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TS/PS/CM Meeting Minutes
April 13, 2006

MetaLib status report
Leilani Freund announced that the results of a recent MetaLib implementation report will be available soon. User input indicates an interest in the product but strong sentiment that it is not intuitive. This is particularly true when it comes to utilizing existing subject categories or customizing subject access. It will be necessary to provide navigation tools, such as help screens and links to library Web pages. The library may decide to do a partial implementation whereby metasearching is offered for a limited number of resources (e.g., databases to replace the database locator). Leilani encouraged the group to look at the latest iteration of MetaLib, which includes many more databases and subject categories than the earlier version, and give feedback.

Tom Minton demonstrated the "Research Gateway" link off the library Web redesign site. The pull-down menu provides options for searching different subsets of library resources, and in some cases, Google Scholar.

Preparations for Library West move
Jana Ronan reported that the Florida microfilm newspapers in ALF (plus a few other heavily used microfilm titles) are on track to be reclassed and labeled before moving into Library West. Carol Drum asked about plans to move the microfilm in MSL to Library West and was told that Ben Walker should be consulted.

Pat Reakes offered to send Naomi Young a link to a resource that provides detailed information about Florida newspapers - Florida Newspaper Chronology, 1783-2000.

Leilani said Michael Dietz will coordinate the periodicals shift. In preparation, Naomi, Hank Young, Cathy Martyniak, and Jason Fleming, have compiled a title list in shelf-list order. The existing shelving, which will continue to be used for periodicals in Library West, will be refurbished after the move. Michael said the task group will establish a timeline at its first meeting on April 18.

Library West inventory project
Lori Driscoll announced plans to inventory the Library West monographs collection from a shelf-list over an 8-10 week time period as the books are moved back into the building. She estimates it will take 16 FTE working 40 hours/week to complete the project. 8 FTE will come from Access Services. The remaining 8 FTE will come from volunteers throughout the library. The shelf-list, which is derived from individual item records, will be sorted into manageable chunks corresponding to particular physical shelves to facilitate staff assignments.

There are also plans to shelf-read the reference and periodicals collections. Staff will simply review the order of material on the shelves and not compare against a shelf-list.

Programming barcode scanners
Lori explained that Circulation needs barcode scanners programmed to read 14 digit barcodes only. When asked to restrict the setup for barcode scanners to 14 digits, Systems responded that this might cause problems for other areas in the library that need scanners to read varying character lengths. The group confirmed that restricting the scanner setup to 14 digits would be a problem since other areas scan barcodes with alternative lengths (e.g., 10 digit LCCNs, 13 digit ISBNs) and advised Lori to submit another sysrequest to Systems to program Circulation's scanners according to its specific needs without setting this as a standard across the library.

WorldCat and Aleph
Betsy Simpson mentioned that UF's holdings in WorldCat do not completely mirror the Aleph catalog. Cataloging is trying to synchronize the two databases as much as possible. To that end, various clean-up projects have begun.  Examples include:

Betsy asked for the group's assistance in identifying discrepancies between WorldCat and Aleph and recommended notifying Cataloging via the Catalog Problems e-mail list whenever problems are encountered.

Michelle Foss pointed out that ILL regularly receives requests based on faulty WorldCat data. Betsy suggested that Michelle, Jason, and she and possibly others meet to review the ILL requests and determine what improvements can be made.

Rich Bennett reminded the group there are categories of Aleph records that are excluded from WorldCat (e.g., e-journals) and recommended a list be created to outline which resources are included and which are not. Betsy offered to work with Rich to compile the list.

Table of contents
Jason reported that table of contents links and other non-full text links have been moved to a different part of the bib record in order to eliminate the CONNECT NOW link in the results view of the catalog. The table of contents links now appear in the Contents area of the full view of the bib record. Other non-full text links (e.g., description, contributor information, sample text) appear in the Summary area. Unfortunately, the links are not clickable, but this is expected to change after the next Aleph version upgrade.

