BTECH minutes - 11/5/03

[Judith Weeks <jweeks@library.berkeley.edu>]

BERKELEY TECHNICAL SERVICES DISCUSSION GROUP MEETING MINUTES

Wednesday, November 5, 2003
9:00am to 11:00am
303 Doe Library

Announcements:

--Do to the large numbers of cancelled serial titles in the latest 
cancellation project, the Science Libraries have recommended Gladis 
automatically generate a Web Resources holding display from the 856 for 
serial titles.  The Web Resources holding is (in most cases) not a real 
holding, but automatically generated. The only time we would need a real 
Web Resources holding (LOC=WEB) is when there were no other holdings in the 
record, as Gladis required at least one location. In this case, Gladis 
would not generate any display for the real holding, but would still create 
an automatic display from the 856.  Systems is working on this.  The 
Technical Services Council is recommending that the web resources location 
display first.  See example:

Journal of corporate finance (Amsterdam, Netherlands)
Journal of corporate finance : contracting, governance, and organization.
Amsterdam : Elsevier Science Publishers, c1994
Also available on the World Wide Web (Access restricted to ScienceDirect 
subscribers)
Electronic location: v.1(1995)- Restricted to UC campuses 
http://uclibs.org/PID/2771

Web Resources No call number
              Library has: v.1(1995)- Restricted to UC campuses 
http://uclibs.org/PID/2771

Bus & Econ HG4001.J68
               Library has: BOUND 1(1994)-8(2002)

--Order Division asked everyone to please send them any Elsevier invoices 
that they may get directly in their unit.


Agenda:

1) Cancellation project update.

Just a quick update on the latest serials cancellation project.  Everything 
as far as Innopac goes has been closed and cancelled.  The order records 
have been changed to status Z, uploads in the check-in records have been 
changed to D and a last box of "cancelled" should have been inserted on the 
check-in card.  There were some titles where it had been hard to determine 
what the last issue was.  In some cases there where not enough boxes 
inserted on the card making it hard to determine what the last issue 
was.  For these titles, it may be necessary for the owning unit to check 
the last issue carefully to determine based on the publication schedule 
listed in the issue that the last issue on the check-in card is correct and 
matches the last paid for volume on the order record.  If in doubt please 
contact the Order Division.

Order Division is asking all units not to delete the check-in records for 6 
months after receiving the last issue due on the order.  This is especially 
true for items received on standing orders.  In some cases, vendors have 
had to pay in advance for titles and we can not get a refund.  We will have 
to pay for and accept these issues.  Please send any issues received past 
the cancellation date to the order division.  They will look at them and 
determine what is going on with the individual title.

Please forward any 2004 issues to the Order Division with the mailing 
label.  Our titles that we cancelled should end with 2003 in most cases.


2) Marking Program update.

Joe Mitola could not make it to the meeting so Tonette just gave a quick 
overview of the Labeling Macro.  The new labeling macro has been updated to 
make it work even better and easier to use.  It still must be used on 
Windows 2000 and a version of Gladis WIN6530 5.7 and higher.  There are 
only 5 units that have volunteered to receive their materials un-labeled 
and this week they will start sending material unmarked to them.  Tonette 
is personally loading the macro for these units and providing the training 
on how to use it.  All other units will continue to receive their material 
marked as usual.
Tonette encourages any unit that is still receiving their material labeled 
but has Windows 2000, WIN6530 5.7 or higher and a laser jet to handle 
printing the labels to contact her if they are interested in using this 
program.  She will gladly come over and load the program and provide 
training on its use.  This program is great to use for all your 
relabeling.  It takes the call number from Gladis and any information from 
the v/c thus preventing possible typos.

3) Miscellaneous Questions.

Michael Meacham had several questions/comments for the group in order to 
get a clearer idea of proposed work flows.

-As a reminder, the PI note in Gladis can be seen by our more savvy Gladis 
patrons.  It is best that units not put patron information in this 
field.  It is best to put a *nX note in the v/c if there is information you 
need to see for processing.

-Is there any way materials can get bound other than by Technical Services 
or the branch sending it?  The consensus of the group was no, those should 
be the only 2 ways something could get bound.

-Are people getting bound dups?  Only a few units said that yes they 
are.  One of the purposes of the proposed binding after cataloging work 
flow was to avoid bound dups.  If only a few bound dups are getting through 
then there might not be much gain in this category of binding after 
cataloging.  Michael wanted to remind people that the proposed binding 
after cataloging work flow has not been put in to effect.  They are still 
following the same binding before cataloging system.  Michael is just on a 
fact-finding mission to investigate the proposed change in work flow.

-How often do branches send books for binding that they received cataloged? 
Some units said yes, some said rarely.

-How would we feel about pams being marked more to the right so that the 
call number could be seen through the clear plastic of the pam thus making 
them not need a second label on the pam?  One of the group's comments was 
that if this were to happen, someone would need to contact the people who 
do circulation and shelve.  This could affect shelving items.  Also, 
placing the label more to the right may cover information and may not be 
such a good idea.

If anyone has any more additional comments on the above questions for 
Michael please contact him via email.