Minutes of May 18, 2006 meeting

Present:

Ian Bogus, Salvatore Cardinale [Recorder], Yuhwei Ling, Andres Martinez, Rebecca Martinez [Chair], Gracemary Smulewitz, Melody Tomaszewicz

Excused:

Paul Cabelli

Agenda

1. Budget Crisis - how it will affect our work - continued discussion from our last two meetings about strategizing as well as updates on the impact to CSD Budget Crisis - how it will affect our work - continued discussion from our last two meetings about strategizing as well as updates on the impact to CSD
2. Dana - plan for future
3. NASIG NASIG
4. Information Sharing/Discussion of Items Related to the Specific Teams Information Sharing/Discussion of Items Related to the Specific Teams

1. Budget Crisis

How it will affect our work - continued discussion from our last two meetings about strategizing as well as updates on the impact to CSD Budget Crisis - how it will affect our work - continued discussion from our last two meetings about strategizing as well as updates on the impact to CSD

• RM attended the Selectors Team Leaders Meeting and reports that an estimated $800,000 worth of serials cancellations will take place. GS confirmed the information. There is a concerted effort RUL wide to minimize the impact of theses cancellations by reducing the number of duplicate subscriptions in both print and electronic formats. The serials team will be generating reports and the selectors will decide where the final copy of a journal will reside. These cancellations will directly affect the departments. We will have to make adjustment in the upcoming year.

• The voucher budget will be decreased this upcoming fiscal year. Only essential vouchers will be maintained and these will most likely be in the following areas: Bib-Cat (LSM and Alex), Receiving (LSM), Cancellations and orders (Alex).Rebecca questioned the group on how the teams should be operating in a system-wide capacity

• In the upcoming months, the team leaders and their staff members will be investigating new methods of streamlining and performing job duties. Non-essential projects will be put on hold and the staff times will be reallocated.

2. Dana - plan for future

• A team leader member or Jamie Maguire will to travel to the Dana library once a week. The New Brunswick representative will help answer routine questions and review processes and procedures.

• GS ran a report of all active Dana subscriptions that are housed in Reference area. Each title on the report will be reviewed by the librarians and annotated with the proper processing and retention notes. The Dana control records will be updated based on the annotated report. Gracemary should be consulted if there is difficulty in discussing vacation time coordination with staff members.

3. NASIG NASIG

• RM and GS attended the NASIG (North American Serials Interest Group) conference. In summary, the industry and the libraries are changing. Online resources are becoming more prominent and vendors are looking to readjust their roles in the industry.In Holdings at Alex, there will be a staff member out until mid-July.

4. Information Sharing

IB

• IB is working with the SCC on digital and video preservation. The SCC has recently picked up a small server for video preservation.
• IB will be helping develop standards for video preservation.

SC

• The public services group has met and will now include Andrea Lakios as a representative from Dana CSD.
• SC has also agreed to help with the Bib-Cat backlog at LSM. Will setup a online calendar for Dana staff and visit Dana on June 20th.
• PC (Although PC was absent , he sent the following updates to the team via E-mail.)
• For Dana RECON project: to date Andrea has created 57 brief mono records, and has added 55 barcoded copies to existing IRIS records. · For DOCREF For recon project: to date, monos added – 26, monos sent to cat – 104, monos back from cat – 26, serials sent to cat – 21, serials back from cat - 8
• For SMLR recon conference proceedings project: to date, serials sent to cat – 19
• Jessica Rhodes is being trained for bib/cat work. She appears to be very sharp; she picks up concepts and procedures quickly, and asks relevant questions. Her summer work hours are Tues – Thur 10-6.
• Albena is leaving next week. She has currently been working on Marcive load processing at LSM
• Bob will start training Neera on marcive load processing procedures at LSM.
• MT has volunteered to search bound-with volumes on truck near Bob’s desk at LSM. Any volume having issues needing cataloging would normally be sent to Harriet DeCueyenck, who is working only two days per week. However, since Harriet’s time is limited, Mary Beth Weber will discuss this particular cataloging workflow at the next Cat Discussion Group meeting.
• RM and SC need to continue refining the ordering/cataloging workflow procedures for serials that change to mono series.
• TSCWG assignment: Elizabeth and I need to meet to create draft procedures for handling serial gifts.
• TSCWG assignment: Elizabeth, Ellen, Fay, and I need to meet to discuss options for title change notes visible to the public.
• Gov Docs Processing Group assignment: MT, Bob Hosh, PC, YL and SC are intending to meet next week (date still to be set) to discuss SuDoc call # |z problem.
• PC also requested that that the Team Leaders revaluate the absence E-mail list. He suggested that it should be sent out to everybody and not just the team leaders.

YL

• YL and Yasu will plan to visit SMLR and meet with the librarian in order to clear up some records

AM

• The branch libraries are ready to begin the inventory project for the dead titles. GS will produce a list of titles for the branches.
• AM is also investigating a new holding location for extremely large books (elephant folio) and is preparing for possible shifts when the location is approved. Reports that Linda Zuckerman is now the chair of the Holding Focus group.

RM

• Refer to agenda item #3 for details on RM's trip to NASIG.
• Will also meet with Melody, Paul, Neera, & Elizabeth Leister

GS

• Refer to agenda item #3 for details on GS's trip to NASIG. GS informed us that Kilmer is undergoing renovations and there will large amounts of transfers, cancellations and holdings work involved. MT will schedule a meeting with YL, Linda Zuckerman, Robin Pastorio-Newman, Susan Brower RM and GS to generate a workflow for the Kilmer project.
• GS suggested that Collection Development work on shifting the Microfilm at Alexander. GS will provide a list of microfilms.

Decisions

• A New Brunswick representative will to travel to Newark once a week. The New Brunswick representative will help answer routine questions and review processes and procedures.

Assignments

• The serials team will be generating reports of duplicate subscription. The selectors will investigate where the final copy of a journal will reside.
• The team leaders and their staff members will be investigating new methods of streamlining and performing job duties. Non-essential projects will be put on hold and the staff times will be reallocated.
• Bob will start training Neera on marcive load processing procedures at LSM.
• Melody has volunteered to search bound-with volumes on truck near Bob’s desk at LSM.
• Elizabeth and PC need to meet to create draft procedures for handling serial gifts.
• MT, BH, SC, PC, and YL are intending to meet next week (date still to be set) to discuss SuDoc call # |z problem.
• YL will plan to visit SMLR and meet with the librarian in order to clear up some records.
• GS will produce a list of titles for the branches to work on. AM is also investigating a new holding location for extremely large books (elephant folio) and preparing for shifting that may be involved with the new location.
• MT will schedule a meeting with YL, Linda Zuckerman, Rob Pastorio-Newman, Susan Brower. RM and GS to generate a workflow for the Kilmer projects.
• GS will provide a list for YL and AM in order to evaluate and shift the Alexander Microforms room.

Pending

• Elizabeth, Ellen, Fay, and PC need to meet to discuss options for title change notes visible to the public.
• PC also requested that that the Team Leaders revaluated the absence E-mail. He suggested that it be sent out to everybody.

Next meeting: [TBA]
Time: [TBA]

Next recorder: [Yuhwei Ling]
Back up recorder: [Andy Martinez]