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NOTIS Use

Summary Spreadsheet

Access Services Department

Acquisitions and Licensing Department

Architecture and Fine Arts Library

Cataloging and Metadata Department

Education Library

Government Documents Department

Health Science Center Library

Judaica Collection

Law Library

Music Library

Plant Industry Library

Print Media Management Committee (PMMC)

Science Library

Access Services Department

 

Much of the work at ALF involves verification of holdings of Storage Collection; Dewey Collection; Main 900 items (transferred to Paged then to LAD then Publix then to ALF);, Storage Auxiliary or SCI, HSSL; Storage Oversize (Dewey and LC); Dewey Periodical Oversize; Dewey Monograph Oversize;  Storage, West Periodicals; Storage Judaica; Storage Paged; Storage Gov Docs; and Gov Docs transferred to ALF from the LW to MSL move.  In total an estimated collection of 1.02 million volumes.  

 

There is much information, such as from the Marc holdings screen that has not and will not be captured into ALEPH.  As the staff at ALF work on the collection to ensure the records in ALEPH are correct, much of the information needed comes FIRST from NOTIS.   Without this information it would be impossible to make intelligent decisions on the handling of the items at ALF.  Currently we are processing some JM Dewey items and without the help of NOTIS, we could not have done the additions, changes and updates to the ALEPH records properly or correctly.

 

NOTIS is not a luxury but a necessity.  Please do what you can to keep this database active.

 

Thank You for your concern and efforts.

 

Hang

 

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Hi All, our search unit, storage collection and I myself use Notis on a daily basis.  We refer to inside notes, dhlds, storage , split records.  Microfilm titles and fiche that I can't call up in Aleph.  Also, for usuage numbers and if an item has been used at all or the last time it was used, for zed out serials titles.  I use the dor records all the time to see if  issues  were received or not, eternal notes for say "cancellations", ceased publications etc.  Also in the bib. records will tell you all kinds of info. I use ex, a dewey record that tells what the LC no.would be or the size of an item.  I also use the record numbers in Luis to call up a record in Aleph that I would otherwise could not.  Yes please keep NOTIS.  I'll email you if I can think of any more.  Thanks Dee Thanks

 

Here is an example of the notes field showing  current ,storage , withdrawn. and record changes.  Also the z showes the records closed.  Seeing the info here gives you an indication to look at the DHLds  which are most of the times not correct in Aleph. I'LL KEEP LOOKING FOR THE SPLIT RECORDS EXAMPLE.  Dee

 

LTUF,MORE                                                    ,ABQ2139   ,

FILE IS CLOSED TO UPDATE                       ,NOTIS COPY HOLDINGS       I0E3

UF SERIALS OCLC 02354797 LC    42016492 //r ISSN 0010-0870

S/STAT c FREQ b S/T p

ollege & research libraries. v. 1-   Dec. 1939- -- Chicago <etc.> American

 Library Association.

STATUS,h,DT,05/22/82,AD,none    ,

NOTES,|a -bcdt

001,2D,CN,|a main,per |b 020.5 |c C697                             ,|d,03/30/8

    NOTES,|a lwcon |a stor

    MHLD    ITEM RECORDS    53

    BN-007-001  ZB-006-001  ZN-004-001  ZN-001-001

002,2Z,CN,|a main,per/2 |b 020.5 |c C697                           ,|d,07/25/8

    NOTES,|a sc |a wd 10-90 fliw

    MHLD    ITEM RECORDS    28

    ZN-002-001

003,2D,CN,|a main,per/3 |b 020.5 |c C697                           ,|d,07/25/8

    NOTES,|a sc

    ZN-003-001

004,2L,CN,|a sci,per |b Z671 |c .C6                                ,|d,03/07/9

    NOTES,|a (was ACA7674-1)

    MHLD    ITEM RECORDS    15

 

Acquisitions and Licensing Department

I feel NOTIS is still helpful particularly to us here in Serials Acquisitions.  I use it every day so consistently that I automatically open both NOTIS and Aleph together.  There is not a workday that goes by when I do not use it.

