BTECH minutes - 10/6/02

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BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES
October 2, 1996

Recorder: Karen Murphey
Guests: Lorelie Mansur,  Jim Gordon,  Linda Turitz,  Judith Walker 

Announcements

1. HAS / INFO CTR 
In a few days you may notice two new holdings locations in GLADIS and
MELVYL: Info Center (INFO) and Hum/Area (HAS).

HAS (an acronym for Humanities and Area Studies) replaces the former REFE
(Ref/Bibliog) location.

The Moffitt Reference collection is being dismantled and titles are in the
process of being transferred to the Information Center (INFO) or back to
the Moffitt core collection.  Please refer patrons to the Information
Center if they have questions about iems which appear to be Moffitt
reference materials.  An allusers e-mail giving general information about
this transfer of materials and the new locations will be forthcoming soon.

Patrons will see the new locations as "Info Center" and "Hum/Area" in the
GLADIS short and detailed displays.  INFO and HAS will appear in brief
displays.  "Info Ctr" and "Hum/Area" will appear in MELVYL displays.

2. ISSNs in INNOPAC
With INNOPAC Release 10, ISSNs no longer have to be modified, since they
are now searchable with or without the hyphen.  ISSNs will now be indexed
without punctuation, e.g., 

the ISSN 0148-8759 would be indexed as 01488759 and
could be retrieved by searching for "01488759" or "0148-8579"
or "0148 8759".

DO NOT ADD an ISSN field if there is an 022 field present.  These two
fields duplicate each other.  The presence of an ISSN field and an 022
field causes the record to go into an error log.  If you notice the
occurrence of two or more 022 fields in INNOPAC or any other
discrepancies, notify the Serials Cataloging Division.

3. Free binds and Course Reserves

Margaret McCormick (Head of CCD) distributed paper copies of the Binding
Manual section on binding allocations and the criteria for what counts
towards the allocations.  She reminded staff that items that fall into the
"free binds" category should be sent to BPD for binding before they are
sent for cataloging.  For more information regarding binding allocations,
see:

http://www.lib.berkeley.edu/Staff/BPM/bind_alloc.html.

Staff may send monographs to bind before cataloging as follows: 
1. Attach a piggyback barcode to each item write the shelving location on
the verso of the title page or 
2. Insert a BIND FOR flag inside the item.

Tonette Mendoza suggested it might be a good idea to use piggy-back
barcodes for unbound monographs to be sent for cataloging.

Some policy questions were raised regarding binding items before
cataloging as well cost-related issues.  This topic will be on the Public
Services Advisory Group for Technical Services (PSAG-TS) agenda in
November.

Margaret also asked for staff input on a new flag to identify course
reserves. The new

RUSH FOR COURSE RESERVE flag would replace the RUSH SPECIAL flag.

See attachment. 

4. Binding Templates

Gary Quien announced that templates for measuring the spines of library
material destined for the bindery of serials to be bound would be
available upon request from the Conservation Department.  Staff can send
an e-mail request to gquien@library.  Templates should arrive within one
week of the request.

5. Tour of the Bindery

The tour of the bindery at the Marchand Building was discussed briefly.
Feedback was highly favorable.  Gary announced that because of staff
shortages, additional tours for interested staff will not take place until
later in the winter. 

Agenda

1. Cars questions - Lorelie Mansur

Lorelie strongly urged staff not to move V/Cs from one record to another
when there is a CARS billing transaction attached to the record.  This
type of record editing affects the patron inventory while there are still
CARS transactions still on the billed item.  Moving the barcode
information to a "GARBAGE" record causes a billing record that the patron
charged out an item called "GARBAGE".

Minor "bugs" are still being discovered.  If staff come across a problem,
it is especially helpful to call the HelpDesk immediately at 2-6120.  This
enable the programmers to diagnose the situation more easily.  If you can
not call the HelpDesk right away, please e-mail CARS - related problems to
Penny Bertrang (pbetrang@library).

Staff will not be able to delete a record or change a barcode if there is
a "hidden" circ transaction, such as an outstanding processing charge,
fine, or a recently paid CARS bill.  GLADIS will prevent such a barcode
from being deleted and give a message which includes the patron id of the
billed person.  Units can then check the patron's inventory.  If a billed
item was paid for, the barcode can not be deleted until 30 days after the
paid date.  If the book has been returned but the processing charge or
overdue fine has not been paid, Units may discharge the item free from the
inventory screen (must be logged with circ supervisor authorization).
There are a number of possible such actions: an outstanding processing
charge will become a more common one since the record and/or the the
barcode won't be able to be deleted unless the processing charge is
cancelled or paid.  Note however that even if the charge is paid, the
record can't be deleted until 30 days after the date of payment.  Because
GLADIS is now falling into an accounting/billing system, these
restrictions prevent charging the item to be circulated to another patron.

Staff will need to consult with their unit head if the book has been
RETURNED but the processing charge has not been paid.  Units may discharge
the item free from the inventory screen (must be logged with circ
supervisor authorization).  This will cause the outstanding processing
charge or overdue fine to be cancelled, and the barcode cab be deleted on
the following weekday.

Lorelie also reminded staff that charges to institutional patrons (e.g.,
CONS, CATA, etc) are not billed in CARS.  If an item has not been
returned, it can be discharged and then charged again.  The only exception
is ILL, which is billed.

Lorelie announced that there are plan to revise the GLADIS Authorization
Form and make it available on the Library Web. 

2. Life of a Serial: (Jim Gordon, Pam Daniels, Linda Turitz, Judith
Walker)

Pam Daniels announced that the agenda for the Life of a Serial and The
Life of a Book would be divided into three parts.  Today's discussion
would be focused on the Serials workflow.  The November meeting would be
focused on the monograph workflow and in December, staff will have the
opportunity to see the both serial/monograph processing workflows as they
tour the Technical Services Department.

A handout was distributed to staff outlining the workflow for serials.
See attachment. 

The meeting was adjourned at 11:30 a.m.