STAFF RESOURCES

Minutes for September 7, 2005 meeting

Present:
Iliana Bernal (video Dana), Ian Bogus, Paul Cabelli, Salvatore Cardinale, Fatima Cunha (video Dana), Sharon Favaro, Andrea Lakios (video Dana), Elizabeth Leister, Yuhwei Ling, Jean Madden (video Camden), Jamie Maguire, Andres Martinez, Gracemary Smulewitz (chair), Christopher Sterback (recorder), Melody Tomaszewicz
Excused:
Ellen Calhoun, Rebecca Martinez

Agenda

  1. Final review of labeling documents for end-processing-Ian B, Jamie M.
  2. Review updated bib/cat documents for ceased publications and title changes. Review merged record proposals. Paul C.
  3. Accompanying Material updates - Gracemary S.

Meeting Minutes

1. Welcome Sharon Favaro

The meeting opened by welcoming new member, Sharon Favaro. Sharon is Mary Beth Weber's assistant and is also Gifts Cataloger and Manager of Special Projects.

2. Housekeeping Issues

a. July minutes approved - The July minutes were approved and Gracemary will send them to RUL_EVERYONE and to Sam MacDonald for posting to Staff Resouces pages

b. August minutes approved - The group reviewed and approved the August minutes with minor corrections submitted by Elizabeth. Andy will distribute the minutes to RUL_EVERYONE.

c. Gracemary announced that TSCWG would meet once per year in Camden and Newark

3. Videoconferencing problems

Dana's video connection terminated during the meeting. Since TSCWG meetings are frequently interrupted by trouble with the connection to remote sites, Gracemary will issue instructions for the appropriate steps to reconnect quickly.

4. Final review of labeling documents for end-processing

a. Label Placement Standards for different Mediums - document now includes statement "If orientation of map cannot be ascertained please refer to Map librarian at your location" to acknowledge that some maps were difficult to determine the best place for the label. Ellen Calhoun will be drafting an addendum regarding Government Documents maps.

b. Tattle tape placement standards for different mediums - approved and ready for posting under Staff Resources/Technical Services/Committees and Task Forces/Technical Services Core Working Group

c. Barcoding Placement Standards for different mediums - approved and ready for posting under Staff Resources/Technical Services/Committees and Task Forces/Technical Services Core Working Group

d. Standard Call Number Formats for End-Processing - approved (with one correction) and ready for posting under Staff Resources/Technical Services/Committees and Task Forces/Technical Services Core Working Group

5. Review of updated bib/cat documents for ceased publications and title changes. Review merged record proposals.

a. Title Changes in RUL: Basic Workflow

The group reviewed the document and the addendum submitted by Paul Cabelli and Elizabeth Leister. The document was well written and accurate but the organization of the document was somewhat campus-centered, including sections for New Brunswick, Camden, and Dana. Gracemary asked for the document to be reformatted so that it reflects the system-wide nature of the workflow and to only include campus-based procedures as an addendum as needed. Paul will revise this document in the next two weeks and distribute for review and final comments via email.

b. Ceased and Format Change Procedures (for Serials) in RUL: Basic Workflow

The group reviewed the document and the addendum submitted by Paul Cabelli and Elizabeth Leister. This document was acknowledged as a good example of procedures written with a system-wide focus. The group submitted the following changes. For ceased titles, 1) change "valid notification" to "official notification" and 2) ask TSCWG Serials Acq subgroup to develop standards for a title that needs to be bound but there are still replacement or claimed issues that have not been received. For format changes, add more clarity to the procedures when there is a format change and the title is continuing as Online.

c. Multiple Format & Duplicate Serial Record Merges in RUL: Basic Workflow

The group reviewed the document and the addendum submitted by Paul Cabelli and Elizabeth Leister. This document will be revised with a more system-wide focus and reviewed at the next TSCWG meeting.

6. Accompanying Material updates

a. Gracemary first polled the three campuses to determine if any have implemented the new processing procedures. Camden has and is processing the material with their own label. Dana is also processing the material and is working with Au. New Brunswick has not and is awaiting the new accompanying material stamp. Once received and signed off that it is correct and accurate, Sal will send the information to Camden, Dana, and TSB so they can order their own stamp paid for out of their own budgets.

b. Paul distributed a draft document showing the suggested call number extensions to apply to accompanying material and the associated wording that should be entered in the item extended information note in Workflows. The group needs to review the document and suggest possible changes for the next meeting.

7. CD Pockets

Iliana requested CD pockets. Ian is looking into ordering lockable CD cases for CD's that not come with their own jewel cases (i.e. accompanying material CD's).

8. Incorporating New Brunswick Focus/Functional Groups

Gracemary noted that we will review how we'll incorporate the NB focus groups into TSCWG at the next meeting.

9.

Elizabeth queried the group as to whose responsibility it is to transfer holdings that are on the wrong record. Does serials cataloging perform this task or the CS hubs? Melody responded that the branch hubs should be performing this task because they also update Marc Holdings statements and she will train Dana and Camden on how to use transfer item command.

Decisions:

The TSCWG Holdings Management subgroup will meet once per year in Camden and in Newark.

Assignments:

1. All - Review document showing the suggested call number extensions to apply to accompanying material

2. Paul - Revising "Title Changes in RUL: Basic Workflow" and "Multiple Format & Duplicate Serial Record Merges in RUL: Basic Workflow"

3. Sal - Send Camden, Dana, and TSB ordering information for new accompanying material stamp

4. Gracemary - draft instructions for remote sites when videoconferencing connection is lost

Next meeting: Wednesday, October 25, 2005 at 10am in the TSB conference room.
Recorder: Melody Tomaszewicz
Backup Recorder: Iliana Bernal



 
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