Serials Working Group (SWG)
Meeting Minutes, August 7, 2001

Present: Shelly Bates, Rachel Boyd, Aaron Bales, Barb Cole, Barb Connelly, Diane Gram, Anastasia Guimares, Jean Cane, Mary Lehman, Robin Lisek, Pat Loghry, Pam Nicholas, Jayne Schlutt, Lisa Steinbarger, Deb Webb.
Absent: Linda Doversberger, Belinda Hoffman, Bo Karol, Karen Lanser, Karen Malling, Leigh Taylor, LaDonna Weeks

JULY 3, 2001 MEETING MINUTES APPROVED

UPDATE OF ALEPH 14.2 (Pam Nicholas)

Pam reported that options prepared by ALEPH Working Group (AWG) were sent to LEC for approval.
Pam also reported that we will continue to see two order records in the GUI until all issues are received from FAXON.

NEW MEETING TIME
Beginning Tuesday, September 4, 2001 SWG meetings are scheduled in room 222a 2:00pm - 3:00 pm.
Note: our group can be bumped from room 222a, if so, Pat will notify group with alterative location.

ITEM PROCESSING STATUS CODES (Aaron Bales)
Latest list of Item processing status codes to be implemented is currently in14.2 test. Aaron encouraged the group to take a look at the list of codes and to notify the committee with questions.
Aaron explained major issues in this transition with old and new codes. We will still be able to see the old codes along with the new. The old codes will diminish in time as items work their way through the processing areas. We will use reports to monitor them and decide when to have cleanup projects. Aaron stressed the importance of not using the old codes.
Rachel asked about the possibility of a global change, setting perimeters. We may be able to use global changes for some of the codes if we are to set clear parameters for them. But in most cases we will have to clean them up manually.
Pam mentioned the new "Temporary Location" check box on the first tab of the item record. She was wondering if the box would be checked when a journal was received and unchecked when the issues reached it's home location. Deb remembered information on 14.2 discuss list about "Temporary Location" check box, and has also seen it function in 14.2 prior to the re-load. It seems to be related to the presence of Z30 information stored in the ADM record for later Restoring using the Utility in the Circulation Application. There was also discussion about the new links between holdings and item records the temp location situation might be over-riding the link temporarily. In any case, this check box does not seem to impact serials receipt or tracking. It does seem though that staff will need to be given information on the relationships between records and the significance of new elements in the GUI records.
Aaron explained how a transit status (TR) could be used for issues sent to the branches. The TR can be automatically added to the item record at arrival by tab 42. The branch staff, however would have to manually delete the TR for each item after it is received. The main problem with this scenario is that we have not had enough opportunity to establish procedures of training for using this method.
It was suggested that this could be tried on a pilot basis with one branch library, instead of setting it up for all of the branches at time of conversion. SWG agreed to recommend this approach. It was mentioned that Engineering Library would be a good test site and would also benefit training from Serials Acquisitions one branch at a time.
Pam mentioned "not published" note must display.
Nastia's report was postponed until next months meeting.

"IN PROCESS" note in the holdings of electronic journals (Diane Gram)
Diane explained to the group that the IN PROCESS note in the holdings of electronic journals is confusing to the patron. Diane explained the patron thinks the record is an order record and not an active record. (The hot link is in the bibliographic record, not the holdings record.)
It was suggested to suppress the IN PROCESS note from public view by changing the 852 subfield z to subfield x. Robin said she would do some testing. A global change was suggested to all LIBNT WWW records that have this note. It was mentioned that we needed to consult AWG. Lisa will forward Marc Truitt's guidelines on how we can make arrangements to discuss if and how to change the 4000 titles that have "IN PROCESS". Joni Kanzler, Bibliographic Coordinator would need to be notified as well.
It was also suggested that URL hot links should be put in holdings in addition to being in the bibliographic record. It is unknown whether this can be done in Aleph.

Pat will need coordinate these issues with AWG. SWG hopes this can be addressed before our Sept. 4th meeting.

A suggestion was made whether it would be helpful to take minutes on P.C. during the meeting.
Barb added all members to corporate time.
Meeting adjourned at 3:00.
Respectfully submitted,
Shelly Bates