Print Media Management Committee
Meeting Minutes
Thursday Jan. 18th
10am-11:30am
Attended by: Cathy Martyniak (standing in for co-chair Robert Parker), Raimonda Margjoni (co-chair), Kendra Carter, Anita Lambert, Carol Whitmer (standing in for Christine Cogar), Dee Hawes, Emily Madden, John Seay, Joe Baca, Michele Wilbanks-Fox, Travis Schaben, Janet Williams, Angela Stewart, Margeaux Johnson, Jami Beserock, Melody Royster.
Items Discussed:
PMMC Web page: http://web.uflib.ufl.edu/preserve/binding/PMMC/pmmc_index.html
(From the library staff page click on Groups. Then under Other Groups you will find Print Media Management Committee.)
List of members on web page will be updated to reflect current members and lists which libraries they work at.
PMMC was created as the print media side of the former A-TEAM. Electronic media will be handled by the newly created ERMC. Steve Carrico and Doug Kiker will head ERMC. Doug will also serve as a liaison between the two committees.
PMMC, being a stable committee, will meet bi-monthly.
Both committees report to Michele Crump.
Reorganization of Acquisitions Department:
With more serials being acquired electronically, the Acquisitions and Licensing department is undergoing a reorganization of how they handle print and electronic serials. The unit will have an electronic serials group whose members include Doug Kiker (Head), Jessica York, and Jay Wiese; and a print serials group comprised of Raimonda Margjoni (Head), Angela Stewart, Travis Schaben, Sonia Tergas, and Christy Shorey (.5)
This process is in a transition which will take several months.
Print serials group unit will now handle serial gifts and exchanges.
David Allerton will remain in charge of gifts and donations.
Title Changes:
Raimonda and Jessica York came up with detailed procedures for handling title changes. They can be found online at:
http://www.uflib.ufl.edu/alephpro/acqser/titlechange.html
(From the staff library page click on Acquisitions and Licensing, then on Aleph pro, then use the alphabetical index to find Title Changes)
Question: Whom should branches send potential title changes to?
Answer: Doug or Raimonda
Question: What do we do with older material where we suspect there is a title change?
Answer: Still send to Doug and Raimonda, they will send to Naomi if necessary.
Question: Do you need actual materials to perform title change?
Answer: Just a print out or surrogate (Xerox of masthead and possibly subscription info for old and new versions).
Question: Can we fax covers to you?
Answer: Yes, and any info from inside that might explain the nature of the title change.
Claims:
Question: How are branches handling claims?
Answer: Online when possible (Ebsco, Harrassowitz, Swets). If direct from vendor, asking Doug.
A list of all people doing claims will be created and posted on the PMMC web page to help people in one branch determine who in another branch to contact regarding claiming problems.
Some persistent claiming problems include:
Claim reports specifically generated for one location includes items from other locations
Lots of problematic item records
Expected arrival dates of items wrong
Unlinked item records
Before spending a great deal of time trying to fix these issues now, we will wait until Aleph 18 is up and running to see if these problems still exist.
Aleph 18:
Aleph 18 will be up and running on our systems near the end of July. It is being activated in the same order of schools as was the previous version, so we are first again.
New OPAC for Aleph 18
There will be no tweaking of the Aleph 18 OPAC by FCLA since we will be using Endeca as the new ‘front end’.
Question: When will NOTIS go away?
Answer: Don’t know, but it will eventually be gone. Maybe this summer.
Many potential problems created by losing NOTIS were discussed. (i.e. where to find info for withdrawn books, finding prices paid for older materials,)
Question: Is there anyway to keep just the serials part of NOTIS?
Answer: Don’t know, some investigation will take place.
Question: What did other schools do when they lost NOTIS?
Answer: This question should be directed to Jason.
Cathy and Raimonda will create a statement supporting the unanimous desire of the group to keep NOTIS for a longer period of time.
Holdings Conversions and Item Record Sorting Projects:
Discussed the ongoing project of converting old 866’s to 853-863 pairs as well as Item Record sorting projects.
Cathy proposed to help those branches that still have work to do one both. They are:
- AFA needs help with both
- Music is mostly done
- Education is done, MSL is good for Holdings on Periodicals but not for Annuals
- Judaica needs limited help with both
- Journalism all done.
- LAC unknown but probably needs help with both
- Special Collection unknown but probably needs help with both
- Reference probably needs help with both
Science reported that they are checking what is actually on the shelf while fixing holdings so that their conversions aren’t meaningless.
Question: Do 866’s have to be replaced before Aleph 18 arrives?
Answer: No
Electronic Monographs:
Cathy is on the ERMC and discussed the problems associated with the preservation/archiving of commercial electronic media that we purchase through the Library. Commercial e journals that we ‘purchase’ will probably be archived by a organization that we plan to join in 2007 called Portico ( http://www.portico.org ) For electronic monographs/stand alones (those items that are not serials) there will be no service and therefore we here at UF will have to take care of long term preservation ‘in house’. An example is the Gale Virtual reference Library. In the future, a problem could be caused when the link to the Gale server from which the material is accessed is no longer available once our subscription is cancelled. As an archival back up to the server access, we might receive a CD or DVD with the material on it.
If anyone has a CD or a DVD in their office, or knows of anyone who does, please let Cathy know.
Question? How will this work?
Answer? Send this material to Cathy.
Question? Judaica gets missing issues from web sites. Is this ok?
Answer? Better to get a copy and print it our selves than not to have it at all.
IPS update:
There is an item process status code update table created by Mathew Daily available at: http://www.uflib.ufl.edu/alephpro/ - I
(this can be found on the Aleph Pro page under the I’s and on the Binding Home page)
If this table is updated in the future, Cathy will let us know.
If you want to add a new IPS, or delete/modify an old one, you can do so via the web site at http://web.uflib.ufl.edu/ps/Circ/CircMan/IPSsuggestionform.html .
Binding:
The company that does commercial binding has moved across town. Make sure to watch the quality of your bound material while they are in their transition. They are still settling in.
Material Type discussion. MT of Issue Bound vs. Issue
There are item-sorting issues associated with the material type assigned to an item. Cathy will try to find documentation that outlines when to use which MT. When this information is found, it will be linked to PMMC page and Binding Unit page.
Please remember to communicate the outcomes of this Discussion with other people in your unit!
NEXT PMMC will be March 15th, 2007 from 10am to 11:30 am in the Library East Conference Room. Doors open at 9:30.
