STAFF RESOURCES

Minutes of July 21, 2005 meeting

Present:
Salvatore Cardinale [Recorder], Paul Cabelli, Yuhwei Ling, Andy Martinez, Rebecca Martinez [chair], Jamie Maguire [guest] Gracemary Smulewitz [partially], Melody Tomaszewicz

Agenda

  1. Accompanying Materials Established standards and workflow
  2. Prioritization of Daily Work
  3. Projects Prioritization and Classification
  4. Inventory/Recon/Weeding
  5. Information Sharing

1. For accompanying materials that need a temporary location, there is still the pending question of accessibility while trying to prevent theft and damage of the material. While we would like to secure items behind a desk, the policy for accompanying material is not to no restrict access in any way. Temporary accompanying materials might have to be an exception, these are materials are to be bound with journals. These should be housed in the temporary location and will have limited access by placing the material behind a desk. Andy Martinez will further investigate the problems and possibilities of a temporary housing location. This will include price, area, etc.

There was a discussion of how to figure out the workflow for items that come from TAS/TSB that need special preservation treatment. Will they be flagged upon arrival to the units or will they be sent directly to the preservation team? Due to concerns about items not being identified and assessed properly for special treatment; the bindery and preservation group would like to have the items shipped to them directly to them. There will be further discussion at TSWG and possibly other meetings on how to ensure that the bindery/preservation team obtains flagged or pre-selected items.

Yuhwei and Salvatore presented the initial proposal on the treatment of serials received with accompanying materials. There are several modifications made to the initial proposal and the changes will be enacted. Also, when theses changes are complete the focus groups that are most affected; Bindery/Preservation, Receiving and Holdings, will begin a dialogue and start figuring out what adjustments are needed to be taken into consideration. Receiving staff will also be consulted on the changes and the updated proposals to see if the procedure makes sense to the receivers. It was also reiterated that while the Holdings team will not initially have a procedure for dealing with previously separated accompanying material, they eventually will be involved with a serials-inventory-styled project for separated materials. The receiving team and bindery/preservation team will be keeping statistics or a log of the type of material they notice is coming in and what type of work needs to be done to this material.

Salvatore will be ordering stamps system wide based on the accompanying material standards.

Some form of statistical record or log will be maintained by Bindery on the type of material and work done on the accompanying material. This will be done in order to monitor the impact of accompanying materials on the bindery/preservation team.

2. Rebecca reiterated that there is greater need, department wide, to prioritize work. Especially in down times when there is a shortage of staff and/or students. There was a brainstorming session on how to prioritize the office.

3. Rebecca took a survey of what projects are going on within the department and sorted them in the order of importance. The department will be placing a project board at each site to be updated a couple a times a month and evaluate their progress.

4. The inventory and weeding projects are continuing as usual.

5. In LSM we are moving the processing area to the back of the office where it can be monitored closely.

Several issues on how to train and bring up the level of expertise in the office were discussed.

The Bindery team did a count of items that are charged to CS-ALEX and matched it with the report ran by Andy Martinez. The concern is that there are to many items charged to CS-ALEX. Further investigation on the matter will be done on a later date.

Decisions

  1. The receiving team and bindery/preservation team will be keeping statistics or a log of the type of material they notice is coming in and what type of work needs to be done to this material. Salvatore will be ordering stamps system wide.

    Assignments

    1.  
    2.  

    Pending

    1. Andy Martinez will further investigate the problems and possibilities of a housing location temporary accompanying materials.
    2. There will be further discussion at TSWG and possibly other meetings on how to ensure that flagged or pre-selected items are obtained by the bindery/preservation team.

    Next meeting: July 21, 2004
    Time: TBA
    Next recorder: Yuhwei Ling
    Back up recorder: Andy Martinez



 
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