Minutes of October, 19, 2006 meeting

Agenda

1. Sakai and Internal Communications Review Task Force – Update by guest Yasu Denda
2. Sirsi testing
3. Dana – where we’re at – plans for the future
4. Information sharing

1. Sakai and Internal Communications Review Task Force

• The task force is divided up into sections: Staff Directory, Staff Resources, Virtual Spaces, Deliver of information to the public, and organizational structure (for communication). Yasu is working on the staff directory. After the Winter break, we’ll take a look at Sakai and see if it’s something that can be used in the department. RM will set everyone up with access to her test page.

2. Sirsi testing

• We need to test 3.1. Currently there are no documents for testing the orders’ process. We should add them to our testing spreadsheet. Testing needs to be finished by the end of November. The test system is located on the O: drive.

• To test, we should do our normal processes in the test-system and see what the outcome is.

• PC will post the testing documents to the Team Leaders group

• Later we will take a look at the J-client and make a decision about whether or not to implement in the department.

3. Dana – where we’re at – plans for the future

• Serials Inventory: Andrea and Fatima are working on inventory. Bonnie and Jennifer should come to NB for training. They can bring one sheet of barcoded material so that they can work on their own material for training. One title should be completed per week. If problems arise, they should feel free to call Jamie right away.

• Receiving: They are going to start shelf-read of the reading room. The anticipated break-down for the day should be 1 ½ hours on receiving (including pulling for bindery); 2 hours on inventory and 1 ½ hours on the shelf read. Sal will prepare a training sheet for the shelf-read. Later on, we’ll do an inventory of the material inside the office. SC, YL, or RM can help them go through what’s inside the office.

• Andrea continues to do Inventory/Recon. It was determined that she can do all work related to the inventory, including adding items.

• We need to check with Au about treatment of CDs REF vs. STACKS

• Emails are coming from Yoshiko about REF material – they will be distributed as appropriate.

4. Information Sharing

• YL: Connie Wu will be doing a weed of EAL. Students are searching the card catalog for duplicates. He may incorporate newspapers into the normal receiving flow. Yuhwei will also check about Romanization going on the spine for EAL titles

• MT: training for serials inventory for the branch libraries was completed. Everyone was assigned a mentor. Additional reports are needed, and she’s waiting for Chris to come back for those to be run. About 2,000 items are left to do in the LSM weeding project. Melody will talk to Neera to see if we can continue on a small scale and about how many will be done per month. For Alexander, we need to look at what is the plan for weeding – right now we are short-staffed since Neera has changed positions.

• PC: Neera is working on MARCIVE. He has 80 titles of SMLR to go. He’s begun sending over DOC REF State to be cataloged. 129 are left to be done. There are 20 monos in DOC REF foreign and 40 monos in DOC REF state that are ready to be sent. There’s a gift collection from Lourdes to be worked on: 18 monographs that have records and can be added; 151 have no records; 102 volumes are parts of serials or booksets.

• Bib-cat will review notes for title/format changes at the next Holdings meeting.

• SC: Sal doesn’t think it’s advisable to hire anyone to replace Karen right now. Michelle, Bonnie, and Azon will be working on documentation for how to handle duplicate receipts.

• JM: It’s slowed down a bit with bindery. If Bill gets LINCplus, then Bill can take over what Jamie does now for bindery. It was decided that we should move the license for LINCplus to Bill’s computer. Jamie will keep a count of how many items come from TSB that need accompanying material treatment. This is a new workflow and we need to watch its impact. Music CDs have also been coming. Linda Mazzeo said she’s been getting books with CDs and she sends them back to TSB.

• Jamie will check with Yasu to see if binding is slowing down at Alex as well. For revisions, Jeff should go straight to Ian.

• It was decided that Ian can review gifts and give an estimate for binding costs before Paul searches. A firm figure will come from the appropriate bindery person (YD), once we’ve determined how much will be kept in the collection. Paul will communicate with the selector on this.

Decisions

1. One title of inventory should be completed per week by each Tech Services staff at Dana.
2. LINCplus should be transferred from Ian’s computer to Bill’s
3. Ian will give a ballpark binding figure for any incoming gifts, then once Paul has searched the items and conferred with the selector on what is being kept in the collection, Yasu will provide a firm cost figure.

Assignments

1. PC will post the testing documents to the Team Leaders group
2. SC will create a shelf-read document and train the Dana TS staff on the process
3. RM to check with Au about CD treatment
4. MT to determine if weeding can continue on a small scale and the number per month. She is also to look at possible weeding at Alex.
5. PC to review documentation for title/format changes at next Holdings meeting
6. JM to track the number of items coming from TAS that need accompanying material treatment.

Pending

1. After the Winter break, we’ll take a look at Sakai and see if it’s something that can be used in the department. RM will set everyone up with access to her test page
2. Take a look at the J-client and make a decision about whether or not to implement in the department.

Next meeting: November 15, 2006 - LSM
Time: 1:30

Next recorder: ??
Back up recorder: ??