 

1.  Much legacy information regarding subscriptions is not in Aleph (1984-2004).  Believe it or not, we can glean a great deal from the history of the orders from these years (still).

              a. legacy payment information is still there (1984-2004) and it is not in Aleph OR our paper files past 2003.

              b.  many of the past receipts for periodicals are not in Aleph (if they were not bar-coded as hardbound items in NOTIS).  Currently it is still very helpful to see in NOTIS a receiving history of every issue for some problematic serials.

 

2.  Searching titles is still much easier in NOTIS than it ever has been in Aleph.  Many others agree.  And it's not that we haven't had enough time to use Aleph instead.  It's just much 'clunkier' than the simplified title search or keyword search in NOTIS.  I can narrow down and find just about anything I need in NOTIS.  However, I am at a real loss when attempting to do the same in Aleph, even after almost three years of use.

 

Doug K.

 

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I use NOTIS to:

 

Check:

              Previous payments for irregular items

              Object codes when missing in order record in Aleph

              Series treatments

              Budget assignments, when missing in Aleph records

              Check previous vendors for mysterious invoices

 

To find:

 

              Difficult to search titles

              Vendor changes

              Title changes

              Vendor telephone numbers

              NOTIS numbers when Aleph record status reads "closed" yet it is still an active subscription or standing order

 

Because:

 

When paying invoices in the Acquisitions module or any other module in Aleph, one cannot do simultaneous or in-depth searches without closing the invoice.  That, instead of helping, delays the task.

 

Aleph is not "search friendly".  The usual response is "Did not find any matching BIB records"

 

Can only use one module at a time.  When working with a record in the Acquisitions module and for some reason need to see the serial record, it takes a long time to retrieve it.

 

My daily work is multitasking.  Every transaction I handle requires various steps that include information from more than one module.  Moving from one module to another is a waste of time, and slows down production.

 

It would be nice to be able to go back to some sort of index after a search (at least an index of the records being used at that moment).  If I need to open ten invoices to check or change something, I have to start all over again ten times.

 

Sonia

Architecture and Fine Arts Library

 

We still use NOTIS occasionally in a number of ways: 

  • Circulation/Fines…sometimes you need the history of a transaction that was not migrated to ALEPH in order to solve an issue.  Also notes on the item record when you’re trying to track down the history of a transfer, etc.

 

2.     CM/Acquisitions.  For older order record information.  Also, funds history. 

 

--Ann

 

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Dan Salvano and I need the older NOTIS order records to look up prices and invoices for AFA monographs and serials that were originally cataloged in NOTIS that do not contain order records in Aleph. Also, we need to look up caption information for serials that were checked in on the order records on NOTIS that may not have that information contained in the holdings or bound volume item records in Aleph.  In addition, there are often notes in the order record in NOTIS regarding missing issues and claims that did not get transferred into NOTIS. Also we need to be able to look up any item records or bibliographic records and their associated copy holdings and item records that were withdrawn in NOTIS and that are not contained in Aleph.

 

In addition, AFA Circulation would need NOTIS patron records for patrons who have outstanding lost items in NOTIS records that are not contained in Aleph, in case those patrons find and return any of those lost items and need to receive a credit for the replacement costs of those items.

 

Thanks,

John

 

Dan Salvano and I need the NOTIS order records to look up pre-Aleph prices and invoices for AFA monographs and serials that were originally cataloged in NOTIS that do not contain this older price and invoice information in Aleph. I would say we would use NOTIS for this purpose at least 10 times a day.

 

 Also, I need to look up serials check in receipt lines (on the NOTIS order records) that did not transfer to Aleph (principally those receipt lines in NOTIS that had been changed from an R to an N on BN order records and all receipt lines on closed ZN order records) when I am verifying/updating holdings and/or item records in Aleph. This would be especially true for those records in Aleph that have not had their 866 fields converted to 853/863 field pairs in the holdings and/or not had all the item records in Aleph updated in accordance with current serials procedures to conform to current ANSI/NISO Z39.71 1999  standards. Often the serials receipt lines in NOTIS will have fuller caption information for volume, number, month, date etc. than the bound volume item records in Aleph will have. This would be especially true of older supplements, since the full name and caption information for the supplement may only be in the NOTIS serials check in receipt lines.   I can use this information to ensure that holdings records can be made more accurate. I need to look up this information at least once a day, if not more. 

