RSIG Minutes, 5/10/00

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

Flo made one an announcement prior to the discussion related to agenda

Items. The library recently learned that we had been awarded a grant from Solinet and the

NEH to begin a project to mifilm documents on Methodism and/or Methodist churches in

the south. This project begins this summer, with Sue Davis serving as "point" person; it is anticipated that Divinity staff will be doing the majority of the work. Sue and Bill Hook head for training in Atlanta sometime in July.

With the newest re-design of the Library’s home page now complete several people have commented on the increased difficulty in locating information that relate to RS procedures. Flo & Nancy pointed out the easiest way to locate a particular RS "section", for example you need the holding codes, is to type a keyword (holdings) in the "Search the Staffweb" window. That will give you links to the information needed. Another suggestion was for staff to make bookmarks to sections they use frequently. The information is also easily accessible by typing "Resource Service" in the search line of either the Library Divisions & Units or Divisional/Unit Staff Web sections of the Library’s homepage, located at the bottom of the web, to the right. Still another idea discussed was for staff to consider making the RS page as their individual home page.

Flo also wanted the group to consider whether it was time to re-access, re-organize the current layout of the RS web page, i.e. how easy is that to use and how current is some of the information there. (She also pointed out that, not-infrequently, persons who are considering applying for vacant positions will access the Library’s home page so having current, correct, easy to locate and understand information on our page would be another way of attracting new staff..)

Action item: we agreed that the current RS page needs some clean-up; apparently Zora & Sue have already been discussing sections that need "attention" so they are willing to review all the links associated with RS procedural information as well for accuracy.

Flo passed out several sheets related to OCLC pricing (one with automated cataloging support costs for year 99/00 and 00/01, one on OCLC activity for years 94-00, and several that details pricing structures by function ((keyword, Z39.50, scan title, etc.)) covering years 1994-2000). Flo reminded the group that currently we get pricing from Solinet based on our last two years of activity, similar to "budget billing" used by utilities companies, and that she continues to closely monitor, each month, this flat-rate method of payment versus a straight rate per function pricing.

In relation to OCLC pricing Flo bought up, again, off-line return for updates. We just received the first billing for this process. It seems that there was some misunderstanding about how this is charged. IF OCLC updates through off-line return a record that is "OCLC-derived" the cost is still $.46, which is the same rate as you updated it on-line. So for newer materials that are being cataloged staff are encouraged to go ahead & update our holding WHILE you are on the record in OCLC instead of wanding the record in via the LTT-supplied "update holding" box since no "savings" will occur for going through off-line return. HOWEVER, since OCLC charges a separate charge for each function (search, export, update) IF you are cataloging a piece in hand on Acorn & the only reason you would need to return to OCLC is to update continue to use the wanding method of updating. If you are OVERLAYING a current Acorn record with a better record now found in OCLC & cataloging the piece then update OCLC at that same time. Also in conjunction with off-line returns Flo had copies of the batch load reports of the inventory items that did not update via off-line return; no one was interested in reviewing those-in-hand however Zora agreed to receive any future "didn’t update" reports that come.

Action item :Nancy will explore ways to re-define various ways to submit our records for off-line return for money-saving purposes & will get back with the group.

Sue supplied some background. Some libraries, Central in particular, want their funds for binding on Acorn instead of BFAS. Some preliminary work had been set up but had hit various snags. Sue suggested, & the group agreed, we hold off full implementation of only having funds on Acorn until the beginning of the new fiscal year.

Action item: Flo will recommend that Central set up a high enough level in their binding fund on Acorn to cover the entire fiscal year. Mary Ellen and Sue agreed to review the next batch of invoices from the bindery to assist Central with suggestions regarding sufficient amounts for this fund.

Flo stressed to the group that any suggestions made to ensure that all RS staff have sufficient materials to work on currently should be considered "interim measures ONLY". More permanent solutions towards effective, efficient over-all workflow through RS teams must wait until the new RS Coordinator has been hired. That said, there was much discussion about why there seems to be a drying up of copy cataloging, with very little concrete explanations. Nevertheless we came to the following, TEMPORARY solution (Action item): starting immediately OST will stop speed cataloging firm orders; these will be sent over for copy catalogers to process, along with the LC-classed Spanish approvals.

All agenda items addressed, the meeting adjourned at app. 3:35 p.m.

Minutes submitted by Susan Bell