Print Media Management Committee
Thursday September 20th, 2007
Attendees: Robert Parker, Christy Shorey, Michele Wilbanks-Fox, Dee Hawes, Travis Schaben, Jami Beserock, Kendra Carter, Carol McAuliffe, Anita Lambert, John Seay, Emily Madden, Jun Tolentino, Beth Zavoyski, Naomi Young, Joe Baca, Paula Tarrant, Todd Chisholm, Terri Smith, Nathan Davies.
PMMC 09-20-07 Meeting Notes
“Only Chronology, no Enumeration” holdings
The original training for how to handle items which only have chronology (not enumeration) both in the holdings and in item description in ALEPH was completed in 2004, so this is a re-cap.
In ALEPH, there are two locations where information about an item is stored – the Item Documentation (Cataloging Module / Items tab / Tab 5 – Serial Level) and in the Holdings record (Cataloging Module / Records Tab / Holdings Record (HOL - …..) – The information in these two locations is similar, but for items which only have a date (Month/Day/Year, Season/Year, etc) and no enumeration (such as volume or number) the information is stored differently in the locations.
In the Holdings, the 853 and 863 field require subfield a. In the case where there is enumeration and date, the enumeration markers are recorded in the subfields starting with a (eg. a – vol; b – no.; c – part; etc) and the date is recorded starting with subfield i (eg. i- (year); j – (month); k – (day); etc). However, in the case where there is no enumeration, the date information will be moved up to begin with subfield a.
In the ITEM record, the same holds true, the date is recorded on tab 5, in the enumeration fields thus:
A = largest unit
B = next largest unit
C = third largest unit
However, in the ITEMS record, the date information is repeated in the I, J, K, etc fields. This was done as a work-around in ALEPH to ensure that the records display correctly in the catalog. This does NOT follow MARC standards, and should NOT be duplicated in the I, J, K (etc) fields in the HOLDINGS for the item
Kendra asked regarding an item she had which only displayed months on the item in hand, with no year given. – You must supply the year, for shelving and look-up purposes, to aid the patron.
This information is mostly relevant for annuals, which only have a year, and baking materials, which often only list month and year – though there are some other items which also do not provide enumeration.
Documentation for this procedure is being worked on, and will be sent out once complete.
This is also relevant to keep in mind for 866 conversions – do not put year in subfield i if you use it as the main designation in subfield a – it only duplicates in the ITEMS record.
There is not yet a fix for years where Winter comes before Spring – there is a proposal in the works to use different codes for "Winter before Spring" – but such changes take a while. Observation: Notes are particularly useful (x subfield) to indicate volume breaks – when new year starts, etc.
Endeca Web OPAC
Updating Records – Displaying in Endeca
Changes made to HOLDINGS are not always immediately visible on the Endeca Web OPAC, depending on which parts you update. Sometimes a record holding will appear differently in the ALEPH OPAC and the Endeca OPAC for a few days.
If you make changes to the 853, 863 or 866 fields, the changes can be seen immediately in both ALEPH and Endeca OPACs
If you make a change to the 852 ( call number, location, etc), you will see the update immediately in ALEPH, but no right away in Endeca.
The reason for this disparity is that Endeca has an additional bar on the left of the OPAC screen where a patron can search by location. This is updated by the 852 field. In order to ensure then records in that search feature match the records displayed in the main catalog search window, the call number and location in the main records is updated the same time the information is updated in the side-bar – which currently is twice a week, along with the Bib-record updates (thus pulling the 852 field)
Information made in the ITEMS record is made immediately in Endeca, but the information changes made solely in HOLDINGS is updated only when the bib record is uploaded – twice a week.
Searching In Endeca
Endeca searching requires precise titles – if a title has an apostrophe (') in it, then it requires that apostrophe be present in the search. Absence of the apostrophe or other special characters will result in a failed search. If you are searching for a title with special characters (example, some Judica titles), you may want to search the ALEPH catalog currently.
Reporting Problems and Suggestions from Endeca OPAC
There are two different links on the Endeca interface to report problems – each notifies a different person/group of people
"Report a problem" – sends message to a local group that fixes technical problems
"Provide Comments" – sends the message to a statewide group of people who are in charge of appearance, and knowing how people want to search
Question: What about using the Catalog Problems Mailbox? – You can send Endeca problems there, and if it needs to be passed on – it will. However, only send if it is something wrong in both ALEPH OPAC and in Endeca- that indicates it is a catalog problem. If it is different in Endeca and in ALEPH OPAC, then it is an Endeca problem – and use the "Report Problem" link
"Provide Comments" is more geared towards user feedback than technical problems,
It was pointed out that Endeca is working better with regards to searches – for example if you search for the journal titles Time or Science, the journal of that name appears at the top of the search results, as opposed to embedded further down.
Future of the ALEPH web OPAC
The ALEPH web catalog is a side effect of ALEPH catalog where staff work – so the web catalog will no disappear – however, once the transition to Endeca is compete- and bugs ironed out, it is likely that no more maintenance to make the ALEPH web OPAC will be done – that is, it will be functional, but no more efforts to make it "pretty". We may, also, loose the link on the UF site to the ALEPH catalog – therefore loosing public access.
This brought about the reoccurring question – When will NOTIS go away?
-We have paid for use of the mainframe which houses it through at least the end of this calendar year – and we *may* have already paid for part of 2008. Safe answer, it will go away in January.
Long item lists in Endeca
If there is a title which has a long item list (for example, some Journal titles) – if there is more than a certain number, the display from the search will be only a partial number. If you want to see the entire list of items, you must select the "Show all items" link – which is, by account, small and awkward to read.
