Minutes for December 4, 2004 meeting

Iliana Bernal (video- DANA), Ian Bogus, Paul Cabelli, Ellen Calhoun (recorder), Salvatore Cardinale, Andrea Lakios (video - DANA), Elizabeth Leister, Yahwei Ling, Jean Madden (video - ROBESON), Rebecca Martinez, Gracemary Smulewitz (chair), Chris Sterback, Melody Tomaszewicz, Linda Turzynski


  1. 1. Serials inventory - standards, analysis and approach -where do we stand -ALL
  2. Core technical services - approach to charge from TSC - initial discussion to define them - ALL

Meeting Minutes

News items

Sam is creating a site on the RUL Staff resources page for TSCWG, for the Holdings Management Team and the Serials Management Team. He will post the minutes for each group when they are distributed to RUL-Everyone, and also add our documentation. Minute taker should send draft of minutes to the list_serv for those present at the meeting to make comments.

Elizabeth and Linda are still working on putting together a workshop on authority records in Workflows. Linda is no longer in Database Management.

Serials inventory

TSC goal 1: support effective and sustainable ongoing collection management, includes develop, implement, and test a serials inventory project. Robeson has staffing problems at the moment, but expects to begin serials inventory in February. Dana has been conducting inventory from its unbound periodical shelves, splitting the alphabet among staff. This method does not include classed serials. NBL ran reports of active subscriptions, i.e. Periodicals with active serial controls, to conduct inventory. Current emphasis is on active subscriptions, with closed holdings (serials without controls) to follow. We need a universal method for all RU libraries to follow, and a sustainable way to inventory online titles. The discussion of sustainable inventory was postponed until after the Collection Development group reports on its statistics for recon.

Melody explained the statistics sheet she developed for use in tracking progress in the serials inventory. It calculates averages and percentages based on the total titles in each unit's goal. The spreadsheet will be added to the staff resources page. The spreadsheet numbers do not reflect serials received outside of the units (i.e. in Acquisitions). In the future, titles that are "ceasing" will be included (i.e. bib record changes).

Core technical services

TSC goal 2: improve and expand the effectiveness and efficiency of distributed technical services functions. The Group decided to 1) identify the functions; 2) look at the workflow for each function; and 3) determine the best practices and standards for those functions. We identified 3 broad categories and established subgroups to accomplish this.

Area 1 - serials acquisitions, to be examined by the Serials Management Group. Includes orders, fund codes and receiving.

Area 2 - preservation/binding, to be examined by a group led by Ian Bogus. They will review the process for determining condition of material and decisions for treatment.

Area 3 - holdings management, to be examined by the bib cat group led by Paul Cabelli and Melody Tomaszewicz. They will look at bib record/holdings conflicts, and Recon including transfers, inventory for monographs, etc.

In all three areas, the need to establish a constant dialogue and liaison between TAS and the units will be addressed.


All libraries will inventory active subscriptions using reports of subscriptions with active controls. The EXCEL spreadsheet developed by Melody (and Kayla) to record statistics will be used to monitor progress for all libraries.

When doing recon for serials holdings (inventory), every title will be examined holistically, i.e. the entire run will be looked at to determine frequency changes, patterns, etc. in order to be consistent when entering holdings. Also, where titles are held by more than one library, those libraries will work together on applying standards to titles held mutually.

Documentation will be simplified where possible.


Gracemary will run a report of active subscriptions with serials controls for the DANA library.

DANA staff will annotate this list created by Gracemary to indicate periodical titles already done, and update the spreadsheet with statistics for the inventory project at DANA.

The three area chairs will call a meeting of their respective groups to identify the functions relative to their category.

2. Bookplating

It was noted that bookplating is increasing in NBL. However, Jean hasn=t seen this done in Camden for quite a while.

Material needing bookplates may result from a monetary donation via the Rutgers Foundation. Julia Zapcic would know the donor and be aware of the need for bookplating. Gracemary, Jaime, and the appropriate selector should be notified of the gift and of the need for bookplating material acquired through this gift. Gracemary will talk to Julia about this notification process. The selector will also notify Acquisitions and Collection Services processing will create a prototype bookplate.

For large physical gifts acquired by selectors, Gracemary, Jaime, and Mary should be notified and a prototype bookplate will be created and kept in a database at NBL. Mary Beth noted that Cataloging has used Avirtual bookplates@-- standardized local notes in the bib record.

Individual items, whether purchased with gift funds or physically donated, will have a notation on the display order screen indicating the need for bookplating. Such items also often have a green ANotify@ slip. The electronic order form will have a line added with the name of the donor and an indication of the need for bookplating. A standardized note describing the need for bookplating should be developed. Gracemary will bring this issue to NBCG. A mechanism for bookplating individual items received at unit libraries for processing will be developed by Jaime and Andy.

The overriding concern throughout this discussion was that while material needing bookplates comes to the Libraries in a variety of ways, a mechanism must be in place to identify these items and ensure that they are processed appropriately.

3. Accompanying materials

(At some point during this discussion the video conference connection to DANA was established, and Iliana Bernal and Andrea Lakios joined the meeting).

The document AAccompanying Materials B a Proposal for RUL Standards@ was reviewed by the group. Books or other formats with accompanying materials may come from Acquisitions or received in-house (generally serials), but should be handled in the same way. The proposal recommends that accompanying remain with the main item; that they have a single barcode representing all items and a note below the barcode indicating the # of pieces and a standardized note to count pieces; identical staff, circ and public notes indicating the number of pieces and a description of each piece; each piece will be numbered and circled in red.

The group then moved to a discussion of the processes involved in implementing this proposal. Some conclusions:

Staff note describing the accompanying material should be added at the point of receipt in Acquisitions. Mary Beth will share descriptive notes used by Media with Collection Services.

Paul will communicate standard terminology for types of materials.

Jean will discuss this process with Teri McNally and Camden will implement it as soon as possible.

Collection Services will order stamps. Cataloging, Acquisitions and Camden should inform Collection Services of the number of stamps needed.

A group will be established to test the process with representation from Acquisitions (Mary B.), Cataloging (to be determined), Access Services (Andy), Unit End Processing (Jaime), and DBM (Bonnie). Gracemary will send out proposed dates for this meeting.

Discussion ensued about difficulties encountered in processing nonbook formats with accompanying material and where to locate such materials. Andy is working on setting up a unique location in each library for this material.


  1. Changes to processing standards to be incorporated in documents and distributed via email
  2. Status of accompanying materials processing to be reported at next meeting


  1. Groups to be convened for bookplating and accompanying materials detailed in minutes
  2. Information to be disseminated (to whom, by whom) detailed in minutes

Next meeting: August 3, 2005, TSB, 10:00 a.m.
Recorder: Andy Martinez
Back up recorder: Rebecca Martinez?

URL: http://www.libraries.rutgers.edu/rul/staff/groups/ts-core/minutes/holdings_wg_04-12-04.shtml
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