Print Media Management Committee
Meeting Minutes
Thursday Mar. 15th
10am-11:30am
Presiding: Robert Parker, Raimonda Margjoni
Attending:
Melody Royster, Paul Losch, Jami Beserock, Sonya Tergas, Jody Hewitt , Angela Stewart, Margeaux Johnson, Janet Williams, Anita Lambert , Nathan Davies, Kendra Carter,
Christy Shorey, Carol Whitmer, Dee Hawes, Leonardo Tolantino, Emily Madden
John Seay, Michele Wilbanks-Fox, Justino Llanque Chana, Todd Chisholm, Doug Kiker
Cathy Martyniak
Review of minutes of the last meeting (http://web.uflib.ufl.edu/preserve/binding/PMMC/minutes/minutes_200701.html ).
We reviewed the staff on the new claims list on the Binding webpage.
It was suggested that staff should be installing the new Aleph 18 Test Client.
Introduction of new staff was done.
CONSER Meeting report:
Naomi Young, who was to report on the CONSER meeting, was not able to attend today so Raimonda Margjoni gave a brief report. There will be new fields created that will be required. This may take a little getting used to, especially for the experienced people.
New IPS requests: Cathy Martyniak
She spoke on how to request a new code and showed us the form on the web page (http://web.uflib.ufl.edu/ps/Circ/CircMan/IPSsuggestionform.html ).
For example, there is a new HP code for items on the maintenance shelf. The group will evaluate the request and see if it is feasible. Margeaux Johnson has asked for a new IPS code of LP, to be defined as “lost periodical bound volume”. Currently, MSL circ staff won't search for missing serials that come up on the Missing Items Report, so if there is a specific code for lost periodical volumes, then a report can be generated and the items searched by Periodicals/Serials staff. This code should make the missing lists a little more manageable.
Margeaux also reports that MSL serials staff are trying to generate inventory lists for periodicals in MSL for better tracking of holdings.
Cathy Martyniak has proposed a new code of AM, to be defined as “arrived and missing periodical issue”. Cathy has indicated that the new code would be for binding staff. Initially, it was thought that only one new code was needed but we are actually discussing two different situations and two new codes would seem to resolve the problem.
Margeaux Johnson reports that their code request is for whole bound volumes while Cathy is talking about loose periodical issues before binding. A lot of discussion about the use of the proposed codes ensued, so why not 2 codes, AM for “arrived but missing” issues and LP for “lost periodical volumes”?
Emily Madden agrees that LP would be useful for the bound volumes that have not been correctly listed in NOTIS or Aleph in the Judaica collection.
Cathy has also proposed for a code of CX=:”claim expired” but there would different language for the public side. Several people feel that this should be a tech side only code. The public will just see that the volume is bound and that something is missing. Emily Madden feels that this could be a useful code. Maybe we need some email discussion about details for consensus on this issue?
Angie Stewart says why not wait for Endeca and see what it looks like before proceeding with this code change?
Preservation will work on the instructions for use of the AM code. See the IPS Table spreadsheet on the website (http://web.uflib.ufl.edu/preserve/binding/index.html ), for full instructions on the use of the various codes. It had been previously proposed that another column be added to the IPS sheet with links to detailed instructions. The page is managed by Matt Daley.
Material Type: Raimonda Margjoni
Raimonda reported on the material types of issue, issue bound and book and how they are used in the libraries. The documentation is still in draft form. No procedures have been identified as yet on the official use of the different types. All agree that all monographs are BOOK, whether print or CD or other media. ISSUE is used for loose issues of periodicals and serials. ISSUE BOUND is still loosely defined. Naomi Young says the ISSUE BOUND should be used for annuals in order for the list to be sorted in correct ascending order. The Health Sciences Center Library has been using BOOK for annuals. This puts the books in descending order, with newest first. Using ISSUE BOUND should put the volumes in ascending order. So, the issue is which version is the desired order, ascending or descending? Margeaux said that they had spent a lot of time getting the list in ascending order and not descending order. More discussion is needed about this situation. Betsy Simpson will be bringing back an opinion from a meeting with FCLA.
