Print Media Management Committee
PMMC Meeting Minutes
July 17, 2008
10:00 – 11:00 AM
Next meeting: October 16, 2008
Attendees: Robert Parker, Raimonda Margjoni, Kendra Carter, Christy Shorey, Emily Madden, Anita Lambert, Michele Wilbanks, Carol Whitmer, Travis Schaben, Angela Stewart, Joe Baca, Ken Solomon, Jun Tolentino, Jami Beserock, John Seay, Justino Llanque-Chana, Delores Hawes, Terri Smith, Patricia Prevatt, Jody Hewitt, Doug Kiker. Guest: Paul Lightcap
Minutes’ Recorder: Carol Whitmer
Agenda:
Update on Serials Cataloging- Naomi Young—unable to attend today; re-schedule for later
Monographs purchasing- Paul Lightcap
Cancellation Project Update- Raimonda Margjoni
Order records updating Project- Raimonda Margjoni
Object Codes- Raimonda Margjoni
Retrospective Dissertation Scanning Project- Robert Parker
Brittle Book Project- Robert Parker
Binding update- Robert Parker
Monographs Purchasing-Paul Lightcap
There are changes coming in how monograph purchasing is done, with the switch to Blackwell from Yankee. This could affect the standing orders of non-periodical serials, such as annuals. Paul asks that we alert the staff responsible for processing new items in each location to the change. Paul indicated that there could be some duplication of titles from standing orders. Selectors will now be responsible for searching the catalog prior to placing orders, since the Collection Management Unit has been dissolved. Processors in the branches are to contact Paul with any problems noted in receiving monographs or standing order titles.
Emily Madden asked about backorders of serials being ordered on monograph funds. Paul and Raimonda said that would depend on whether the title is a serial and part of a monographic series, such as items that are listed as csep or analytic. Jody Hewitt inquired about government documents that might be in this category. The government documents are usually received as gifts and need to have a gift order record to check in the items. Some discussion ensued about order records for gift titles and how to handle them. Raimonda said if the title received as a gift does not have an order record, to contact her and she will set one up. Note: Gift serials without an order record are to be sent to Raimonda Margjoni and gift monographs are to be sent to David Allerton.
Cancellation Project Update-Raimonda Margjoni
Budget cuts have made many cancellations necessary. There could be as much as $510K cut from the overall serials budget. Serials Acquisitions will contact the branches with titles that have been cut or converted to electronic format so that binding staff can collect the final issues.
Aug.1 is the due date for the cancellation lists from the selectors.
Order Records updating project – Raimonda Margjoni
Serials Acquisitions has tried to cleanup and connect all serial titles on the invoices in Aleph. If anyone sees a title that has not been completed, please let Raimonda know.
Standing Order Project- Raimonda Margjoni
This project has been ongoing for the past 1.5 years. They are address the problems with standing orders for annuals, there are approximately 1800 records to be updated. Raimonda reports that 35% of the titles have been converted to serials orders so far. This will allow for a check in screen for arriving the titles. Previously, these titles did not appear on the claiming list because there was no prompt without a check in pattern. This should correct some of the claiming problems that have occurred with annuals in the past.
Object codes – Raimonda Margjoni
This update project mostly affects the Acquisitions staff. They are making code updates, such as NOTIS numbers being converted to Aleph numbers, in the order records. We all should be seeing cleaner records in the future.
Serials related questions
Travis Schaben reported on a pattern related issue with annuals that do not have a volume number but use the year as both the enumeration and the chronology. When the first identifier is a year, then use (v.) in the Enum.Level 1 (A) field instead of (year) in the pattern to force it to sort correctly.
Bobby Parker reported a serials question from Christy Shorey of the Binding Unit regarding the handling of frequency changes where an annual, which is normally shelved in the general collection (GEN) changes to a periodical, to be shelved in the periodicals collection (PER). Where are the volumes to be subsequently shelved? Do the volumes all move to PER or is the collection split between GEN and PER? The answer depends on the decision of the selector for the subject area. If the selector wants the volumes to stay together, then the selector will indicate where the volumes should be located. If the title needs volumes to be physically moved to another section, then Cataloging needs to be contacted to change the records to reflect the correct area and the periodicals contact for the area needs to be informed of where to make room and move the volumes to their new section.
Retrospective Dissertation Scanning Project - Robert Parker
The Binding Unit is handling this project. Currently, either Christy Shorey or Anita Lambert are contacting the dissertation authors for permission to disbind and scan the dissertations.
Brittle Book Project –Robert Parker
This project has been ongoing for several years now. It is now being moved from the DLC to the Binding Unit. They will be working with the selectors of each subject area on the disposition of the brittle books. If a patron wants an item identified as being in Brittle Books, please route the request to Robert Parker.
Binding budget 2008/2009 update – Robert Parker
The budget has not been set as yet. The current bindery 3-year contract has expired, the bindery has applied for a one-year renewal. A new Request for Proposal (RFP) committee will be formed and start on the proposal in the Fall 2009 term.