RSIG MINUTES, 11/29/2000

PRESENT: Susan Bell, Nancy Boggess-Korekach, Zora Breeding, Sue Davis, Peg Earheart, Monica Sanchez, Mary Ellen Wilson, and Roberta Winjum.

Agenda item: Music Cataloging (out-source) proposal. Roberta reported that she has received the proposal from “Flourish”, a music cataloging out-source, reviewed it and passed it along for Flo to review and consider. July or August of 2001 are months proposed by “Flourish” to begin receiving our materials, if we decided to accept their proposal.

Agenda item: Changes with Marilyn Henry’s departure. Roberta has sat with Marilyn recently and reviewed some of her activities to get a clearer picture of them. The following modifications/reassignments of Marilyn’s duties were suggested: a) Pat Johnson will now have responsibility for the procurement card b) Serials-related activities will be performed by Chris Waldrop, who has met with both Marilyn and Roberta to review/firm up details related Additional review of Marilyn’s work duties continues.

Agenda item: Feedback from Preservation to OS staff. Roberta & Mary Ellen met & have implemented a procedure whereas Preservation staff will cull out & set aside materials processed by OS staff that have “mistakes” and, first, hold them for Roberta to review and, eventually be returned to the OS staff member who processed the material. This procedure will continue until the end of this year. Roberta & others will conduct a similar review process, with other RS-processed materials with “mistakes” at a later date.

Agenda item: Proposed meeting on binding Central paperbacks. Zora, Sue, Roberta and Mary Ellen will meet with Janet Thomason, and Jo Bilyeu to further refine/review the current paperback binding practices of the Central library on November 30. Feedback to follow at next meeting.

Agenda item: Ingram, Ipage access and RS staff visit. Roberta has been working with Ingram on providing access for library staff to Ipage, Ingram’s on-line service. Larry Romans, as the contact person for our Library Staff Book Purchase operation, will be an authorized user for ordering; all other library staff will have read-only access. Details are still being worked out. Roberta has also been working with the Ingram sales representative for the library on a proposed on-site visit to Ingram; among topics to be discussed is improved customer service. Proposed date for this visit is January 10, 2001 and RS staff members included are Mary Ellen Wilson, Monica Sanchez, Rita Breen and Roberta Winjum.

Agenda item: Clarification of Observatory Library’s materials for RS staff. Roberta has communicated with Sherre Harrington as to what the status is for Observatory Library. Sherre explained that nothing has yet been finalized regarding the management of Observatory or their library, which continues to function “business as usual”. There had been some confusion among RS staff about where to send materials ordered by Observatory. Until otherwise notified RS staff should continue to process Observatory materials exactly as we have done in the past. The one exception to this are a hundred volume Observatory set that the Preservation team has been asked to hold in their area.

Agenda item: Gift Replacement Book procedures. Replacement books received as gifts, often from Vanderbilt faculty, often cause confusion and can sometimes result in duplication of materials ordered. After discussion it was agreed that a procedure should be (more) firmly developed as to how RS staff will handle this special kind of materials. Zora agreed to work with other appropriate library staff on details of treatment for this type of replacement materials ONLY and to notify all staff involved.

Announcements and/or follow up on past agenda items: Pseudo-patron Circ. Counting: Nancy continues to work on this past RSIG agenda item as her other duties allow; may need to create additional user profiles; Roberta gave approval for added profiles as needed. BHB PromptCat records: Mary Ellen is still waiting to hear from Blackwell on this issue EBSCO invoice load: the latest Unicorn test version release has priority of LTT staff time; work on EBSCO invoice will continue as time allows. Mary Ellen reported that EBSCO has been posted to BFAS. BFAS elimination: Roberta is waiting on feedback from VU, not library, administration to convene a full committee to proceed with BFAS elimination. This topic was more fully discussed in a recent Library Management Council minutes message. Approval load duplication: Removal of duplicated records continues. “Round robin” feedback from RSIG members: PGE/Annex: staff very busy with Gov. Documents and/or many, many withdrawals & transfers from Education, still waiting on D. Carpenter to come over & review A-classed materials. Helguera, going to Cataloging then returning fully cataloged also keeps staff hopping. ZB/Cataloging: Biggest news is that if everything continues to proceed as it has those working on cataloging Helguera materials anticipate finishing by the end of December which is earlier than expected. Theres been some confusion about holding codes and/or labeling codes for some Government Docs; Zora & Susan will meet with Larry & ask for clarification. MEW/OST: Continuing to work on EBSCO and serials. Lost Dan Riggs (moving to Colorado) but hired Regina Berry (starts soon as a serials receiver). NBK/LTT: Continues to caution all RS staff to review Web documentation for current holding codes, not rely on printouts as she continues to change holding codes almost daily SD/Preservation: Their “summer” binding “rush” finally arrived, with over 600 books sent out in Nov. Staff have also begun to have their computers upgraded, creating some “interesting” printing situations. Susan Bell wrote as fast and as furiously as she could & so didn’t participate in “robin round” feedback took minutes.

Next meeting scheduled for 12/13/00 at Baker.

Minutes submitted by Susan Bell.