Monograph Copy Cataloging Committee
Meeting
RS Conference Room
Thursday, June 7, 2001
10:30-11:30 a.m.
Minutes

 

Present: Monica Aiton, Mary Gay Anderson (Docs), Jackie Brown, Daniel Cromwell (Chair), Nelda Schwartz (Preservations), Margaret Seals, and Nancy Williams.

 

Absent:  Absent:  Jean Bostwick (Law Library), Linnea Danielson (Health Center), Marie Kennedy, and Linda Silba.

 

1. Future Meeting Schedule

 

The committee discussed possible meeting schedules.  It was suggested the meeting be held quarterly and committee members were OK with that.  We noted however that this is very flexible and that meetings can be called more often when necessary (e.g. to discuss new LMS training issues, etc.)   The Chair will come up with the quarterly schedule and present to committee for approval.  It was also proposed that there be an electronic list set up that could be used most of the time for communication within the group.

 

2. Overview of Committee’s Charge

 

The Chair gave a statement summarizing the charge and purpose of the committee.  Basically the committee is to meet and discuss issues and training concerns as well as review and edit as necessary guidelines and documentation dealing with any aspect of the monographic copy cataloging workflow.

 

3. Update on new Library Management System (Nancy Williams)

 

Nancy Williams gave an update of the new LMS implementation process.  In addition to what are now the SUS universities, community colleges are now included since they are mandated to have the same system as the universities.  Nancy indicated that two systems have made the final cut: Endeavor and ExLibris.  She said we are looking at October for a final decision between those two systems but don’t expect UF to be in the 1^st round of implementation libraries since we are so large and complicated.  It was also noted that neither system has copy holdings screen like we are used to.  It was suggested that we do not mix firm fields with the 9xx provisional fields in completed cataloging.  Another suggestion was made concerning “Notify notes”; that they be deleted after cataloging is completed and transferred to a slip inserted in the book for Access Services purposes.   Jackie Brown pointed out that there will be a lot of guidelines to revise due to the change of the system and that training material will also need to be changed.

 

4. Tracking “in-process” material guideline and workflow slightly revised

 

Due to a relatively high number of overdue notifications for in process materials it was decided to add two weeks on to the period of time these items had before they will expire.  Instead of three weeks the period will now be 5 weeks, this change has been added to the guideline concerning tracking in-process materials and will be effective when the changes are made to the system.

 

5. How will MCCC work with current training committee?

 

Since a component of the MCCC’s original charge was to monitor training and training documentation for copy cataloging it was discussed how we could work in conjunction with the current training committee that formed out of the RS assessment process.  It was suggested that we perhaps have a joint meeting and that Jackie who is a member of both committee already serve as a liaison between the two groups.

 

6. New Guidelines:

 

1. Barcode Placement Guideline  http://web.uflib.ufl.edu/rs/catpro/barcodeguidlns.html

 

2. Book jacket handling guideline  http://web.uflib.ufl.edu/rs/catpro/bookjhg.html

 

3. Monographs Handled by Serials Cataloging  http://web.uflib.ufl.edu/rs/catpro/monoserial.html

  (**This guideline was discussed because of recent problems in this workflow, basically everyone should be aware of what the guidelines says)

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Prepared by: Daniel Cromwell, June 7, 2001

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