Serials Working Group Minutes 04-03-01

Serials Working Group
April 3, 2001

Present: Aaron Bales, Michele Bates, Rachel Boyd, Barbara Connelly,
Linda Doversberger (for Barb Cole), Jill Dunkel, Karen Ferry, Diane Gram, Anastasia Guimaraes, Bozena Karol, Karen Lanser, Mary Lehman, Pamela Nicholas, Jayne Schlutt, Deborah Webb, Ladonna Weeks

Pat Loghry was not able to attend the meeting because she had laryngitis.

Jill Dunkel asked about minutes. A number of people never replied, to say if they approved them or not. It was decided that changes must be sent to Jill by one week before the next meeting. Everyone is responsible for reading the minutes before that time, and if anyone does not respond, it will be assumed that they approve of them.

Debby Webb noted that the membership list does not include a representative for Chem/Physics Library, although Diane Gram was present at the meeting.
Jill will add Diane to the list.

Linda Doversberger will substitute for Barbara Cole whenever she cannot attend the meeting.

RFI UPDATE (Pam Nicholas)

Vendor presentations were finished last week, including FaxonRowecom Services, SwetsBlackwell, & EBSCO. Serials Dept. hopes to finish the
evaluations this week and report to Dan Marmion. They hope for a final decision from him soon. Gay Dannelly and Theresa Casad will also give input on the decision.

CANCELLATIONS/NEW ORDERS (Pam Nicholas)

The deadline for cancellations and new orders is April 12. There were a number of questions about exactly who needed to get the requests. Requests should be given to Maria before the Easter break, but Serials Acquisitions Unit needs to get them as soon thereafter as possible, to send them to the vendors. There is information on the deadline in the Serials
department web page in two areas, Collection Development and Serials Working Group.

MISCELLANEOUS MESSAGES

Pam read two messages sent on by Pat.

From Dan Marmion: "... The timetable for the move out of the basement is changing. They want to begin demolition in late fall, so obviously the basement will need to be evacuated sooner than December 3. According to Jo, they are now trying to determine whether a target date of October 1 is feasible. Note that I am not saying the date will be October 1, just that they are looking at it."

Robin noted that they will have to stay somewhere in Hesburgh Library, because no place else on campus will have them.

From the Reference Dept: SWG is scheduled for 222A for the first Tuesday of each month through Dec. 2001.

Mary Lehman asked if the room is going to be taken over for office space; it will not be as far as anyone knows. Rachel asked if we need to
report in advance if we cannot attend. Pam asked that we let someone know, so that the meeting doesn't wait.

EDI UPDATE (Pam Nicholas)

ND will work with SwetsBlackwell and Harrassowitz. Michael Kaplan from Ex Libris has approved us to be an EDI beta site for Aleph 14.2. We
will work with 50 titles and start testing at the end of May or beginning of
June.

ALEPH 14.2 UPDATES

Pam distributed a list of enhancements for serials for Aleph versions 12.3, 12.4, 14.1 & 14.2. All of the enhancements will be in place when we get version 14.2. Some of the enhancements were rep-changed-in, so are already available.

There were a few questions about being able to see the changes and having demonstrations. We won't be able to do that until 14.2 is available for testing with our own data. Systems Dept. currently has 14.2 with Ex
Libris data. Pam expects it to be 6 to 8 weeks before it is available with
our data.

Some of the specific enhancements were also discussed.

Mary & Pam talked about automatic opening of pub schedules when the
last item is arrived. This causes problems with combined months.

Serials module will be using some process status codes. Some members of SWG are on the process status group, Aaron, Jayne, Nastia and Lisa.

The items module for binding will change. It will use a split screen, and move issues from the right to the left to bind them.

The system will support six levels for enumeration and four for chronology.

Barb Connelly noted that we used sub-groups to test procedures for the former SWG and asked if will do so again. Pam said that we may do so again, but that procedures should not change that much. She said she thought it was Pat's plan to use sub-groups as we had previously done and that Barb might want to follow-up with Pat at our next SWG meeting.

The pub schedule which was limited to 110 entries will now be unlimited.

There is a change to allow multiple 853 fields in the ADM record. Mary asked if that means several pub schedules can be active at one time
or that there can be an historical record of earlier pub schedules. Pam said
it appears to be the former. There was a discussion about when we would want to use that. There are problems with some titles in Life Sciences & Chem/Physics that have subtitles with differing schedules. Mary said she would be amazed if this solved that problem. Pam said it would be up to Mary to make it work.

[Note: After the meeting, Pam and Mary looked at the documentation more closely and now believe the case is the latter, i.e., only one active
pub schedule at a time with _history_ of prior schedules.]

Check in by SICI barcode is now possible. The SICI barcode includes ISSN and volume information. There were questions about searching by SICI. The SICI will not be in the barcode field of the issue item record, it
will be in a separate SICI field in the issue form. It might be possible to
search it from the GUI OPAC. There was also a discussion about whether it could be used at receiving locations in conjunction with process status
codes to replace the paper kardex.

OTHER BUSINESS

Diane Gram asked about the time. For branches, it is inconvenient to
have a meeting at 1:30, because the supervisor cannot leave before other coverage is available. Can we push it back to 2pm? Karen Lanser agreed that 2:00 is more convenient. Pam asked that we keep the meeting at 1:30 for now, and place it on the agenda for the next meeting, when Pat will be available.

Jill stated that we requested a link from the library staff page to the SWG minutes and it was added.

There were questions about the procedure for posting minutes. The individual taking minutes will post them to the SWG list. Any additions or
corrections should be sent to the list, at least by one week prior to the
next meeting. Jill will update the minutes and post them to the web page.

