BTECH minutes - 2/6/02

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BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES

February 6, 2002 
Recorder: Lisa Sanchez 

Announcements: 
  
Judith Weeks reported that when you are claiming lapsed titles
on Innopac, for any title that has EBSCO for a vendor you should use
the phrase "& ALL ISSUES TO DATE". EBSCO prefers this wording.  For
all other titles you should continue to use the original stamdard
phrase "& FOLLOWING ISSUES".  This latter phrase seems to work
better for most other vendors.  In particular, titles received in EAL
need to have the phrase "& FOLLOWING ISSUES" or the vendor might send
ALL issues to date. The other phrase has been problematic for them. So
continue to use the same old standard phrase for NON-EBSCO titles. 
            
Ginny Moon reported that NRLF has undertaken the laborious but
important project of linking the NRLF barcode to analyzed records that
do not have the barcode linked to both the set and analytic record. 
There are numerous older records that have no barcode in the
analyzed record, which has been causing access problems for patrons. Jeff
Khonsary who has just been hired will be spending time linking the
analytics through June 30th of this year.  Ginny also mentioned
that Units should not be sending analyzed materials to NRLF without the
barcodes already being linked.  So before sending analyzed records, please
make sure the set is completely linked to all the analyzed records. 
            
Ginny Moon reported on the status of the N-Level project. There
were originally 80,000 records for Berkeley that were not in Gladis which
were given N-Level records.  They have cleaned up 42,000 of these records
so they are over the  half way point in this clean up project. 
            
NRLF items needing new spine labels should have their new labels
typed and applied at the owning unit.  Please do not send them to NRLF 
to have them type and apply the new label.  They will do it in a pinch,
but it is the owning library's responsibility to do this task. 

Agenda: 

DREF/MREF/Judith Walker, Jane Kelley 

The Gladis locations HAS and INFO will be replaced by DREF (Doe
Reference) and MREF (Moffitt Reference).  This means that there will be
one Reference point in the Doe Library and one Reference point in the
Moffitt Library.  Jane Kelley and Judith Walker have been working on
changing these locations in Gladis and Innopac.  The Innopac work has
been completed but there still remains some work to be done in Gladis. 

There has been a lot of clean up generated by this change.  Many
cancelled and closed records have been cleaned up.  Also, work is to be
done on items that will be shelved "Latest in" these locations.  There
were also some problems due to the INFO center having different call
numbers from other locations when more than one location owned the same
item. 

Jane briefly mentioned that Ginny Moon had pointed out that D as the
beginning alpha in a LOC has been used so far only by UC-Davis. UC-Davis
confirmed that they would never send any volumes with the Reference Loc to
NRLF; therefore, there should be no problem with DREF being used by
Berkeley.  The public catalog displays the fuller names, but people on
Maintenance or looking at certain views of Gladis should be aware that
UC-Davis codes are DSPE, DHEA, DLAW, DMAI; while Doe Reference is DREF. 
       
STX/STO/SUM project / Ginny Moon, Charis Takaro 
       
Cleanup of a variety of NRLF holding situations will be taking place.
Ginny explained that this urgent cleanup is needed for two principal
reasons.  First, since our files will be uploaded to the new Melvyl system
soon, we want our records to be as accurate as possible for the viewing
public. And secondly, since we don't know when our next chance to do
another upload to the new Melvyl will be, we want as many Gladis records
as possible now to have accurate and clear holdings information.  Charis
handed out copies (a revision was sent via email) explaining the
STO/STX/SUM project in more detail. 

There are several problems with Gladis records that have been causing
display problems on Melvyl thus causing access problems for patrons.  They
are old Gladis records that have STO or STX fields but nothing in storage,
records with items in storage that lack STO/STX notes, and records
with more than one v/c in the record with no SUM field.   The major area
of access problems come from patron initiated NRLF requests.  They are
getting the wrong information from Melvyl because of the STX/STO/SUM
problems. 

Charis is working on a program to add SUM fields to specific book
records with more than one V/C in the Gladis record.  Her program will add
a sum to a record if it is a level that goes to Melvyl; is a location that
goes to Melvyl; is NOT location web (not ejournals); is a serial and not
withdrawn and has no SUM already in it; if it is a book and not a
withdrawn and has no sum AND has more than one V/C for that call number
location.  The criteria applies to books only, as serials should have a
SUM statement regardless of its status.  This program will not affect
serials.  Until the program runs, Charis has asked that no one touch the
STO notes in Gladis.  Charis later sent out a message to allusers to alert
them of this.   The program will trigger several error logs that will
require clean up.  Some of these problems can be corrected
programmatically. A follow up of how this program worked and
variety of subsequent cleanup projects can be discussed at a future
BTech meeting. 

Draft Policy on Training and Development document. 

Everyone should take the time to read the Draft Policy on Training
and Development that Debbie Sommer from the Organizational Development
Subcommittee sent out to all users on Jan 7, 2002.  If you deleted this
from your email it can be viewed at:
http://www.lib.berkeley.edu/Staff/OrgDev/releasedraft1126a1.pdf . 
This document affects us all and you should make your concerns and
comments known to your supervisor and to the committee.  They need 
feed back from people to make this work and refine it. 
       
The meeting adjourned at 10:30am