BTECH minutes - 8/7/96

[Library Web Manager <webman@library.berkeley.edu>]

BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES
August 7, 1996

Recorder: Pam Daniels

Announcements

1. Bindery Tour

The tours are set for the following 

DATES: 

September 12 (Th)

September 17 (Tu)

September 18 (Wed)

September 19 (Th)

TIME: All tours start AT THE BINDERY at 9:00 am and end at 12:00 noon.

SIGNUP CONFIRMATION: Please send an email message to Pam Daniels to
reserve your space by AUGUST 12th.  You will receive a confirmation for
the tour date of your choice.

CAR POOLING: There is no easy public transportation to the Bindery so we
will need to car pool.  PLEASE INDICATE IF YOU ARE WILLING TO BE A DRIVER
OR IF YOU NEED A RIDE.  Jeanne Fong and Pam Daniels will organize the car
pools and provide driving instructions and parking locations.

These dates have been designated especially for PSAG-TS and the Berkeley
Technical Services Discussion Group.  The Library Conservation Department
will be organizing more tours for other interested library staff through
the end of October.  If you can't make any of these four dates, just watch
for announcements of  future tours.

2. Database Maintenance for Serials

Judy Walker announced that a new e-mail account is now available for all
type of record maintenance problems for serials.  Jane Kelley will be
responsible for forwarding messages to the appropriate Technical Services
staff.  Staff should still send e-mail messages to: 

sermaint@library.berkeley.edu

3. INNOPAC Release 10 Enhancements

INNOPAC RELEASE 10 will be available on Monday, September 2. During the
installation on Sunday September 1st, the system will be unavailable for
use.  Kevin Edgecomb, Library Systems Office, will be handling the
installation.  Information on what new enhancements are available will be
distributed on the listserv for CHECKIN.  Please share this information
with your colleagues.

Agenda

1. Backserv - Pam Daniels

Backserv is a listserv devoted exclusively to the informal exchange of
serial back issues and books among libraries.  Backserv provides a forum
for the listing of both available and desired serial issues and books in
all non-medical subject areas.

Messages sent to Backserv should list one or more issues or titles which
you are lacking from your collection or that duplicate issues you have
available.  Messages could also include information regarding the general
subject matter of your collection: 

e.g.: Subject: WANTED - Chemistry
      Subject: AVAILABLE - Chemistry

If you would list to subscribe to the list or need more details, watch for
the announcement on the reflector.  Many thanks to Craig Alderson for
sharing this information!! 

2. Serials Claiming - Pam Daniels

There has been a rise in Branch claiming errors for titles received in
central technical processing units.  Several claims are pulled on a
regular basis and investigated by the Serials Check-in Unit and the
Documents Technical Services Unit because of keying errors.  As a result
of these errors, claim letters are redone, tossed or referred to the
Branch location for appropriate action.

If encountering late boxes during binding and/or circulation activities,
staff are encouraged to claim following the procedures outlined in the
Branch Processing Manual. See the Serials Manual section on Serials
Claiming.

When a claim is generated, the INNOPAC system automatically updates the
record as follows: 

1. Changes the TRANSACTION DATE to the date of the most recent claim. 
2. Increments the NUMBER OF CLAIMS field. 
3. Changes the STATUS to "CLAIMED". 

For all claims, staff should always key:

M  > Make changes to CHECKIN permanent
.
This will save all changes and updates to the record.  Each claim
automatically goes into 1 print queue and is placed into the
serial-claims-awaiting-processing file. 

For skipped issues claims, staff are reminded to: 

1. Never generate a claim letter more than once for the same late issues. 
- If any keying error has been made, 
- if the issue claimed is received the same day the claim is generated or 
- if the keying session was interrupted and you are unsure if the claim(s)
went into the print queue, send a message immediately to the appropriate
receiving location:
- for rloc=S, send an e-mail message to yar@uclink4.berkeley.edu 
- for rloc=D, phone 2-3497.

Indicate in your message: 

1. the order record number
2. the vendor code
3. the issue(s) claimed 
4. the action to be taken (e.g., Please pull claim and toss)

2. If more than three issues need to be claimed for the same title,
generate one claim letter to communicate clearly with the supplier and to
save paper.

For continuation claims, staff are reminded to: 

1. Never choose the option to Claim all late issues on the Checkin card.
A separate claim letter will be printed for each late issue on the Checkin
card. 
2. Choose the option to Verify each late claim.  The earliest issue will
be presented to you first. 
3. Insert the note "and following issues".  This note will appear on the
claim letter only. 
4. Modify the box to reflect the note "and following issues". 
5. Update the transanctions dates of future issues expected.

In addition, all technical processing units are asked not to claim on
Exchange titles until January 1997.  The Exchange staff are currently
reviewing the entire Exchange program for serials and will be writing
letters to the exchange partners for follow-up on skipped issues and on
lapsed orders.  However, individual boxes in the check-in card will not
reflect these claims.  Instead, you will see a CHECK NOTE in the check-in
records and/or a INTERNAL NOTE in the order records, e.g.:

- Closed per selector following review of exchange program 6/96 wr/exch
- No reply to our letters 5/96 wr/exch 
- CLAIMED BY EXCHANGE DIVISION 6/96 am

Your efforts to follow the procedures explained above for serial claiming
will assist central technical processing staff to speed your claims along
and reduce time in evaluating INNOPAC claim letters.

3. Piggyback barcoding - Pam Daniels

Piggyback barcodes are used for UNBOUND book material going for
cataloging.  When the material is cataloged, the piggyback barcode should
not be moved until the book is bound.  It is at this point, the barcode is
moved from the verso of the title page to the inside back cover.

However, it has been raised that branch locations are receiving issues
that have been recently cataloged books and the piggyback has been moved
to the inside back cover.

The Copy Cataloging Division (CCD) has been alerted of this problem and
were reminded not to move piggyback barcodes. Tonette Mendoza assured
branch staff that CCD staff were following proper procedure, but if
problems with unbound monographs should still occur, please refer them
immediately to the CCD.

Group discussion also revealed problems with unbound book materials sent
to the Conservation Treatment Division for repair or rebinding.  Please
refer rebind problems to the Conservation Division.

4. "UPLOAD D" INNOPAC records - Judith Weeks

Judith Weeks presented the problem that in BIOS changes are not being
saved the next day on INNOPAC checkin records that are "UPLOAD D", when
she updates both the INNOPAC and the Gladis records on the same day.  The
reason this came up is that she has about 125 exchange titles to bind up
and close out.  Therefore in order to ensure that changes are saved in
INNOPAC, she is going to change the upload from "D" to"-". 

Judith Walker at this point reminded the group about the use of UPLOAD D
in INNOPAC.  "UPLOAD D" and "UPLOAD - " both mean that the upload is OK.
"UPLOAD D" is to be used for Boolean purposes in the future to create a
file of dead titles for review.  As long as the receiving unit would be
responsible for deleting the INNOPAC check-in record and card after all
claiming and binding was complete, Judith Walker could forsee no problems
with changing the UPLOAD value to "-".

The group discussion was concluded with the suggestion to consult  Kevin
Edgecomb, Library Systems Office, regarding possible network connection
problems. 

The meeting was adjourned at 10:35 a.m.