 

  In addition, there are often notes in the NOTIS order records regarding missing issues and claimed issues that did not get transferred into Aleph that I need to look up at least once a day.

 

 Also for book or serials volumes that we have but don’t find a record for in Aleph, we need to see whether they were originally checked in on NOTIS, but were withdrawn in NOTIS or didn’t have the record transfer from NOTIS to Aleph by being able to look up any item records or bibliographic records and their associated copy holdings and item records in NOTIS for these items. We need to do this at least 3 times a week.

 

In addition, AFA Circulation would need NOTIS patron records for patrons who have outstanding lost items in NOTIS records that are not contained in Aleph, in case those patrons find and return any of those lost items and need to receive a credit for the replacement costs of those items. We would need to look this up several times a month.

 

If you have any questions, please ask me.

 

Thanks,

John Seay  

 

Cataloging & Metadata Department 

I use Notis daily. I use it for keyword searching in titles to find like items in original cataloging; it is very helpful with foreign language and the index that comes up is easy to see and easy to page through. The information is available in Aleph but it is a much longer process. I also use the Luuf public file for keyword of subjects when I have more than one subject and I want to see what call number other like records have (Example: Non governmental organizations – Education – Africa). I use LTLC for authorities because I can easily do a keyword search which is helpful when you are looking for an authority and also to help in finding a pattern for making a new authority (Example: fk=ministry and fk=health and fk=division) in that example I am trying to see if a division is recorded with the ministry or stands alone with cross reference. There are ways to do these things in Aleph but they are so time intensive that it is easier to use Notis. When we lose Luis I will use Connexion unless the new version of aleph makes these things easier (doubtful).  Hope this is helpful. Jackie Brown

 

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I tend to use NOTIS nearly every day. It is a very convenient way to look up subject headings, call numbers, and authority records. I don’t like to use Aleph for these because there seems to be too many steps involved. This may be better in Version 18. But, when I am in doing original cataloging in Connexion, LUIS is just more convenient and easier for these types of search.

 

There have also been many instances where someone overlaid an OCLC record incorrectly over an Aleph record by transposing a couple of numbers in the 599 before exporting to Aleph. The only way we could remedy the situation was to search by the call number (from Aleph’s holding record) in LUIS. This worked because the holding record in Aleph remains the same even if the bib record is overlaid.

 

There was another similar instance last week when I was bringing in some outsourced Judaica records. Someone had incorrectly overlaid a record in Aleph, but the piece I was working with still had a LUIS number associated with it. I was able to find it in LUIS and correct the overlay mistake in Aleph.

 

I hope this helps.

 

Greg

 

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Several times a day (at least 10-30, sometimes more, depending on what I am doing) I access luis for the following reasons:

 

  • To check ltlc for a personal name, corporate body, subject, geographic area, or series authority.
  • To keyword search, i.e. In ltlc I can use “fk=” search; in luis I can qualify keywords by specific fields like “k260” to find an example of how a corporate body or place was listed; I can also search by jx (if I’m not sure exactly how something is used, so that I can perform a very general search)or js or ja or etc.
  • To search subjects as a very readable and logical index will appear, and I can hit the F1 or F2 to move forward or back in the index.  I can also scan down the entire page and easily go on to the next page by hitting “enter” and I have an indication how many hits.  In aleph I may get the “++” which gives me no indication how many hits.  I have to select and then move to marc tags to see which subject is first if I’m doing a subject related to call number search.
  • I can type “term” to easily move from ltlc to luis to ltlc to ltrf to etc.
  • I can search by publisher or publishing location which I cannot do in aleph cataloging module.
  • In Luis, search: jones j b john      and your display will be:  see attachment; see our frustration??

Attachment

 

Thanks for listening…, Jackie Heiland

 

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It is quicker and easier to get the information from Notis. The information is in order you can go into records and see the title, subjects and call numbers. This can be very helpful if you can find a record with a title similar to yours. You can see other subjects they used on the record and that can be helpful. On Aleph you may have to do a lot of searching to find the answer you are looking for.  

