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Cataloging and Metadata
George A. Smathers Libraries
University of Florida
P.O. Box 117004
1508 Union Road, Room 400
Gainesville, FL 32611-7004
Telephone: (352) 273-2675
Fax: (352) 392-4788
Stodocs Team Meeting Notes
February 15, 2010
Present: Carol, Mary, Jan, Cathy, Chelsea, Todd, Hank, Cindy, Fern, and Jimmie.
Absent: Jackie B., Terri, Betsy, and Nancy
Shared books procedure -- Jimmie
The summary procedure below for cataloging book documents with copy was distributed on the verso of the agenda. Some staff had recently begun working with monographs and had responded that it was helpful to them. It was also mentioned that upgrades from previous cataloging styles to AACR2 should not be done and that deleted Aleph records should not be reused.
What to do next: gathering order – All
Criteria for gathering order have been flexible with emphasis on fat first, front to back, best utilization of available staff, and best advantage of the temporarily available database for SuDoc numbers. Cathy mentioned the possibility of requiring reuse of some of the shelving being vacated by the completed documents for materials from MSL compact shelving. Vacating the shelves from the back end will be most helpful in this event because of adjacent empty shelving. Now gathering order will continue to be flexible and incorporate some of the above criteria except that other things being equal items will be chosen from the back end in order to more quickly vacate that shelving area.
What to do when storage duplicates are identified - All
Only one copy can go into remote storage.
Jan said on further consideration the decision is not to review and bring back second copies of documents items, so Terry can go ahead and withdraw them. There was a discussion of our current policy to ignore the existence of additional copies in non-Documents areas of ALF. Cathy expressed concern that these second copies might be ingested into trays without awareness that they duplicate documents items. This might occur either before or after cataloging of the documents copy. A process is needed to tag these for review so branch selectors can choose to either return them to stacks or withdraw them. A TKR was suggested. [Betsy suggested we run a report to identify these based on locations to enable deciding on withdrawal or return to the branch by selectors. Identifying also those duplicates located in the branches might also be helpful to them as candidates for weeding.] Sometimes copies in ALF from branches may be trayed before the corresponding documents copy. That would generally become the only copy kept and the record would be revised to show SuDocs numbers on the holdings record. Jan said this would make it easier to retrieve the records. Fern later suggested including a staff note ($z) that the actual label shows the particular previous number in the HOL to reduce confusion.
Followup on sticker placement – Cathy
Continue to place the barcodes on the back of the books.
Progress on cleanup of barcode input errors – All
All but a small number of those known errors which could not be found using the barcode number are already corrected. A more comprehensive report has been requested through a GROVER and will be distributed for correction when it becomes available.
Single page/skinny stuff – options for storage, etc. – Cathy
These are expected to pose real problems for tray storage. For now staff will place completed skinny items in separate areas or boxes from the other completed materials. Possibilities were discussed and are still being explored such as digitizing via IA and not retaining the print or variant methods of boxing or binding apart from the normal practices.
Results of Fire Marshall Inspection on Thursday – Cathy
Wiring was found to be too tight and resting on something so that some rewiring will be required. We will be given a heads-up when that is to occur.
Yon Hall boxes – Cathy
The Yon Hall boxes are documents that were sent to storage during the time that Yon Hall space was made available to the libraries many years ago and will be part of the project.
Cathy asked what would happen if we did not complete the documents cataloging before it becomes necessary to move everything into the remote storage facility. Jan explained that some space would be opened up when the serials set was moved out and some items could be temporarily moved there while cataloging continued. It may also be possible as that situation becomes likely that additional workers would be added to the project to speed completion, either as temporary workers or reassignments. We are making great progress so far.
Terri should be back soon. Nancy will be out 2/15-16 and 2/26-3/8.
Shared Documents: Procedure for Cataloging Member Copy:
Details regarding use of TKR macro and SuDoc numbers has been discussed previously and is not included here except to point out that SuDoc numbers and other existing classification numbers should be retained in the bibliographic record. When other numbers are removed temporarily to support HOL creation with the SuDoc number they should be pasted back afterwards.