Minutes of April 13, 2011 meeting

Edward Suarez (coordinator), Kimberly Kaiser, Alex Arencibia, Robert Krack (minutes), Jamie Maguire, Bill Lynch, Theresa Macklin
Fred Onorato, Shirley Peck, Mary Brodman, Andy Martinez, Bill Lynch


Information Sharing

Eddie (LSM): The shelving and routine work at LSM is up to date. Student workers are less present but there is also less shelving for this month. Eddie is working on the Douglass Project and shifting when time permits.

Kim (Kilmer): The HG's arrived from DTS and have been integrated into the collection. The HF's have been shifted for any additional incoming volumes. Kim has been working on the Douglass Project and is almost complete.

Rob (Alex): Work on the DOC shift and EAL shift is progressing slowly. Flora has split her time between shelving microfiche and has been working on the Douglass Project, which is about 30% complete. The EAL-BDCHKO collection has been reorganized and now grows as DTS continues to transfer items into the new collection. Alexander is cleaning and straightening the main collection in preparation for finals. Shelving and searching are up to date.

Jamie (DTS): DTS is currently working on transferring materials selected by Tao to the new EAL-BDCHKO collection and is awaiting decisions from selectors.

Alex (Dana): Work continues on the shift at Dana and Alex is working on the Douglass Project.

Theresa (Robeson): Robeson is currently spot cleaning and shelf reading their stacks. They are preparing for a current periodical shift and the computer lab inside the library is expanding.

Mold Presentation

On Tuesday April 12th, Farideh Tehrani and Ernestine Young from Preservation and Edward Suarez and Robert Krack from Collection Management gave a training presentation at the Robeson library in Camden. The mold training Power point presentation was updated to reflect the new workflow for handling moldy materials.

Eddie presented the new workflow and reviewed mold identification. Rob reviewed the procedures for wrapping and packing moldy books with the appropriate paperwork and Ernestine gave a demonstration on how books are repaired in the preservation department. The presentation concluded with an examination of several books found by the Camden staff which were suspected of being infected with mold and tips for differentiating mold from foxing.

Damaged book workflow discussion

The next item on the agenda was a discussion regarding modifying the way damaged books are charged and sent to DTS and preservation. The preservation department is proposing a change to the workflow for damaged books and Eddie suggested that Collection Management review the proposal to see what type of impact it would have on the department.

The current workflow has books at Alex being charged to DTS, which are then separated by Jamie into books to be bound through outside vendors and books to be sent to preservation to be reviewed by the selectors. Books from libraries outside Alex frequently have selectors review material before charging it to DTS and shipping the books to Alexander. Books that are shipped to the DTS department must be discharged and then charged to the Preservation user before being brought to the preservation office.

The new proposal is to have books charged to the preservation user and shipped to the Preservation office without prior review by selectors. This would allow the Preservation office to review the material and contact the selector with recommendations before the selector could make a decision on what to do with the damaged material. This would streamline the workflow in two ways.

First, the Preservation department would be able to give selectors evaluations for possible actions; eliminating repair options that could not be performed on older materials. Secondly it would eliminate having DTS discharge and recharge all materials before sending it to the Preservation office.

Collection Management would have minimal changes to its workflow. Preservation has asked that bib records be printed and affixed to the damaged item ticket so that selectors can examine the record when they are making decisions on the items. Collection Management and Access Services staff would also have to charge materials to PRES instead of the DTS user and ship them to the Preservation office. Additionally, Collection Management staff would no longer route books to selectors before sending them to Preservation, as the Preservation office would be the point of contact for the selectors.

Several issues that might complicate the new policy were also discussed. Camden and Newark have departments that do repairs in their own units in house and do not send materials to New Brunswick. Jamie brought up that brief records are sent to DTS, but that items with brief records may also need repairs and will appear on the Tech Ser. lists which will override their status as items for repair under the current system.

Jamie also noted that approximately half of the items sent to DTS are sent out to be rebound without being routed through Preservation first and that the new policy would double the amount of items being routed to the Preservation office; but the advantage would be that the selectors would have more budgetary input on which items to prioritize for repair.

Eddie noted the group's input and will share these ideas at the next Access Services committee meeting. Jamie and Eddie both agreed that this proposal would impact several departments and that many of them would have to discuss these changes and their implications before any major changes would occur.

The May Meeting of the Collection Management group has been cancelled due to Spring final exams.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/collection_mgt_group/minutes/collection_mgt_group_11_04_13.shtml
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