 

Patricia  

 

********************************

 

I use notis occasionally for the k260 function to see in what city a publisher is located. We are using the ltqf part of notis for actual cataloging still, and I like to see authorities followed by all the records containing that heading in the same place.rj

 

Education Library

 

Here are a few of the things I still use NOTIS to look up.

 

1. I use the Patron records for information on bills for books that were submitted prior to Aleph coming online.  The pbil information did not transfer to the patron's records in Aleph.  This is not happening as frequently as when we first came up in Aleph, but it does occur where a patron, current or not, finally returns a book they were billed for prior to May 2004.  In order to credit/refund the amount paid, I need to know what it was.  On the other side, we get inquiries concerning bills listed in the person's UF account that show only the amount charged, and does not indicate which book the patron was charged for.  This situation has come up recently where UF Financial services turned unpaid accounts over to a collection agency and the patron billed wanted to know what they were charged for and why.  The only place to find that information was in the NOTIS patron pbil screen.

 

2. Occasionally a book is returned or located on the shelves that has no record in Aleph at all. When I look in NOTIS, I find that the book was withdrawn prior to the switch to Aleph so the record did not transfer.  This is a smaller problem and one solution now would be just to have the book re-cataloged instead of re-instated using the NOTIS record information.

 

3. Serials questions: Less frequently now, but sometimes I need to be able to see the notes that were in the NOTIS order screens that did not transfer to Aleph.  Several times this has been to only way to discover how a serial received infrequently was treated, whether as a serial add, or a catalog separately or analyzed under a common call number.  If the note was on the copy holdings level, it did transfer, but not the notes on the order screens.

 

Regarding #3: I wish that all annuals, or less frequently received serials, could be checked in on the Aleph screens as they were in NOTIS.  We have no way of determining if a year was missed and needed claimed if there is no checkin record and an expected arrival date.  We have had problems with several titles where we did not know the 2005 or 2006 was not received until the next year actually showed up.  By then, it is sometimes too late to make a claim to get the missing year.

 

I hope this is the sort of information you need.

 

Thank you,

Carol

 

Government Documents Department

 

It is easier and quicker to use NOTIS to identify the correct record for a common title.  (Code of Federal Regulations, Statistical Abstract of the United States)  NOTIS has some important notes that didn’t migrate into Aleph.  Mary and I use NOTIS every day in our processing and reference activities.

 

Carol Harris

Mary Wisnieski

 

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I do not want to see NOTIS disappear.  I use NOTIS frequently.  I work with Florida and International documents.  My use for NOTIS is mostly with the Florida documents.  I use NOTIS for various reasons.  One way I use NOTIS is to find a record I cannot find in Aleph.  The biggest reason I use NOTIS is for distribution information.  Some of our titles are sent directly to another location.  The direct distribution is contained in the order records in NOTIS but not in Aleph.  I can also figure out the history of a title from the order records in NOTIS.  I have included a few examples where I have to consult NOTIS in order to process the title.  Sally Cravens was our Florida Documents Librarian before her retirement a few years ago.  Sally put a lot of information in the order records that is critical to processing.  She worked on putting the information in the volume holdings before converting to Aleph but some of the information just could not be converted.  I really need to have access to NOTIS.

Attachment 1 Building Permit Activity

Attachment 2 Florida Public Documents

Attachment 3 Florida Statutes

Attachment 4 Index to Laws of Florida

 

Jody Hewitt

Documents Department

MSL

   

 

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I use NOTIS every day in my cataloging work.  Aleph does not update the LC authority files as regularly as is the case in NOTIS.  I know this because when I validate authority names and subject headings in Connexion and then import them into Aleph 9 times out of 10 Aleph will say “x is not in the authority database override?”

 

Since I create Authority records as well it is important to be able to have access to the most up-to-date files so I am not creating duplicate authority records. 

 

Regards,

 

Paige

 

Health Science Center Library

 

I don't use it that much, unless I'm looking for a book with the barcode missing or a number that we left out in checking-out. Cynthia Ellison

 

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I use it occasionally when I can't figure out if something is a standing order or subscription and need to find out if a recurring title is a subscription or bought separately each time it comes out.  I have also gone back to these records if I need to see if one of these items ( an older edition or version) was ever  here and is just missing/gone and can't figure it out in the Aleph record. 

