Minutes of October 20, 2005 meeting

Present:

Ian Bogus [Recorder], Paul Cabelli, Salvatore Cardinale, Yuhwei Ling, Andy Martinez, Rebecca Martinez [Chair], Gracemary Smulewitz [Short visit]

Absent:

Melody Tomaszewicz

Agenda

1. New Hires at LSM
2. RUL Reorganization
3. Dana
4. Accompanying Material
5. Updates on Projects

1. New Hires at LSM

• Collection Services is anticipating two new hires at LSM, both are UMDNJ lines. The first is on the Receiving Team, but will also work on Claims. The other is on the B/P/P Team and will also oversee the student workers. Both positions have selected candidates that are moving through the UMDNJ preliminary requirements but will not be ready to start working for a few more weeks. In the mean time training schedules are being made.
• The Annex will have a new staff member on the Collection Management Team. MT, NS, and JM will meet with this person shortly after their start date for organizational information regarding workflows between Collection Services and the Annex
• K. Dandurant will be assuming additional CM duties at Kilmer Library. She will be going to Alex CSD to go over established workflows and to meet with pertinent contacts.

2. RUL Reorganization

• The Team Leaders have all read MG’s e-mail message regarding the proposed reorganizations written by GS, GA, and JG. It was unanimous that the proposed direction for Collection Services was beneficial overall. This would mean that what is currently known as Collection Services would be associated with Technical Services and work in a system wide capability.

3. Dana

• For the past three weeks, New Brunswick personnel have been traveling to Dana Library to perform training sessions. YL and SC went on the first week, followed by IB and JM, and finally MT and PC on the third week. On the week of Oct. 31st GS and RM will go to Dana. At that point teams of two will visit Dana weekly to field questions and analyze workflows.
• It is generally thought that a glossary of terms would be beneficial not only to have a common terminology between New Brunswick and Dana staff, but also for in-house training purposes.
• The list of titles that New Brunswick is checking in for Dana will be put on the Dana T: so it can be easily referenced.
• It has been mentioned a number of times that superceded Direct to Shelf materials are often transferred to another library. This has been causing some problems because individual libraries are often using their own stamps on these materials which must be removed. The option of using a general “Rutgers University Libraries” stamp on these items was discussed. This option will be brought up at the next TSCWG meeting.

4. Accompanying Material

• Receiving has implemented their workflow and seems to be working relatively well so far. Areas in the Bind-Prep location have been designated for Accompanying Material and are being used. The branch libraries still need to be informed that they will also need to create similar placed in their Bind-Prep areas. Andy will bring this up in the next CMFG meeting, but YL and SC will e-mail the CMFG members first.
• An Accompanying Materials status check will be brought up at the next TSCWG meeting to see how the process is working. There are a couple of locations throughout RUL where the process has not yet started. An ETA for when it will be implemented everywhere will also be discussed at this point.
• In New Brunswick there are some teams that have not yet been trained on how to handle Accompanying Materials. A training session similar to the one held for Receivers will be set up for those in the department who will be affected.
• A bunch of examples that were causing problems were brought to the meeting. Many decisions were made:
  • Cases that did not offer informational value would not be considered a separate item even though it may have a label and the barcode for the entire piece.
  • White circular labels would be purchased so library bound materials could have the main item designated with a red “1.”
  • Label protectors should be put over barcodes that have been placed on the outside of an item.
  • Slides should have the call number written on the back if possible. The white circular labels mentioned above can be used to number slides.
  • It can be difficult to tell when the booklet that accompanies a CD is important. When there is a question the RC’s should be asked their opinion. If there is still question, the item should be brought to the next TL meeting.
  • Other problem Accompanying Materials can be worked on in groups, but everyone needs to be kept informed of the decisions. The TL meetings are a good place for these items to be discussed. If it turns out that too much material is waiting for decisions then an alternate plan will be made.

5. Updates on Projects

• PC
  • The ACM project is almost finished
  • The Ceramics project looks like it will be really easy. Only two titles need brief records made and then it can all be sent for binding.
  • The DOCREF State and DOCREF For reclassification project has about three weeks left until it’s finished.
• Once the time was realized the meeting ended abruptly. All other project updates should be sent to RM.

Decisions

1. Cases that did not offer informational value would not be considered a separate item even though it may have a label and the barcode for the entire piece.
2. White circular labels would be purchased so library bound materials could have the main item designated with a red “1.”
3. Label protectors should be put over barcodes that have been placed on the outside of an item.
4. Slides should have the call number written on the back if possible. The white circular labels mentioned above can be used to number slides.
5. It can be difficult to tell when the booklet that accompanies a CD is important. When there is a question the RC’s should be asked their opinion. If there is still question, the item should be brought to the next TL meeting.
6. Other problem Accompanying Materials can be worked on in groups, but everyone needs to be kept informed of the decisions. The TL meetings are a good place for these items to be discussed. If it turns out that too much material is waiting for decisions then an alternate plan will be made.

Assignments

1. SC will set up the Accompanying Materials training session for non-receivers
2. YL will send out email calling the Accompanying Materials training session for non-receivers

Next meeting: 11/17/05: LSM
Time: 1:30
Next recorder: Gracemary Smulewitz
Back up recorder: Paul Cabelli