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A-Team Meeting February 19th, 2004 10:00 AM – 11:30 AM, Library East Conference Room Attendees: Michelle Wilbanks-Fox, Mary Driggers, Deepa Prasad, Theresa Sturgenbecker, Emily Madden, Judy Rummel, Daniel Holt, Jan Hernberger, Jody Hewitt, Hope Johnson, John Seay, Raimonda Margjoni, Jason Flemming, Doug Kiker, Robert Parker, Pamela Cunningham-Williams, Kendra Carter, Joe Baca, Carol Whitmer, Michael Dietz, Marcia Martin, Paula Tarrant, Paul Losch, Justino Llanque-Chana. Agenda posted on the 17th: 1.
Aleph -A
tentative list of classes, and maybe a list of who may be expected to
attend which course. -A
vague preview of the structure and content of the training classes that
will be taught. 2.
Redirect problems -A
list of some of the problems that we have encountered will be presented,
along with a complementary list of suggestions to those problems. -If
you are experiencing a problem with any of these titles and need
assistance please contact Doug Kiker mailto:dkiker@uflib.ufl.edu -When
and how to close out the Blackper order record 3.
Retroactively entering receipt data from NOTIS R lines to ALEPH -Any
issues that are received since an item's pre-ALEPH STP final binding will
need to be put into ALEPH after STP. -Brainstorming
session? 4.
Summary from MARC 21 ACQ/CAT Serials Group meeting will be given 5.
When to convert R lines to N lines for binding -->All
non-binding Staff are free to leave at this point<-- 6.
Binding during the FREEZE. -We
will discuss with the branch binding staff the status of binding during
the "Freeze". -Bobby will hand out the branch customer profiles to the
branch binding staff for review as we prepare for the Binding RFP. Discussion:
Most of the classes will be 90 minutes long and held in MSL
308. There will be lecture,
demonstrations and some hands on exercises.
There is a series of Cataloging classes being created as well.
The name of each class is still not final.
Classes will be mainly held during the gap in April. 2. Redirect: The question of when to stop using the Swets/BlackPer order record and start using the Ebsco order record was discussed. Most times, switch at the end of a volume. Please check the expiration date of the coverage. If there is any confusion, please look at the Ebsco order and check when their coverage begins. However, there can be difficulties. For instance, a problem can happen when the volume coverage of the title in question did not match the payment/subscription coverage. For instance, v.42 of a title was published four times a year, with the first issue being published in July of 2003 and the last in June of 2004. However, according to the Black Per order record, we paid for it in 2003. For the issues that actually arrive in 2004, which order should they be checked in on, the BlackPer (2003 payment) or the Ebsco (2004 payment)? Doug recommends that the items be checked in on the Ebsco order record but an ‘N’ line be added stating “Volume X, nos. y-z paid for on DOR A. It is then OK to go ahead and Z out the Black Per order record. a.
On other, serials related topics b. Z’d subscription information is not transferring to Aleph while Z’d copy levels are making the move. c. Information from the order record found on the NV and NO lines will transfer. The information on N and R lines will not convert. d. Vendor address information will not transfer. If the vendor code is listed as D, then you may need to notify Kerstin Rao to have them create an new 'official' vendor code e. In response to a question from Emily, there was an acknowledgement that there is a problem of being double billed for some titles. Staff in serials acquisitions is working to solve this. f. For the dim archives (Kluwer and Wiley that are going 100% electronic), the titles are already arriving in RS. IF a Kluwer or Wiley title arrives at a branch, please keep just in case. Probably will be OK to toss eventually. g. On copy holdings, if you see both LWCON and e-only, that is bad. Please delete LWCON. h. Regarding the transfer of information in various note fields from NOTIS to Aleph. Notes at the title level will transfer, while notes at the copy level will not. i. Continue to check items into NOTIS during the freeze, as NOTIS will be still be live for patrons during the gap. j. Any questions, please call Doug K. 3. As previously noted, information in R lines will not transfer over. This means that pieces that arrive after the snapshot will not display to public in Aleph unless entered again. Doug suggests that after snap shot (date of snap shot still unclear) for every piece that gets checked in, somehow note title and issue for manual rekeying in May. Daniel is coming up with an Excel spreadsheet for LW titles. 4. MARC 21 holdings classes were outlined in some detail. Naomi Young and Jane Anne Carey will present the first holding class, relating to Theory and the two holdings standards. The second class, relating to practical application of what was taught in the first class, will be team taught by Naomi, Jane Anne, Jason and Doug. 5. Convert R lines for binding. Due to patron direction problems caused by the geographical separation between loose issues (Library East hallway) and the bound issues (ALF) for LW titles, please start to change all R’s to N’s once complete volume ( or portion of volume) is bound, even if that means Current Issues side of Web OPAC will be blank. This will make it easier for patrons and PS staff to find title easily and quickly. 6. (All non-binding staff were excused at this time.) Binding specific news. a. The binding RFP has been extended due to the transition at the University Purchasing office to Peoplesoft. b. Due to the R and N lines disappearing issue, all branches are encouraged to go ahead and bind as much as possible now. c. Binding during the freeze/gap (the time between the snap shot and May 2nd) was discussed. At some libraries, binding will continue ( HSSL and MSL) while at others, it might slow or even cease for the 5 to 6 weeks of the gap. The branches are encouraged to do what they think is necessary to keep up with their binding. d. For those who will bind during the gap, please go ahead and proceed as normal in NOTIS. Simply make a print out of item record ( with piggyback barcode # and enum/chron and midspine info) and file it. Once Aleph is live, we all will go in and ‘bind’ these pieces, using the training that will be provided in April. e. For budgeting purposes, if branch staff can decide if they will or will not be binding during the freeze, and let Cathy Mook know by March, that would be great. f. Sometimes, branch pamphlet materials come to Preservation for binding. Preservation staff sends them to the branch, just to let the branch make the determination if the piece should be bound or not. If the piece SHOULD be bound as a pamphlet, it is OK to send it back to Preservation for the work. Next meeting will be March 18th. Respectfully submitted, Cathy Mook |
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