Berkeley Technical Services Discussion Group Meeting of May 2, 2007

Berkeley Technical Services Discussion Group Meeting

Wednesday, May 2, 2007

9:00am to 11:00am

2101 VLSB Seminar Room

Agenda

1. Announcements

-Linda Morgan has joined CCS as Margie Wilkinson's replacement. Welcome Linda!

2. Ordering Serial Replacements / M. Ng

Marilyn gave an overview of ordering serial back issues or skipped issue replacements. When she places an order she always checks first to make sure the issue hasn’t been checked in since the request was submitted. The order record for that title is looked at to see if there are any notes about that particular issue or volume. Although the issues may still be in print, the stock of two used periodical dealers, USBE and Absolute Backorder Service, are usually checked first for availability.   It is more expedient to obtain material from them than from publishers.  If unavailable from used periodical dealers however, the orders will be sent to the appropriate vendor for the country of publication to acquire.  Going direct to publishers can be problematic as they often are unresponsive.

Please flag as RUSH anything that is important and give as much information about the issue as needed, especially if it is unusual. When the issue is ordered a note will be placed in the check-in box to "Hnd to M. Ng/Order Unit". There is currently a 3 month backlog of issues waiting to be ordered. If you are worried about an order then contact Marilyn and she will look into it.

3. Serial Duplicates, new procedures / R. Green

There are new procedures for handling serial duplicates for purchase titles. In March Rebecca sent out an email outlining the new procedures. She went over the procedures again with everyone, see below (Original email with the procedures pasted below). Remember to wait until you have a clear pattern of dups, send all variations of mailing labels, and change the copy number in the check-in box even if not checking in, this helps establish a pattern. Don't mark the duplicate issues in case they need to be returned to the publisher. Let them know right away if any duplicate comes with an invoice! Don't mark them, send them over with the invoice and mailing label right away.

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Dear B-Tech members in decentralized serial receiving locations,

In an effort to cope with staffing shortages in the Collections Core Services Division, we are trying out a new workflow to handle duplicate serial issues coming on subscription.

If you are receiving successive duplicates at your branch, please make a printout of the title’s INNOPAC order or checkin record, and a list of all duplicated issues received.  Together with these printouts, please also make a copy of all mailing labels coming with duplicated issues.  Send this paperwork to me (Rebecca Green, CCS Division, Technical Services Department).  It is important for us to have copies of all of the different versions of our address when duplicate issues are sent to us.  The format and wording of these addresses can help us to determine why we are receiving duplicates, and from whom.  I will be prioritizing and handling this workflow until my Division is able to get additional staffing.

CCS Division no longer needs the actual duplicate issues to be sent here with the paperwork described above.  We request that you keep all duplicate serial issues at your location for the period of one year.  If we need to return the duplicate issues to our vendor in order to avoid additional charges, I will contact you to request the issues.

For the present, please continue to send standing order duplicates, along with their mailing labels and any packing slips and invoices, to Don Lee in the Payments Unit of the CCS Division, Technical Services Department.
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4. Systems Gladis Update / C. Takaro

Charis shared the samples of a different thinner less plastic piggy back barcode with everyone. They have been forwarded to the Conservation Department for review. If acceptable by CONS we could switch over to this type of piggy back barcode. Everyone will be notified if this actually happens.

Btech notes Meeting of May 2^nd for the period Feb 1-April 30, 2007

1. OCLC reclamation project: A group is gathering to work on defining functional specifications for how this project (also known as "OCLC Deletes") will work. Would like a branch representative on this group who is familiar with a wide range of records (ie, records from different eras). Please contact me if you'd like to participate in this planning process. First meeting: Wed. May 9 11-12. [note: Kelly Ward and Dana Jemison volunteered to join this group]

2. RLIN/OCLC merge: Stats:

Duplicate records (merge problems) are resulting from the load of the primary cluster member records into OCLC from RLG when the cataloging has changed significantly between the time the record was added to OCLC and now. This is mostly a problem for archival material and shouldn't affect published items much.

3. SCP load:

Programmers and Technical Services staff spent a good deal of this period doing more testing and revising the specifications for the full load of the SCP retrospective serials file into Gladis. 500 records from the full file were processed, and revisions to the specs whittled down the reviewq fallout (ie, the number of records that need manual cleanup) from about 100 to about 80. Of these, 50 non-CalDocs records have been loaded via the reviewq process, and final programming is underway to prepare for the full load. Record counts for the reviewqs for the load of the full file are not known until the load is complete, but we're estimating that of the ~20,000 records in the file, maybe around 2,000 will need manual review via the reviewq process. This process needs to be completed before loading of the weekly update files for serials will start. Therefore, an SCP serials backlog is anticipated while staff are diverted to processing the reviewqs from the full load.

4. URL change for Taylor and Francis: A batch job was created and run to change a list of Gladis records for Taylor and Francis materials to new urls as the provider had changed. It is expected this programming will be largely reusable for other batch url change jobs in the future.

5. LSO/TS Liaison program: Armanda and Greta are now the designated liaisons from Tech Ser to Systems, and I am the liaison from Systems to Tech Ser. The three of us have been meeting regularly, with other guests as appropriate, to facilitate and track progress on projects of importance to both units.

6. EAL move support: Report produced of duplication between CCSL/EAST.

7. Google: This project continues to require a lot of programmer time for everyday smooth operation due to instability on Google's end. Also, during this time period the Mass Discharge program was rolled out and put into production, allowing discharging in Gladis of a list of barcodes provided by Google recording what they returned each day. Daily flow for this project averages more than 3000 items in and out most days.