The issue is a bit confusing about which way is the correct way and some staff are saying that annuals should be descending and all others should be ascending.
NOTIS survey results: Robert Parker
The answers from the survey are available on the TS Aleph IG page, www.uflib.ufl.edu/catmet/committees/active/TSAlephIG/NotisUse.html . FCLA reports that it is cost prohibitive to keep NOTIS active at a cost of $250K per year. The current plan is to keep it only long enough to transfer and load all the authority records for all the SUL. Jody Hewitt reports that much of the information formerly available in the NOTIS order records N lines is crucial. There is no other way to get the information from NOTIS that could NOT be migrated to Aleph.
Is there a way for a to get the needed information before NOTIS is gone?
Raimonda mentioned a committee that was formed to address this question but there is no answer at this time. A question was raised about what the rest of the SUL may need from NOTIS, that many of them may need access to NOTIS for a while longer.
Doug Kiker wanted to know where the information about the $250K annual cost to maintain NOTIS comes from. Is there some way to distribute the cost over the whole Florida SUL?
Aleph 18 Migration : Robert Parker
All PMMC staff should install the new Aleph version 18 test client. The link for downloading the test client is available in the email from Rich Bennett. You can also find instructions for download at http://www.uflib.ufl.edu/lms/version18/testing.html
If assistance is needed, consult your area’s Systems Liaison. We need to be familiar with the overall look and feel of Aleph 18 before the change over is implemented this summer. (Be sure to remove the old version 18 test client first-if you have it)
Bobby showed a sample screen for the new cataloging module.
See the test client for more details, the new configuration has some of the current version’s modules compressed together. For example, Items has been combined with Cataloging.
NOTE: You can have Aleph version 15.5 and version 18 test client open at the same time for comparison purposes.
Doug Kiker: There is a new unit in Acquisitions that will be headed by Jason Fleming and Michael Jay that will be working on training materials for the new version of Aleph.
It should be easier to absorb the new changes than it was to convert from NOTIS to Aleph in the first place.
Cathy Martyniak: there should be some training available in June during the PMMC time frame.
Inter-dept. communication : Bobby Parker and Raimonda Margjoni
Please give details when sending information or items-especially who sent the items and why they are being sent to the particular person. This should be true of anything sent anywhere within the libraries. This should work both ways--Emily Madden would occasionally get items back with no information attached to the items about what was done or not done and why. Angie Stewart also had issues with this. Many others made comments as well.
Standing orders : Raimonda Margjoni:
Blackwell and Coutts, major vendors, are sending items on standing order, but there have been problems with shelf-ready items being incorrect. Suzanne Kiker is working on a project to place all standing orders with Coutts only. These materials are usually annuals or monographic series or such. These items should require little more effort by Acquisitions to process them. They are being moved from the Serials Acquisitions unit to the Monographic Print Materials unit.
Cathy Martyniak: An issue has been raised of whether 19" monitors will be needed for optimum viewing in Aleph version 18? The Systems Office is looking into whether this change in the orders for new workstations will be cost effective. A testing setup is available in Metadata, in the area that was Suzy Covey’s old office. The workstation is set up with both a 17" and a 19" monitor with the Aleph test client. Interested staff can test and determine which monitor works for works best for them. It was not clear how long the setup would be available for testing. Ex Libris Aleph recommends a 19" monitor for optimum viewing. A question was raised about staff with relatively new workstations; will 19” monitor upgrades be available? Staff with relatively new workstations may not be getting a new, larger monitor at this time.
ubmitted by Carol Whitmer,
Please remember to communicate the outcomes of this Discussion with other people in your unit!
NEXT PMMC will be May 17th, 2007 from 10am to 11:30 am in the Library East Conference Room. Doors open at 9:30.
