BTECH Minutes - 10/5/05

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

Berkeley Technical Services
Discussion Group Meeting 
Wednesday, October 5, 2005 
9:00am to 11:00am 
303 Doe Library


Agenda

1.Announcements

-Sue Miller has agreed to act as Co-Convener for the Berkeley
Technical Services Discussion Group.  She has regularly attended the
meetings and has a great knowledge of technical processing.  I look
forward to working with Sue with her co-convener hat on. 
Congratulations and thanks to Sue!

-C. McEwan reported that there is an Early Bird in the Morrison Library,
8:30-10 Thursday October 20th on the SCP “Shared Cataloging
Program”.  Staff from UCSD is coming to give a general overview of
the SCT program and to answer questions.  There are some big changes
coming so everyone, especially selectors are encouraged to come to get
more information.

-The Documents unit has started processing their backlog of federal
depository microfiche.  Selectors will start seeing microfiche show
up on their review shelves for active and non-active serial
microfiche.  Some of the microfiche may go back as far as the early
1990’s.  

-V. Moon will start working with the Technical Services Review team on
November 1st.  She will be here on campus in Technical Services
Tuesday-Thursday and in NRLF Monday, Friday.
Lorelie
Mansur will be stepping
in for Ginny at NRLF in her absence.

-BFS is up and running after the recent upgrade.  We can use Innopac
to send payments.  We were lucky that there were no problems that
affected us.

-Due to many recent thefts in Technical Services (250 Moffitt) they may
have to institute more restricted access to this floor.  Possibly
some type of card key or other system that will keep people that don’t
belong, out of this room.  If they institute these changes, they
will give us plenty of lead-time and let us know well before it
happens.

-Ginny introduced Kristin Marrow who is NRLF’s new student
supervisor.  Welcome Kristin!

-Jane
Dickinson has started
as our new Slavic cataloger.  Her first day was Monday October
3rd. 
You should soon start seeing some of your Slavic material showing up in
your unit. 

-Gladis/Systems update for BTECH Oct. 2005 (covering the period Aug-Sep
'05)

Patron file and related programs:

1- California Drivers License # no longer printed on list inventories or
postcard notices.
2- Patron record SSN field changed to "proxy pin" field, CDL
field eliminated.  Many associated programs changed. 
3- Batch program ran to remove SSN and populate with birth month and
birth day.
4- Display programs set to only display month and day of birthdate (not
year)  these are the PIN for self-renewal and inventory.
5- Visiting scholars: Changed Gladis to allow use of new photo id for
visiting scholars (they were treated as non-UCB before)
6-UC Merced: Implemented new patron affiliation code for UC Merced

Gladis connection problems:

Changes to implement secure ftp between the Tandem (GLADIS) and library,
sunsite, payroll, and CARS required shutting down connection to Gladis
the morning of Sept. 11.  Gladis was back up and running by 7am
Sunday.

Mid-morning Monday an attempt to fix a small problem related to this
brought down all autocirc and maintenance connections to the tandem on
169.229.32.8.  I thought a temporary fix would be to move everyone
to connecting on .9, which worked until we ran out of maintenance
windows. There were still plenty of autocirc windows available. 
This problem was resolved a few hours later.

However, the following week reports started of people not being able to
connect to maintenance on either .8 or .9, and our stats showed all
sessions were in use. Apparently after the connection problems the week
before staff began stockpiling sessions to be sure to be able to get one,
meaning that some staff were locked out completely.  Gladis was
brought down again in the early hours of 9/22 to add 200 more maintenance
windows, doubling the number of people who can be logged on to
maintenance at one time.


Misc:

1. OCLC interface changed not to issue a warning when a 949 field comes
in containing only a $n since this does not indicate a problem.

2. RLIN interface changed to eliminate some unused location logs,
streamline logging of problems.

3. Printing of NRLF project cards: this is an ongoing project to create
postcards for low use items in the MAIN stacks to identify items to pull
for NRLF

3. Since moving to new Tandem and printing cards via the network, shelf
list cards were no longer printing properly.  Changes made to format
them for new printing arrangement similar to what had been done for
circulation postcards.

4. We have an open job posting to replace Joe Mitola.

5. Batch job ran to change circ codes for some categories of SOCW and
EAST materials.

Upcoming: 
1. Will run job to delete old on order records with no payments present,
and to list out other old orders, in process records, and q level records
in Oct. 
2. Huge # of records to be resent to Pathfinder for Banc move and other
misc projects


2. Cataloging procedures for accompanying electronic materials / C.
McEwan, S. Wekselbaum

Technical Services has instituted new procedures for copy cataloging
books and serials with accompanying electronic media.  The new
procedures were sent out to selectors for their approval.  Print
with accompanying electronic material was being help up and backlogged,
because of the need for adding a 538 field.  The 538 note usually
lists specific system requirements for the accompanying material. 
To streamline these materials, if the copy cataloging does not already
include this field, it will not be added.  The new procedures will
make it easier to send the books and serials back to the owning unit
quickly and prevent future backlogs.

