BTECH Minutes - 8/4/04

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

BERKELEY TECHNICAL SERVICES
DISCUSSION GROUP MEETING MINUTES

Wednesday, August 4, 2004
9:00am to 11:00am
303 Doe Library

Agenda:

1. Announcements: 

-The appendix A in the
gifts exchange section in the BPM has been updated.  You can see it
at
http://www.lib.berkeley.edu/Staff/BPM/1bappnda.html 
It has been updated for accuracy.  It includes a link to the ALA
website donation page.

-A test web page restricted to staff to look up passwords for passworded
websites for our patrons has been uploaded.  This site is for
Reference staff to use to find all the passwords needed.  It is
currently in test most only and will require final approval.

-Linda Turitz has received her second Library Star.  Congratulations
to her, she has earned it!

-Cindi Wolff brought up the problem of holdings not being deleted from
OCLC when complete holdings of books are withdrawn in Gladis.  She
was wondering why this was not already part of standard operating
procedure.  Tonette noted that she and Jane do this for materials
they withdraw.  Charis reported that systems has a project on their
"to do" list to create a program that will identify all the
complete withdrawls and send this information to OCLC for the Berkeley
holdings to be deleted.  This program when created can be run weekly
to send the information to OCLC so that Berkeley's holdings can be
regularly removed from the OCLC utility. 

2. Systems Gladis
Update / C. Takaro

REMINDER:  Staff
is reminded that they should call systems when they are working in Gladis
and they get the "Call Systems" error messages!  You
should call Charis at 2-6121 or the Helpdesk as soon as possible, print a
copy of the screen so we know where the error was.  A problem was
recently discovered when some one reported an error message they got on
their screen.  This is really important and you should not just
reboot your computer if this happens.

Changed Innopac to Gladis interface to skip over multiple 949 fields
coming from INNOPAC.  A report from S. Wekselbaum of a GLADIS record
with 949s in the bib record led us to outline a sequence of events where
these could come in and get loaded.  The interface has now been
changed to disallow this.

Changed OCLC to Gladis interface program to accept an 090 field over an
099 ^No call number^ field in incoming records.

It was discovered that any deleted record was being resent to Pathfinder
every night of the week until Saturday (when the records are all cleaned
out for the week).  This long-standing error was corrected.

Various units reported an apparently long-standing problem with sorting
for the Lost in Transit list entries that have the message “Can’t read
09x”.  These entries were sorting under the wrong location.

At Lily’s request changed the routine that handles postcard sorting to
have ETHN, AASL, CHIC, and NAS overdue, recall, and pickup postcards sent
centrally.  

New RLIN client setup and training.

Picked up sample MARC records for possible load to Gladis: Historical
Monographs, Women in Social Movements and Dissertations.

Added a SHL for DREF materials removed from north reading room (barcode
triggers) to say:
"Temporarily in Computer/Internet Access Rm (Doe Library, floor
1)"

Batch deletion of Early American Imprints and ICPSR records (about 11,000
records total). New sets of these records are in the loading queue.

Batch load of MARCIVE records ("born digital" gov docs):
16,366 loaded from the initial file (in two parts)
   385 were written to the review queues 

Batch load of Early American Imprints microfiche records has just begun -
will be about 40,000 records total.

Programming changes to the Melvyl export programs to not export some of
our special project records during the loading blackout this 
summer.

New version of the Ethnic Studies cluster soft note and brand new soft
notes relating to their surge for the Banc locations put in place in
Gladis and pathfinder. 500,000 records need to be resent to Pathfinder
before all will be caught up - that is happening the first week of
August.

Programmatic transfer of all NRLF FPRO material to BIOS. Next phase of
this project will be the programmatic withdrawal of things not at
NRLF.

3. EDI Claiming update
/ J. Bussell

EDI stands for
Electronic Data Interchange.  The EDI electronic claiming module is
already in Innopac but has never been used.  Lee has made it a
mandate to test the EDI claiming to see if it will better utilize staff
time and to see if it will actually work.  At this point it is just
in test mode.  We are starting with the vendor Harrasowitz because
they have cleaner smaller files to work with.  The EDI team is
currently working on entering accurate vendor ID's in the order and
checkin records.  In addition the vendor code in the checkin record
(not in the order record) will be changed to harrc.  If you see this
don't worry.  

Once all the information has been added to the Innopac records, we will
send some test claims to Harrasowitz to see if electronic claims worked
and if there were any problems with them.  When we are sure the
claiming works, complete procedures will be written up and put into the
BPM.  We will give everyone plenty of notice and training on this
electronic claiming.  If EDI claiming proves successful with HARR,
we can then try SWETS, EBSCO and JPTC.  We will keep everyone posted
on this.

4. NRLF projects update
/ V. Moon

Ginny Moon gave an
update of NRLF projects concerning UC-Berkeley. The projects are: the
N-level record conversion; Table of Contents; TCP/Rowell records not at
NRLF; Table of Contents scanning project; record changes for selected
groups of material. 

N-Level Record Project: Deposit Services staff updated or
converted 76,264 as of June 30, 2004. Of that number, approximately 9,000
were found on Gladis. 47,835 records were copy cataloged; 3,237 new
records on OCLC were created; and 16,000 records were converted from an
n-level to d-level. Of those numbers, 41,643 were reclassed to LC
call#s.  What's left: Our guesstimate is around 10-12,000.
The original count of n-records was around 80,000, but that number was
adjusted upward with the discovery of a large cache of Envi's HUD records
needing to be separated. (One of the main stays of the HUD collection
conversion is L. Ronan, who is taking SIP this month.) Another major
collection is the pamphlet collection bound into collection titles like
"miscellaneous publications". For collection titles, NRLF
either adds a 505 field directly into the bib record or scans the Table
of Contents pages and folds the record into the TOC project. For Bound
Withs (no collection title), NRLF creates separate records and links them
by barcode. The goal is to finish this project before Phase 3 building
opens in April 2005.

TCP/Rowell records not at NRLF: The Library Systems Office
provided NRLF with a list of records with TCP and Rowell call#s without
NRLF barcodes (excepting 308s). NRLF has started working on the TCP file.
Most of the records can be deleted and moved to an existing high-level
Gladis record. The ones NRLF cannot resolve will be entered into a Word
file and sent to the owning unit. 

Table of Contents scanning project: NRLF is scanning table of
content pages from books selected by the Humanities selectors. From Feb.
2003-June 2004, approx. 6,000 books have been scanned and around 25,000
files have been sent to the Systems Office to provide URLs in the bib
record for links to Pathfinder.

Record changes for selected groups of material: 917 call#s changed
for Native American Studies Library. NRLF changed NASL to NAS in all
affected call#s. This year, NRLF worked with the Systems Office to
globally change the circulation codes for CCSL & a number of the
affiliated libraries to give better service. NRLF also transferred 1,633
master negative thesis reels from Berkeley's ownership to Davis, which
required record deletions from Gladis along with deaccessioning and
reprocessing to show the new ownership.