Minutes of May 17, 2001 meeting

Roger Smith, Joanna Karwowska, Peter Anderson, Ramon Negron, Georgina Alonzo, Zohreh Bonianian, Kristen Ko, Kumu Sivarajan, Phyllis Palfy, Dean Meister, Eva Kalamotousis, Marc Forster, Christopher Porter, May Chin, Irina Loutchkina, Jan Reinhart, Myriam Alami
Mary Gadek

We began the meeting with the introduction of two new attendees, Kristen Ko from the Art Library and Christopher Porter from LSM, welcome!

The meeting focused on reviews and reports for several on going processes and projects.

The first item on our list was the removal of reserves by report. This process is in motion this week, with reserves being removed by Bob Warwick and Tracey Meyer from systems. Removal of reserves consists of two parts:

  1. A report to set all reserve control records with an expiration date of 6/30/2001 to inactive.
  2. A second report then removes those records from the system

Remember, items belonging to other units will need to be discharged before shipping.

Bob is taking a close look on Thursday and Friday to determine the feasibility of removing brief records for e-reserve and paper/personal copies.

What you will get:

  1. A list of reserve records removed for your location.
  2. A count of brief records removed from your location
  3. A list of reserve records still on reserve for whatever reason at your unit (we are trying to exclude “NEVERs” from this list)
  4. A list of the brief records from your units still in existance.

Camden may have had used 5/31/2001 as expiration date and Bob is running a report to remove those records.

A and B should be ready whenever systems has compiled their work, C and D will come in next week.

Some of the larger units expressed concern that this is may not be a time/work saving measure. Please be patient, this is the first semester that this is being done for all desks uniformly. We will work together to take a close look at the results, and what they mean for each unit. We will also work to streamline the process and integrate whatever measures it may take to make this process an efficient one for future semesters.

I cannot stress enough that the “clean up reports” be looked at closely. This is an opportunity to remove long standing records in the database.

Stay tuned to email for further updates.

We discussed upcoming downtime planning. We should have report results in hand by implementation time for Workflows2000, May 23rd and 24th. We will be handling the physical transfer of material to other units as well as preparing for Summer session.

We discussed the continuing roll over of Spring 2001 files to Summer and Fall files on the server. The absolute last day to retain these files will be 5/23, when the Spring 2001 directory is deleted.

I am collecting and reviewing the summer closing hours and will move the “still checked out at closing reports” to those times/logins/emails when Bob Warwick has the time next week.

A concern was raised at the Reserves FG meeting about the "anonymous user" that precedes both ask a librarian emails as well as reserve form submissions from the web. With a larger group of access services staff in AAL, it is very possible that someone may delete a reserve list on an off day for AAL. I am checking with Judy and Sam MacDonald to see if there is any way to make these emails more distinct from one another. Thanks Marc for that point.

The next meeting will be Wednesday, June 20th from 2pm-4pm in the Atrium Conference Room, College Avenue Student Center.

If you have any questions next week, I will be at LSM on Mon., Wed., and Fri. at 445-2989. On Tuesday and Thursday, I will be at Art at 932-7739.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/reserves_group/minutes/reserves_01_05_17.shtml
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