeting but the group also read through Camden procedures.

1.1 General receiver’s workflow for duplicates at Alex and LSM

• When receiving duplicates for soft issues, the receiver modifies the number received to number 2.
• The duplicate issue is then placed to the duplicate shelf by alphabetical order.
• For annuals (hard cover and thick editions), the receiver checks the shelf on the floor to confirm that the issue is physically there. The duplicate issue is then handed to the Claim/Invoice Coordinator for investigation to make sure that there is no double payment. Sometimes at Alex, receivers check the shelf also for soft issues when duplicates are not received simultaneously before putting the issue on the duplicate shelf. ( It was noticed that Camden also checks the floor for soft issues.)
• At the time of Bindery, if there is a missing issue, the receiver will check the duplicate shelf before proceeding with the Bind-Prep.

1.2 Cleaning the “Duplicate shelf”

• At Alex, Joan Hendershot/Claim/Invoice Coordinator regularly checks the duplicate shelf
• If the issue is listed as not bound, it will be returned to the shelf;
• If the issue is listed as bound, the bound volume will be checked by a student or the claim person (Michelle Best), to confirm that the volume was bound complete.
• When the volume is complete, the duplicate issue will then be placed in the USBE box (for Alex), Absolute box (for LSM), or Arrow (for Camden).
• When the bound volume is missing that issue, the volume will be pulled and sent to Bindery with the missing issue for Bindery staff to fix the problem.
• As for Camden’s procedures, the process of cleaning the duplicate shelf is mainly done by Bindery staff. An Excel document is kept and regularly updated by Bindery Staff as new duplicates arrive.
• For Dana, the receiving is currently done at LSM and the duplicates for Dana kept at LSM; but the bindery work is being processed at Dana.
• It was suggested that in the future, Duplicates for Dana be mailed to Dana for Bind-Prep and Bindery purposes.

1.3 Duplicates with 3 or more issues are sent to the Receiving Coordinator for investigation.

1.4 As for hard bound duplicates for Units, receivers will send an e-mail to the contact person for that “Unit” and get confirmation that the previous received issue is physically there.

2. ISSN change Reminder

• Just a reminder to receivers to send any ISSN additions or corrections to BIB/CAT for the Bib record to be updated.
• Procedures to be followed can be found on the Receiving Checklist.

3. Permabind/Flex-M/Mylar

• Reminder that MYLAR is done in house and is cheaper. It is mainly used for items kept for a short period of time, like current year or current edition only.
• Permabind/Flex-M is used for items permanently retained by the library.
• Titles with short retention time that indicate Permabind/Flex-M should be changed to Mylar and vice-versa.

4. Cancellation Procedures

• The group discussed a need for standardized work flow for cancellations from the Receiving end.
• Questions are being raised about: - what goes on the “cancelled shelf” and what goes in the USBE/Arrow/Absolute box;- who cleans that cancelled shelf after investigation; -who removes the label from the floor shelf and put the red tag; what do we do with cancelled issues which keep on coming;
• The discussion was left pending as the connection to Camden and Dana was not present due to teleconferencing difficulties.

5. Claiming Task Force

• There will be a TSCWG task force formed to investigate claiming.
• Any updates to the claiming work flow as it relates to Receiving will be discussed in future meetings.

6. Serial Controls vendor change project

• Within the work flow on the Serial Control Vendor Change project, predictions are removed and new ones regenerated. Some items may have more than one bindable unit in the predictions tab because of the vendor change and what is previously paid for.
• It was asked to receivers to pay attention and not change anything on those titles already fixed.

Decisions

• Check the floor shelf only for hard bound duplicates, expensive items we usually take to the claim/order coordinator. It is too much work for receivers to check the floor for each duplicate for soft issues as they may be misplaced or in use by patrons at the time of checking.

Assignments

• Sal to contact Jennifer at Dana to look for ways to send her Dana Duplicates (for bindery and Bind-Prep purposes).
• Azon to contact Camden and Dana to share their Duplicates Excel document.

Pending

• Creation of a group to write down suggestions for cancellations procedures.

Next meeting: (TBA)
Next recorder: Michelle Best
Back up recorder: Azon DeChavez