V. Moon added a side note that volumes that have accompanying materials
in the back in a pocket needs a *nXCOLLATE” note such as
“*nXCOLLATE ONE CD-ROM IN POCKET”.  This will alert the
circulating staff that checks these out to look for the accompanying
material in the piece.  This *nX is a permanent note that displays
each time the book is discharged.


3. Update on CCS, CERD / R. Green

-Rebecca and Jody are continuing to act as Head and Assistant Head of
the Serials Check-in Unit for the un foreseeable future. 

-Serials Cataloging has been pushing really hard to clear out their
backlog of items waiting for cataloging and SEC’s.  They are
approximately half way through this old backlog and hope to get it
cleared up soon.  They have been getting help from Linda Turitz the
Original Cataloging unit.

-The two email accounts
traceser@library
and
sermaint@library
are both active and being reviewed.  Sherry Brown is responsible for
the traceser account and has caught up on all the tracers that have been
sent to it.  Linda Turitz is responsible for the sermaint
account.  She took over the account back in Sept 2004 after Jane
Kelley left.  There was an unfortunate accident with Jane’s old
computer after she left.  It completely died and all old pending
emails sent to that account disappeared.  Linda has only about a
30-60 emails backlogged in the account.  If you have any request
that you feel have not been resolved or lost, please resend them to the
sermaint account.

-Nga Ong used to be in the Serials Cataloging unit and has now moved into
the Payments Unit, taking over Megan's old position.  Nga's old job
of Electronic Cataloging has been posted for recruitment.  Nga is
still learning the payments routine and helping out occasionally in the
Electronic Cataloging Unit.

-Documents Unit = Saima Fazli
has moved into the
Documents unit to work on USGPO Depository microfiche.  She is
working with Carole to train in this area.  Flo Mayberry is the new
LA5 Documents Unit person.  Kay Sundstrom is also still in this unit
working half her time as telecommuting.  For now the Documents Unit
is in catch up mode while everyone new has been trained.

-Check-in Unit = There are two 1000 hour temporary workers that have been
hired to help keep the check-in current,  Kiristen Roland and Kate
Phillips.

-Collection Core Services = The area of E-Problems in expanding for this
unit because the electronic area of serials and monographs is expanding
fast. If you have any questions or problems in this area please feel free
to contact them.


4. Binding Quota Statistics / T. Perry-Houts

Tom just wanted to follow up on his e-mail he sent out to everyone
regarding the request for your binding statistics.  He requested
that each library send them their statistics on how many buckram and LC
binds they have sent for binding the last 3 fiscal years.  He was
asked to look and see if the canceling of print serials has yet affected
the overall binding allocation.  With the increase of electronic
only subscriptions and the decrease in print subscriptions this may
eventually have an affect.  Tom has only heard from about half of
the branches, so those of you that have not yet responded please get your
statistics to Tom.

This year is the first budget year that the money in the pot for binding
books and serials is pretty good.  In past years they have always
gone over budget, but this year they should be ok.  

Just a reminder to all library units, you should be keeping track of how
many serials you send for LC or Buckram binding based on your binding
allocation.  Tom will be asking for this same information again in
the coming years when statistic time comes around.  If you can't
remember your monthly binding allocation then contact Tom for this
information.  Just a side note, usually anything that has to be
Pamphlet bound is a free bind and does not count against your
quota.  Also if you Mylar any serials these will count against your
serial quota.

Tom also wanted to mention that tracers for materials sent to BINDERY and
CONS are different categories.  There is no real way to trace
materials sent for binding but he can trace urgently needed items that
were sent to Conservation.  Bindery charges could be stuck by
accident in the marking or cataloging division and may eventually show
back up.  Conservation charges are carefully annotated and they can
find exactly where they are to move them along if needed.

5. Technical Processing questions / Open Discussion

-Claim
forms are printed on a regular basis.  They are no longer only
printed once a week.

-Old Q-Level records, how long should they stay in Gladis? They should be
cleaned up on a regular basis.  There are many reasons they are
there and each one should be looked at and processed according to its
individual problem.  If it is something that hasn't been cataloged
under a different record it should be eventually deleted or
reordered.  Systems regularly runs Boolean lists of Q-Level records
and sends them out to all units.

-For several reasons it is a good idea to not delete withdrawn copy 2
v/c's especially if there are payments involved.  It is also helpful
for selectors to know if we had and withdrew a 2nd copy of a book. 
You could put a short *n in the v/c to note why it was with drawn such as
*nmissing, *ndamaged, *nnever circulated, etc...