Berkeley Technical Services Discussion Group Meeting
Wednesday, August 1, 2007
9:00am to 11:00am
303 Doe
Agenda
1. Announcements
No announcements.
2. Systems Gladis Update / C. Takaro
Meeting of August 1st for the period May 1-July 31st, 2007
1. OCLC reclamation project:
A number of meetings of the group have resulted in good specifications for the project (not yet in final form, but close). Three phases of cleanup projects that must be completed before the snapshot of Gladis is sent to OCLC and OCLC removes our CUY holdings have been identified, and work has been assigned for phase 1 (backlogged rejected records and reviewqs). Phase 2 of the cleanup is to resolve Gladis records that have more than one OCLC number - reports have been generated of these records and the counts are known but assignments have not yet been made. Phase 3 of the cleanup project will be to evaluate OCLC numbers represented in more than one Gladis record - neither listings of these records nor counts are available yet and both will be needed before a strategy for this phase is selected.
New training materials re: changing an OCLC number in a record to come out of this group’s work will be shared with BTECH at a future meeting. Importance of keeping up to date on logs.
2. SCP load:
Retrospective serials file loaded in May, and ongoing loads of weekly files and all related reviewqs/errorlogs are up to date. Programming specifications are being defined for some refinements to things like handling of statistics for the ongoing serials load. Other specifications for improving the loading of the ongoing weekly monographs files are also being defined, to load CalDocs and other categories of records in the most efficient manner possible. Target completion of the project is August 2007.
3. Integrating resources: additional format combinations added to Gladis for non-serial integrating resources (ie, musical scores, etc.)
4. Per Technical Services Council request, changes were made to no longer strip the 653 field from records entering Gladis.
5. Integrating Resource records on Pathfinder we reindexed as serials
6. NetLibrary records: Were loading to Gladis but problems farther up the chain put the project on hold. Working with OCLC and Netlibrary to correct these problems so loading can resume.
7. Melvyl load freeze:
As part of the implementation of Aleph version 16, CDL will initiate a freeze on the loading of Melvyl input files Aug. 4th. The freeze will start Aug 8th and last 7-8 weeks...
8. Systems Office programmers reorganized. New Operations group will do not only Tandem operations but also operations for Unix/Web Publishing group. Tandem development group now separate and shrinking.
9. OCLC has implemented institutional records with Connexion 2.0 - we are doing programming to support institutional records being sent to Gladis but it is still in process and no institutional records should be sent until the programming is ready. The changes are to index the OCLC number of the associated master record (in the 079) when an institutional record is sent to Gladis. This will allow a master record and any associated institutional records to “behave” as if they were the same record in Gladis.
10. Pierianpress.net URL's deleted via batch job.
11. Misc Google changes
12. Misc changes relating to move to Calmail and move of production work off library onto sunsite.
In progress: ISBN indexing for longer ISBNs, 079 indexing
3. CIR note conflicts with items in NRLF / V. Moon
The use of CIR notes in Gladis that also have volumes in NRLF is causing some interpretation problems of Gladis records for other UC campuses. For example, UC Davis will see a CIR note that says "Non-Circulating" and assume it is for the items in NRLF when in fact it only pertains to the volumes on campus or a latest issue in Reference. This can be interpreted as a non-circulating set in NRLF thus making them think they can store their circulating set or that it cannot be requested. The problem is that improperly maintained CIR notes with the use of non standard SUF's and SHL's is very difficult to interpret. There are 3 types of loans for NRLF materials 1-unrestricted, 2-building use only, 3-restricted.
When adding CIR notes to records that have material in NRLF, units need to think more broadly than what is in your library. You need to also be aware of how that record will be interpreted by other campuses wanting to request or store an item. There are written standards and definitions of use for Holdings Fields such as CIR, SUF, etc. in the Gladis Maintenance Manual and can be viewed at http://www.lib.berkeley.edu/AboutLibrary/Staff/GMM/fields.html Please note that SUF fields are more restricted and the set list of SUF fields that can be used can be viewed at http://www.lib.berkeley.edu/AboutLibrary/Staff/GMM/suf.html It is recommended that all units review the set standards of use for Holdings Fields as described in the Gladis Maintenance Manual.
Ginny handed out a sheet with Gladis examples, one unclear and one clarified. She is suggesting that perhaps a secondary CIR note be added such as: "NRLF vols have unrestricted circulation".
Make sure when you have materials in NRLF or are sending materials to NRLF that you update your CIR notes so other campuses looking at Gladis are not confused by what items actually are in NRLF. Keep in mind that all items in NRLF have a Gladis record (even titles that Berkeley does not own), so all campuses have to use Gladis to check for what is available for use or storage.
4. Recalls of NRLF items / V. Moon
Recall of an NRLF item is the term used when you want to remove something from NRLF and place it back on campus, not the recalling of an item that is checked out to a patron. Because of the NRLF Persistence Policy, all items that are now in NRLF wanted back on campus must be "Recalled" using a special form available online from the NRLF webpages. NRLF keeps count of how many volumes are recalled and have come up with new procedures for annotating the Gladis record. Ginny gave out a handout that described the procedures with some examples of what it looks like in Gladis. Items that have been recalled can no longer be requested from NRLF because they are no longer there. Libraries must make recalled items available for circulation to other campuses when they are requested.
The PRV and NRL fields NRLF places in recalled items records should never be removed or edited. Other UC Campuses can see from Gladis that an item has been recalled because of the annotations in the record. Recalls can be cancelled if another campus or unit on campus wants to store the same item.
5. Marking microfilm reels / J. Weeks
There is a standard way of marking microfilm reels which is not noted in the BPM. The label with the call number, volume and title should be on a non-flap narrow side of the box. The side of the box opposite the label is left blank, so that NRLF can use this to place the NRLF barcode in case the item is ever stored. The regular barcode should go on a flap side of the box. The flaps can jam the microfilm drawers so they must never be exposed at the top of the drawer. If using a clamshell box, marking is the same. The flap side of the clamshell should never be exposed at the top because they will catch and jam the microfilm drawer.
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