The Ohio State University

Technical Services Committee
Meeting Summary
February 9, 2006

Previous minutes available at:  http://library.osu.edu/sites/techservices/tscagnsummenu.php

Attendees: J. Bennett, W. Boomgaarden, T. Davis, M. El-Sherbini, S. Ferguson, M. Hamilton, L. Hartel, M. Jamison, J. Kuehn, C. Obong, M .Rider, S. Rogers, B. Russell, M. Scott, R. Strader, N. VanPulis, T. Graham by videocast.

1. Sally introduced the two new Systems Librarians:
   Rebekah Kilzer and Beth Black.

2. INNOPAC Release 2005 and Release 2006 issues, including EDIFACT and ISBN-13 support (Rebekah Kilzer, Sally Rogers):
   Much work has been done of getting ready for Release 2005. All but two issues have been resolved: purchase order printing, and a security issue with ORTS. These issues should be resolved in Release 2006. We may have the opportunity to participate in the beta test for the 2006 release, but we have to first have Release 2005 installed. Sally asked the group have any problems with moving over to Millennium Release 2005 the week of February 27. Issues to be considered include downtime for users, and the fact that once we move to Millennium 2005 Acquisitions and Accounting cannot go back to telnet. This first beta test is a product beta and will allow test on a single login. Others can continue to use Millennium release 2005. After the discussion, the group approved.

   If we are unable to participate in this first beta there will be a full beta test soon after. This would involve a complete changeover, and the timing could correspond with fiscal close and moving for the renovation. Decision on participation on the full beta test was postponed until we know whether we will participate in the product beta.

   Release 2006 allows the use of EDIFACT, the new ordering standard that accommodates ISBN-13. Rebekah noted that it adding EDIFACT seems to be straight forward. We know that we will have to use EDIFACT for ordering but are unclear whether it will be required for the invoicing process. Marsha Hamilton raised the issue that if we will be required to use EDIFACT for invoicing it will be necessary to evaluate the programming for our electronic process to make sure that there are no BISAC (the old standard) elements embedded that would sabotage the process. Marsha also asked whether Millennium 2006 allows the use of the BISAC and EDIFACT standards simultaneously or did we have to stop using ISBN-10 during the transition year before the new ISBN-13 becomes official.

3. Purchase order issues (Deidra Herring, who is serving as acting head of MOD when Marsha is on SRA):
   When printing purchase orders and claims, Monographs wanted to know how the various accounting units, including regionals, would be affected if the location and codes 1-4 (locally assigned) were turned off. Meaning, those fields would not be printed on the forms. No one indicated that they would be affected by the change.

4. New "My Record " functions:
   Celeste Feather demonstrated new functions being proposed for patrons in “My Record,” i.e., the ability to search OSCAR while in my record, the ability to save searches, and the ability to request items without re-authentications. “My Web” also has features that will benefit staff. From a generic staff login, staff will be able to check the status of an order without having to log into telnet (as they do now) or into Millennium (which would be required once we migrate). This may enable the Libraries to save installing Millennium on all staff terminals if public service personnel can perform all the functions they need from a generic “My Record”. See the handout Celeste provided. (password required)

5. Impact of overlay of brief GOBI records by PromptCat bib records using OSUL order record number as match point (Marsha Hamilton):
   Marsha provided a handout on the steps of the new @GOBX workflow. The main point for people to remember is that if you come across a @GOBX order record and it duplicates another title that we already have, do not enhance the record, dedup or attach item records to it. Or, if you do, realize that the @GOBX record will be overlaid by a prompt cat record when the item is received, and any value added information will be lost, and the prompt cat record used to overlay the order record may be different than the record you selected. @GOBX records are short records, are in ALL CAPS, and have @GOBX as the vendor code.

6. McNaughten Leased Reading Plan (Marsha Hamilton):
   Marsha described a new service, the McNaughten Leased Reading Plan. The books received will all be fiction and will be distributed among VET, SEL, EHS, and MAIN. The bibliographic records for these will be “in and out” of the catalog as the titles are returned and replaced. The records can be identified by location codes, MAIL 1, 2, 3, or 4 and call numbers preceded “LR”. Because these records are transient, do not use them for other purposes. The cutter numbers should not be used as examples when cuttering other works of fiction by that author, because LR records have not been adjusted for local practice. No other order or item records should be attached or deduped against LR records.

7. Issues associated with acquisition and processing of monographic electronic titles (e.g. in PDF form) (Tschera Connell, Marsha Hamilton).
   This item deferred to a future meeting.
   
8. Review of TS documentation: Item maintenance using Millennium (Beth Russell, Noelle Van Pulis) -- any comments on the documents sent to libodms by Beth Russell on Feb. 6.:
   
   
   1. Item maintenance:
      Beth presented the documentation, Item records: Update, Add, Delete, Policies and Procedures, OSCAR [Catalog?] Database Maintenance in Millennium, that had been distributed prior to the meeting. She emphasized that the audience for this document is staff and that if students are using it, their supervisors will need to provide additional information. The committee concurred with the format of linking out to related documents rather than repeating information in multiple documents.

      The issue of sorting was raised. The problem is that when someone sorts items in order to perform maintenance and then saves that sort there is no way to automatically get the items back reverse volume order within copy numbers without manually making the change. If one sorts the item records, these sorts should not be saved. The committee adopted the new item maintenance policy procedure document with the following content changes: to add a statement of policy about not saving sorts, and keeping items in reverse volume order within copy, both to the Policy portion of the document and to section III. "Create a new item record.”

   2. Cataloging of Items with Accompanying Materials:
      Marty Jamison updated us on the revised guidelines that he and a subcommittee have developed. Some accompanying materials (such as CDRoms and DVDs will continue to be processed as separate physical entities, because of circulation needs. Principle change is that rather than labeling the base material as a volume and the accompanying materials as a subsequent volume, the accompanying material will be identified by format, i.e., cdrom.

      Both these documents were approved pending editorial changes and will be posted to the Technical Services web site.

      Item maintenance documents: Item records: Update, Add, Delete
      Accompanying materials document: Cataloging of Items with Accompanying Materials

   3. Transfers to STX procedures:
      The revision of this document is still pending.

9. Status of development of RDA (Resource Description and Access) to replace AACR2 (Magda El-Sherbini):
   This item postponed to a future meeting.
   
10. Fast Authority Records (Noelle Van Pulis):
    Noelle reported on FAST which is a research project examining whether breaking Library of Congress subject heading strings into facets can assist subject catalogers in assignment of headings and users in finding material in the catalog. FAST researchers have taken the LC headings and created a database of facets for experimentation. See http://www.oclc.org/research/projects/fast/ for description of the research. Noelle, as a member of the FAST Subcommittee of the Subject Access Committee of the Cataloging and Classification Section of ALCTS, is involved in the testing of the research database to see how the faceted headings affects retrieval. See http://library.osu.edu/sites/techservices/bibrecordwithLCSHandFAST.pdf for an example of a record with both FAST and LCSH

11. Next meeting: May 11, room to be announced.
    

Respectfully submitted,
Tschera Connell