BTECH minutes - 11/6/96

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

BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES
November 6, 1996

Recorder: Pam Daniels
Guests: Veronica Eaglin,  Margaret McCormick,  Sheila Wekselbaum,  Tonette
Mendoza 

Announcements

1.Computer Health Matters

This workshop is being offered by the University Health Services on
November 21st.  For more details see
http://www.lib.berkeley.edu/AboutLibrary/Staff/BTECH/btechupd.html.

In addition, the Institute for Holistic Healing Studies at San Francisco
University offers HEALTHY COMPUTING TIPS via e-mail.  For more information
about other services, such as workshops and ergonomic consultation, send
an email to healthco@sfsu.edu. 

2. INNOPAC Updates

A. The "at" ( @ ) Symbol in INNOPAC

1. On a PC:
INNOPAC users can use the asterisk key for highlighting text in the
variable length fields of the CHECKIN record.

- Select the INNOPAC field you want to edit 
- Key three asterisks before the text you want to be highlighted
(e.g. @@@ROUTE TO SELECTOR, AFTER CHECK-IN 
- Key <RETURN>

2. On a Wyse terminal:
INNOPAC users can use the same steps as above, however the text will
appear to "fade". 

Note: Staff using PCs can benefit the most from this feature by adjusting
the Terminal Color Selection (located on your toolbar for INNOPAC under
Setup). You will find that you can only highlight one line of text in the
field.  For more details see 
http://www.lib.berkeley.edu/AboutLibrary/Staff/BTECH/faq4.html

2. The Status Field in INNOPAC Order Records

Jim Gordon announced that INNOPAC users will see a change in the display
of the status field in Order records as follows: 

STATUS( 0 ) = f, g, o, z , etc.

This new development has been reported to Innovative Interfaces by Alex
Ray.  This change should have no affect on INNOPAC users. 

3. Download Problems

Judy Walker announced that the Records Maintenance Unit has been
experiencing Bibliographic download problems with some, not all INNOPAC
records.  The problem, although erratic, has been reported to Innovative
Interfaces.  Material from the Cataloging workflow will be continue to
expedited.

Agenda

Life of a Monograph - Veronica Eaglin, Margaret McCormick, Sheila
Wekselbaum, Tonette
Mendoza

Veronica began the overview for monographs by describing the Processing
workflow.  Once the material has been ordered, the shipments are delivered
and opened in the Mail Room.  Students will verify receipt by checking off
the invoice.  Partial shipments, defective material, items received
without an invoice are sent directly to processing staff for resolution of
the problem.  For items, received without purchase order slips, screen
dumps of the INNOPAC orders are printed.

Upon receipt, book items are placed on the Selector review shelves.
English language approval plan material usually arrives on Monday and
remains on the shelves for 3 days.  Foreign language approval plan and
firm order material remain on the review shelves for 1 day.  After review,
the firm orders are placed in the "corral" awaiting processing.  After
processing, book items are dispersed to various shelves within the Copy
Cataloging Division.  PromptCat items are placed on trucks and routed for
further processing ( discharging, labelling, etc ).  Material is processed
and slips are checked for special handling notes -- edition, XMAC,
replacements, PT=PER, PT=MVM, endowment plates, etc.  Books are routed as
appropriate. 

Margaret continued the discussion by describing the Copy Cataloging
workflow.  Book items are routed to Copy Cataloging Division from the 

- Processing Unit 
- Serials Check-in Division and Documents Technical Services Unit 
- Gifts and Exchange Division
- Branch locations 
- LC Foreign Acquisition Program 
- Bindery

Receipts are distributed into three categories: 

1. Branch material (English and Foreign) which is given first priority. 
2. Main English language material. 
3. Main Foreign language material. 

NOTE: All Rush/Special and Rush material in the first three above
categories have first priority.  Main Foreign material is aged
approximately 3 months, depending on the language, before searching on
OCLC which insures a higher hit rate.

The copy catalogers will search OCLC for copy.  If copy is found and
useable, the copy cataloger will write the call number in the book and add
the holdings on OCLC to load into GLADIS.

When searching OCLC and the record has been used previously, books are
referred to the Addl Copy Shelf.  Main and Branch duplicates are routed to
Tonette Mendoza, Database Maintenance Unit.  Branch duplicates are routed
directly to the Branch for addl copy decision and processing.

After cataloging, for labelling purposes, books are divided into two
categories by LC classification.  The categories are A-O and P-Z.

Cataloged records arrive the next day via FTP from OCLC to UCB.  The
Library Systems Office downloads the records into GLADIS and produces a
separate label file.  CCD pulls the label file and runs the label program
to produce spine labels in shelflist order.  Autolabelling problems are
referred to Sheila Wekselbaum for resolution.

Tonette Mendoza is in charge of the Database Manintenance Unit and
resolves reported problems in the database.  RevueQ and Error Logs are
produced from OCLC and RLIN loads and are also processed by the Database
Maintenance Unit.

