Minutes for March 7, 2007 meeting

Present:

Fay Austin, Iliana Bernal, Fatima Cunha, Salvatore Cardinale, Mellissa Defino, Elizabeth Leister, Yuhwei Ling, Jean Madden, Andy Martinez, Rebecca Martinez, Jamie McGuire, Chris Sterback, Melody Tomaszewicz, Gracemary Smulewitz, Steve Zahorbenski

Absent:

Paul Cabelli, Ellen Calhoun

Agenda

1. Discussion of TSCWG's role related to the Strategic plan.
2. Report on LSM Weeding project - MT, AM
   Other possible projects and workflows.
3. Serials Inventory - where do we stand?
4. Other agenda items.

Meeting Minutes

Meeting did not follow agenda's chronology.

1. Discussion of TSCWG's role related to the Strategic plan.

The group was asked to read the Strategic plan to discuss next month how the strategic plan will impact TSCWG-holdings as a working group of Technical Services Council.

2. Report on LSM Weeding project - MT, AM

The goal of weeding 35,000 books at LSM has been achieved. The project will continue at a slower pace, about 500 books a month.

There have been discussions about weeding the Alexander collection. Alexander has a much larger collection than LSM, and prior to planning the project; there is going to be an assessment of some of the present processes and acknowledgement of staffing shortages prior to committing to the project.

3. Serials Inventory - where do we stand?

• Phase one (current active serial titles) for all the NBL Branch libraries has been completed. Phase two (ceased serial titles with 930s) has now begun with Math library already updating 33 titles.
• The Dana library staff is approaching the project a bit differently. They are working on both the active and non-active titles at the same time.
• Alexander and LSM staff continues to work on phase 1 of the project. Alexander has completed 218 titles, and LSM has completed 322 titles.

The reports used for Phase II are somewhat dated but it is difficult to recreate them since so much inventory work has been completed to date. The criteria for the reports were titles that were ceased and had 930s. These reports do not include cancelled titles that have not been inventoried prior to 2001 when MARC holdings for serials was implemented. Once Phase II lists are completed, revised criteria will be used to capture the remaining titles and the cleanup will be Phase III

4. Work with Cataloging

• Fay Austin brought a representative of titles she has been receiving that have Access Service problem slips. The sampe was apparently a "reinstated title." Reinstated titles are monographs that at one time had catalog records in IRIS, but the records have been withdrawn. The book in hand had been returned to the library after the patron had received the Access Services generated Lost/Long overdue notice. The report for this category of material was recently generated and notifications were sent to patrons A significant amount have been returned to LSM . It was reported that there are three bins of these books located at Alexander, and LSM has been sporadically sending them to Cataloging.
  
  Andy Martinez felt that the newly generated Lost/Long Overdue reports would prompt an increase in the amount of books returned that were considered lost and that the process will be ongoing.
  
  Gracemary clarified that the use of the term "Reinstated Title" is a misnomer for these cases, and the term is currently used for serial subscriptions. The Holdings Focus Group will discuss an appropriate workflow for this material and an appropriate terminology for the process.. The process requires additional searching in DTS to determine if other records exist for the title, if none exist then the material will be sent to Cataloging. Fay will review the impact cataloging these books may have on the department and how to deal with the possible increase in her workload.
• Since the cataloging department has been restructured, the question of where to send certain materials to cataloging has come up again. At this point, DTS sends the materials to two addresses; Mono Cat/DBM & gift/Unit Receipt TAS/TSB. DTS will continue as usual until the restructuring is formally approved and announced.
• Gracemary will be meeting some of the Special Collections staff to figure out an approach to updating their serial records into MARC holdings.

Assignments:

1. Read the Strategic plan and ready for discussion.
2. The Holdings Focus Group will meet to determine a workflow for the lost/long overdue material.
3. Gracemary will be meeting some of the Special Collections staff to determine an approach to a serials inventory project.

Next meeting: April 4, 2007: Technical Services Conference Room Time: 10:00 AM
Next recorder: Ellen Calhoun
Back up recorder: Mellissa Defino