Overview of Sacotas Activities and Decisions
7/98-6/99
GOAL # 1: Create electronic records for all items existing in Rutgers collections
PROGRESS:
created list and count of collections in units that have no catalog records; created preliminary inventory of uncataloged materials; list sent to SACOPS and SACCDM for review; SACOPS subsequently recommended cataloging of several microform set titles; 8/98
provided feedback on recon shelf-list sampling created by Recon Review Team; reviewed recon statistics, estimating existence of 355,000 adds and 205,000 titles which have only manual cataloging; Recon Team later prepared request-for-information to 4 recon vendors; based on this information, Hemmasi submitted recon proposal to Marianne; 10/98-2/99
GOAL # 2: Improve existing records to assist in more complete and effective retrieval
PROGRESS:
considered concerns regarding loading of Sage records into Unicorn; SACOTAS agreed that this is more a public services and collection development concern and asked for their input; 8/98
reviewed question of whether to change location of bar code on CD-ROM jewel cases from front cover to back; decided against making this change; 11/98
suggested possibility of creating title-level records (no analytics for individual titles) for selected microform sets; later discussed by other SACS and cataloging initiated for several titles; 11/98
reviewed Annex Working Group document with particular attention to sections on selection and criteria for preparing materials for storage
Innopac will remain accessible to RU staff as log as it is functional; there is no contract with Innopac; brief records will be created (to be completed by 6/30/99) in Unicorn for Innopac orders;1/99
agreed with decision to purchase cataloging records enhanced with table of contents for approval books
Sewell noted duplications between CD-PER and Proquest titles; J Sloan offered to do analysis of CD version at Douglass; business periodicals will be retained at Kilmer; Sewell will determine if General Periodicals and Social Science Index are the same; if so, we will drop CD version; 1/99
reviewed serial records which have no 930s; narrowed review to serial records which have check-in records but no 930s; Hemmasi needs report from each library on how they plan to update records or if help is needed; 1/99-
viewed authority control demo in Emory's WebCat, 6/99
GOAL # 3: Create finding aids for specialized materials
PROGRESS:
collection level records with finding aids have been created for several large collections, i.e., New Jersey cookbooks, World War II posters, NJ city master plans
GOAL # 4: Create mechanisms to link catalog records to the digital full text and to link electronci databases to library holdings
PROGRESS:
received MARC holdings presentation by L. Sak, G. Smulewitz, M. Page, B. Warwick; SACOTAS encouraged team to make similar presentation to SACOPS; 10/98
discussed which networked resources should have links via IRIS; forwarded discussion to SACOPS; discussion led to development of policy document regarding use of RU-ONLINE and 856 field in cataloging records for electronic resources; 1/99
provided access via 856 field (URL) to over 2,000 electronic journal titles, 7/98-
GOAL # 5: Provide information services electronically to remote users
PROGRESS:
Systems set up proxy server to permit access to RUL remote users to online databases and ejournals
discussed impact of not uploading records to OCLC; questioned what impact on ILL potential use of Ameritech system might have and whether this would have impact of ILL use of OCLC; noted importance of having RUL as a presence in OCLC
GOAL # 6: Continually assess impact of library technology and realign, retrain, and expand staffing as needed
PROGRESS:
reviewed and ranked goals in Libraries Long Range Plan; 8/98;
reviewed draft of Networked Resources Request Form; Hemmasi appointed Networked Resources Committee; AULs working together to develop policies and procedures for dealing with net resources; 11/98-
discussed impact of Five Year Plan on technical and automated services; 1/99
reviewed and offered comments on document, "Strategies for Technical and Automated Services for the Five Year Plan;" 3/99
provided comments on pros/cons of having technical services operation in remote location; Hemmasi was gathering information for another site considering making this change, also facilitated review of our own organization; 10/98
discussed role and composition of the SACS; 10/98 - ; agreed it is useful to have AULs attend all SAC meetings; 12/98
suggestion that we put dollar sign next to networked resources for which we pay; 5/99
discussed Networked Resources Evaluation/Selection Teams document; noted that there is some overlap among types of teams; suggested that existing subject selector groups be used; 5/99
GOAL # 7: Begin digitization projects
PROGRESS:
discussed archiving electronic resources; should archive be at RUL or RUCS; what is library role; is library a publisher, distributor; what are intellectual property issues throughout university; Hemmasi and Boyle later co-convened a meeting to discuss the Libraries' role in supporting the development and archiving of online journal endeavors; 12/98
TECHNICAL & AUTOMATED SERVICES MAJOR ANNOUNCEMENTS
ACQUISITIONS
requested that units ship gifts and direct receipts in separate boxes; 8/98
announced that e-journals should be ordered and paid from periodical fund codes; 12/98
announced that Blackwell's invoices will be changed and there will be one per shipment box, not one per book
presented new order form for monographs and serials back issues/replacements; new serial orders must go through unit tech services department where brief bib record and serials control record are created in Unicorn; 5/99
Head of Acquisitions working with selectors and Blackwell staff to review approval plan profiles
CATALOGING
Serials cataloging provided links to over 1400 Proquest titles
all gifts are received by Cataloging, not Acquisitions; contact person is Ruth Dyer; new review books are tagged "current imprint gifts" and expedited; units requested to give advance notice to Ruth if multiple boxes of gift items are shipped; 3/99
shadow records for monographic series should not be used for cataloging; they are used by units for check-in; note will be added as last element of 245 field: "Do not use for cataloging"; 3/99
purchase of cataloging records from Blackwell for approval books initiated; 9/98
purchase of cataloging records from Blackwell for Strand purchases initiated; 2/99
in Unicorn CAT DATE default is "never;" date should only be changed by catalogers when item is cataloged; a constant date will be established for all items cataloged before 11/1/98; all items cataloged after 11/1/98 will have exact date; 12/98
developed IRIS online error form; reports are sent to DBM; 2/99
Authority Control Committee sent request-for-proposal to 3 vendors and selected top vendor, LTI; test catalog sent for processing; full production database will be sent to LTI and authority control implementation plans are underway
requested that gift boxes containing priorities be marked as "PRIORITY" on outside of box, 6/99
SYSTEMS
upgraded all servers; memory in selected public machines upgraded
uploaded titles cataloged on Unicorn 8/97-12/98 to OCLC; upload to RLIN in progress
developed method of authenticating remote Rutgers users who enter system via internet service providers
