Berkeley Technical Services Discussion Group Meeting
Wednesday, September 6, 2006
9:00am to 11:00am
303 Doe
Agenda
1. Announcements
-Judith announced that the Bioscience Library has a new staff person. Dana Jemison is BIOS's new monograph assistant. She can be reached at 2-2532. Welcome Dana!
2. New ENET claiming demonstration/ J. Weeks
-Judith gave a brief review of the claiming process in the new EBSCONET on a computer using an overhead projector. There seem to still be some bugs in the system which should hopefully be worked out. The easiest way to search your records to claim is from the My Claims New Claims screen. Using the drop down menu, search ILS NUMBER which is our Innopac order record number. You can also search by title number which is also helpful. A tip on searching your old claim responses, make sure you use the drop down menu to look for old claims 180 days or longer to see them. If you don't you may not pull up your claims. The new EBSCONET has some good features and some of the old search problems. It will probably take some time for everyone to learn the new system and get used to it.
3. Report from Carol M. on various topics.
-Level i has been activated and can now be used for record types.
-There have been a few problems with two OCLC numbers in some Gladis records. If you see anything like this let Carole know. They will need to be corrected.
-We have added a new "call number" called NEWSWEB for newspapers that we only have in an electronic format (but will have a print record).
-OCLC and RLIN have merged. If you use RLIN to catalog it is not known yet how this will change. We are still waiting for all the details to come in.
-If you see an SFX id# in and 035 field pleas ignore them, do not remove them. Also SCP is using open URLs in the 856 field, please leave these alone as well.
4. Systems Gladis Update
Gladis update for the period 8/1/06-8/31/06
1- Google mass digitization: Many components of this being worked on by Systems at UCB. General project overview:
a. record upgrade for n level records (UCB affiliate records and non-UCB records): potentially 533,000 records could be upgraded to fuller MARC records in this process. Record level on Gladis will remain "n". Indication that the record was upgraded will probably be carried in the 005. Upgraded records will be provided to Google as metadata.
b. "mass charge" program being developing to charge a range of NRLF barcodes to new patron records created for the project.
2- OCA scanning project support: generation of NRLF barcode based picklists out of CDL chosen lists.
3- Building Use Only: New NRLF circ status - anything being accessioned at NRLF from now on can't use limited circ as a status: has to be Unrestricted, Restricted, or Building Use Only. Building Use Only material can go to any UC library, patrons can look at it at any library (at any campus) they want but have to stay in the building. MAIN 308ts at NRLF are now Restricted. The records will be updated later. (The phased out Limited Circ status could only be circulated through the owning unit or used at NRLF.)
4- Innopac overlay problem: 67 bib records were incorrectly overlaid in Innopac by unrelated records from Gladis around Aug 7th due to changes in the load table for fields loaded to Innopac causing the normal process for identifying which record should be overlaid to be circumvented. The problem was diagnosed and the records resent so that the correct bib info is now back in the correct records in Innopac.
5. NRLF persistency policy / V. Moon
Starting September 1, 2006, all materials sent for deposit at NRLF must be persistent (except special collections, which are exempt from the persistence policy).
This new policy corrects an old longstanding problem concerned with a library not being able to store a volume if another library already had their volume at NRLF. There was no policy in place to insure that the storing library would not remove their copy or chose to not replace it if it was lost. The library with the duplicate was reluctant to withdrawn their copy in lieu of storage and many times would decide to just keep it in their collection. The non-duplication policy, has in some instances prevented campus libraries from managing their collections in the most cost-effective manner.
The full policy is found on the NRLF website under “New”:
http://www.lib.berkeley.edu/NRLF/new.html
The new policies and the procedures necessary to implement them (as they apply to the northern UC libraries and NRLF) are described below. In summary they are:
• All new deposits will be persistent.
• Persistent deposits will circulate "unrestricted" or "building use only" to UC libraries.
• Depositing libraries must clearly identify new deposits that (a) are to circulate "building use only", or (b) are to be processed as special collections. All unidentified items will be assigned the "unrestricted" circulation status.
• The "limited" circulation status will no longer be assigned to new deposits.
• Under certain conditions, items with "limited" circulation status may be deaccessioned from NRLF and returned to the owning library when other libraries wish to deposit their copies of those titles as "unrestricted" or "building use only."
• Items with "limited" circulation status will be assigned a valid circ status by the owning library when they are requested for borrowing.
• Persistent items will be "recalled" (i.e., no longer deaccessioned) from NRLF.
Libraries with existing ‘limited” circulation materials can e-mail NRLF Deposit Services e-mail account (nrlftech) to change a particular title. For large sets of record changes or If material is considered rare and the change is to make the volume(s) restricted special collections, contact Ginny Moon via e-mail (vmoon) or phone (642-6244).
A library may choose to make current deposits non-persistent. See the URL below. The downside of non-persistency is another library has the right to put their copy at the NRLF and the non-persistent volume would be deaccessioned. For single or smaller sets, this would happen without notification. For larger sets, NRLF would try to notify in advance when possible. A library must notify NRLF if a title should be designated “nonpersistent.”
http://libraries.universityofcalifornia.edu/sopag/RLF_Persistence/Guidelines_Non_Persistent_Materials.pdf
Withdrawing material from the NRLF:
Deaccessioning is no longer applicable for all materials. Only Special Collection, non-persistent, and duplicate volume(s) can be deaccessioned. All other material will need to be “Recalled”. This is not the same term that is used in circulation. In this case, the owning library may remove the material from NRLF, but must keep it as a “Persistent Deposit”. That means they must make it available to other UC Libraries and must attempt to replace it if it is gone from their collection (lost or mutilated, for example.)
The NRLF website has all the instructions and links to the appropriate online forms. Go to Withdrawals at the bottom of the page.
http://www.lib.berkeley.edu/NRLF/depositing_guidelines.html
6. Technical Processing questions / Open Discussion
Please note if you receive the monthly lost in transit lists you can catch materials that may have accidentally gone to NRLF. If any units are not participating in receiving the Lost in Transit lists and you want to start receiving them, please contact Charis. She will put you on the list to receive them. They should be reviewed for materials that have not made it to your location after being cataloged. Any book added to Gladis that does not get a *urecd note in the v/c will appear on the list.
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