BTECH minutes - 4/5/99

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BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES
  
May 5, 1999 
Recorder: Pam Daniels 
Guests: Rebecca Green, Kate Fletcher, Tonette Mendoza, Wanda Rybak,
Margaret McCormick 
                                                
Announcements: 

Meeting Room Location - Update 
The Meeting Room (303 Doe) is not yet available for use. It should
become available some time in the Fall. 
       
Institutional Borrowers - Update
Last month PSAG-TS and BTECHGRP discussed institutional borrowers.
Jim Woodmansee has been working on the patron checking program to disallow
the "U" privilege for individuals. In addition, all "U" loan privileges,
both institutional and individual, have been change to "4," with the
exception of WITHDRAWN, SOILSDEPT, and HERBARIUM. Judith Walker reported
that Systems has expired or deleted the invalid institutional ID's for
staff who have transferred or otherwise left the department. 

Joseph Mitola

Judith Walker announced that Joseph Mitola has joined the 
Serials/Documents staff. He will work half-time in the
Binding Unit and half-time in the Records Unit. 

Moffitt Serials Transfer/Review Project  

Judith Walker reported that the big transfer project has been
completed. Staffing levels returned to normal.

Agenda 

Rowecom Update and Fiscal Closing - Rebecca Green 

Rebecca reported that our agreement with ROWECOM formally ended on
4/27/99, due to their unsatisfactory service. Transition work on all
records is complete and the Order Division is transferring titles to those
vendors who are appropriate. They are undergoing a vendor survey to
collect data on their services.You will see a transitional acqtype
code of either"q" or "v". The same codes should be used in both the
order and checkin records. All outstanding material due from Rowecom
should continue to be claimed, but we will have to wait and see if they
honor those claims. "Q" and "v" acqtypes are used by the Payment Unit for
project work and are changed back to "p" when project work is completed. 

The Order Division is doing a vendor survey to update our files on
the services supplied by the Library's major book and serial vendors. We
are still waiting for Library fiscal close deadlines. Marilyn Shields is
just back from leave, so we should expect something from her office in a
week or so. You can continue to submit new orders to Order Division. You 
can also continue to send serials invoices.

Order Division is currently recruiting for more staff. 
       
Technical Services Training Program - Kate Fletcher 

So far the Technical Services Training Program has given 3 classes
over 9 sessions (starting in October 98) The  first class
was called "Talk to the Experts" and it went through several variations in
response to participant comments. This class was created in conjunction
with the Systems Office to answer questions people had about the new
Windows 95 equipment which had recently been installed throughout the
library. The class was taught by Andy Spalaris and Kevin Edgecomb from the
Systems Office and Asya Usvitsky and Cathy Scheiman from the Technical
Services Dept. It covered four basic areas with an emphasis on
library-specific applications: the Windows 95 desktop, Word 97, Eudora,
and how GLADIS and INNOPAC worked in the new environment . The class was
given 6 times, with some variation in how each of the four topics were
handled. For example, one of the November sessions was devoted to GLADIS
and INNOPAC use exclusively. Demand for the class was exceedingly high: it
filled up in less than 24 hours each time it was advertised. Approximately
90 people took the class. 

The second class was given in March of this year and it was an
introduction to the "instant" cataloging system called PromptCat. This
class was taught by the PromptCat Coordinator, Lupe Ochoa,  and was billed
as an informal, informational 1-hour session. It was offered twice: first
to the Copycataloging Division in the Technical Services Department, and
then to the library as a whole. It provided an overview of the processing
workflow for books ordered through PromptCat and focussed on interpreting
the GLADIS records, realistic expectations for receipt of material, and
categories of material which are not suitable for handling through
PromptCat. A good mix of selectors and technica processing staff came to
the open session. 

The third class was held last month and was a beginner's class in
creating macros.This class was designed to teach people (primarily
technical processing staff) how to create time-saving macros for use in
GLADIS maintenance, and was only offered to people who already had CRT
installed on their PCs. Cathy Scheiman first gave a demonstration, and
then was assisted by Asya Usvitsky, Patrick Russell, and Maxim
Osinovsky with the hands-on workshop. As a prerequisite for the class each
participant was asked  to bring a macro idea to work on. The first half of
the class was a demonstration of the creation of several simple macros,
and the second half was a workshop where participants had a
chance to create their own. There were detailed handouts and the
class was rated very favorably by the participants. 