NEXT MEETING

May 1st, 1:30, 222A
Send Corrections to Minutes by April 17.
Agenda Items: Meeting Time


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	Serials Working Group April 3, 2001 Present: Aaron Bales, Michele Bates, Rachel Boyd, Barbara Connelly, Linda Doversberger (for Barb Cole), Jill Dunkel, Karen Ferry, Diane Gram, Anastasia Guimaraes, Bozena Karol, Karen Lanser, Mary Lehman, Pamela Nicholas, Jayne Schlutt, Deborah Webb, Ladonna Weeks Pat Loghry was not able to attend the meeting because she had laryngitis. Jill Dunkel asked about minutes. A number of people never replied, to say if they approved them or not. It was decided that changes must be sent to Jill by one week before the next meeting. Everyone is responsible for reading the minutes before that time, and if anyone does not respond, it will be assumed that they approve of them. Debby Webb noted that the membership list does not include a representative for Chem/Physics Library, although Diane Gram was present at the meeting. Jill will add Diane to the list. Linda Doversberger will substitute for Barbara Cole whenever she cannot attend the meeting. RFI UPDATE (Pam Nicholas) Vendor presentations were finished last week, including FaxonRowecom Services, SwetsBlackwell, & EBSCO. Serials Dept. hopes to finish the evaluations this week and report to Dan Marmion. They hope for a final decision from him soon. Gay Dannelly and Theresa Casad will also give input on the decision. CANCELLATIONS/NEW ORDERS (Pam Nicholas) The deadline for cancellations and new orders is April 12. There were a number of questions about exactly who needed to get the requests. Requests should be given to Maria before the Easter break, but Serials Acquisitions Unit needs to get them as soon thereafter as possible, to send them to the vendors. There is information on the deadline in the Serials department web page in two areas, Collection Development and Serials Working Group. MISCELLANEOUS MESSAGES Pam read two messages sent on by Pat. From Dan Marmion: "... The timetable for the move out of the basement is changing. They want to begin demolition in late fall, so obviously the basement will need to be evacuated sooner than December 3. According to Jo, they are now trying to determine whether a target date of October 1 is feasible. Note that I am not saying the date will be October 1, just that they are looking at it." Robin noted that they will have to stay somewhere in Hesburgh Library, because no place else on campus will have them. From the Reference Dept: SWG is scheduled for 222A for the first Tuesday of each month through Dec. 2001. Mary Lehman asked if the room is going to be taken over for office space; it will not be as far as anyone knows. Rachel asked if we need to report in advance if we cannot attend. Pam asked that we let someone know, so that the meeting doesn't wait. EDI UPDATE (Pam Nicholas) ND will work with SwetsBlackwell and Harrassowitz. Michael Kaplan from Ex Libris has approved us to be an EDI beta site for Aleph 14.2. We will work with 50 titles and start testing at the end of May or beginning of June. ALEPH 14.2 UPDATES Pam distributed a list of enhancements for serials for Aleph versions 12.3, 12.4, 14.1 & 14.2. All of the enhancements will be in place when we get version 14.2. Some of the enhancements were rep-changed-in, so are already available. There were a few questions about being able to see the changes and having demonstrations. We won't be able to do that until 14.2 is available for testing with our own data. Systems Dept. currently has 14.2 with Ex Libris data. Pam expects it to be 6 to 8 weeks before it is available with our data. Some of the specific enhancements were also discussed. Mary & Pam talked about automatic opening of pub schedules when the last item is arrived. This causes problems with combined months. Serials module will be using some process status codes. Some members of SWG are on the process status group, Aaron, Jayne, Nastia and Lisa. The items module for binding will change. It will use a split screen, and move issues from the right to the left to bind them. The system will support six levels for enumeration and four for chronology. Barb Connelly noted that we used sub-groups to test procedures for the former SWG and asked if will do so again. Pam said that we may do so again, but that procedures should not change that much. She said she thought it was Pat's plan to use sub-groups as we had previously done and that Barb might want to follow-up with Pat at our next SWG meeting. The pub schedule which was limited to 110 entries will now be unlimited. There is a change to allow multiple 853 fields in the ADM record. Mary asked if that means several pub schedules can be active at one time or that there can be an historical record of earlier pub schedules. Pam said it appears to be the former. There was a discussion about when we would want to use that. There are problems with some titles in Life Sciences & Chem/Physics that have subtitles with differing schedules. Mary said she would be amazed if this solved that problem. Pam said it would be up to Mary to make it work. [Note: After the meeting, Pam and Mary looked at the documentation more closely and now believe the case is the latter, i.e., only one active pub schedule at a time with _history_ of prior schedules.] Check in by SICI barcode is now possible. The SICI barcode includes ISSN and volume information. There were questions about searching by SICI. The SICI will not be in the barcode field of the issue item record, it will be in a separate SICI field in the issue form. It might be possible to search it from the GUI OPAC. There was also a discussion about whether it could be used at receiving locations in conjunction with process status codes to replace the paper kardex. OTHER BUSINESS Diane Gram asked about the time. For branches, it is inconvenient to have a meeting at 1:30, because the supervisor cannot leave before other coverage is available. Can we push it back to 2pm? Karen Lanser agreed that 2:00 is more convenient. Pam asked that we keep the meeting at 1:30 for now, and place it on the agenda for the next meeting, when Pat will be available. Jill stated that we requested a link from the library staff page to the SWG minutes and it was added. There were questions about the procedure for posting minutes. The individual taking minutes will post them to the SWG list. Any additions or corrections should be sent to the list, at least by one week prior to the next meeting. Jill will update the minutes and post them to the web page. NEXT MEETING May 1st, 1:30, 222A Send Corrections to Minutes by April 17. Agenda Items: Meeting Time