Print Media Management Committee
Meeting Minutes
Thursday July 19th
10am-11:30am
Attendees: Robert Parker, Raimonda Margjoni, Christy Shorey, Michele Wilbanks-Fox, Dee Hawes, Travis Schaben, Sonia Tergas, Jami Beserock, Kendra Carter, Angela Stewart, Doug Kiker, Carol Whitmer, Anita Lambert, John Seay, Emily Madden, Ken Solomon
PMMC 07-19-07 Meeting Notes
ALEPH 18 IMPLEMENTATION
This meeting was supposed to focus on questions that arose after the ALEPH 18 implementation, but implementation was delayed. The question was posed would we like to meet in August for the same purpose (discussion after implementation)?
Tentative date for meeting set as August 16th (Third Thursday of August). Bobby will see if he can get the room, and will send an e-mail out once ALEPH 18 has been implemented and worked with for a bit to determine interest/need of the August meeting.
CONTINUATION OF NOTIS
From the CSUL Minutes of May 31, 2007: TSPC recommendation to the Directors to allow NOTIS to continue until a current and fully operational authority file is available in ALEPH was approved. The estimated time frame to discontinue NOTIS is now the end of the calendar year.
More recently (June 18th) Cathy sent out an email which indicated that NOTIS may be around as long as until June 2008.
Consensus was to prepare for the shorter time frame, which would put the earliest discontinuation of NOTIS at the end of this year (December 2007).
There was some discussion as to the usefulness of NOTIS, and concern for it going away. These concerns were already presented to the board of directors, and at this point the decision of its discontinuation is final.
The suggestion was made that once NOTIS is discontinued, if you have an item in hand which you cannot find a corresponding record in ALEPH (which you would currently use NOTIS as a secondary place to locate the record), it is likely you'll have to send the item to Cataloging in order to have it re-cataloged, and an record created in ALEPH.
The suggestion was made that with the implementation of ALEPH 18, records may be easier to find. Counterpoint: it wasn't that these records were hard to find in ALEPH 15, but rather they didn't show up there in the first place, and only exited in NOTIS; therefore, there would be no record transferred to find in ALEPH 18
Another example of how NOTIS has been useful, an item record was denoted as "DELETED" in ALEPH. This meant that no matter what the record could not be found in ALEPH, even though it was an active record. Only when the staff found the item in NOTIS, and verified it existed were they able to take the record to Naomi to get the "deleted" denotation removed. Without NOTIS, there would have been no indication this record ever existed, as the "deleted" status acts in a more thorough manner than the "suppressed", and removes an item completely from view in ALEPH.
ALEPH 18 PERMISSIONS
We have asked that you report any problems you've had with permission in ALEPH 18 test to Raimonda in order to get this issues resolved before ALEPH 18 implementation. So far the only person to report problems was Michelle.
As of this time we are uncertain that Jason has the correct permissions/authorization to give permissions in ALEPH 18, however we do ask that you please double check your normal workflow in ALPEPH 18 test and see if there are any issues with permissions. Please report any found problems to Raimonda as soon as possible so they can be forwarded to Jason, who will fix them as soon as he is able/ has the proper authorization.
A brief test near the end of the meeting showed alternate ways to see the order information. Everyone should be able to see (but not necessarily change) the order, vendor, invoice (etc) information in ALEPH 18, even if they didn't have access to see it in ALEPH 15. If you find you are getting any error messages (for example the message during the test was "You are not authorized to view this order), please notify Raimonda. Also noted, Jason had this message during training yesterday – when he clicked on the "okay" button on the error message, it opened up the order normally.
ALEPH 18 KEYBOARD SHORT CUTS
Raimonda distributed a handout which had keyboard shortcuts for ALEPH 18
ARRIVING ITEMS IN ALEPH 18
Raimonda gave a brief overview of the two different methods to arrive items in ALEPH 18. Since the Items module has been included in both the Cataloging and Acquisition/Serials modules of ALEPH 18, there are two methods to check in item.
Cataloging module
- Select item to be arrived
- Select "items" tab at the top of the left portion of the screen
- Using the tabs on the bottom right pane, you can access the same 4 tabs which are seen using the 'modify' function of the Items module in ALEPH 15.
