BTECH Minutes - 6/2/04

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

BERKELEY TECHNICAL SERVICES DISCUSSION GROUP MEETING MINUTES

Wednesday, June 2, 2004
9:00am to 11:00am
303 Doe Library

Agenda:

1. Announcements:

Systems will be loading MARCIVE records into Gladis for Government 
publications that are available online only.  The file is not yet ready to 
load but it will be announced once loaded into Gladis.


2. Systems Gladis Update / Charis Takaro

-Systems has still been monitoring Gladis slowness problems.  They believe 
they have corrected the problem but continue to monitor it.  Slowness could 
be caused by a slow network, due to large reports being run in Gladis, 
among other things.  If you notice a slow down with Gladis, please contact 
Charis or Joe directly via email or phone call.

-The code for the Native American Studies Library has been changed in 
Gladis to NAS.

-The STX program had some minor changes to correct some problems noticed by 
NRLF.

-There were some changes made to the RLIN export program.

-The Q-Level/In Process/Old on order records report has been run for this 
quarter.  The printouts have been mailed to the units and are available online.

-Systems continues to do a full system back up 5 days a week 
Tuesday-Saturday.  This is normally done in the very early morning hours 
but sometimes finishes as late as 6:00am in the morning.  Generally they 
try to have it done by 5:00 am but sometimes it takes longer.  If you come 
in early you may notice this and only be able to use Gladis to search.

-Joe has been working on more support for the NRLF TOC project.  He has 
been producing a list of items in NRLF that do not have 505 and no SLF anal.

-Melvyl will have a big record loading blackout this summer. We will not be 
allowed to send any special project file sets from July 1-Sept. 15th. All 
record loading will be paused from roughly August 16-Sept 6 (these dates 
could change). The loading of UCLA's new catalog is causing this blackout. 
Systems is working to complete a number of special projects before the July 
1st deadline.


3) Closing Serial Titles Discussion

Judith reported that several questions have come from Branch staff 
regarding the documentation of Closing Serial titles.  In trying to 
finalize the revision of the section in the BPM on Closing Serial Titles 
several issues have come up regarding standardized notes and electronic 
resources.  Carole distributed 2 handouts and started discussing some of 
the questions some staff had.  The first handout called "Print and 
Electronic Resources: Closing Serial Titles Discussion" is pasted below in 
these minutes.  The second handout was just the brief, order and marc 
printout of the titles mentioned in the document below.

The discussion started with the format of the standardized note for serial 
cancellation projects that the branches could use in their records.  Adding 
a cancellation note as a SLF or BIB is optional when closing a cancelled 
title, it should not be added to the SUM.  The standard phrase discussed 
was "Print cancelled (budget 2003/04); online access available".  This 
could be used as an SLF or BIB depending on the owning units' desire for it 
to display to the public or just to library staff.  Also, the phrase can be 
adjusted if there is no online available.

The rest of the discussion revolved around numbers 2-3 of the 
handout.  Carole explained what the serial cataloger's responsibility is to 
indicate online access in the serial record.  She went over each title 
pointing out the various marc fields that are important to show online 
holdings and how they display to the public.  The 007, 530, 655, 78X, 856 
fields work as hooks help with showing our online access.  Also, the 362 
field helps to indicate the last issue for titles that have ceased.

Chikako raised the question if the delimiter in the 78X fields should be an 
10 instead of an 00 (e.g.: 780 00 vs. 780 10) The presence of the 01 would 
suppress this field from displaying thus letting the 580 free text fields 
display on the brief screen.  Carole wasn't sure what the marc rules were 
on this and will investigate it more.  Charis will also look into how this 
information will display in pathfinder.

The last item discussed was item 4 on the handout.  Carole wanted to remind 
staff that if you have any changes or queries regarding serial titles that 
have any online access, you should send them to 
ejmaint@library.berkeley.edu.  Please do not send them to an individual 
person or to the sermaint email.  If you do not use this email account you 
query may get lost or unresolved.

The meeting was adjourned.

FIRST ADDENDUM TO THIS MONTHS MEETING:

Summary of corrections to be made to printed examples:

3.c.i
785 10 $tNewsCAST (Council ...
3.c.ii
007 c r u n u
780 10

3.d.i
[delete 007]
785 10

3.d.ii
780 10 California. Dept. of General Services....


SECOND ADDENDUM TO THIS MONTHS MEETING:

Charis followed up on Chikako's question and the Gladis display is working 
correctly, and the 78X indicators on the records should be changed. Chikako 
also spotted another error in a linking field, which needs correcting.


HANDOUT
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Print and Electronic Resources: Closing Serial Titles Discussion
BTECH  June 2004

1)      Cancellation Projects
a)Note put into Holdings screen at the discretion of the branches.  TS will 
not add note.
b) "Print cancelled (budget 2003-04); online access available."
OR:

i) NON Public note  - Use  SLF field
ii) PUBLIC note  Use BIB note field  (see 3.d.ii)


2)      Electronic access cancelled, lost, withdrawn, etc.  TS will do the 
following--:
a) In GLADIS PRINT bib. record -- Bib record edited to remove electronic 
access (007,530,856, "hooks")

i) ONE INNOPAC Order record for both print and electronic = one Holdings-- 
do nothing
ii)TWO INNOPAC Order records, one for print  and one for electronic = two 
Holdings-- Follow current "Withdrawal" procedures and add note to Location 
= WEB Holdings screen (see 3.b.ii)

b)  In GLADIS ELECTRONIC bib. record

i)NO INNOPAC Order record = one Holdings-- delete  Holdings and bib records
ii)ONE INNOPAC Order record =  one Holdings---Follow current "Withdrawal" 
procedures and add note to Location = WEB Holdings screen

3)      EXAMPLES of various serial situations:

a) Receiving both print and online access = "single record"
i)Chemical and engineering news, G#91248H

b) Print exists but we only have online access = "single record"
i)never received print : Air force journal of logistics, G#185017077A
ii)withdrawn print: Presale handgun checks, G#151804531I

c) Print ceased, publisher only issuing online = "multiple records"  Print 
and electronic versions issued simultaneously for a period of time
i)Print bib.: NewsCAST (Council for Agricultural Science and Technology), 
G#100850700
ii)Electronic bib.: NewsCAST (Council for Agricultural Science and 
Technology : Online), G#185229203A

d Print ceased, online version is current only, updated site (INTEGRATING 
RESOURCE) = "multiple records"  Print and electronic versions never issued 
simultaneously
i)Ceased print bib. : State of California telephone directory, G#10938A
ii)Integrating resource bib. : California on-line directory, G#185232012B

4)   How to report changes or queries :  ejmaint
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