[NOTE: If anyone would like a Word formatted document of GLADIS
special character macros and function keys in MRWIN profile GLADMAINT.653,
or the GLADIS mapping chart in MRWIN profile GLADMAINT.653, please
send e-mail to Asya Usvitsky (ausvitsk@library.berkeley.edu). If you
have Eudora, Asya will send the files as attachments. If you have PINE,
please send her a disk. If you are not sure you have profile
GLADMAINT.653, please contact the Systems Office first.] 

Please let Kate know if you have an idea for a class. Future classes
which are being considered: storing material at NRLF, processing
replacements, basics and overview of GLADIS maintenance. There is also a
Technical Services Training Program Website in the works. It will include
links to other training and technical services webpages, specific
links to the Performance Standards and the BPM, and an annotated
directory of Technical Services Dept. staff. As much as possible, staff
from the Branches and other departments will be asked to participate in
the program. Please feel free to share any ideas you have with Kate
Fletcher (kfletche@library.berkeley.edu.) 
                           
Promptcat Update - Tonette Mendoza 

Possible changes in the PromptCat workflow were discussed. Currently,
added copies are sent directly to branches for local processing. Since
these books are looked at anyway, Tonette would like to know if the
Branches would prefer to have the books added as copy 2's and receive them
shelf-ready. Currently Tonette is processing material for MAIN as
copy 2's or deciding whether they will be withdrawn and sent to Gifts
and Exchange Division.If the Branch decides they do not want the dup, the
Branch would then just withdraw it. Bind on receipt books received in the
PromptCat workflow also present a problem because the GLADIS work is not
being done beforehand. Consequently, the books and up going through the
workflow twice.

What percentage of these added copies are kept? 
How do you decide?

Comments on the added copy workflow for Branch material should be
referred to Tonette Mendoza (tmendoza@library.berkeley.edu) 
       
INNOPAC Label Placement - Wanda Rybak, Judith Weeks

Please see attached document: INNOPAC Label Placement Procedure.
Wanda Rybak has formulated this document to make the placement of INNOPAC
labels on unbound serials more standardized, and to address the concerns
people have expressed to her. She had been getting complaints from units
and patrons. Please address concerns and comments to Wanda Rybak
(wrybak@library.berkeley.edu). She asks that we analyze this document and
giver her our feedback on it. It was suggested that the labeling options
were chosen so long ago that people may have forgotten what they asked
for initially. For example, if a Branch shelves unbound journals by
call number, a label with just the call number on a small spine label can
be generated. Local notes can be used for local processing. Pam Daniels
will e-mail a message to each Branch to remind people which label type
options were chosen, and what each label type option results in. Branches
can make a choice as to what they prefer. Refer to the BPM Serials Manual
Procedure on Label Type. We will discuss this again at next month's
meeting. Judith Walker asked what Recs/Docs should do when choosing a
label tyep in Postcat since they now use a label type list produced for
the Branches when the system was first set up. This list could also use
some updating. Questions about serials with rloc=s should be referred
to Wanda Rybak, and questions about serials with rloc=d should go to Kay
Sundstrom in Serials/Documents.

How many units shelve by title? 
What works for each Branch? 
Would Branches like to make the label type decision after
postcataloging?These questions still need to be resolved and will be
addressed via the BTECHGRP reflector.
       
Q-Level Records and Binding Issues - Margaret McCormick 

Branches can create Q-Level records for books they are sending for
cataloging, however, staff are advised to check thoroughly by title to
make sure the book is not already in GLADIS. Otherwise duplicate GLADIS
records are created. There is currently a committee reevaluating the
bind-on-receipt policy for monographs. The committee's findings may
result in a change for the next fiscal year.  This policy will be
discussed again in the future sometime after the next fiscal
year.  There appears to be a need for written procedures about
appropriate binding to avoid items being bound in error or in the 
wrong binding style.

The meeting was adjourned at 11:00 am