BTECH minutes - 12/6/95

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BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES
December 6, 1995

Recorder: Pam Daniels
Guests: Armanda Barone,  Alice Strickland

Announcements

Computer at Work
A workshop for staff will be co-sponsored by the Staff Development
Committee and the Berkeley Technical Services Discussion Group.

Learn about health issues related to computer use 
Design a user-friendly workstation 
Practice exercises to relieve computer related aches and pains
The workshop meets the campus injury and illness Prevention Program's
health and safety training requirement for computer users. 

Wednesday, 10:30-12:00        January 17 
Wednesday, 1:30-3             January 24
Instructor:  Barbara Pottgen,  University Health Services
This workshop will be announced by the Library Human Resources Department
to allusers via e-mail.  Spaces are expected to fill up quickly!  Send an
e-mail message to pdaniels@library.berkeley.edu to reserve your space in
advance.  Location of these two workshops will be announced soon!

The Serials Check-in Division Workleaders are available by appointment to
assist branch staff with serials.  Contact Pam Daniels to arrange for help
in serials checkin and claiming.

INNOPAC RELEASE 9
Kevin Edgecomb in the Library Systems Office has been working with Library
Services at Innovative Interfaces.  Programmers are still looking at the
problem of record number searching on WYSE terminals.
Kevin is also requesting that SCODE3 and SCODE4 be removed from the
display of fixed length fields in the CHECK-IN record.  Deleting these two
fields should restore the display that is easier to read.

Dana Santa Cruz requested if the time of the backup for INNOPAC could be
changed.  System response time at peak hours of use has been SLOW!
RESPONSE: System back up is at 4:00 p.m.

The BERKELEY TECHNICAL SERVICES DISCUSSION GROUP ROSTER on the Library
WEB is being revised.  The URL address is:

http://www.lib.berkeley.edu/Staff/BPM/BTECH/roster.html. 
In the future, meeting minutes will also have a web site.  Lisa Weber has
mounted last month's minutes,  and is now available on the Library Staff
Gopher.

Mail deliveries - Questions were raised regarding mail deliveries, and the
use of wooden lugs for shipments to the Bindery or NRLF.  Staff are
reminded that the new gray lug bins that are stenciled with your unit's
name on them should be used for mail only.  If they are sent to NRLF or
the bindery, they will not be returned.  Staff can contact Wendell Hogg
for a supply of wooden lugs.

Agenda

Future needs for training - Pam Daniels
Instruction for creating Boolean lists will be offered again in February.
Classes will be structured for Beginners and for the Advanced users with
guides to follow for reference.  Dates and times will be announced next
month.

PromptCat - Armanda Barone
Armanda gave a detailed report on PromptCat implementation and workflow.
Yankee Book Peddler and Academic Book Company send manifest records to
OCLC for each book in a shipment just before books are sent.  OCLC places
a file of corresponding bibliographic records on their FTP server within
72 hours.  The Systems Office will interface and load the file within two
days of retrieving the records.  The books arrive 7-10 days from the
shipping date,  so the PromptCat records will be loaded into GLADIS a few
days before the books arrive.  Jim Woodmansee is the Systems Office
liaison with these two vendors.

PromptCat records will load,  charged to *cPROMPTCAT with the date due set
to 1 month from the date of the load.  They are also identified by AD
initials PCT.  This charge will display to the public with a message
referring them to the Help screen,  similar to charges to the bindery.

PromptCat includes records for both firm order and approval plan books.
Firm orders have been placed through INNOPAC,  and have order level
records on GLADIS containing the order information.  The incoming
PromptCat record will contain a 949 $q field with the PO number,  (but
without the customary leading "o") merging with the existing GLADIS order
record.  These GLADIS records will have a PO field in holdings.  Approval
plan and profile selections will not have order records in INNOPAC or on
GLADIS.

The price,  invoice number,  invoice date,  and vendor name is added as
starred subfields of a new holdings field, ORD.  Price,  invoice date,
and vendor name will be in *p,  *o,  and *v subfields,  respectively,  to
parallel those subfield values in the PO field.  Invoice number is a new
subfield,  and it will be in the ORD subfield *n.  In the "ord brief"
display,  these fields will have the same mnemonic translation as PO
fields,  with the addition of the invoice number subfield.

NOTE:  PO#s will be added for those materials where we received no record
and needed Copy Cataloging Division to catalog the item.  There are no
plans to write the PO# in every item since this would mean changing the
current PromptCat routine to add this addition step.  Armanda suggests
that branches add this information in via the slip or when adding the
*urecvd note into GLADIS.

PromptCat records are loaded,  charged to *cPROMPTCAT.  A student logs
into the Autocirc system to discharge materials that have been property
stamped,  tattletaped,  and,  barcoded.  These items are not returnable.
Selectors review material received on approval within 3 days,  and within
1 day for firm orders.  Holds can be placed as soon as the item is
discharged,  which is usually within a few days of receipt.

NOTE:  The tattletape used is by the 3M Company.  Units have discovered
that the PromptCat material was not triggering the KNO-GO security gates.
Gates may need to be recalibrated.  Report problems to Fernando Brito.

[EXCERPTS FROM PROMPTCAT ON GLADIS  --  TECHNICAL SUMMARY BY JTW 6/95]

Tracers - Alice Strickland
Alice, who is the Monographic Expeditor in the Copy Cataloging Division,
announced that staff can send tracers for new monographs received and in
process via e-mail.  Send a message to:

tracemon@library.berkeley.edu 

Alice will respond within one week.  After 1 year,  the material is
considered to be lost.

In addition, staff can send email tracers to the appropriate unit for the
following categories: 

traceser@library.berkeley.edu for items in process in the Serials
Cataloging Division to: Jane Kelly, Serial Expeditor.

tracecon@library.berkeley.edu for items sent to bind,  monograph and
serial rebinds or repairs to: Althea Marion, Conservation Expeditor. 

The complete procedure is detailed in the Branch Processing Manual:
Tracer procedure.  The procedure has been recently revised by Armanda
Barone and has been approved by PSAG-TS.  Because of the delay in mailings
for copies of  BPM procedures,  it was requested that a copy be made
available to staff and be attached to the meeting minutes.  The procedure
is available as an electronic attachment.

Jane Kelly will come to the next month's meeting to discuss the tracer
procedures for serials and to answer staff questions.

The meeting was adjourned at 10:30 a.m.