RSIG MINUTES 3/29/00

PRESENT: Susan Bell, Nancy Boggess-Korekach, Zora Breeding, Sue Davie, Peg Earheart, Sylvia Martin, Monica Sanchez, Mary Ellen Wilson

BOOKS RETURNED TO OS: Zora noted that apparently both Cat staff and OS staff are being inconsistent about charging/discharging books that are returned to OS from Cat. (Mary Ellen and Zora both received overdues for the same book!) When returning a book to OS, Monica asked if a flag, indicating the book has been charged to OS, could be inserted to trigger OS to discharge upon receipt. ACTION: Cats will be reminded to charge to OS, and a flag will be inserted to indicate book is charged. A note will be added to the 952 tag to indicate why it is being returned to OS. Mary Ellen will write up a procedure for this process.

OFFLINE RETURN UPDATE: Sylvia reported that she, Marshall, Nancy, Zora, and Mary Ellen had met to revise the suggested procedure for updating current material. Marshall will write a program that will set up a window into which a barcode can be read. [This program has since been written.] The number in this window will be sent to a file managed by LTT. Nancy will write a script that uses this file to extract a set of OCLC nos. to send for Offline Return processing. [This script has since been written.] Records will be sent daily to OCLC for offline return of holdings. In order to avoid re-updating PrompCat records, staff will have to look for the 994 tag. A provisional record with a 994 and a 92 code (already updated by PromptCat) in it should NOT be updated. A 994 with a "zo" code (Smartported into Acorn) in it needs an update. Material without barcodes, e.g., electronic records, will have to be manually updated. Costs involved: $.46/record to update on OCLC even if already on the record as opposed to $.17/record for offline return. $1.84 for a delivered record from PrompCat. $.61 for a searched but not delivered record. ACTION: Sylvia will notify OCLC to expect daily receipt of records for offline return.

Sylvia has received OCLC reports with results of the latest batch of inventory records sent to them for updating. 7,105 records were read of which 730 (or about 10%) were "unresolved". [Note the addition of 278 more records since the meeting.] Peg reported that there is at least one request/day from ILL for this material.

WOMEN'S CENTER UPDATE: Marshall will be setting up a meeting in the near future with Barbara Clark from the Women's Center to begin discussion on integrating their collection into the Acorn catalog. [Apr. 11 has since been set as the date for the meeting]. Once details as to equipment and policies have been established, Zora will be notified so that appropriate catalog training can begin.

EDUCATION THESES: Peg reported that, due to space limitations in the Educ. Library, all Dewey theses/dissertations (vault copies) will be permanently transferred to the Annex. They will become part of Special Collections. A global change of location can be made. Records for this material will need some cataloging/authority/maintenance work. Some have brief records; some will have to be looked at one by one. ACTION: Peg and Zora will work out details for record work when transfer is complete.

ANNEX: Peg reported that Annex staff are very busy with the transfer of Law material. Sue also noted that book repair is also feeling some impact from shifting of material at the Law Library. Music may be needing more temporary storage space as work proceeds on the Music building.

DOCUMENTING THE AMERICAN SOUTH RECORDS: These records will be FTPed into Acorn with a cataloging date of NEVER. A global change will be requested one week later to change the date to today. ACTION: Notify Mary Charles Lasater when the records have been loaded.

BINDING OF CENTRAL PAPER BACKS: Sylvia read a message from John Haar, stating that the Central Library was ready to cease binding of paperbacks until they have circulated. The exception to this new policy will be material ordered on an 0300 fund (Fine Arts) that will continue to be bound as usual. Any material too brittle or flimsy for shelving should also be bound. Ensuing discussion raised several questions: 1. Does this new policy refer to all monographs or just those coming on approval? 2. Should material ordered on 0300 that goes to the stacks rather than to the Fine Arts collection be bound? 3. Is circulation staff aware that unbound paperbacks are to be returned to RS for binding after circulation? ACTION: Sylvia will refer these questions to John Haar. [Since the meeting, John has responded to the questions in the following manner: 1. All monographs are to be included; 2: Anything that is received on an 0300 fund should continue to be bound; 3: Janet Thomason is aware of policy change. She is prepared to have her staff send paperbacks to binding upon return from circulation.]

CD-ROM QUESTION: Sue reported that periodicals staff recently gave her a CD-ROM that accompanied a periodical. This was a "first" for her, and she wasn't sure what to do with it. Mary Ellen remarked that periodical receivers are supposed to send an issue with accompanying CD to a serials cataloger. In this instance, the receiver must not have noticed the CD. Sue had given the CD to a serials cataloger which was the correct thing to do

NEXT MEETING: Wed., 4/12, 1:30, Baker