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Present: Pam Cenzer, Robena Cornwell, Michele Crump, Jason Fleming, Doug Kiker, Cathy Mook, Robert Singerman, and Naomi Young

List of canceled titles: Lori Driscoll asked Michele for a list of titles cancelled during this fiscal year. She needs the list to make decisions about possible transfers to Storage Judy Rummel is making a list of over 150 titles that have been cancelled, this list will need to be continually updated. One reason the this list should be made available to Library Staff is in case another selector would want to pick up the title that has been dropped. Lori's request brought about a number of questions Michele discussed with the group.

Do we want to post the cancelled titles on the Library page? (we have decided to post on SER/ACQ for now.)
If we make a list of cancelled titles, should we also make a list of new titles? (including electronic) The question is whether Faculty would appreciate this or not, is it useful that the cancelled title list could be published in the Faulty Newsletter or the Library's NEW section on the website for those who wish to view it. If the list were published broadly the more information should be added, such as selector's name and reason for cancellation.

The group talked about the cancellation workflow

Reason to cancel a title occurs (budget constraints etc..)
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Selector for the title analyzes the situation	->	May question faculty to determine need for title
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Selector fills out the Cancellation Form
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Selector gives form to John Ingram	->	John Ingram Signs off
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John Ingram gives form to Michele Crump
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Michele gives form to proper SER/ACQ member
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When title has been canceled notification goes to Access Services	->	Action taken based on whether the item is to be withdrawn or transferred to Storage

There is currently a question about how disposition decisions for cancelled titles gets communicated to Acquisitions, Database management, and Access Services.

This disposition only concerns the material in West, branches organize and initiate their own transfer or withdrawal of materials .

Michele will talk with Jon Ingram and Lori Driscoll to find out how Access Service is notified about cancelled titles that have disposition marked - "withdraw complete run" or "Transfer to Storage."

MARC Holdings: Handout Naomi Young

Until about the mid-1990s Serial Titles used MARC holdings. After that time we, realized that MARC holdings could not be used, because the display of receipt lines was being suppressed. FCLA could not fix it at the time so "mock-MARC" began to be used. The 899 fields summarized holdings, could be easily read and looked like MARC was supposed to. However with the conversion to ALEPH it will soon become apparent that these are not real MARC holdings. We need to create MARC holdings information for currently received serials in order for the predictive power of ALEPH to work. We cannot start converting to MARC until ALEPH because of the receipt line problem mentioned previously. One item of major concern are older titles which have the pre LUIS legacy code as well as the post LUIS mock-MARC. We don't know how these holdings will display. It is recommended that we first focus on active titles before worrying about titles which have been ceased. 899 fields in LUIS will need to be converted into 866 fields in ALEPH. In order to prepare for this it is suggested that a plan for training be established and a line of funding be set aside for this. A course is offered through CONSER A team can be sent to another location to take this class or Naomi can serve as library trainer, and the library can pay for the course materials. The attachment above links to resources that explain and describe the MARC holdings format that can printed out to help with this process. In depth training would be for Ser/ACQ staff because the handout doesn't explain what to do with the part of the title that they will be handling. Also, ALEPH uses some proprietary fields to code some holdings information.

Everyone should be aware that their is a problem that needs to be addressed. We will need to learn things and to make decisions. It is important to remember that resources are available to help us.

Related Topic: language of the piece.

Spine labels are no longer printed in the language of the piece and it is unsure when this was stopped. In the future in ALEPH it will not be a problem for us to do this even with foreign languages because coding will supply these values. There is some concern that branches will not follow our guidelines because they are afraid to alter their current way of doing things. Michele advises that the A-Team should enforce these rules, and encourage branches to refer to the Check-In manual for verification of procedure.This information should be kept up to date for the sake of consistency. Naomi suggests that information in the manual should be made system neutral in order to ease the conversion of procedures to ALEPH.

Database for electronic titles:

Michele handed out a flow chart for e-matrix which is an electronic resources management system being developed.

Solutions for the management of electronic resources:

1. Laddy (a part of Lassie) was created by UF to address this need.

Other:

*Michele would like everyone to open communications with publishers to start getting more complete usage statistics for electronic titles.

The Counter Group is trying to standardize the way usage statistics are kept.

* There had been some discussion of whether or not to begin checking in items in the dhld screen rather than using r lines. This was suggested in order to ease the transition to ALEPH, because ALEPH is unable to convert the receipt lines. Some units went ahead with this change in procedure even though it has not been adopted.

*Cathy Mook thanks Pam Cenzer for opening up lines of communication with the binding department, and for the Science Library's introduction into the CD security case project.

*Please bring up any ?'s about conversion projects to ALEPH that had been previously set aside. We now have time to fix a lot of the things that we were going to have to make do with. Topic for next meeting.