PRESENT: Susan Bell, Nancy Boggess-Korekach, Zora Breeding, Sue Davis,

Peg Earheart, Mary Ellen Wilson, and Roberta Winjum.

AGENDA ITEM: Blackwell London Imprints (BHB) and Prompcat Choice of

Earlier this week, Resource Services staff received notification of the document: "Blackwell London Imprints (BHB) and Promptcat Choice of Record Study. This two page document details the Choice of Record Study.

The intent of this "Choice of Record Study" is to ascertain if at least 50% of the Prompt Cat’s choice of records, at the time, were the best records that could have been selected. If so, then the intent is to continue the service. A major concern is that the wrong record is selected by PromptCat.

Another goal of this evaluation process is to decide if the non-DLC BHB-Promptcat records can be re-searched and cataloged at a Library Assistant III level. Discussion followed regarding Order Services’ processing time, how/where to improve Resource Services processing time; and how/when/where to most effectively make decisions about member copy for our BHB imprints. This also included discussion of the expansion of the current content data of the Excel spreadsheet, entitled: "BHB PromptCat Record Choice Analysis".

170 Prompt Cat records have now been received and loaded for our BHB books. Charlotte Lew will examine each of these volumes. On Feb. 19^th, she began capturing information on each title. Sue brought a copy of the Excel spreadsheet reflecting the first 33 titles examined.

The group viewed and discussed the findings thus far.

Action item: All RSIG members were asked to continue thinking how we might further evaluate these records. Sue and Zora will meet to discuss further statistical gatherings for BHB/Prompt Cat. evaluation process.

Web pages stating the Acorn Holdings codes documentation had a mysterious element included.

For example: Music <BR>

Oversize

Nancy clarified that this must stay in the Codes documentation; and that staff will need to use the <BR> when adding Music Oversize codes to their Acorn record. The reason is that this causes the "break" into 2 lines. (For example, this causes the system to not display MUISIC OVERSIZE In only 1 line.

Action item: RSIG members will each tell their teams to either type as indicated, or cut/paste

these elements into their records.

Science ordered field guides for each of the counties of Tennesee. It was thought, at the time of order, that all of these field guides would be maps; and thus would be located in the Map-Room. Instead these are all spiral bound notebooks, which Science wants placed in their stacks. Only a few of these have arrived. Perhaps there is a systematic method to identify the remaining titles; and to change the home locations from Map-Room before the remainder of the materials are received.

Action item: Zora will talk to Don and/or the Science Bibliographer –perhaps some one already has a list of what was ordered? Mary Ellen volunteered that she may be able to pull these up by fund.

Updated information provided by Zora on Thursday, 2/22: Mary Ellen was able to do a search of the order records for the code SCI-MAP and found 6 items. Zora and Mary Ellen looked at the records and determined that they all looked like the fieldguides. Mary Ellen will have the code changed to SCI on these remaining items and note the record that if a map should arrive on one of these orders the receiver should check with Don. Mary Ellen, please confirm that this is what was decided.

The group was asked to update each other on any recent Observatory Library news learned:

Carlin has asked Resource Services to no longer send any new materials as Observatory. Instead, send them all to Science. This includes the newest acquisitions of periodicals, serials, and book sets.

Carlin ran a report in Acorn, which identified 119 Observatory titles charged to the Resource Services Inventory. RS Maintenance is changing the home locations on each, the week of

February 19-23^rd.

Science has identified a list of Obsv. Journals to be cancelled; and a list of journals which need to have address changes made.

Science staff have alerted RS Maintenance staff that there will be Observatory withdrawals coming to us for Acorn editing. We have alerted the Authorities staff members too.

The Science Library needs to create vacant space for Obsv. materials to transfer to campus. Jon Erickson is in charge of this project. He is working with Peg Earheart to send, via commercial moving company, a ballpark estimate of 660 linear feet of individually selected Science titles to the Annex. These will be arriving from 4 different areas of the Science Library: regular stacks, Periodicals, Index Section, and Oversize. This needs to take place this Spring – so that Science has time to shift, before the individually selected Obsv. titles are moved to campus.

Carlin is also responsible for Collections Decision on the remaining 16 shelves of Obsv. dewey materials. On 2/21, she wrote to say she would like to transfer all Obsv. dewey to the Annex now. She and Peg are in the planning stages for this move; perhaps as early as next week. At the moment, it is planned that the collections retention decisions will be made at a later time.

Annex staff have created staging areas for the Spring transfers indicated above. Details for Summer 2001 forward transfers still need to be finalized.

The 1st of 11,993 NetLibrary records has been loaded by Nancy. She had to figure out how to edit and add these to Acorn. Nancy later deleted the record, since it will be included when we load the entire file, but she provided photocopied samples of its Web display, and its Acorn Staff display to each RSIG member. Discussion followed regarding the fields that had to be inserted or deleted by Nancy in order to obtain the proper display.

Action item : The file of edited records will be sent to Marcive before they are loaded into Acorn. This will be for Marcive to only provide a pricing figure for Table of Contents. The file of records will go to Marcive for authority processing, but John Haar wanted an estimate of the cost for TOC before they made the decision to include that processing. Nancy will update us on the progress.

The Project Team is meeting regularly; and now has a Time Line. This sequence of events was

written by Roberta. Currently, they are working to pull all their notes together so that all the decisions are well documented. Staff from Accounting, Management Information Systems, and even Internal Audit are now working with Library staff in this Project Team.

One step will be to create a separate vendor file in PeopleSoft for the Library System. It was learned that we actually use many of the same vendors, as others in the University use. Mary Ellen mentioned that the vendor file we need a lot of work done, before it can truly interface.

There is a horrendous amount of work involved; because we have over 6000 vendors.

Speaking of PeopleSoft, It was also mentioned that PeopleSoft is not X12 compliant. X12 is the standard for EDI.

A change for the Library System, the Library Divisions will need to place the account numbers in the fund records themselves now. However, another step that will need to be accomplished, will be to tighten authorization levels for creating and modifying orders.

Discussion in RSIG followed, regarding the comments fields not showing in the Display Order command.

Action item: Roberta will continue to update the group on developments.

Mary Ellen: Order Services has hired Angel Bruner, as a receiver/verifier. Her first day was Feb. 19^th. Rita Breen and Monica Sanchez attended an Out-of-Print workshop on 2/21. This was sponsored by Alibris.

Zora: Yuh-fen will be the liaison between Order Services and the Catalogers to help resolve

Books sent to Cataloging which have the wrong records.

Peg: Interviews are being held for our Annex LA III vacancy. [The week after this RSIG

Meeting, Joe Collins was re-hired in this position.

Nancy: LTT is interviewing 4 candidates for the CSA position.

Susan: 97% of Cox grant is now encumbered; of course there’s still much on order. She’ll be in Chicago M-W of next week, to attend a meeting of the ALA Exhibits Round Table’s Executive Board.

Sue: A part-time, temporary position in Binding and Marking has just been approved. Sue will also be out of town next Monday-Wednesday. Monday-Wednesday of next week, Sue will be in College Park, MD. She’ll be in training on the Preservation Environmental Monitor (PEM) software. We will be field testing this for 18 months along with 180 other volunteer institutions across the country. Along with the software, we will be receiving two datalogger monitors. One of these monitors will be placed at the Annex.

The next meeting will be March 7^th, at Baker.

Minutes submitted by Peg Earheart 2/23/01