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A-Team Meeting November 20, 2003 10:00 AM – 11:30 AM, Library East Conference Room Attendees: Hope Johnson, John Seay, Charlotte Porter, Judy Rummel, Daniel Holt, Joe Baca, Kendra Carter, Jason Fleming, Doug Kiker, Michele Wilbanks-Fox, Pamela Cunningham-Williams, Raimonda Margjoni, Marcia Martin, Paula Tarant, Carol Whitmer, Emily Madden, Robert Parker, & Michael Dietz.
The Library West parking lot will close permanently on Dec. 1, 2003. Check the Transportation and Parking website www.parking.ufl.edu for other parking options available to staff. Also be sure to check out SNAP at 392-SNAP for assistance at night. SERIALS1. The Library West current periodicals move to East will begin Dec. 16-18. Interested parties should talk to Lori Driscoll about volunteering. Overtime pay will be available. 2. ANNUAL ADDS – Raimonda from Gifts & Exchange spoke about annual adds, mainly at MSL. Annual adds should go to G&E first for processing. The mailing address should be A3 for G&E. There is a link on the serials page for added volumes: http://web.uflib.ufl.edu/sercat/whoadds.htm. If the frequency of an add changes, MSL and G&E should tell each other, then send it to serials cataloging. 3. ALEPH – serials acquisitions and cataloging teams are trying to organize workflow. Training for serials staff will begin after the first of the year. Information on resource services transition groups is available at http://web.uflib.ufl.edu/serials/alephgroup.htm. Notis will be available for check-in and charging to pseudo-patron IDs (for processing and binding) until the conversion. However, a “snapshot” of notis will be taken sometime in March for the actual data migration. Everything entered after that “snapshot” date will not transfer into Aleph. So we may need to keep paper copies of all check-ins and other activity after that date. More information will come from the serials groups about workflow. 4. BACKORDERS – Replacement issue or volume requests should be emailed to Doug. There is no official form for replacements. Replacement requests are for items claimed or lost after check-in. Doug tries to get replacements from the publishers first, then David Allerton in G&E will try from vendors such as Absolute. A note with an action date will be placed in the notis record about replacement orders so that orders can be tracked. Doug/David will cancel replacement orders not filled after 6 months, unless they are notified to keep trying. Backorder requests for volumes not previously ordered or claimed should come from the selector and be submitted to John Ingram on the form available from the serials page http://www.uflib.ufl.edu/toolbox/rs/cmbackissue.html. After approval from John Ingram, the order goes to Judy Rummel. 5. REDIRECT - All domestic periodicals currently handled by Swets will be moved to Ebsco. Most titles will be changed over Jan. 1, 2004. The notis records for the new Ebsco orders are being updated. AFA and Education are done, and MSL and the other branches are in progress. Ebsco has a list of ending dates for Swets, so they should begin their service on that date, rather than at the beginning of a volume. Once all Ebsco order records are in notis, you should be able to tell when Swets ends and Ebsco begins. Be on the lookout for titles running on academic year subscriptions, however. You can also use the online claiming system for each vendor to see start/end dates. If you have questions, email Cindy at Ebsco or Sherry at Swets. Contact information and links to claiming systems are on the serials vendor page at http://web.uflib.ufl.edu/serials/Vendor/serialssort.htm. If a vendor is not on this list, send an email to Jason by clicking the “vendor missing?” link. In the Ebsco database, you can use the order history function to see the order information. For new Ebsco order records – start using it as soon as you receive the first issue handled by them, usually Jan. 2004. Check in on the new order, change the AN code to BN and erase the AD action date. If the Swets order is complete, change the BN of the Swets order record to ZN. Do not close out the Swets record until you receive the first Ebsco issue. Action Dates – intervals are set for 120 days for the new orders. They can be changed as needed. Once we move to Aleph in the summer, action dates will no longer be used. Aleph will create check-in lists based on publication patterns taken from the bibliographic information of the journal. Action dates for new orders (AN records) don’t show up on a list pulling M, N, and R lines. So leave the Swets record open, with an action date, until you receive the first issue of the Ebsco record. You could also create a note (N) line in the Ebsco (AN) order record to generate an action date report for the first issue. If an issue handled by Ebsco comes in before the order record is created, email Judy Rummel. If a title usually puts out issues ahead of time, and you don’t receive the 2004 issues soon, check on the vendor sites for order information. You can also email Cindy at Ebsco or Sherry at Swets. All Kluwer and Wiley titles in print are being cancelled, so they will not have new Ebsco order records. Some titles will continue to be received into 2004, as the renewals were paid for through Swets before the cancellation decision was made. Doug passed out problem title reports from Ebsco to each library representative. Please review and contact Doug if you have questions or problems with the report. BINDING 1. Bobby created a new web page for the Binding Unit and passed around a printout of the page. Please view and make comments/suggestions for other links- http://web.uflib.ufl.edu/preserve/binding/index.html 2. Included on the new page is a section on last year’s Mass Binding Project. Bobby explained the project, saying it was a special project to help locations get current on binding activities. Please let Bobby know if your location has the need for another special binding project. But first, try to get the area selector to make decisions on retention and binding incomplete volumes. The Aleph “snapshot” will probably happen in March, so holdings need to be as accurate as possible. Bobby will contact the binding unit staff with more information about binding loose issues and breaking patterns. 3. Bobby also passed out a chart of the binding stats for each unit for the last four years. There will probably be less binding money this year, but keep binding as much as you can. The funds will even out because of reduced binding during the Aleph conversion. 4. The shipment schedule was sent to binding unit staff earlier in November for comments. Bobby then sent the schedule back to the bindery for confirmation. He will post the schedule on the new binding page as soon as he hears from the bindery.
Respectfully submitted, |
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