- On tab 4 Serial Info (corresponds to ALEPH 15 tab 3), change the "arrival date" field to the current date.
- On tab 2 General Info(1) (corresponds to ALEPH 15 tab 1), change the "item process status" from NA to blank (not in process)
- Click "update" to save these changes/ check-in the item.
This is the same method used if you currently arrive items in the Items module of ALEPH 15. Failure to change the "item process status" will mean the item has been arrived, but still shows as "has not arrived" on the record and will not show on the OPAC.
Acquisition/Serials module
- Select item to be arrived
- Click the "arrive" button in the top pane on the right side
- Click "update" in the bottom pane on the right side
This function works in a similar manner to the "arrive" button in the ALEPH 15 Serials module.
PRINT TO ELECTRONIC
There are many serials titles which will be going to electronic only in 2008. This includes about 40 Hayworth titles and 300-400 Sage titles (revised number around 225 sage titles per e-mail from Doug Kiker). These titles were mostly Ebsco titles, though some were also Swets.
Doug went on to explain the titles were part of the Sage Primer package – which was a consortium purchase. We received online access to the titles in this package about a month or two ago, the print version will end at the end of the calendar year (we'll see and end to all the print versions by January 1, 2008). This cessation of print titles may affect binding, as it is a fair number of titles moving to electronic only access.
The record holdings will be changed to reflect the print cancellation / move to electronic only status of these items. Likewise, the print subscriptions will be cancelled, and new orders will be added to reflect the electronic status.
Important notes on items will be placed in the "library note" field, which everyone has access to see.
The electronic orders for these items will be created on the same Bib record as the print order. That is, the print order will be closed (but remain on the Bib record) and an electronic order will be opened on this record.
Many of these titles have the same vendor (though a few will change between Swets and Ebsco); the only change on most of these items will be a change in format (from print to electronic). New Electronic Format Bib records will NOT be created for these items. The Electronic Format Bib records we currently have are essentially on lease through Serial Solutions, and if at any point in the future we no longer use Serial Solutions, any new records we created, or orders we've added to their records, will be deleted and lost to us.
When new electronic orders are made, their bib records will need to be stored somewhere other than in the Serial Solutions database, however no solution has been found yet. Doug Kiker will make an update once it is determined where these will be placed.
Question: What about titles that are printed not on the calendar year, but rather on an academic year? Will we receive those until the end of the year as well?
Answer: No. These should cease with the end of the volume.
Question: What about issues which we currently receive by print, but have missing issues which we have claimed. Well we get these?
Answer: Yes, you should receive items you've claimed. The print version should finish out the volumes.
Question: Is it possible to get a list of these titles?
Answer: Yes, Doug will send them out.
BINDING BUDGET
Stats from 06/07 are up (http://web.uflib.ufl.edu/preserve/binding/stats/06-07.htm). We spent about $130,000, which was a bit more than the budget for this year (around $128,000). Thanks to everyone who answered the call, and for the big binding push at the end.
This year we spend about $35,000 on Monographs and about $69,000 on Periodicals. This is different from last year, where only $21,000 was used on Monographs and over $82,000 was used for Periodicals. This reflects the trend of periodicals moving to electronic formats, and cancelling print subscriptions
The 07/08 budget reflects a raise in money, to $132,869, so please continue to bind at a rapid pace. Bobby also said that if there are additional projects that you see that would help make the collection more viable for the long term, please let us know, and we'll work with you.
Question: How soon will it be before we can send condition based monographs again?
Answer: You can continue to send condition based binding monographs as long as they have been circulated in the last 5 years. Please do not make a big push with these; a slower, steady stream is more manageable as these items have to go through the Conservation department first to determine if they can be repaired in-house or if they should be sent out to be rebound.
Question: What about older items which are falling apart but have never circulated?
Answer: Check with the selector to see if these items should remain part of the collection.
Please remember to communicate the outcomes of this Discussion with other people in your unit!
NEXT PMMC will be September 20th, 2007 from 10am to 11:30 am in the Library East Conference Room. Doors open at 9:30.