8. NetLibrary records: This is a new promptcat stream for electronic materials, of keen interest to selectors. It has been fast-tracked as a special load project by using the Windows based freeware "Marcedit" to do batch modifications in Systems on the records before loading to allow special field manipulation requested by Tech Ser on a faster turn around time than our traditional programming methods allow, due to the time sensitive nature of this project. The goal is to have this in production by the end of this week.

9. Melvyl downtimes:

Soon: CDL will be doing maintenance on the Melvyl database from approximately 4:00 AM on Thursday May 3 until early Monday morning May 7 (the exact duration is uncertain). During this time, we will not be loading any

records. Melvyl itself will be up during most of this time; notification of Melvyl downtime will be sent separately.

Later this summer: As part of the implementation of Aleph version 16, CDL will initiate a freeze on the loading of Melvyl input files in the summer of 2007. The freeze will last approximately six weeks and is expected to begin in July (exact date not known).

10. Changes to support the spacing underscore character and the degree sign character, both on entering Gladis and on export from GLADIS. Prior to these changes the interface Gladis didn’t allow these and records with them were rejected. This was a major problem for the SCP serial record loads since all these records contain URLs with the spacing underscore, and a large number of maps records for a special project were also being rejected. Records with other special characters are still being rejected, but the spacing underscore problem was resolved on an emergency basis to facilitate the SCP serials load.

11. Change default circcodes of NRLF restricted materials of all format types for location SSEA to “L” (non-circulating.)

12. Add CPER to MAIN cluster (MAIN, MOFF, NEWS, PERI), so MAIN logons can edit and transfer materials to/from CPER, etc. Also add CPER to MAIN cluster so MAIN autocirc logons can delete CPER x-level records

13. Add ANEG and MNEG to the DREF cluster to support Preservation staff who edit NEWS, ANEG, and MNEG holdings to do their work with a single logon, but without giving them universal holdings edit.

Upcoming: ISBN indexing for longer ISBNs, reindexing Integrating Resource records on Pathfinder as serials

5. Technical Services Review update on procedures / A. Barone

Technical Services should be getting 7 new full time people, 2 Librarians and 5 Staff. There are also plans to update and improve the Technical Services website.

There is a new workflow for monographs to provide quick access. The new procedure allows for the creation of a variety of record levels to get the books out faster. The email from Lee sent out to allusers on May 4 pasted below sums up the new procedures.

"Library staff,

          This is to inform you of the progress Technical Services has made in implementing the new monograph workflow suggested in the Technical Services review.

To read the Monographic processing portion of the TSR report (p.2-6), go to: http://www.lib.berkeley.edu/Staff/tsd/review/tsr_report_final.doc

          The new workflow is in four stages:

        week 1, capture new incoming monographic materials, primarily

     from the Monograph Receiving Unit and Serials Check-in;

        week 2, the initial search in OCLC with student staff;

        week 3, Original Cataloging;

        week 4, Copy Cataloging.

          After the student staff catalog all materials that have copy on OCLC in the second week, the original catalogers choose any remaining rush materials, materials with level 1 flags and any other materials of current interest. During the fourth week the copy catalogers work with any additional copy that may have appeared in OCLC and edit OCLC copy to full standards depending on their classification level.

        Any remaining materials then receive level 2 cataloging with brief records, an LC call  number,  but no subjects; or level 3 records (for the Main Stacks only) with a brief record, an IP (In Process) call number and no subjects.

          The brief level 2 and 3 records will later be updated to full records through the OCLC Bibliographic Notification service or cataloging staff.

        You may check Pathfinder at any time for the level 2 and 3 materials in your areas by doing a notes search.  The Main Stacks materials will have notes beginning with the language codes such as: eng2007 level2, spa2007 level3, and ger2007 level3.  The notes for the subject specialty libraries will start with the GLADIS location code: bios2007 level2, engi2007 level2 and ah-c2007 level2.  Note that the date indicates the year of processing, not the publication date.  Also, when a full level OCLC record overlays the minimal record, the note is deleted since it is no longer necessary.

        The implementation began with current French and Spanish language materials, and Main Stacks English materials have recently been added.  These English materials are primarily from Asia and Africa, not the American and British imprints going through the YBP/OCLC PromptCat service

          Beginning next week new materials for the science libraries (BIOS, CHEM, PHYS, OPTO/HEAL, PUBL, MATH, EART, and ENGI) will be added to the workflow.  We will continue adding new Main Stack language materials and subject specialty libraries through the end of the current fiscal year, and we will inform the appropriate groups through email as we proceed.

          If you have comments or maintenance requests regarding monograph records in the new workflow, please send them to TSR@library.berkeley.edu.

          We are still in pilot phase, and we are using this time to evaluate our new procedures, gather data and statistics, and make changes as needed.

        Later this fiscal year we will be hiring two library assistants for our new Data Control Unit.  One of their duties will be to monitor the maintenance requests, resolve or forward the requests to appropriate cataloging staff, and to reply to the email requestor.  If the physical item is needed, they will send you a request.  In the meantime, we are focusing our efforts on providing catalog records for all newly acquired monographs and making them available for circulation.

       Please hold off sending us older titles for cataloging and enhancement until the Data Control Unit is up and running.  We will make an announcement when we have this workflow in place.  The new unit will be able to handle individual and project size requests.  At this time, until the new staff are hired and trained, we will correct errors that affect access, but the rest of the maintenance requests will be kept in an electronic file for the new Data Control staff.

Lee Leighton

AUL Technical Services"

6. Technical Processing questions / Open Discussion

Charis had a question regarding overfilling a 505 field and splitting it. How do we get them back in order? The way we used to do it wasn't working. No one was sure, but Charis and Tonette will look into it.

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