Rae

 

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I use it when I only have trouble finding records in aleph. Renae

 

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I use this system.  Sometimes the prices of old books that are lost are located in the old tech service catalog bib record and order records.  When it comes to old books there is no other place to look.  I also ask John for help and Notis is where we end up.   Gml (Gloria London)

 

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Sometimes we use the nernotis for pricing books.  I also use it occasionally on the patron side because old billing records and accounts are attached to those records.  We can also see note on blocked accounts. Kathleen Spinks

 

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Just invoices and the invoice notes - that's where we put the sub. period we were paying for.  Amy Osborne

 

Judaica Collection

I would say that I use NOTIS on at least an every other day basis, and think that my projected need to use it would be:

heavily for the next couple of years

and moderately to occasionally, thereafter; however, I'm hesitant to project that, because I have a feeling that for dealing with Judaica that was sent to storage, NOTIS will be our best resource.

But mostly, I use LUIS to gain information that wasn't transferred to ALEPH -especially regarding serials.

Also, I've lately come across items that were charged to LOST or MISSING in LUIS, but for which no record of that status is in ALEPH.

Having access to patron records & the Dean's Menu is a must -- at least until some provision is made by Bridges for access to it.

 

-Emily

 

If someone were to ask me for how much longer do I think I would want access to it, I'd say,

1.5-2 more years would probably give me what I think I might need from it ... do "they" have anyway

of reporting how many hits it gets from us a month? 

 

Another comment: I have been somewhat unlucky in the transition from LUIS to ALEPH :

when it was first available back in 2005, I was in the middle of a major shelf shift at Norman

and was unable to use it; then, I got mired in a patron billing situation that lasted for months (really nasty)

and involved a former faculty member  --I still don't think it is resolved.

 

Anyway, I wasn't able to _really_ start using ALEPH until January 2006.  And, when I did, I seemed to get

quite a bit done with it, but at the end of Summer 2006, we lost a student assistant that we had

employed for several years, so I had to train students for most of Fall 2006.  When I was finally able

to start looking at my own work again, we were told we were going to move. 

 

So, even though I got to use ALEPH [during which time I was constantly referring to LUIS for clarifications]

and concentrated on holding & item clean-up while processing items for binding, I still feel like I've not really gotten to

about 55% of Judaica periodicals work.  And it is within that context that I access LUIS most -- mostly,

for the purpose of determining how an item was acquired: purchse, gift, etc. But I mention the patron billing

part of the package because, as I understand it, it is the only way by which we can access that specific information.

I don't think BRIDGES has caught-up yet.

 

OK --stopping now ... more than you wanted to know, I'm sure ;)

thanks – Emily

 

We use NOTIS to check billing records -- both in LUIS & in the Dean's menu

It is also VERY helpful when working with serials to determine pay histories

and holdings info, as well as being able to see some of the old notes that were

left there --again, especially for serials

Let me know if you want more details : what I describe above,

requires special access permissions into the Dean's menu

and use of all LUIS screens : copy hldg, MARC hldg, Item list, items, & circulations record areas of NOTIS—Emily 

 

Law Library

 

Frequency of NOTIS use : I have used it twice already this week (not including looking up authorities that are not in Aleph yet)

 

We are working on an incomplete cataloging  project: (incomplete records were added in the early 90's quickly and series information,etc.

 was lacking to guide the users to the fiche)

sys=1500172

notis=ahb2900

 

We saw a suppressed HOL in Aleph attached to a record that made us think we had a print copy of an 1854 title as well as a fiche copy.

Looking at NOTIS we saw an order record attached which was closed to that suppressed copy.

In the NO: area of the upper part of the order record was the

information:

"c.1 microfiche is 1854. copy 2 is 1969 reprint and has its own record."

The order record was last modified 1/4/91.

 

Trying to reconstruct a documents holdings/inventory problem we also used information from Receipt statements and Note statements in ord 1 at NOTIS  ABD3096. Of course this order was active and most of it went over to Aleph--except for the receipt and note statements. We have lost a position and have not had the time to recover all this information from our gov doc records since the STP in May 2004.