The items are displayed using the sequence number from ALEPH – this usually results in the oldest volumes being shown first, and in the case of the truncated view, the newer items not being shown on the results page. A fix is in process, but has not yet be found. Some options to fix it include showing all items all the time – but that would lead to slow loads for items with big holdings; or never show all, until click "Show All Item" – and change he link to a nicer, more obvious button.
For Endeca suggestions, you can contact Jason Fleming or Leilani Fruend. If patron has a comment, direct them to the "Provide Comments" link on Endeca.
Print title cancellations (going online)
For the journal titles that are going from being available in print to online only, Doug sent out a spreadsheet for the titles by Sage (the big one) Tyler & Frances – not scheduled for this year. Hayworth (about 40 titles). There changed pricing model – where it is less expensive to have online access only.
Since we last met, some more, smaller changes:
Heldruff (??) – about 20 titles to change 01/01/08; some physics journals as well.
Timeline for decision for titles to go from Print to online only.
The decision for the big packages are made at consortium level (director for collection level). These are solidified by July.
Contact vendors July/Aug to cancel print – once we get the list, we communicate with the publisher -> Angie & Raimonda tell several agents to cancel and send the list of titles to be cancelled to the committee
There are always some titles that fall through the cracks, or anaomolies which need to be followed up on the spreadsheet.
-QUESTION: Who gets the list? PMMC? Selectors?
-ANSWER: Currently PMMC gets the list/spreadsheet. Communication among the collection managers on how to let them know / tell them how it will affect their budges – so we'll probably send the spreadsheet to them too.
-Suggestion - Instead of sending the report, perhaps it can be posted online, and a URL sent instead of an attachment.
QUESTION: Is there a list online, a history of other titles which went to electronic?
ANSWER: Doug can get a list of the titles from the past 2 – 3 years, but not further.
Print serials unit will complete the closing of the order and disable the pattern of these titles. Contact Travis or Angie if you find a title which is not closed out, or if a subscription or pattern hasn't been stopped.
Notes regarding the cancellation of titles can be placed in the 852 field:
852 x – for staff
Z – for public
For e-resource MARC records- we use Serials Solutions service – and tag the titles we get, then load the URLs. If you see at title that is cancelled but not showing in the catalog as an e-resource, let Doug know so he can fix it.
What if the title is in both Print and E-Resource Will there be two records in ALEPH or are we converting the current record?
If it is still made in print, we'll keep the MARC record for print – even if it has been online parallel to print, so 2 records. If there is no Serial Solutions record (very few cases), we'll contact Serials Solutions to add the record. Until then, you can create a provisional and pull a record from OCLC to fill the gaps.
Overall, there should be an e-resource MARC record. The old way (legacy ones) put in both on one record – eventually will try to break out to two records. Any new title work with – 2 records.
The big print to e-resource packages occur in July/Aug / should be done all around the same time of the year. Single titles can come at any time, otherwise plan on the July/August cycle.
The barcode vendor we use has gone out of business. Cathy Martyniak and Lori Driscoll are looking for a new vendor. Looking at how much we have in store and will try to get the same number prefaces on the new barcodes.
E-mail to systems liaisons that you can remove ALEPH 15 from work stations, so if you still refer to it, it will be gone soon. Question: Can we take ALEPH 18 TEST off as well? Yes, we believe so.
How is work using ALEPH 18? – time consuming. Slower because we're still getting used to it.
Rich Bennett is still the person to contact if you have problems.
PERMISSIONS – how is it going? (Doug asked) – Good – but it is easier to contact a person with expertise than trying to navigate an unfamiliar system
Anyone getting error messages with regards to permissions?
A few people mentioned problems with order records, and others.
-Suggestion to try to see the information you need by selecting "overview" view.
How is everyone doing? – it’s a slow period.
Does anyone need help?
– Emily needs help with cleaning up holdings – will look at utilizing the current macro to help with this.
- John need help with 866 – 863 conversion and item record sorting
Anyone need help binding?
-Ken in maps might need a refresher
-Judaica needs help with periodical binding, students do monographs
Turn around time from incoming binding shipments
What is the typical turn around time from receiving a binding shipment to the items being back on the shelf?
-In the binding unit for West, we get the box on Wednesday, process, and send items back to West by Thursday.
-Boxes from bindery go to branches on Friday after received by main binding office on Wednesday.
-Science Lib – out of box and sorted by type and title – change the catalog message, process, arrive and return to stacks – done within about 2 days of arrival.
-Noticed a lag at LAC
General consensus that we want books back on shelf within a week of arrival at the location.
-Judaica – when the item is sent to the bindery, there is a binding note placed saying the item will be back in 6 weeks (from date first pulled/ processed) – typically the item is back on the shelf within a week of arrival, and that message is removed – the message is intentionally longer than needed to leave a cushion.
-Preservation uses a pseudo-patron card – using the date as the Friday after the binding shipment is back. Items should be back to shelf by at least the next Friday after shipment arrived.
Michelle mentioned this might be a good student project.
We may update the website to reflect the estimated timeline – basically outlining the binding process and putting a timeline for when items should be back on shelf. Post as info for Library staff on preservation/binding site.
Questions for master's thesis and dissertation project
What are the requirements – definition for project and thesis?
-Speak to Laura Robertson
Talk to Cathy about help requests
If anything else, please contact Bobby.
In ALEPH 18 you can change item process status by batch (Look in Circ. Manual for notes)
-Go to Change Item Process Status under "ITEMS" tab in top bar in Circ Module.
From there you can set the new process status (even "blank" for not in process) and then scan the barcodes of the items to change the status.
NEXT PMMC will be November 15th, 2007 from 10am to 11:30 am in the Library East Conference Room. Doors open at 9:30.