Circulation Services Group Minutes, October 21, 1997

Circulation Services Group Minutes           Tuesday, October 21, 1997

Present:  M.Fleming, N.Brailo, A.Concepcion, L.Mascorro, M.Goode,
N.Foster, B.Shirman, N.Tran, , A.Bourgeois, P. Bertrang, E.Stephens, C.
Guerrero, R Love (Chair) L.Ng (recorder)

Guest:    Jim Woodmansee

I.   No announcements  

II.  Systems Office Report (P. Bertrang)

*Program change requests were made at the request of: 1) MAIN, outdated
manual block note about patron in collections and referred to "Terry" has
been changed to read "unpaid sundry debtor bills". Send requests to
reflector (svcdesk) to remove block; 2) E AST, could not delete x-level
records after moving the v/c information to an upgraded record since the
circulation record with manual bill was not transferred. This problem was
fixed 3) ED-P, R. Love requested change in search cycle; send requests by
e-ma il to (pbertran) to change search cycle. Requests will be prioritized
with other projects. 

*NRLF barcode renormalization: program completed on 6/Oct at 10:00pm,
representing 2.8 million barcode index records rewritten.  NRLF staff can
browse NRLF barcodes in barcode order. (their browse is comparable to a
call number since items are arranged on the shelves in barcode order). New
version of bibliographic edit change to block edits of non-UCB "n" records
by non-NRLF system s users. (further discussion in minutes)


III. Security issues and Gladis accounts. New Web forms (J.Woodmansee)

*Prototype Web "autocirc and "maintenance" request forms were distributed
for review and comments to be sent to J.Woodmansee. Horror story involving
former SLE from central technical services unit who along with another
student contrived to "disappear" re serve materials from other libraries
with the help of a high-level password with universal holdings edit and
more. P.Bertrang searched previous circulation records to help locate the
student. Bottom line: all staff (including SLE's) who perform GLADIS mai
ntenance are required to have their own account. Current initials for
units' generic autocirc accounts can be retained, but passwords must be
changed.  No generic accounts for any use but basic autocirc; approval of
other generic accounts was suspended in 1992, although they are still in
use in some libraries.  These generic accounts should be replaced with
individual accounts. 

*do not program auto-circ terminals with an automatic logon for security
reasons

*the interactive form has a fail-safe feature to prevent "anyone" from
requesting a password since the request is reviewed and approved by the
unit supervisor, etc. 

*once the password is approved, J. Woodmansee will e-mail requestor 


IV:  NRLF/GLADIS merge. (E.Stephens, P. Bertrang)

*NRLF is no longer renewing items still charged out. Instead NRLF will
check GLADIS and send the branch a manual note to search their stacks to
avoid having to transfer items manually. 

*4,200 million bibliographic records in GLADIS; 1,600 million
bibliographic records in NRLF; 9% are "n-level" records (or 144,000
records of the 4 million records) and these records can only be deleted by
NRLF staff; 330,000 non-affiliate library records will remain as "n-level"
records

*60,000 EAL records with non-LC call numbers were loaded to facilitate recon.

*effective after the merge completes (estimated:in Jan 98), UCB and NRLF
barcodes will be interchangeable (MAIN has many items without barcodes so
they will not have to insert a UCB barcode before charging the item out;
they can use the NRLF barcode) *some consequences to consider in the
branch:  **items received from NRLF will need to be discharged on receipt
(tracking of NRLF items in UCB auto-circ units); **new patron type in
patron record (NRLF ONLY), NRLF will create a patron record for non-UCB
(e.g, for UC Davis)

*R. Love requested a training demo when the merge comes up. An "allusers"
announcement with more details of the NRLF merge will come from Ginny
Moon. Further discussion about "tracking", "technical and circulation
consequences" of the merge will be an age nda item at the next meeting due
to lack of time. 

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