Minutes of April 8, 2009 meeting

Present:

Michelle Best, Azon DeChavez, Yasu Denda, Colin Liebtag, Yuhwei Ling (chair & recorder), Clotilde Twagiramariya
Via teleconference: Camden: Melinda Aviles; Newark: Illiana Bernal, Fatima Cunha

Agenda

1. Superseded workflows
2. Firm ordered serial titles
3. Webpage
4. Other items

1. Superseded workflows

• Towards the end of 2008, there was a cancellation project for duplicate titles system-wide.
  • Many annual-type titles were cancelled as a result of the project.
  • Option was presented to selectors to have some of these titles go from library to library.
  • This was done in cases where one library did not need the most current year/edition/volume.
• While this process is not new to receiving, the Serials Team has opened up this solution to all the selectors system-wide.
  • Previously only a few libraries were involved in the superseded workflows. i.e. Kilmer to Camden.
  • Most of the existing titles that are superseded have instructions and information only in the ext-info.
• A workflow was revised and documented to ensure consistency and accuracy for the process.
  • The draft of the workflow was distributed to the group.
  • Members are encouraged to read it and give input
  • Since most of the superseded titles are annuals, most of the impact will not be felt until the next year.
• DTS will process all titles that “travel” using this workflow.
  • Volumes will be sent to either one of the DTS hubs (Alex or LSM) for processing.
  • Superseded volumes will be sent back directly to receivers with appropriate notes on processing slips.
• A list of titles that superseded from one library to another is available.
  • They should be updated soon with new instructions in the ext-info.
  • If the receivers have questions about titles in the meanwhile, they should be brought to the receiving coordinator’s attention

2. Firm ordered serial titles

• A new workflow was put in place for periodical titles that, in the past, were ordered sporadically by the selectors.
  • These were problematic in the past because orders were routed to Acquisitions and volumes were added without updates to the serial record (no marc updates, no serial controls).
• The new workflow helps us track these titles using the claim mechanism as a prompt.
  • Selectors were asked to route these types of orders to the Serials Team.
• A control is added to the record with claims to prompt investigation for newly published volumes and when to contact selector.
• There will be a generic prediction.
  • Prediction for specific volumes will only be added once it is confirmed for ordering.
  • There will be a note once a volume is received for the receivers to prompt the orders coordinator to modify the firm order PO.

3. Webpage

• The DTS webpage for receiving will now contain the most current information for documents, procedures and policies.
  • The page will contain final versions of all current and future documentation regarding receiving.
• The address for the receiving page is: http://www.libraries.rutgers.edu/rul/staff/dts/serials_receiving/serials_receiving.shtml
• The DTS website has not been linked on the main library page yet but will reside under staff resources.

4. Other items

• Usage statistics
  • Alex RR Pilot Project
    • There is currently a pilot project at Alex to track the usage of the loose periodicals issues.
    • There had been no analysis of usage for loose issues in the past.
    • Students use a function in Workflows when reshelving issues to indicate “usage”.
    • Data collected will be helpful for future cancellation analysis.
    • Further evaluation of the project and possible implementation at other sites will occur at a later date.
  • Counter
    • An ongoing project has been started with participation from Colin & Yasu for collecting usage statistics for electronic resources.
    • Counter is a standard that is followed by publishers that standardizes the way statistics are reported.
    • A file is provided and we upload it to a component of our ERMS called 360 Counter, which consolidates the reports.
• RFP
  • There will be a request for proposal (RFP) for our serials vendor(s) in May/June 2009.
    • Aim is to have vendors selected by the beginning of the fiscal year.
    • Vendor presentations will be open to staff members.
• Receiving numbers have consistently been decreasing. The numbers reported in the DTS mid-year report reflect about a 13% drop.
  • The budget does not look good for next fiscal year so more cancellations are expected as well as more migration to electronic only subscriptions.
  • As future projects materialize and as receiving numbers decrease, we will look forward to having receiving staff getting involved in other areas of DTS.

Next Meeting: TBD