BTECH minutes - 5/1/96

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BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES
May 1, 1996

Recorder: Pam Daniels
Guests: Gary Quien and Lynn Jones

Announcements

1. Technical Services Department Moves to 250 Moffitt
The Technical Services Department is scheduled to move on May 2, 1996. The
plan is to move the following divisions and/or units as follows:

May 2-3 :	Serials Check-in Division
		Binding Unit
		Newspapers Technical Services Unit

May 6-10 :	Administrative Division
		Order Division (includes Serials Payments)
		Serials Cataloging Division
		Monographic Cataloging Division

May 13-17 :	Records/Documents Divison
		Processing Division

May 20-24 :	Copy Cataloging Divison
		Electronic Text Unit
		California Newspapers Project

Contact with the Department will be limited for a brief period time.  The
best way to reach individuals in the divisions listed above is by e-mail
and/or voice mail. Most of the staff will retain the same telephone
numbers.   Please note the new address for Technical Services is 250
Moffitt. 

2. Check-in Claims pick-up
After relocating to Moffitt, it will no longer be possible for units to
pick up claim letters generated from INNOPAC.  Claims will be mailed to
branch units from the Mail Room in envelopes. Eventually, the goal will be
to distribute the claims before the morning delivery from the Mail Room to
ensure next day receipts. 

Agenda

Binding Quotas - Gary Quien, Lynn Jones

Gary announced that the binding quotas had been reduced since last
September for two reasons: 

1. Branches could not meet their allocated binding quota 

2. Allocations had been excessive for the branches needs

Generally, one-half  to  two-thirds of the material sent to the Bindery is
a result of the quota system.  Gary gave an overview of the how the
allocations are established and explained the criteria for what counts
towards the monthly quotas.

Allocations
The Library's binding budget does not currently allow us to bind
everything.  Every year, allocations are established for each library unit
to distribute available binding funds equitably.  Please keep within your
monthly allocation when sending items to BPD.  If you cannot send as much
in any given month as your unit is scheduled to, do not send more the next
month.  Consult with your Department Head or call BPD (2-8140) if you
don't know the current allocation for your unit.

Criteria for what counts to allocation
Criteria have been established to determine which material will count
towards unit monthly binding allocations.  These criteria are designed to
allow the branch staff and selectors to decide and control which volumes
to bind, while also binding--and not counting toward allocations--those
volumes most in need of protection before usage.

Items that do not count:
- Pamphlets under 1/4" thick, or shorter than 6" high, or requiring
pockets for loose material, or that in any significant way are unable to
be used as is, unbound. 
- New paperbacks with failed bindings (pages falling out), or books made
up of loose pages, or no covers, or needing loose material bound in or
pocketed at rear. 
- Any material sent for repair or rebinding. 
- Or any book that for whatever reason should not be shelved and used as
is without first receiving binding protection.
 
Items that do count:
- Bundled serial issues above 3/8" to be buckram or lc-bound together 
- Individual items 1/4" thick or more (sturdy enough to be shelved and
used unbound as is 

Although units have been concerned with differences in unit statistics and
BPD binding statistics, Gary did assure units that the allocations from
month to month were being met.  One reason for the discrepancy is that BPD
counts items when they go out to the Bindery, not when they come in from
the units.  Since this could include the period near the end of the month,
some items might be counted on next month's allocation.  Gary pointed out
that units should be more concerned about their six month averages, rather
than a one month variation. 

The following suggestions resulted in a lot of discussion, which we will
be investigated further: 

- Units should be given a template to help binding staff to measure 1/4"
and 3/8" binds, etc. 
- The ability for units to send materials 
- On a limited basis, units could arrange with BPD for binding to be
counted against another units quota. 
- The pam binds workflow should be flowcharted, and the appropriate
representative from Technical Services explain the different guidelines
and procedures.

Gary encouraged staff to report any problems or discrepancies as soon as
they are encountered.

The meeting was adjourned at 9:50 a.m.