 

Also, I mentioned in the meeting today  that history of cancellations is sometimes used by our selections committee, and will seek an specific example of that circumstance.—Jean

 

  

Music Library

Robena and I have tried to gather the instances where we at the Music Library would still use NOTIS.  I'm sure most of this duplicates what others may send you.  I've attached it as a word document here.  Please let me know if you can't read it. 

 

Attachment

 

Thanks!

Michele

Music Library

 

We at the Music Library don't really keep track of usage, but I would say Robena and I use NOTIS about 3 times per week, each.  Our issues tend to center on the storage problem.  Also, long ago, we were given instructions for withdrawing our own items, where it would keep the catalog record available for patrons to see, but the item would be listed as withdrawn.  The W/D info didn't transfer over to Aleph, so a record like that would show up with complete bib info, just no location or call number.  We would have to go into NOTIS to see the history.  I don't have an example now, as I've been fixing them as they come up, but I'm sure there are many more out there. 

 

Thanks lots for all your work on this,

Michele Wilbanks-Fox

Music Library

 

Plant Industry Library

I use NOTIS almost every time I catalog (for me this is not every day, but averages several days/week). Especially because the name authority records do not yet seem to be current/complete in Aleph. However even for subjects/series (where the authority records are in Aleph) I often give up and open a NOTIS window, because it is so difficult to browse through indexes in the Aleph cataloging or search clients. The tiny windows don't show enough of the index or enough of the authority or bibl. records, titles (in "view docs") don't sort in any discernable order, there is a limited ability to scroll up or down through an index, and navigation is very mouse-intensive and time-consuming. Aleph is fine for verifying an existing heading in a bibl. record, if it at least reasonably close to the correct form. But NOTIS is far easier to use

(IMO) when trying to evaluate alternative possible subject headings or classification numbers, or if the heading I want to verify starts with some common words and I'm not certain of spelling or exact order (such as a subsidiary government unit or university, or oriental author names).

 

I also use NOTIS for ILL verification and reference work involving serials or multivolume sets, in cases where some/all items have not been barcoded, or if there is a discrepancy between the summary holdings and the item list display. This is not as often as my cataloging usage, perhaps 1-5 times per month. But in almost all of these cases the additional information I'm looking for (such as from  check-in or order

records) is not in Aleph at all.  I suspect there are still some folks in Circ, Serials or Docs who use NOTIS this way too.

 

FWIW,

 

Beverly Pope

 

Print Media Management Committee (PMMC)

A summary of the feedback re: why they want to keep NOTIS.

 

1.  Searching there is faster and easier and you are more likely to actually find what you are looking for.

 

2.  Easier to tell if you have an add, a c/sep or an analytic

 

3.  Quicker to tell which vendor title comes from

 

4.  Easier to tell if title is from G&E

 

5.  Easier to tell if title is an index or a reference title

 

6.  Billing/invoicing- two sub categories  1) we billed patron before and we need to pay them back ( they finally found the old lost book)  and 2) we need to know what we paid for the book/set originally

 

7. Book was withdrawn in NOTIS but is now found. do not want to take time to catalog from scratch

 

8.  Holdings, split level holdings and confusion about what is where

 

9.  want to look at the check in records of other SUL schools

 

10.  Problem resolution

 

11. What was noted as lost and claimed at what time

 

12.  why was a title cancelled

 

13. Quicker to print summ screens per copy level

 

 

Science Library

I mainly use it to look up journal titles for check-in. It’s so much easier to look up the title in NOTIS, then type the NOTIS number into the aleph search box under “Previous System Number”.  When directly typing the title in aleph, sometimes there are too many options. If the wrong record is selected, one has to start the process over. Of course, if it’s a new title, the only option is to search in aleph.

   The other main reason I use NOTIS is to clearly see if a title is an add, c/sep, or analytic. NOTIS is also more convenient sometimes to identify the vendor for a particular title, or to see if it’s a gift or exchange title. I also feel it’s easier in NOTIS to quickly see if a title is an index or reference title.

   That’s all I can think of for now. Thank you for letting us have the opportunity to make our case for keeping NOTIS a little longer!

   ~~ Paula Tarrant, MSL serials

  

 

 

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