Minutes for November 5, 2003 meeting
- Gracemary Smulewitz [chair], Iliana Bernal Ian Bogus, Paul
Cabelli [recorder], Ellen Calhoun, Yoshiko Ishii, Andrea Lakios, Elizabeth
Leister, Jean Madden, Teri McNally, Kayla Reichardt, Chris Sterback, and
- Fatima Cunha and Melody Tomaszewicz
Meeting was called to order @ 10:15am
Identity and history of group
- A discussion ensued about who we were and what the
group represented and did. G. Smulewitz began by giving us a history
of the group, including why we changed the name from 'serials' to 'holdings'.
She mentioned two reasons for the name change: (1) RUL would be using Marc
holdings in monographs and booksets when necessary, and (2) the strong
connection between serials processing and holdings. It was felt that there
needed to be strong oversight over the maintenance of standards in IRIS holdings.
This group is fulfilling that role.
- G. Smulewitz wanted to know how we could communicate more effectively
within the group, esp. how to create a more friendly and effective meeting
environment for video-conferencees. A member from Camden suggested identifying
oneself whenever you spoke. A member from Dana echoed that sentiment.
- G. Smulewitz offered to create a listserve for the group. She
also encouraged all members to send comments and suggestions and future meeting
agenda items to the listserv.
- Camden and Newark reported encountering few problems so far with the
merger. K. Reichardt mentioned that she has had many problems with Everetts,
including no orders placed and claims not being filled. G. Smulewitz felt
that the merger was a positive step for Everetts, since it seemed that Everetts
was lacking clout in the vendor business community, since they were ineffective
with claims etc. The merger probably saved our subscriptions with Everetts.
Camden has received email from Swets, but was unsure if the title in question
had been switched. Newark said that Swets will be sending them their Everetts
- The group devised a short procedure for managing the vendor merge:
- make list of all Everetts titles
- ask Swets to identify titles.
- Get new list of all Everetts titles from Swets
E. Calhoun wondered if this switch affects online titles; Swets already did online exchanges
G. Smulewitz notified the group that Swets is dropping Blackwells from their name.
Serials Inventory Project update
- G. Smulewitz noted that 930 summary holdings statements
have been converted to Marc summary 866 holdings statements for all currently
received titles in NBL. We will eventually want to perform inventories and
add all holdings in Marc to all of these titles as well. This involves using
the existing bound control record for adding 863s and properly sequenced
detailed barcoded items. K. Reichardt has run reports of currently received
titles having bound controls for many NBL units. Documentation was produced
describing the entire inventory/barcoding and Iris processing procedure.
Chemistry, Chang, Physics, Math, Art, and Alex are currently engaged in adding
their holdings. Kilmer and Douglass have been completed. E. Calhoun
mentioned that we may be seeing IRIS records that have a mixture of libraries
with complete holdings and partially complete holdings, and wondered if something
should be done to clean up these records as a priority. It was suggested
that anyone working on cleaning up a title for a particular record should
also check to see if other units have holdings; if so, they should email
the other units and ask them to clean up their holdings.
- A member from Camden said that they have Marc summary holdings for
all their active subscriptions. Newark noted that they are just beginning
to add their holdings. G. Smulewitz asked Camden and Newark if they were
ready to participate in the Serials Inventory Project.
- L. Turzynski mentioned that the DBM Recon Project is working exclusively
from the shelf list cards for Alex at TSB. No inventory is being taken. Some
of these titles are serials, and holdings (possibly inaccurate) are being
taken from the back of the SL card itself. Some of these titles may not even
exist anymore in our collection. What are the ramifications (if any) to the
Serials Inventory Project?
- P. Cabelli mentioned that he and M. Tomaszewicz were developing
a cheat sheet for the Serials Inventory Project, listing basic steps to perform
and pointers to remember after finishing with a title.
- I. Bogus gave us a brief status report on certain
aspects of the LINCPlus project. LINCPlus can link to the bind# and bind
title from the SIRSI bind folder. You can actually edit/update the record
as you import it. LINCPlus can also be set up so that you can scan in a barcode
and charge out the material in one continuous step. The group discussed the
proper variables and deliminiters to use in the IRIS bindery folder.
I. Bogus inquired about how Camden and Newark were using the bindery folder.
Camden said that it is using the bindery folder; it includes the bind #.
Dana still needs to add their bind #s to the bind folders.
- I. Bogus invited members of the group to come on a scheduled trip to
the new RUL binder, Library Binder of Pennsylvania, on Tuesday, Nov. 25.
- The group discussed the status of the annual cancellation lists. Newark
is finished with their list (18 titles); all records have been updated and
- Camden has finished their 25 titles. NBL has their finalized list,
vendors have been notified, but order records have not been cancelled. Records
management is now starting on all 250 NBL titles.
- G. Smulewitz mentioned that due to the complex nature of print and
online licensing agreements, all selectors are being notified whenever a
title undergoes a format change, update, or cancellation. This includes cancelling
paper and keeping online, paper coming in addition to online, paper only,
online only, online not free anymore, etc.
- L. Turzynski and G. Smulewitz both felt it was important to stress
that cancellations at each RUL campus may affect the other campuses due to
RUL-wide licensing agreements. L. Turzynski expressed the concern
shared by us all about the possible loss of archival copies of serials when
print subscriptions are cancelled and we receive only the online version.
Other discussion topics
- E. Leister mentioned that she would begin to send SMLR post-cat material
directly to Alex. She also reported that she has been cataloging both gifts
and firm orders that are single serial issues, and wondered what sublocation
they should be shelved at: PER or STACKS. It was felt that documentation
for cataloging guidelines of single-issue serials had been created by Lida
Sak. Gracemary and Paul would try to locate that documentation and
share it with the group.
Meeting was adjourned @ 11:43am
- Serials Cataloging will start sending SMLR post-cat material to the ALEX hub.
- GS – will create a list-serve for the Holdings Working Group
- KR - will create and distribute to the listserve a cheat sheet
for vendor transfer changes
- GS – will send Serials Inventory Project documentation to the listserve
- GS – will send Camden and Dana active control lists
- IB – will post the bind report instructions to the list serve
- GS, PC – will send any available gift/firm order single serial issue
policy information to the listserve
- Discussion of IRIS detailed item standardization across RUL units
Next meeting date: December 3, 2003 - Location: TSB - Time: 10:00am
Next recorder: Ellen Calhoun
Backup recorder: Elizabeth Leister