Minutes for May 3, 2006 meeting

Present:: Fay Austin, Ian Bogus, Paul Cabelli, Ellen Calhoun, Salvatore Cardinale, Melissa DeFino, Sharon Favaro, Bob Hosh, Elizabeth Leister, Yuhwei Ling (recorder), Andy Martinez, Rebecca Martinez, Virgia Miller, Gracemary Smulewitz (chair), Melody Tomaszewicz Videoconference: Iliana Bernal, Fatima Cunha, Andrea Lakios, Jean Madden

Agenda

Gifts work flow
Identifying new technical services operations that we can begin to evaluate
Item line holdings for items of different sub-locations and formats (c.1 & c.2 vs. separate item lines)
Handling title changes and the MARC notes

Monographic gifts will be sent to Gifts @ TSB.
Serial gifts will be processed @ the units and treated like new serial titles.
- Will be searched to see if an existing bib record exists in the system.
  - If there are no restrictions, items will be added at the location where gift was received.
- Paul will coordinate system-wide work flows at a later date via the Bib-Cat group.
Only unique titles not found in the system will be sent to TAS.
Quantity sent to TAS is determined from size of collections.
- 5 per week from Newark
- 5 per week from Camden
- 30 per week from New Brunswick (ALEX & LSM in a 2:1 ratio)
Gifts must be evaluated for condition before going to TAS.
- Ian will coordinate with selectors on criteria for conditions of gift material.
Current imprints will go to CSD
- "current" meaning published within the past two years
- Newark DANA will search all gifts and New Brunswick will search current imprints only.
When adding a copy, do not add to a brief record.
- If a brief record exists for a gift item, sent to TAS.
- The system-wide Holdings Focus group will discuss and work out a more detailed work flow.

The Holdings Focus group would like to present on current work flows.
- One on the items discussed was a document with Database Management (DBM) to match new books (gifts) to the correct record.

Duplicates of the same title with different sublocations will need separate item lines.
Duplicates with the same sublocations will get c.1 and c.2 designations.
Serial control checkin is does not comply with these standards and will be investigated further at a later date.

Paul distributed an example of a title using MARC notes (z notes) to indicate previous and new titles.
- Goal was to help patron and staff identify title changes better using the public view in IRIS.
A lively discussion ensued discussing the pros and cons of using MARC notes vs. using 780 and 785 notes as well as other options.
- Use of notes in brief records was discussed as a method.
- Paul, Elizabeth, Fay, and Ellen will meet to discuss what note and what fields are appropriate to use. Work flow will also be discussed in regards to this. A presentation on this topic will be made at a later date to present the implementation.

Monographic gifts will be sent to Gifts @ TSB.
- 5 per week from Newark
- 5 per week from Camden
- 30 per week from New Brunswick (ALEX & LSM in a 2:1 ratio)
Serial gifts will be processed @ the units and treated like new serial titles.
Duplicates of titles with different sublocations get sepearate item lines.
Notes and fields in brief records will be used to implement title change notes.

Paul Cabelli will coordinate system-wide via the Bib-Cat focus group for work flows dealing with serial gifts.
Ian Bogus will coordinate with selectors on criteria for conditions of gift materials.
Melody Tomaszewicz will coordinate system-wide procedures via the Holdings focus group for item adds regarding gifts.
MT will also coordinate with the Holdings focus group to present on new technical services operations.
Paul Cabelli, Elizabeth Leister, Fay Austin, and Ellen Calhoun will meet to discuss brief record notes that are appropriate to add in regards to title change notifications for the public and staff.

none discussed

Next meeting: 6/7/2006 @ TAS Conference Room
Time: 10:00 AM
Next recorder: Elizabeth Leister
Back up recorder: Andy Martinez