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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
November 15 , 2010
Present: Melissa, Hang, Angie, Delonda, Jan, Jodi, Chelsea, Cathy, Jorge, Carol, Mary, Terri, Fern, Hank, Betsy, and Jimmie.
We were happy to welcome Delonda, Hang, and Angie to the meeting and look forward to their participation in future meetings.
Cathy brought some questions from Judy who is concerned that we effectively avoid putting more than one copy of documents into the High Density Facility when it is built. Jimmie reviewed the current practice of searching Aleph for any item handled and retrieving any additional copies located in storage in order to retain only one best copy for retention. A minor exception is for items that are bound together with some overlap in volumes which are allowed to go into the HDF. The practice of locating and withdrawing duplicates from other storage areas was not introduced at the very beginning of the project, and therefore some completed documents still have additional copies in other areas of ALF. The general ALF deduplication process employed by Delonda should identify those along with non-document duplicates in other parts of ALF.
Items lacking item records
There was a discussion about criteria for Delonda and Hang to know when items that lack item records or have other problems should be referred to StoDocs staff for handling. Items that were received as part of the depository program are identifiable by a distinctive stamp and should be referred to StoDocs. (Other complicated problems will also be referred to Jackie or other Cataloging & Metadata staff at ALF unrelated to the documents project, but should be identified as non-documents).
Non-depository items that may have been issued by or in association with federal agencies were received through other means and are not subject to the depository program legal constraints on their handling. Documents may in general be handled as though they were published commercially using processes applied for non-documents materials, but should be stamped with the depository stamp when necessary. Since storage documents materials generally are not yet reflected in the catalog, they will not be expected to turn up in the duplicates report being used by Delonda. However, when they are handled, any copies already in ALF should be apparent and duplication avoided at that time.
As clarified after the meeting by Jan, unbound issues of the Congressional Record are not retained permanently, and StoDocs staff should not be cataloging them and passing them along to be trayed. They are replaced by bound volumes which should be retained for the storage collection. If there are other known materials likely to be found in storage that are similarly not to be retained because they are redundant, it might help to have a list of them.
Jorge said there have not been maps to be handled since the discussion that led to a draft for Maps treatment. He will revisit that draft should the need arise.
Equipment and Supplies
Order of cataloging
Hours are not expected to expand to Saturdays or after 5 PM and it is unlikely that electronic keying will be applied at ALF. Hang will assist Angie and Melissa in obtaining keys to allow them to enter ALF early in the morning in case ALF staff are not there to let them in. Fern and Hank already have keys.