Minutes for November 7, 2007 meeting

Present:: Fay Austin, Iliana Bernal (video Dana), Paul Cabelli, Ellen Calhoun, Fatima Cunha (video Dana), Melissa DeFino (guest), Janet Howard, Yuhwei Ling, Jean Madden (video Camden), Jamie Maguire, Andres Martinez, Gracemary Smulewitz (chair), Christopher Sterback (recorder), Melody Tomaszewicz, Steven Zahorbenski
Excused:: Rebecca Martinez

Agenda

Approve minutes of October Meeting - everyone
Continue review of shadow catalog workflows and processes - everyone

Meeting Minutes

1. Approve October minutes

The minutes of the October meeting were approved with minor corrections.

2. Continue review of shadow workflows and processes

Gracemary began the meeting by reiterating the areas we need to review to insure we're shadowing/unshadowing appropriately in Unicorn. The areas TSCWG will review are:

Workflows wizard properties that allow the shadow flag to be set
Unicorn locations that are automatically shadowed
Processes that add to the shadow catalog

3. Workflows wizard properties that allow the shadow flag to be set

Yuhwei distributed a document showing the Workflow wizards properties that contain the shadow flag. Chris stated that the Add Brief Title wizard is delivered by SirsiDynix to be globally set to shadow records at the title level. Chris added that we currently have not changed this setting. Andy reported that some units have changed this property and were not shadowing circ-on-the-fly (COTF) records and this may have contributed to the mixture of shadowed and unshadowed records in Unicorn. Some TSCWG members questioned why COTF records were automatically shadowed. Gracemary responded that the shadow flag is set for COTF records at the request of reference librarians. Reference librarians questioned the quality of the brief records being created and believed it was more beneficial to patrons if they were shadowed from IRIS, especially since COTF records should be upgraded quickly by DTS or cataloging. Gracemary added that unsetting the shadow flag at time of creation for COTF records would not be revisited.

3. Unicorn locations that are automatically shadowed

Chris distributed a list of the Unicorn locations that are shadowed, meaning that any item in these locations are shadowed by default. The locations that automatically shadow an item are:

CLAIMS_RET
DAMAGED
DISCARD
GEACLOST
LONGOVRDUE
LOST-ASSUM
LOST-PAID
LOST-REPLA
PALCI
RLNDISCARD
TMPUNAVAIL
WITHDRAWN

Ellen asked for a description of TMPUNAVAIL. Gracemary and Chris responded that TMPUNAVAIL was specifically created in October 2004 at the request of NBCG to hide items in the Douglass JACOBI, NJCANA, SENSIA, and STANTN collection that were inaccessible during the Douglass Library renovation and not returning to the collection.

Gracemary suggested that as part of our review of shadowed locations, we should create a document outlining 1) the definition of the location, 2) who uses it, 3) what purpose does it serve, and 4) should it appear and be selectable in Workflows pull-down menus. Once the document is created and reviewed the Holdings Focus Group should coordinate and document its workflow.

CLAIMS_RET: - Patron claims the item has been returned.; - No one should be using it.; - Delivered by default to every Unicorn System - works with User Claims; - Returned wizard.; - It should not appear in the location pull-down.; - 36 items currently in this location.

DAMAGED: - Patron returned item in damaged condition.; - No one should be using it because there are other procedures in place to address damaged items.; - Used before new procedures were in place.; - It should not appear in the location pull-down because it's no longer used.; - 19 items currently in this location.

DISCARD: - Item record to be discarded.; - Used by Systems, DTS, and Cataloging.; - Facilitates batch withdrawal process run by Systems.; - It should appear in the location pull-down.; - 1,341 items currently in this location.

GEACLOST: - Item long overdue and declared LOST in Geac.; - Used by Access Services and Systems.; - Facilitated one-time withdrawal of items declared long overdue in Geac.; - It should not appear in the location pull-down.; - 3 items currently in this location.

LONGOVRDUE: - Long Overdue item that will be batch withdrawn.; - Used by Access Services and Systems.; - Facilitates annual batch withdrawal of long overdue items.; - It should not appear in the location pull-down because this status is created by report.; - 53 items currently in this location.

LOST-ASSUM: - Item at least 180 days overdue.; - Used by Access Services.; - Facilitates sending bills to patrons for items 180 days overdue.; - It should not appear in the location pull-down because this status is created by report.; - 3,978 items currently in this location.

LOST-PAID: - Item lost and paid for by patron that borrowed it.; - Used by Access Services.; - Facilitates annual batch withdrawal of lost-paid items.; - It should not appear in the location pull-down.; - 692 items currently in this location.

LOST-REPLA: - Item lost and replaced by patron that borrowed it with acceptable copy.; - Used by Access Services.; - Facilitates annual batch withdrawal of lost-replaced items.; - It should not appear in the location pull-down.; - 508 items currently in this location.

PALCI: - Items borrowed via E-ZBorrow.; - Used by Access Services.; - Identifies items not part of RUL's collection that were borrowed via E-ZBorrow.; - It should appear in the location pull-down.; - 314 items currently in this location.

RLNDISCARD: - Duplicate bib record in RLIN that needs to be deleted.; - No one should be using it because anymore because RLIN no longer exists.; - Facilitated batch withdrawal of duplicate RLIN bib record.; - It should not appear in the location pull-down.; - 3 items currently in this location.

TMPUNAVAIL: - Item temporarily unavailable.; - Used by DTS.; - Identifies items in the Douglass JACOBI, NJCANA, SENSIA, and STANTN that were removed from the Douglass Library during its renovation and are not returning.; - It should not appear in the location pull-down.; - 330 items currently in this location.

WITHDRAWN: - Item to be withdrawn.; - Used by Systems, and DTS.; - Facilitates batch withdrawal process run by Systems.; - It should not appear in the location pull-down.; - 2,104 items currently in this location.

4. Special Collections Use of the Shadow Catalog

Melissa DeFino reviewed the six workflows used by Special Collections to shadow items.

a. Ephemeral materials that are ordered via Acq module but not cataloged.

b. Items in collection level records that are ordered via Acq module but not cataloged individually such as trade catalogs and cookbooks.

c. Payments for memberships ordered via the Acq module.

d. Withdrawn items with orders attached.

e. Hide fragile items from patron view.

f. Catalog incomplete or problematic manuscripts.

Melissa wanted some decisions or guidance on whether these practices were appropriate. Gracemary responded that some of these decisions exceed the purview of TSCWG and perhaps she should meet with Melissa and Special Collections to determine the best area for answers to these questions.

5. Assignments:

a. Gracemary will create a spreadsheet officially documenting the list of shadowed locations.

b. Everyone should be prepared to discuss the functions or workflows that involve the shadow catalog at next month's meeting.

6. Next Meeting

The next TSCWG meeting will be held on Wednesday, December 5 at 10:00 a.m. in the TSB conference room.

Recorder: Rebecca Martinez
Backup Recorder: Melody Tomaszewicz

STAFF RESOURCES