If no copy is found, material is routed to the Original Cataloging
Division, except for a few categories of items to be cataloged for Main.
This includes non-English LC Foreign Acquistion, Hungarian and Finnish
titles.  This material is aged for 6 months to a year, researched and
cataloged if copy is found.  Items still lacking copy are then put into
TCP.

Sheila gave a detailed report on the PromptCat 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.  Meanwhile, the vendor will 

- property stamp, 
- tattletape and 
- barcode the book.

Piggyback barcodes are applied to unbound books on the verso of the title
page.

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.

PromptCat records will load, charged to *cPROMPTCAT with the due date 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 in GLADIS,  similar to charges to the
bindery.  At this point, a file has been created and labels are generated
for each shipment.

PromptCat records arrive for both firm order and approval plan English
language books.  Firm orders have been placed through INNOPAC,  and have
order level records on GLADIS containing the order information.  Firm
orders sent to OCLC for PromptCat have the po# keyed in the record in
order to merge with the order level record.  Approval plan and form
selection will not have order records in INNOPAC or GLADIS

Approval and form selection items received from PromptCat have a new
holdings field, which is keyed in the record sent to OCLC by the PromptCat
vendor.  The new field, ORD has subfields *n Invoice no., *o Invoice date,
*v Vendor, and *p Estimated price.

NOTE:  PO#s are not written in PromptCat books which are in the "Hit"
category.  The PO# is written on the verso of the title page for those
materials which arrive with no record or arrive with records which need
modification.

Upon receipt, the material is placed on the Selector review shelves.
Approval plan and form selection material remains on the review shelves
for 3 days.  Firm order material remains on the review shelves for 1 day

A student logs into the Autocirc system discharge materials module to
discharge materials.  The charge to PromptCat in the V/C changes to *upcat
after the item is discharged.  For MAIN items the *upcat stays in the
record.  Most branches are deleting the *upcat and inserting a *u with the
date received in branch.

The student matches the title, date in the 260 field and the date in the
call number to the book received.  If there are any discrepancies in the
book and the retrieved record, the books are sent to Tonette Mendoza,
Database Maintenance Unit, for correction in GLADIS.

Selectors while reviewing can and do refer material to other selectors as
appropriate.  When material is referred, book is sent to Tonette Mendoza,
Database Maintenance Unit, for correction in GLADIS if location is
changed.

Generally, books are not returnable.  However, defective books are
returned for replacement.  Selectors use the referral option to forward
material which is more appropriate for another library collection.

At this point, Sheila described procedures for processing PromptCat items.
Books are discharged, labelled when appropriate, and sorted into the
following categories, depending on the record received.  For Firm order
material, invoices are annotated with routing codes for update in INNOPAC.
Students after completing the discharge routine, then update records in
INNOPAC from the annotated invoices. 

1. Hit
Student wands in the barcode and the record retrieved is a hit.  95% of
the books received are considered hits because record received matches the
book in hand.  The books are labelled and are placed on the outgoing mail
shelves.

2. No Hit
Student wands in the barcode and no record is retrieved.  Approval
material has the location written on the verso of the title page.  Firm
orders have location and the po# written on the verso of the title page.
Books are routed to the Copy Cataloging Incoming shelves for another OCLC
search.

3. Hit, with changes
Student wands in the barcode and the record retrieved has some difference
in the title, the 260 field or the date in the call number with
information on the discharge screen.  Material may or may not be labelled.
Hits with changes are routed to Tonette Mendoza, Database Maintenance
Unit.

4. Needs Classification / Bad Call Number
Student wands in barcode and record retrieved has a Warning Window.  The
Warning in the Window reads: Needs Classification or Bad Call Number.  The
book is not labelled and is routed to Copy Cataloging for modification to
call number as needed.

5. Needs Subject Analysis
Student wands in the barcode and record retrieved has a Warning Window.
The Warning in Window reads: NEEDS SUBJECT ANALYSIS.  Book may or may not
be labelled, and is routed to Copy Cataloging for review.  Books needing
subject analysis are routed by Copy Cataloging to the Original Cataloging
Division.

6. Bindery
A bindery flag placed in the book by a selector alters the processing of
the book slightly.  If the book is a "hit", all the work is done before
routing the book to the bindery.  If the book is a "no hit", the book is
routed to the bindery first.

7. Media
Books received with media, (i.e. a video or cd rom) are discharged, may or
may not be labelled, and routed to Tom Raftery for further processing.

8. Special Routing

- Serials:
Firm order serials have a note on the po slip, PT=PER.  PT=PER items are
routed to Serials Cataloging for further processing 
- MVMs:
All volumes of MVMs are discharged and routed to Copy Cataloging for
further MVM processing. 
- Morrison books:
Morrison books are routed to Vicky Jourdan in Copy Cataloging for
processing. 
- Replacements:
Replacments are placed on the replacement shelf in Copy Cataloging for
processing. 
- Theses:
UCB Theses are routed to Eunicetine Pharr in Copy Cataloging for
processing

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

The meeting was adjourned at 11:00 a.m.