CRPC minutes 10/26/05

Continuing Resources Policy Meeting

Minutes from October 26, 2005 Meeting
Library East Conference Room, 2:00pm

Present

Rich Bennett, Pam Cenzer, Michele Crump, Jason FLeming, Leilani Freund, Doug Kiker, Cathleen Mook-Martyniak, Jan Swanbeck, Naomi Young

Announcements

Interview scheduled for Library Technology Support Librarian on Nov. 7th. Presentation will be given at 10:15 AM in MSL 308 on "How technology can be exploited to assess how well library operations and services meet the expectations of the patrons"
FCLA is testing their new problem reporting system. If you have a problem to report submit it to Rich, Michele, or Betsy and they will enter it into the system.
Gerald has done the second month's worth of full serials solutions record loading.
Metalib meeting for tomorrow with the super-testers to discuss some of the problems that have been discovered. A complete problem summary will be compiled and submitted.

Revisit policy for concerning access to electronic resources with user/password log-ins:Doug, Rich

This problem was handled in NOTIS by putting the information in the item record of a title. This option is not feasible in Aleph. This information should not go into the Serials Solutions Note field, because it would then be available to everyone. The only option seems to be to make it available only on campus with information supplied by Reference desks in Main and at Branches. In the future a secure Web page with the user id/password for all the affected titles would be ideal. It would be beneficial to create a list of all titles that are treated this way. Send titles and access information to Michele so that she may compile a such a list. In the future a note will be put in the Serials Solution record telling the patron how to access the information.

Update on the URL removal from print journal titles – Naomi

20% of the titles have been completed (2,800 of 14,000). Naomi's student is currently using a macro to aid in the modification of the print records. The user selects the right record and the macro suppresses the holdings and removes the 856 link from the Bib.

Access level record discussion

CONSER is working on applying ACCESS record concepts to other types of records. This might replace minimal level cataloging on records. They are currently reviewing this for print records, but electronic ones would naturally follow. Naomi would like feedback concerning what fields are useful and which ones are more troublesome on an access level. Please submit your ideas by Friday so that she can submit one email to the discussion at CONSER. The subject line should read "Access level reference".

Macro Update

The item-sorting record macro is ready for testing. Jason will ship it off to Naomi and Cathy tomorrow for an initial trial. The macro aids the user in selecting which records need item sort maintenance.

EDI invoicing

Progress has been made with setting up EDI for SWETS and Harrasowitz. We are currently waiting for test invoices to run. Doug will confirm that Ebsco will run the EDI smoothly this year.

Budget

There is not enough money in the budget, and selectors are really noticing the shortfall. This is because in the past the flat budget has been augmented by a DSR roll-over. That money was not available this year. If Collection Managers want to cancel an electronic resource that starts in January they should do it now. There has been a change in the virtual approval process. Previously titles that were not reviewed were immediately purchased. Now those titles will be automatically rejected. In the past Binding had been purchasing copies of missing material to complete a volume if the cost was under $50. With the current state of the budget volumes will instead be bound with goldenrod sheets, stating missing volume/issue.

Missing Issues in Holdings

Handling missing issues will need to be debated soon by the ATeam. The missing issue information is currently being put in the item record and displayed on the item line for the public to see. In the holdings this information will be spelled out explicitly.

Kluwer * Dim Archive

Springer Verlag purchased Kluwer publishing last year. So the Dim Archvie is now the Springer Dim Archive. There are over 300 Springer titles processed for the archive. No other dim archives are being kept here, or in the state. (FSU will no longer maintain the dim archvie for Wiley titles.) Dim Archvie Springer titles are being invoiced separtely by Ebsco. This cost for these print editions will be shared with the Consortia.

Please read the consensus statement of academic librarians, university administrators and others who participated in a meeting to discuss electronic journal preservation at the Andrew W. Mellon Foundation offices.
Urgent Action Needed to Preserve Scholarly Electronic Journals

Verde

Michele reports that after watching the presentation the product looked promising. It will have an interface with Aleph after version 18.

The next meeting will be held on January 26th, 2005 at 2:00 PM in the Library East conference room