RSIG MINUTES 9/22/99

PRESENT: Susan Bell, Zora Breeding, Sue Davis, Sylvia Martin, Monica Sanchez, Mary Ellen Wilson

LC VS.MEMBER COPY: Mary Ellen suggested that we look into the possibility of receiving member copy as well as LC copy from Prompt Cat (PC) for approval books, excluding those that come shelf-ready. It would considerably reduce the amount of searching that the verifiers do. Verifiers re-search those PC books that come with provisional records, and quite often find member copy. ACTION: Sylvia will check with Flo to see if there is any reason not to receive member in addition to LC copy.

PROMPTCAT ANSWERS: In response to several questions about record updating that Sylvia posed to them, PC responded: 1) PC does not upgrade any records that they deliver, but it can be done by Bib Notification if that service is subscribed to; 2) Holdings are attached to records based on the selection that is made on the PC cataloging profile. If your library has elected to receive only LC copy then only lLC records will be selected. If there is no LC match, then no holdings will be attached. If library has elected to receive LC and member copy, then holdings will be attached accordingly; 3) If your institution has input the record and holdings are already attahce, then PC will not attach any holding to the record. Mary Ellen noted that verifiers have come across provisional records with a 994 field with a 92 code (offline update) in it. This field has been protected by LTT so that it will remain when the record is overlaid. If PC does not intend to update when a prov. record is supplied, then the field should not remain when the record is overlaid. ACTION: Sylvia will question PC about the use of 994 tags in prov. records, and also request that the delay of 21 days for update to occur be changed to 10 days. Mary Ellen will talk with Nancy about unprotecting the 994 field.

OS APPROVAL PROCESSING: Mary Ellen explained that OS staff will manually edit the ITEM CAT 2 to reflect BNA or YBP-APPROV until this step can be done automatically. She also remarked that it will be necessary to transfer some titles received shelf-ready to pre-existing Acorn records. When this is done, the vendor's pricing and invoicing information needs to be retained somewhere. Options are to copy the 98x fields to the pre-existing record or to retain and shadow the vendor supplied record. Mary Ellen asked Zora which option would work better for catalogers since the material will ultimately be processed in cataloging. ACTION: Zora will check with catalogers to see what they prefer.

SHELF-READY IDENTIFICATION: Circ staff has suggested that there be something in the record to identify a BNA shelf-ready book. Mary Ellen noted that the ITEM CAT 2 states YBP or BNA approval, and that the 981 field in bib records supplies profile information. ACTION: Janet will be informed of the different clues that indicate shelf-ready material.

STATISTICS/SHELF-READY: Sylvia reported that PromptCat is able to add a 951 tag with "lu" to our records in order to capture cataloging stats. There was some discussion that perhaps another code should be used that would be unique to PromptCat material. ACTION: Sylvia will check with Nancy to see how reports are run, and to see if initials, in addition to the code, are necessary to keep it from being counted as "other".

PHYSICAL PROCESSING/SHELF-READY: Sylvia reported that BNA is able to change the font size on our labels from Times New Roman 10 to Times New Roman 11. There is concern that too many labels are being placed on the front cover. According to BNA, a larger font will necessitate even more labels being affixed to the front rather than to the spine. Because of our complaints about the label protectors, BNA will not use them on our next shipment. Sue noted that there were 4 books in the last Science shipment that should have been marked for Obsv. ACTION: Sylvia will ask BNA what criteria they use to decide whether a label should be placed on the spine or on the front. We will continue to monitor physical processing of shelf-ready items. Sylvia will work with BNA to develop the Obsv. subprofile.

MAILROOM PROBLEM: Sue reported that there has been some confusion in properly addressing boxes that are being shipped from the Baker mailroom to Marking. Monica suggested that perhaps some books for routing were put on the wrong truck

HELGUERA GIFTS: Sue noted that there is a snag in contract negotiations with the company that has been chosen to clean the gift collection. The contract has not yet been signed. Zora asked about the ball park figures that TechPro provided for processing the collection. She and Sue would like to have a copy of the figures. ACTION: Sylvia will send TechPro estimates to Zora and Sue.

ANNOUNCEMENTS: Sylvia announced that Nancy has determined the size of files to be sent to BNA in order to estimate the cost of TOC enrichment for all VU libraries. Sylvia has notified BNA of the file sizes, and is waiting to hear that BNA can accomodate them. The license for offline return remains with OCLC. We are waiting to hear from them as to when we can begin this process. Mary Ellen reported that she has talked with appropriate staff at BNA about the interface between Sirsi, BNA, and VUL that will allow us to place orders electronically. It will be based on the interface that is now in place for YBP's GOBI transactions. We will be the first BNA library to experiment with this process.

CURRICULUM DEV. LAB: Susan reported that grant material is heavy and quite labor intensive. Others remarked that this grant project has had much more impact in all RS areas than was ever anticipated. Susan is serving as the resource person for this project and is getting many questions from Lab personnel as well as RS staff.

NEXT MEETING: Wed., Oct. 6, 2:00, Baker