Minutes for March 3, 2004 meeting

Present:

Gracemary Smulewitz [chair], Ian Bogus [recorder], Illiana Bernal, Paul Cabelli, Ellen Calhoun, Fatima Cunha, Andrea Lakios, Elizabeth Leister, Jean Maddan, Christopher Sterback, Melody Tomaszewicz, Mary Beth Webber [guest]

Absent:

Bonnie Paz, Teri McNally, Kayla Reichardt, Linda Turzynski

Agenda:

1. Management of holdings in CD format-Mary Beth Weber
2. Review last month's minutes for approval
3. Merged Formats: Elizabeth Leister
4. RUL's handling of CDs- circulation, location and holdings policies Cat concerns - Gracemary Smulewitz
5. LINCPlus implementation and effects on workflow - Ian Bogus
6. Report on Projects at different libraries - everyone

Minutes:

1. Management of holdings in CD format.

• M. B. Webber distributed a document "Varying Treatment for Accompanying Electronic Recources" that originated in the Technical Services Council. There are large inconsistencies concerning accompanying CD's at RUL. M. B. Webber brought examples of records showing these inconsistencies. Some units shelve them in a C-Disk or Stacks-Com sub-location and represent them online as a copy 2 with monograph and no sublocation, even though the CD is not a duplicate of the monograph it belongs with. This can cause problems if the book is circulating and another user needs it since the system thinks there is another copy available thus the circulating item can not be requested. If the CD is actually the same as the printed material and it is shelved in a separate location they both should be designated as a copy 1 in their respective locations, e.g. C.1 Stacks, C.1 Ref. Some libraries felt that It is quite helpful to keep different copies of the same item in different locations for security reasons. Other libraries may keep the CD in the back of the book designated by a note in the item line. This option may be best if for example there is a sound recording accompanying printed material so that the user can read, or sing, along with the recording.
• Some discussion ensued over how much information staff would need to know about the material represented in the CD in order to put keep CD's in different locations. There are some guidelines currently in place but they are difficult to understand from a staff perspective. The most important issue is that a patron can find what he/she is looking for. Of course putting material in certain locations can cause some confusion for circulation. From a cataloging perspective, it would be helpful to say exactly what the items are.
• Currently the Music Library is the only library in RUL that has a well defined policy regarding these matters.
• The Holdings Working Group has already been charged to make standards for materials that come with accompanying items; specifically if they differ in format. Accompanying CD's regardless of whether or not they are duplicates fall into this category.
• The members of the Holdings Working Group should review policies and procedures occurring at each location and share their results, including rational for decisions by 3/17/04.

2. Review last month's minutes for approval

• A question was brought up about the documentation around the LINCPlus presentation from last month. The Power Point Presentation is to be presented at the next Technical Services Council. It will then be posted on the web as a reference.
• Minute takers were uncertain about where the Holdings Working Minutes should be posted . A good place is in the following path starting from the main RUL homepage: Staff Resources - Serials - Committees and Task Forces. Apparently the minutes are currently posted in both locations. There is an understanding that minutes posted to the RUL_EVERYONE listserv will be posted automatically. G. Smulewitz will look into what ultimately should be done.

3. Merged Formats: Elizabeth Leister

• The Merged Formats Checklist was distributed. If Serials Cataloging merge formats, this checklist will be sent to the appropriate personnel at Collection Services to update the holdings statements. This process is working quite well for regular material.
• It does seem however that the forms sit for some time before they are processed. It may be a good idea to include a line that says "Return to Serials Cataloguing by ____" where the date is two weeks from when the Collection Services personnel receive the request.
• Emailing the forms, rather than sending by campus mail, should work better.
• A separate form will be created for problematic records. This form can be in paper rather than email.
• Statistics will be kept for one month to see how many of such items come through.
• Some MARC holdings appear to be disappearing from SIRSI. E. Calhoun and C. Sterback will look into this problem.
• C. Sterback will see if it is possible to run a report will be run for items with more than one format and have separate bibliographic records.

5. LINCPlus implementation and effects on workflow - Ian Bogus

• LINCPlus software has been purchased for all RUL locations processing bindery. Some workflows will have to change in order to take full advantage of LINCPlus' capabilities. The checkin of Bound Holdings will now precede entering information into the binding software. This way items can be charged and discharged to the bindery user automatically. The new workflow will be tested at Alexander and the results will be shared with the Holdings Working Group at the next meeting

Next meeting: 4/7/04
Recorder: E. L Leister