BTECH Minutes - 10/6/04

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

BERKELEY TECHNICAL SERVICES
DISCUSSION GROUP MEETING MINUTES

Wednesday, October 6, 2004
9:00am to 11:00am
303 Doe Library

Agenda:

1. Announcements: 

-Jon Solomon has left
the UCB Library.  He was our BPM webmaster so we are now in need of
another volunteer to maintain the BPM changes.  If anyone who has
these skills would like to volunteer please let me know.

-C. Scheiman and S. Wekselbaum are currently working on procedures for
removing items from OCLC when all of Berkeley's holdings are gone in
Gladis.  They will keep us posted as this procedure develops and is
written.
 
-EDI claiming has been temporarily suspended due to the reorganization of
staff and responsibilities within Technical Services. When staffing
becomes more stable we will resume the project again.

-Admin. Group has approved an external LA 5 Electronic Resources
cataloger position.  This will hopefully be posted soon.


2. Systems Gladis
Update / C. Takaro

Reminder re:Utility
number: Please key in 035, not 001. We had a rejected record from
Melvyl due to this error.  If there already is a different utility
number in the 035 it is fine to key another 035. The 001 is for our own
system number, in other words, the Gladis number, which displays in the
fixed field portion of the record.  Only in OCLC itself would the
OCLC number be in the 001.

NOTE: We're down 1/4 of one position temporarily while Joe helps out LWNS
with public PC ticket backlog. We also lost one Gladis/project programmer
to SIP and an administrative assistant.

Evans Early American Imprints microfiche record load completed in August:
34,226 records loaded.

500,000 records for the Bancroft location cluster and Ethnic studies
cluster resent to Pathfinder to display new/changed notes.

SIP related changes: deleted 23 gladis accounts, changing routing of some
logs, within my own unit: ejournals handover (resulted in some downtime
for ejournals logs and some minor programming changes).

Batch program to read through all of Gladis and change text “GSSI” or
“Govt & Soc Sci Info Svc” to “Government Reference” in holdings notes
owned by any location. 1500 notes changed.

Batch program to withdraw all FPRO records not at NRLF.  SUF was
added with text: WITHDRAWN - Library permanently closed July 2003. 
3725 SUF notes added, 420 existing SUF notes deleted. ~ 300 withdrawn
serial records need further treatment. In a future stage of this project,
all remaining FPRO records (those not already transferred to BIOS) with
no other holdings will be deleted.

Fixed a bug in the GENSTX program which was causing a generic STO note to
be added to MP format records for EART when one was not really
needed.  

Changed name and address for MUSI as result of their move to set new name
and address for postcard notices and email notices.

Programming changes to allow for indexing the “LION” accession numbers -
Literature Online - for records that we’re receiving via SCP.  The
numbers have the form “Z123456789LN”.   Loading of the SCP
weekly monograph files was held back while this project was being
completed, so that the large "LION" sets could load and be
indexed as requested.  The backlog of SCP monograph files is now
caught up.

Read through all of Gladis and selected records with specific blt values
to resend to Pathfinder for reindexing as format manuscript. 14,000
records resent.

Modified the Gladis short display to strip out $2 subfields and any
second occurrence of the $x subfield in 856 fields, and to suppress the
"Check with this library location for item availability" 
note for FPRO materials.

RLIN21 preparation and testing

Continued reports for NRLF Table Of Contents scanning project.

All campus record loads (updates and new records) have been
"frozen" and not yet loaded to Melvyl for the past few
weeks.  Our updates that were held are being loaded now, they're up
to the 9/4/04 file. Here's an update: From Melvyl "CDL plans to
switch in the reloaded, reindexed and remerged database on Sunday
September 26. Loading will resume by Thursday morning. We anticipate it
will take 3-4 weeks to catch up the files that have accumulated during
the freeze. Although we can't yet give you an exact date, we would
appreciate you holding your large files until the beginning of November.
These large files will be loaded interspersed with UCLA catch up loading
which begins in November."  The large files refer to MARCIVE
and Early American Imprints records.


3. Withdrawn print
records with continuing electronic access / C. McEwan

When you are
withdrawing a record for a print title that is continued by electronic
access only or has continuing electronic access, you need to make sure
there is a second holdings structure for web call number in the
record.  In order to maintain electronic access to these titles we
must maintain a WEB call number in the record.  If it does not have
one then you must notify SERMAINT or MONMAINT to add one.  If the
record does not have this then potentially the electronic access will go
away if the record is deleted.  Any record that has an 856 should
probably have a location web.  Perhaps at some point this could be
done programmatically by systems.


4. Technical Services
Reorganization

There was a long
discussion of the changes going on in Technical Services due to all the
staffing losses due to SIP and unfilled positions.  An
organizational chart was passed out for us to look at during the
discussion.  C. McEwan, R. Green and S. Wekselbaum all went over the
organization chart and how the people are now spread over their
departments.

C. McEwan is now the new Head of the new unit called Continuing &
Electronic Resources Division.  This encompasses the Receiving &
Check-in Team and the Cataloging and Maintenance Team. 

R. Green is the Head of Collection Core Services Division, which includes
the Payments Unit, Innopac Management Unit, and Ordering Unit. In
addition, the Technical Services Electronic Resources Acquisitions
Program Manager and the Out of Print Acquisitions Coordinator are members
of the CCS Division.

S. Wekselbaum is the Head of the new Electronic & Monographic
Resources division with T. Mendoza being the Assistant Division
Head.  These departments include: Monographic Receiving, Prompcat
Services, First search, Marking, Database Maintenance, Routing &
Sorting.  Also under the larger unit are Cataloging, Slavic
Cataloging and Theses/Dissertations.

All noted that there are many fewer people to do the same work. 
They are all working on the new workflow to keep things running as
smoothly as possible.