Minutes of SACOTAS November 6, 1997 Meeting

Present:

T. Evans, R. Gardner, P. Graham (chair), T. Haynes, H. Hemmasi, J. Jeng, A. King, M. Lo, R. Marker (recorder), A. Montanaro, L. Sak (guest), G. Smulewitz

1. E-journals

L. Sak brought to the group several questions regarding the cataloging of electronic journals:

• 1. What should be cataloged? Items which we purchase or lease we agreed should be cataloged. There was consensus that for "free" items there should be the same level of "selection" as for print materials. SACCDM will be asked for input on this.
• 2. How should holdings be reflected? There was consensus that this probably should be done, and probably by TAS (Serials? DBM to keep up to date?). There is no automatic trigger for most of the e-journals when their holdings change, so we must be pro- active. SACOPS will be asked for their perspective on what level of detail we should strive for in holdings information: full & complete information, a general indication of the scope of the holdings, or no information about what is available online.
• 3. Archiving/preserving what is available to us online now: We should make a distinction between those e-journals that the Libraries has a commitment to archive and those we do not intend to "keep."

2. AUL/TNIS report

P.Graham reported on the Association for Research Libraries meeting on Digital Archiving, the Coalition for Networked Information meeting chaired by new executive director Cliff Lynch, and the Center for Research Libraries visit to RUL.

In reports from Cabinet, he reported on the reorganization update by R. Toyama, the long range planning committee, acceptance by Cabinet of the TAS mission and goals statements, the Rowan-Camden campus/Camden County College-Camden campus/Robeson libraries merger, a planned RUL retirees lunch (possibly Spring 1998), and the Dana project with area schools on using technology. M. Gaunt has asked for physical plant upgrade and maintenance proposals. RUCS has contacted RUL regarding a planned web page on copyright which will include intellectual property issues.

3. Departmental reports

• Acquisitions: P. Evans reported on Acq/Unicorn training. Operation GTI (Get Them In) to enter 20,000 serials order records will begin on December 1.
• Cataloging: R. Marker reviewed the status of books in the RLIN SAVE file, and the status of RUL records in RLIN. The RLIN Database Advisory Group objectives for the coming year include work on extracting records for dataloading from local systems, and exporting RLIN MARC holdings in the USMARC Holdings format.
• Systems: A. Montanaro reported that the hardware maintenance contract for Geac expires on November 15. If any report or information is needed from Geac, staff/librarians should get it off now. The hardware maintenance contract for Innopac expires on December 31. Systems will begin to install Win95 this fall, building by building (TSB drew the short straw and will be first). It will not be installed on public machines until staff has experience with it. Systems will also update the WordPerfect suite with WP8.0 and Lotus upgrades. Systems also is implementing Keyboard Express (macro building software) for various Unicorn applications.

The TAS Contact List was distributed [and corrected, and has been redistributed; it is on the Web at <URL:http://aultnis.rutgers.edu/rul/tascontact.html>].

4. LIS Implementation
The 9.2.0 software release is pending; it has not yet been received but is expected at any time. Installation by semester break at the latest. The LIS-Cataloging Committee is being reconstituted as four subcommittees working on: Advanced searching in InfoVIEW and SmartPort, Review and test the browse and keyword indexes, Implement authority control, and Ongoing troubleshooting and problem solving. If anyone wishes to serve on one of these subcommittees, please contact R. Marker.

5. IN-LIBRARY status at point of cataloging

Because LSM was not represented, further discussion was again delayed until the December 4 meeting.

6. On-the-fly circ records for Documents

SACOTAS agreed that there is good reason to have a review of uncataloged government documents titles upon discharge, after being circulated. The individual library technical services departments are responsible for coordinating this with the gov doc selectors and circulation desks.

7. SAGE records

The problem: we can load SAGE bibliographic records (in batch) but not the associated holdings. Question: how to get SAGE holdings into Unicorn? It was agreed that we need to determine the institutional commitment to keeping these records in our catalog. Then A. Montanaro and P. Graham will work out the technical details, striving to set up a generic holdings statement through automated means.

8. RUL Goals

Reviewed the RUL goals for their relevance to technical and automated services activities.

Next meetings:
Thursday, December 4, 9:30 a.m.
Friday, January 16, 9:30 a.m.