Meeting Summary
September, 2005
Previous minutes available at: http://library.osu.edu/sites/techservices/tscagnsummenu.php
Present: Sally Rogers, chairperson, John Bennett, Wes Boomgaarden, Trisha Davis, Barbara Dunham, Magda El-Sherbini, Celeste Feather, Sean Ferguson, Tauni Graham, Marsha Hamilton, Lynda Hartel, Deirdre Herring, Marty Jamison, Jennifer Kuehn, Cheryl Obong, Penny Pearson, Mary Rider, Beth Russell, Mary Scott, Rocki Strader, Noelle VanPulis.
- Welcome and announcements:
- Electronic Resources Management (ERM) proposal regarding cancelled, changed, migrated e-resources (Celeste Feather)
- Review of policy on accompanying materials. (Marty Jamison, Wes Boomgaarden)
- Mary Scott suggested that we better utilize the “check for parts” label approach, and the IMESSAGE codes in the catalog. She observed that some users are confused into thinking that disk “v.2” is actually a “copy 2.”
- Sally Rogers observed that a system-wide change may be desirable, but special cases may need to be accommodated.
- Jennifer Kuehn noted the wide differences among accompanying disk’s value to the printed items and to the user. Also, current practice at some locations (SEL, e.g.) means that these disks on reserve at SEL cannot be paged routinely. She observed that the creation of the “v.2” folders is a workload factor for Preservation units.
- Lynda Hartel observed that at HEA their practice is driven by the high frequency where accompanying disks are useful for “1st users” only. She offered that about ½ of the books in HEA come with accompanying disks: HEA analyzes their content, keeps some with the paper volume, but they withdraw many disks.
- Noelle VanPulis observed that our practices are not similar to those of most OhioLINK libraries.
- Mary Rider reported that LAW already does this processing, and uses a label to alert staff and users. They use the III system’s Imessage function for circ staff.
- Technical Services Documentation
- STX transfer procedures (Magda El-Sherbini, Noelle VanPulis)
- Item maintenance using Millennium (Beth Russell, Noelle VanPulis)
- Withdrawals document will be revised by Noelle and reviewed at the November TSC meeting.
- Retention of hard-cover edition book jackets (Wes Boomgaarden)
- Electronic Thesis and Disseration (ETD) workflows (Magda)
Sally Rogers welcomed new members Mary Scott and Marty Jamison to the Committee. Sally announced the planning effort underway for a Committee on Institutional (CIC) conference on “Dimensions of Access” in spring 2006. Technical Services has been selected as a primary focus for this event; Sally is a member of the planning team.
Celeste led the discussion of a draft proposal sent to the TSC membership. She sought and received advice on this ERM document. The major question centered on the differences in the display of cancelled / changed / migrated e-resources between the catalog and the Databases web page that is generated by ERM. Cataloging practice is to suppress bibliographic records for e-resources that have disappeared or been cancelled with no historical access. User Services feedback was reported to the group.
Action: A decision was made to keep ERM records for those e-resources on public view with a note explaining the circumstances for a period of 6 months.
Background: Non-book media (computer media, audio tapes, video tapes, and others) have been separated from monographs (and in many cases, serials) and packaged as a separate item, identified as a separate physical and bibliographic “volume.” The practice was begun in the late 1980s for two primary reasons: 1) protection of magnetic media from security gate control devices and 2) circulation control of these accompanying materials, as a means monitoring the inventory (security) at point of circulation and return from loan.
Current situation: Public services librarians expressed a general consensus (though not unanimous) opinion that the current practices of separating “accompanying” computer media, etc. is no longer necessary and should be revisited for change. Marty Jamison represents this viewpoint to the TSC, and is supported by Wes Boomgaarden (Preservation), who concurs with the majority public services opinion.
Discussion:
Action: There is sufficient interest to merit a review of all “accompanying materials” procedures. (The sense of the assembled was that serials will not be included in changes, that accompanying materials will remain as “supplements”.) Marty Jamison will convene a small working group for this purpose, and to include representatives from Cataloging (Beverly McDonald), Monographs (Marsha Hamilton), and Preservation (Wes Boomgaarden). Health Sciences representative (Lynda Hartel) noted that HEA is not interested in changing their current procedures. LAW’s representative (Mary Rider) offered to share documentation of their practices. The group will aim for a draft beginning of Fall quarter.
In response to some responses received to the TS Communications Survey conducted by TSC last fall, we have started reviewing selected TS documentation to see if revisions are needed. We also responded to request for new documentation. The withdrawal policy and procedure documentation will be reviewed at the November TSC meeting.
The assembled reviewed documentation.
Action: Collection Management Team will be charged with reviewing all documentation related transfer to STX. They will be asked to have all related documents reside in a single place, for unity. Our aim should be the removal of redundancy and contradictions within the documentation, and to follow the documentation with training.
Background: Mary Scott brought this issue to the attention of the TSC. She learned about the capabilities of Millenium that were troubling, specifically, that rapid updates are perhaps too easily done within a bibliographic record.
Action: Mary Scott will work with Noelle, Beth, and Tauni Graham to draft a manual / documentation approach for the system. (Existing manual doesn’t provide sufficient system caveats.) The aim is to make one good manual for all locations.
Background: Wes indicated that he is pursuing an initiative to retain publishers' dust jackets on most of the hardcover editions received for the general collections. Statistical sampling provides an estimate that about 10,000-12,000 volumes with jackets are added to the general collections each year, in all Libraries locations (excluding Law, Hea and regional campus units). This change in practice would have a significant impact on Technical Services processing routines, notably with the application of the barcode label to the dust jacket, rather than the cloth or non-woven material of the actual cover. He has not yet fully surveyed collection managers, but has received a favorable response from several with whom he has discussed this. (At TSC he sought the advice of the Technical Services Committee.)
Discussion: Law Library is not interested in changing their practice. There are no objections from Technical Services department heads
Action: Wes will pursue the idea with collection managers, and will confer with TS heads on procedure issues.
This topic will be on the agenda for the next TSC meeting. .
Submitted by: Wes Boomgaarden
