Print Media Management Committee
PMMC Meeting Minutes
November 15, 2007
10:00 – 11:00 AM
Next meeting: January 17, 2008
Attendees: Robert Parker, Raimonda Margjoni, Kendra Carter, Christy Shorey, Emily Madden, Anita Lambert, Jean Bostwick, Michele Wilbanks-Fox, Carol Whitmer, Beth Zavoyski, Paula Tarrant, Travis Schaben, Angela Stewart, Joe Baca, Keneth Solomon, Nathan Davies, Jun Tolentino, Jami Beserock, John Seay, Justino Llanque-Chana.
Minutes’ Recorders: Carol Whitmer; Emily Madden
Raimonda noted that this is the first time we have met as a group since advent of Aleph 18; known issues are being worked on by FCLA. Here area few tips for working in the ACQ module:
- Claiming Unreceived Issues
A. PROBLEM: Error message is generated that an unreceived issue’s item record is not
linked to the correct subscription & can’t be claimed.
B. SOLUTION: Verify item is linked to correct subscription in ACQ module:
Go to ACQ>Serials Tab in NAV Pane>Functional>
While item record is highlighted in Item List in top window,
go to Tab 4 of Item Record in window below:
Subscription No. field is the first field of the form
Click arrow at right to display Subscription Data
Double-click Subscription Data to select it for the box.
Update the Item Record.
To check that it is linked before you try to run the claim again,
choose [L] Subscription List, in the Navigation Pane.
The Seq. column on the Subscription list should display the link clicked in Tab 4 above
Retry your claim; if it doesn’t work, contact Raimonda @ Serials Unit.
NOTE: Items that came over from NOTIS are all Seq. 101 ; order records/subscriptions created in Aleph begin with 1 and increment as subs are added each year.
- Claiming from Small Vendors
This has always been a problem though, only a few subscriptions are direct from small vendors. Raimonda would like for the branches to start processing their own claims from small vendors. If there is a problem, send to her for problem resolution.
Gifts and Exchange subscriptions. After the reorganization of the Acquisition and Licensing Department, the G&E unit doesn’t exist any longer. Gifts and Exchanges continue to exist as individual programs, though. Gift and exchange serial subscriptions are now maintained by Serials Unit. These subscriptions should be treated as direct from small vendors. Contact Raimonda if assistance is needed with any claim processing.
If you make a claim, be sure that the item record has vendor email contact info in it. Everyone should try to see if they can view vendor info; if not, they should email Raimonda to seek permissions. If you discover that vendor has changed contact info, send this information to Raimonda to be correctly entered into the record.
Remember, regardless of vendor, claiming is done in two parts; claim sent to vendor and its recording in Aleph.
In Aleph, always use the CL code in the ISP drop-down menu to indicate that a claim was made. Add notes to Internal Notes field when necessary, or send an email to Raimonda.
- Predictive Pattern doesn’t Display Correctly Where Subfield a is set as (year) and Alternate Enumeration subfields are used
Travis Schaben provided a workaround:
In Acquisition Module>Serials>Patterns>Tab 3. Pattern
Reset Subfield a to (v) instead of (year). Alternate enumeration field (G) can remain “as is” in the holdings.
- Request for Print Subscription & Cancellation Forms
Serials Unit cannot process selector requests unless submitted via the forms at:
http://www.uflib.ufl.edu/acqlic/serials/forms/forms.htm. Serials Acq. will let us know when a title is cancelled due to going electronic only or other publisher/vendor actions.
Raimonda closed the ACQ/CAT part of the meeting by informing the group that the Serials unit is working on the serials procedures pages as time permits.
Bobby Parker reminded the group that NOTIS/LUIS access will cease on December 1, 2007. Some data that did not migrate to ALEPH will be warehoused, but access to it will be minimal. RIP.
New barcode vendor is Symbology. Piggy back barcodes will be in a roll form, they will not have dispensers. The new barcodes will still start with 31262.
Bobby closed the meeting with a request to staff to increase binding production. He will provide a report at the next meeting as to the status of the Binding budget.
NEXT PMMC will be January 117th, 2007 from 10am to 11:30 am in the Library East Conference Room. Doors open at 9:30.