Minutes for April 2, 2008 meeting

Present:

Andy Martinez, Rebecca Martinez, Yuweh Ling, Jamie Maguire, Melody Tomaszewicz, Steve Zahorbenski (recorder), Fay Austin, Paul Cabelli, Gracemary Smulewitz, Ellen Calhoun, Chris Sterback; Fatima Cunha, Iliana Bernal and Yoshiko joined us via teleconference from Dana library, and Bob Warwick and Kati Ritter joined us as guests.

The meeting was held in the LSM Special Collections room.
Meeting started at 10:10.

Bob Warwick was invited to speak to the group about changes to Iris Item Type:

• This summer RUL will be changing item types to a new structure and function. Currently item type duplicates the HOME location and it is not used as planned
• A subcommittee met for 8 months, broad based committee to investigate 2 aspects of ITEM type: general material type and circulatability ie, Book - Y, Book - N
• Workflow will have to be reconsidered across all functions
• There are approximately 30 item types, changes will be made in July and August, after the end of the fiscal year.
• TSCWG will kparticipate and the work will be coordinated by Collection Management: cleanup of non-matching item types. Will have task force to coordinate and execute the changes, in consultation with cataloging
• Task force: who would be representatives, how to proceed
• Bob Warwick is working on a spreadsheet to determine current status. Will try to do a lot of the work through Systems, some will need physical examination of the item on the shelf, and manual correction in Iris. The spread sheet just has numbers of records involved, use Directors' Station to get title information
• Questions, comments:
  • It would be helpful to see the item types
  • Will the format be driven by the catalog record? There may be more than one item type per format
  • Will there be new holdings codes? Will they be mapped to serials records?
  • WE may need to "charge" items to IN-PROCESS (current practice is to have the CURRENT and HOME locations the same; if the record is "touched" or edited, it reverts back
  • How are Item CAT 1 and Item CAT 2 related to this? No current relationship, CAT 1 & 2 are used for cataloging statistics
  • The task is to figure out what the options are, how they will be used with the new types
  • Circ status will display to public; can look in TEST system for examples
  • WE should let Bob know if there are any special circumstances and let him know before the conversion. Examples: DOCUS serials, TECHSER items, IN-PROCESS
  • Task force: need a representative from DANA Technical Services and Circulation; we will consult with Teri McNally about the ROBESON representative; need reps from ACQ, Access Services, Government Docs, Holdings group. The following were selected: Andy Martinez from Access Services, Ellen Calhoun from Gov Docs, Melody Tomaszewicz from the Holdings Group. Steve will consult with Mary Beth Weber about a representative from the Cataloging and Metadata Services group.
  • IN-PROCESS can become a charge instead of an edit, these are easily discharged at the units.
  • This conversion will achieve better control of circulation, patron requests, and collection of statistics.

Thanks to Bob for coming to explain the changes.

Shadowed records - Kati Ritter

Kati explained that ACQ uses shadowed records for monographic series, with a variety of notes and instructions. Standard form for these should be: Title [DO NOT USE FOR CATALOGING]

• The brief record is used to manage the receipt of the monographic series.
• We need to establish a standard for packages, memberships as they may or may not have orders attached
• The records are shadowed at the title level
• Need to communicate this information to Cathy Pecoraro (Serial packages)

New priority slips - discussion postponed to a future meeting

Meeting adjourned at 11:55 am.

NEXT MEETING: Wednesday, MAY 7 at LSM; we will need to have the laptop set up and better video communication established.

Steve Zahorbenski
Recorder