STAFF RESOURCES

Minutes of January 15, 2003 meeting

Present:
Roger Smith(recorder), Kristen Ko, May Chin, Myriam Alami, Fred Onorato, Eugene McElroy, Rita O'Donnell, Dean Meister, Zohreh Bonianian, Eva Kalamotousis, Ramon Negron, Joanna Karwowska, Peter Anderson, Paul Young, Irina Loutchkina

Agenda

  1. New Version of Workflows
  2. Review of Group Goals
  3. Reserve Usage Survey
  4. Fall 02 Directory
  5. Control Record Removal
  6. "See Also" Records
  7. Electronic Format

1. New Version of Workflows

Check and update toolbars/properties: file://T|COMMON/Standard_Properties/properties.html
Remember, 5/31/03 is the standard control record expiration date. The group reported no problems from the upgrade. Zohreh reported a positive; that when an item in transit for reserve is discharged, the comments field appears automatically, indicating the course/instructor info.

2. Review of Group Goals from Annual Report

We looked over the stated goals from the previous annual report and added a few new ones fro the second half of this fiscal year.

Items Completed:

Still Working On:

Added Goals:

3. Reserve Usage Survey

Counts/Reserve usage reports: Dean's counts of circulation/preview lists. I have been recieving the statistics forms from each unit. I will compile into a graph form, especially when we have multiple semesters accumulated.

4. Fall 02 Directory

According to the Access Servies Calendar, the fall 02 directory will be deleted from the U:/ drive on January 31st.

5. Control Record Removal

Control records removed 1/17 (or weekend of) and brief records to follow. This has taken place, and here are the results:

Number of reserve records removed by reserve location are as follows:

682 - RESV-ALEXG
1068 - RESV-ALEXU
7 - RESV-ART
82 - RESV-CHANG
38 - RESV-CHEM
355 - RESV-DANA
513 - RESV-DGLSS
447 - RESV-KLMR
357 - RESV-LSM
34 - RESV-MEDIA
189 - RESV-MUSIC
17 RESV-PHYS
3 - RESV-SERC
98 - RESV-SMLR
-------------------------
3890 TOTAL

Brief records have also been removed, here are the statistics and some information on errors:

I ran the reserve brief record removal using date created prior to 11/15/2002.

6,487 items were selected for removal and were in these library locations:

2095------ALEXANDER
7-----------ART
1472------CAMDEN
148--------CHANG
7------------CHEMISTRY
375--------DANA
712--------DOUGLASS
642--------KILMER
526--------LSM
4------------MATH
48----------MEDIA
296--------MUSIC
2------------PHYSICS
12----------SERC
139--------SMLR

Of these, 6,367 were removed and 120 were not. The 120 items could not be removed due to the following reasons:

109Item has bills -- cannot be removed
9Item charged -- cannot be removed
2Title under serial control --cannot remove or transfer

The items that could not be removed were in these library locations:

21-----ALEXANDER
2-------ART
9-------CAMDEN
2-------CHANG
1-------CHEMISTRY
29-----DANA
7-------DOUGLASS
35-----KILMER
4-------LSM
2-------MATH
7-------SERC
1-------SMLR

Tracey will place these reports on the T: drive in the same location as the removal reports.

6. "See Also" Records

We reviewed the proposed reference records for courses with multiple professors. Thank you to Zohreh and Dean for your input on this project. There are three basic scenarios to consider:

The scenarios described each have a specific solution. I will work the document into draft procedures, review with Dean and Zohreh, and then review with the group.

7. Electronic Format

May raised an interesting question about receiving files in an electronic format, either on disc or in email. If these files are not in .pdf format, they need to be converted. If you have any questions on how to do so, please ask either myself or the copy center. The files can then be renamed to our standard convention, copyright stamp(s) added, saved to the U:/ drive, and used with our files. Please make sure that they conform to our size limitations of approximately 1.5 mgb. If not, then they need to be parceled.

We discussed the possibility or exploring new options for conversion of files. More to follow on using Adobe distiller for this process.

Next Meeting - Wednesday, February 19th 2-4



 
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