Collection Management Group Meeting July 19, 2018

Transcription

1 Call to Order and Roll Call Robert Krack Chair, 3:35 P.M. Collection Management Group Meeting July 19, 2018 Meeting Location: Members Present: Guests Present: Members Absent: Alexander Library Pané Conference Room 169 College Avenue New Brunswick, NJ Robert Krack (Alex), Fred Onorato (Alex), Shirley Peck (Alex), Jamie Smith (TSB), Elizabeth Ciallella (Smith), Theresa Macklin (Camden), Mike Mansouri (Carr), Anthony Timek (LSM), and Alejandro Arencibia (Dana) None Katherine Gomez (Alex), Jamey Silverstein (Carr), and Elsa Alves (Institute of Jazz Studies) Information Sharing Please see end of minutes. Announcements Irina Radeva resigned from the libraries and accepted a librarian position at Drew University. Devin Gingery also left the libraries. I. Incoming Material (Rob) Rob sent instructions for Incoming Materials processing earlier in the week for group members to peruse Collection Management s task is to check the title, call number, library and sub-collection on each item to make sure it matches the record They should also make sure the item is discoverable in Primo, i.e. not suppressed. Any problems with Incoming Materials should be sent to Colin in Cataloging Incoming items that have holds should be sent to their home libraries first for processing. Staff at pick up locations may not be familiar with collections from another library. These materials also affect our space management databases and need to be recorded at the location where they should be shelved. This should have a minimal impact on the time it takes to fulfill a hold request.

2 Note that Incoming Material is the new term and we should no longer refer to this as In-Processing. Ex Libris uses the phrase In-Process for statuses of items not related to new books. II. Transfers Discussed New versus Transferred items and how this affects a collection s space management database For those sub-collections that have a database, they are linked directly to the manual In-Process item counts for each library s statistics Space management databases also have tabs to manually record transfers into and out of a collection, allowing for us to track usage if items are permanently relocated Jamie wants to explore options for Analytics reports to automate these counts. Rob would like to see a trial run. These reports may eliminate the need to count all Incoming Materials by hand or having CTS staff sort outgoing material into separate categories. Rob reiterated the importance of having space management databases setup for each sub-collection as these will be used to prioritize future weeding and shifting projects How will this affect units that have a New Bookshelf? Reports that were created in Workflows must be recreated in Alma for any unit that uses them to manage their new book shelf. Further discussion between CTS staff and Rob are needed to examine the New Bookshelf criteria. III. In-Transit (Rob) Alma is not ending transit events. Rob s test run showed 500+ items intransit to Alex and items in-transit from Alex. Alma is stacking events in the backend of the system, which can be seen using Alma Analytics. Various materials originating at TSB traditionally have not been put into transit. Rob asked that where possible all items being shipped from TSB be scanned before shipping so that they are put into transit. Rob mentioned that items must be scanned-in at each step in Alma to move it to the next stage, so using Scan-In Items on a regular basis is a good practice. For example, items removed from the hold shelves at the end of their two weeks must be scanned so that a.) The next patron hold can be activated

3 or b.) If no hold present, it can be put into transit to the home location to be reshelved. One exception noted was Non-barcoded material. It was suggested that these not be scanned and put into transit. In these cases the material would appear as on shelf as soon as it was processed at TSB. Issue is tabled until further discussion can take place with other affected CTS/TSB staff. IV. System Users (DTS, CTS, and Preservation) (Rob) Keep charging to the System Users for now, as Work Orders are not scheduled to be configured in the near future Brief records should be charged to CTS and the items sent to Linda Zuckerman s attention Important: staff must change the due date to 12/31/2020 for all internal users. The default due date is 11:59 PM of the day the item is charged. There is no NEVER DUE date. V. Alma Impact (Rob) Most projects are on-hold due to the new ILS implementation Group members are requested to make a list of all projects on-hold and send it to Rob so the projects don t fall off the radar Recalls are currently not sending notices with clear instruction and a new recall due date The group had several questions and observations: o Alejandro (DANA): Is there an inventory feature? Rob: It is available but needs to be tested. There is also a permission that is required to record that the Inventory process has been performed. There is no timeline for testing Inventory at this time. The current priority of the Fulfillment Implementation group is to fix all features associated with patrons and checkouts first. Rob will bring this up at the next Fulfillment meeting o Jamie (CTS): Focused on Holdings issues due to migration. Currently reviewing and correcting titles where item-types differed from our migrated Marc Holding resulting in the creation of an extraneous Holding in Alma. Also preparing for clean-up of Reading rooms and Current/Bound Holdings statements. o Mike (Annex): Will there be special logins for the circulation desk computers for student workers? Rob: No. University policy makes it impossible to do this if we are handling

4 payments at the circulation desk. All student workers must log in with their Net ID and password. o Shirley (ALEX): Will we ever need an override password? Rob: No. Your Alma login is set to allow you to override certain things with a button prompt. If an override message pops-up and you have sufficient permissions, you will be able to click the button to override. If you lack sufficient permissions, the override option will not appear. o Alex (DANA): Can we create brief records? Rob: Yes, records must be created so patrons can borrow materials if they are not barcoded o Anthony (LSM): