Minutes of October 7, 1999 Meeting
- V. Calderhead, H. Dess (recorder), T. Haynes, H. Hemmasi, A. King,
L. Langscheid, M. Li, A. Montanaro, M. Page, L. Sak, B. Sewell, J. Sloan
- Draft position description for position Associate Univ. Librarian for
Information Systems & Technology (presented by Marianne Gaunt)
The position description was distributed at the meeting for review and comment
by TSC. It was decided that people needed more time to study the document.
TSC members were asked to send any comments directly to Marianne Gaunt within
the following week. Meanwhile, the draft document will be shared with other
members of the TAS organization.
- Budget discussion, presented by Bob Sewell
Bob presented an overview of the library budget for the coming year. The much
publicized $1,000,000 addition to the library budget is comprised of a $700,000
permanent addition, plus a one time increment of $150,000 which will be used to
pay for the back files of the soon-to-be-acquired Web of Science, and a second
increment of $150,000 which is earmarked for use by our Media Services group
for equipping smart classrooms. Bob made it clear that although this new
budget represents the most generous allotment of state funds experienced in
recent years, very little of this money will be available for major new
initiatives or purchases because of current commitments and the continuing
inflationary pressures affecting all purchased library goods and services. As
one specific example, this means that no new funding at this time has been
allocated for recon, and in response to a question raised by Linda Langscheid,
funding will not be forthcoming in support of a recommendation aimed at
improving Vale (replacement of Site Search with the more expensive Ovid).
- Acquisitions, Jane Sloan
Work is in progress on the design of an interactive monograph request form (for
use by librarian selectors, not the public at large). Jane expects it to be
available for use in the near future. Use will be optional; selectors can
still use the paper forms if desired.
The newly restructured NB approval plan is working very well. Many fewer
returns have been experienced with the new system.
- Cataloging, Marjorie Li
Backlogs noted for the following areas:
Database Management should be notified when a unit is withdrawing the
last copy/volume in the System (i.e. no other copies/volumes remain in
IRIS). Unit libraries should not remove the last copy or volume from a
fully cataloged record. This is to ensure that the shelf list cards get
pulled from the central shelf list file at TAS and so that the
bibliographic record gets deleted from RLIN.
- original cataloging: minimal
- copy cataloging: approx. 5000 vols.
- adaptive cataloging: approx. 4 month backlog
Units are also asked that they report the withdrawal of the last
copy/volume at their unit. This allows DBM to pull the shelf list card
from the central shelf list file at TAS. This applies to materials
cataloged prior to 1991 for which shelf list cards exist.
Any questions about this can be directed to Tracey Meyer, Database
The initial dataload of approximately 220,000 records has been completed
as of October 6. The initial dataload consisted of all cataloging done
in IRIS since the implementation of Unicorn in August 1997 through
August 6, 1999. It also included all UTLAS records and records from the
Special Collections OCLC recon project.
The uploading of our current cataloging (beginning with the week of
August 7-13, 1999) has begun and will continue on a weekly basis.
It should be noted that holdings uploaded to RLIN are not exhaustive,
i.e. IRIS should still be considered our database of record for
Wizard training will be presented over Oct./Nov., followed by authority
training. An authority control implementation timeline was distributed.
- Systems, Ann Montanaro
Systems is working on SIRSI release 99.2. The plan is to begin implementation
on Jan. 3. Some system down time will be necessary, possibly several days.
Dates for such down time are not known at present, but will be announced at the
Kalaivani has been promoted to a new position, and Mark Cardullo has been hired
to fill the slot left vacant by Armen. Mark is a systems programmer, and among
other responsibilities, he will handle the Novell network. Mark has an MLS
degree and we are pleased that he has joined the Systems staff.
We obtained a one year grant for Vale support; position needs to be filled.
End Note, a product much asked for in the Rutgers science community, is
expected to be ready for use at Rutgers sometime later in year 2000.
- Labels for CD-Roms accompanying books that are shelved separately, by
This is a problem area of long standing because the library has not come up
with a common or standard treatment method for these products. Marjorie
summarized the procedure utilized by the Music Library when a decision is made
to shelve the CD separate from the book or journal. If at the point of receipt
a decision is made to separate the CD from the book, score or journal, the two
items may receive separate cataloging or may be cataloged together but shelved
separately. The books receive the appropriate LC class number, and the CD's
are assigned an accession number and shelved separately. Labels cross
referencing the existence and shelving location of each part is placed on both
items. The ensuing TSC discussion indicated that this procedure would not be
universally acceptable throughout our library system. Mary Page pointed out
that at LSM, the CD's are shelved with the book, and are not cataloged or
stored separately (it was also noted that relatively few of the science books
come with CD's). Government documents are a source of numerous CD's, and at
LSM these are cataloged via sudoc number. However, a number of these Gov. doc.
CD's are also permanently mounted for use by patrons. Linda Langscheid
reported that at Alex the CD's are separated from the books and stored
separately from the books, but the records of the CD's are maintained as
alphabetic title lists. This discussion served only to emphasize the lack of
standard treatment throughout RULS. Harriette asked Mary Page to lead a
further discussion of this topic at the December meeting, focusing on two
primary issues: labeling and shelving. Mary will ask for feedback prior to
Another outgrowth of this discussion: it was recommended that NBCG consider the
status of the CD-rom collections at Kilmer and Douglass.
- When to close entries for canceled journal titles, by Mary Page
The key questions here are: should the IRIS entries be changed in advance of
such stoppage (i.e., before we have received last issue), or should we wait
until last issue has been received? Mary recommended waiting until the last
issue was received before closing the entry in IRIS. Main reason is to avoid
confusing our patron users. Harriette recommended that NB coordinate with
Newark and Camden on this matter so that practice is uniform throughout RULS.
Mary Page will coordinate this and report back at a future meeting what has
- Proposal for restructuring serials receipts, by Jane Sloan
Jane submitted a proposal whose purpose is to "Consolidate and streamline the
handling of monograph series/sets by receiving centrally recurring orders.
Conversely, there are a number of subscriptions for annuals and multi-volume
sets that are not cataloged separately that are received centrally and would be
better received in the units." This represents part of an ongoing program to
rationalize our serials receipt and handling methodology, to make it function
This process of change is already ongoing, and the desire is to step up the
pace. Harriette is seeking an expression of consensus about this process and
the proposal. Attendees were requested to study the proposal and send
questions or critiques to Jane Sloan. The matter will be reviewed again at the
November meeting of TSC.
- Recon, by Harriette Hemmasi
It is recognized that substantial funding will be required to carry out this
project, but no new funds have yet been identified or allocated for this
purpose. TSC will develop a plan to carry out this work, over time, in a
manner that will keep costs as low as possible. HAH will initiate work on
drafting such a plan. Meanwhile, units that have already started such projects
on a small scale are asked to report on progress to date.
- List of Gov. Docs. In IRIS, by Ann Montanaro
Over the years various selectors at RULS libraries other than our depository
libraries (Alex and LSM) have purchased Gov. Doc. materials that have then
been cataloged with LC numbers and entered into IRIS as such. In many cases
these items duplicate materials obtained under the depository program and which
are cataloged via sudoc numbers at Alex and LSM (and not on IRIS). Systems was
asked to determine how many such items are listed in IRIS and then to add Alex
or LSM holdings information to these records, where appropriate. This would
provide users with a better working knowledge of where these materials are held
at Rutgers. The number of such items listed in IRIS was determined as 2627,
but this number was questioned, and Ann agreed to look into the matter further.
- Continuing discussion: work plan for TSC goals, 1999/2000
Lack of time necessitated deferring this discussion to a future meeting.
Round robin and miscellany:
- "Annex Stacks" is a valid library location in IRIS and will be added to the
profile list of library locations and sub-locations.
- HAH will set up a TSC listserv to improve ease of communication for the
- Web of Science and link directly to some full-text e-journals.
- The RU-ONLINE entries and hot links for the Wiley journals have been
completed. Work is now in progress on the Elsevier online journal list.
- What can we do about titles in the Dow Jones database that we don't have?
Users want to see these.
- Workshop on funding and allocations will be presented in the near future.
- Workshop for selectors on finding fund information in SIRSI will be presented
Next meeting: November 7; 9:30 am, TSB Conference Room