Ann Lindell asked about the indexing of Blackwell's table of contents headings. She said it can be confusing for users to have the browse title and author indexes include these records because it is not necessarily apparent from the results lists why the records were retrieved. While including them does offer the benefit of alerting users to titles included within a resource, Denise and Betsy explained that removing the table of contents headings from the browse title and author indexes is possible. If we were to do it now, all headings indexed to this point would remain in the index; headings on newly loaded records would not be included. That is because indexing changes affecting existing records only occur after FCLA regenerates the indexes, a labor and time intensive process. The next index regeneration is expected after the Aleph version upgrade in Summer 2007.

Current African periodicals
Cathy announced that a new collection code - UFSMA CPAFR - has been set up to identify the African periodicals housed in blue boxes along the windows in the Library East current periodical shelving area.  The display text is "SMATHERS LIBRARY Shelved in blue boxes under windows in Current Periodicals Hall (1st Floor)." Hopefully, this will make it easier for patrons and staff to locate the issues.  It will be changed when the material is moved back to Library West. 

Item sorting
Much progress has been made with improving the Aleph serial item sort. A number of staff have contributed to the effort. Cathy said Preservation has allocated .5 FTE. The following collections have been completed: Latin America, Journalism, Music, and Education. The Library West active periodicals are 50% done. The Library West inactive periodicals and AFA have not been done.

New Titles
Rich showed the group the latest version of the New Titles logical base. He pointed out the Quick Check link, which provides one-click access to new titles by collection. More collections can be added to the list as requested. They will also be added to the list on the New Titles advanced search page. In response to a question from Jimmie Lundgren, Rich said links for specific IFAS centers as well as the Division of Plant Industry could be added if desired.

Rich reminded the group that searches with 2,000 or more results cannot be sorted. This makes the search by collection particularly useful because it narrows the potential number of results. The default sort displays the most recently loaded records first as opposed to records in title order or reverse publication year order. The ability to sort the results into a meaningful order enhances retrieval.

Call number sorting is being investigated, but it is somewhat problematic to implement. In addition, it has to be implemented for the catalog as a whole as opposed to just applying it to the New Titles logical base.

Pat expressed concern that the display of in process material in the New Titles logical base will frustrate users. Betsy said that there are plans to allow holds to be placed on selected in process items - In Cataloging, Physical Processing, and Arriving from Vendor (see Missing items below). Pat asked if new titles could be restricted to items already on shelf. Based on discussions with FCLA, Betsy and Rich think this could require a fair amount of reconfiguration. Allowing holds should minimize user frustration. The library will inform users about the New Titles interface after the holds are in place.

Missing items
Lori reported that the new missing item procedure has been implemented. Reports for Collection Management and the Database Maintenance Unit are being developed. The task group is going to create a procedure for missing periodical issues next.

The work on missing items prompted an examination of all the Item Process Statuses (IPS). The task group updated existing documentation and plans to change the parameters for some IPS, such as allowing holds on selected in process material (see New Titles above). Before the hold option can be set up, Circulation has to configure individual computers to print patron notifications generated from these IPS.

Lori voiced reservations about setting up the holds prior to moving back into Library West, thinking users would assume that material requested via the Request link should be picked up at MSL. Others did not share this concern and pointed out there will still be a lot of material in storage accessible via the Request link after the move back into Library West so waiting until the move happens is not necessary.

In Process requests
Doug Smith explained that the task group assisted with the IPS review (see Missing items above) and will meet soon to examine in process requests.

UF OPAC Committee
Rich said the UF OPAC Committee has begun to meet and will be investigating products that enhance catalog searching, such as Endeca and Ex Libris' Primo. FCLA is looking at these products as well.

PALMM records
Betsy announced that the PALMM Collection records have been added to the catalog. There was agreement that these records do not need to be included in the New Titles logical base. However, Martha stressed that records for new e-resources (e.g., Books 24x7) should be included.

Aleph review sessions
Betsy said Aleph review sessions are in the works. Denise will conduct Aleph advanced searching classes. Cataloging, Acquisitions, and Preservation will offer an updated version of the Introduction to Functional Training class highlighting workflows for shelf-ready books, serials, and selected other material. Rich will discuss Verde, SFX, and MetaLib. The goal is to hold the sessions in May.

The next TS/PS/CM meeting is scheduled for Tuesday, July 25, 10:00-11:30am, MSL 107. The next TS Aleph Implementation Group meeting is scheduled for Thursday, May 11, 10:00-11:30am, Library East Conference Room.


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