Minutes of July 8, 2002 meeting

Present:

Michelle Best, Salvatore Cardinale, Joan Hendershot, Julie Kaufman, Cathy Pecoraro, Suzanne Posluszny, Kayla Reichardt(Recorder)

1. Claim Problems

The Claims Focus Group met briefly on July 8th to decide on the manner in which our claim problems should be resolved. A claims report was produced to include all those items that were expected in 2000 or older, which was distributed at this meeting to be divided up amongst the hub subgroups. A suggestion for a preliminary guideline for evaluating and processing older claims [“Claims Initiative”] was also distributed.  The goal of this “Initiative” is to bring all claims to some form of resolution; either the ordering of a replacement or the receipt of the material.  Finally, a process was defined for cleaning out the remaining problem claims resulting from the FAXON transfer.  A discussion ensued on the validity of both processes put on the table, a few minor changes were made and the documents were approved for further hands on testing until the next meeting.  The “Claim Initiative” project was given an October 1st deadline for the initial go thru [searching/evaluation of all record and first contact with vendors/publishers].

[See page 2 for the “Claims Initiative” & “FAXON Transfer Clean Up”]

CLAIMS INITIATIVE [Deadline - January 1, 2003]:

Clean up old claims:

• run a report of older claimed issues up until 2000 by library
• each report will be evaluated for multiple claims per title [bracket these together]
• all shelves will be checked for this material [current room, temporary shelves, bind-prep, dup shelves, etc.]
• all remaining title will be investigated

Evaluate control record for legitimacy

• evaluate order records for current payment information
• investigate vendor websites for answers
• e-mail vendors/publishers and agencies depending on type of material
• follow up on initial responses
• oop, not available or too late to claim – change claim reason = MAGORDER [to order replacement]
• ceased – send notification to RPN
• suspended – adjust cat2 to SUSPEND, will be reevaluated after a years time
• nyp no know publication date – advance expected & claim dates by 6 mos.
• no response – vendor – remind a 2nd time
• no response – publisher/agency – change claim reason = MAGORDER [to order replacement]

Final outcome

• receive the material – annotate records and distribute appropriately
• receive on control record, if possible
• send for binding, tip-in to already bound volume, or label and send to shelf
• order replacement of material – annotate records appropriately
• 4 month time limit on replacement orders
• bind incomplete after 4 months – remove prediction/claim from the control record
• reorder every year, keep in access database file

FAXON transfer clean up:

Evaluate notices for proper addresses
- claim is for FAXON

1. remove the claim
2. create [a new] claim
3. change claim reason = NO SERVICE & cross off notice
   • claim is for other vendor, make sure address is correct & mail
   • Evaluate prediction lists for FAXON claims
   • create the claim
   • change claim reason = NO SERVICE
   • Use original vendor transfer lists to evaluate transfer status & remaining FAXON claims. [KR]
   • Notices for FAXON will be weeded out from other reports based on the claim reason
   • 1 FAXON notice report per hub = 1 HUMSOCSCI w/Alex address & 1 SCI w/LSM address

Next meeting: TBA
Recorders: Suzanne Posluszny, Kayla Reichardt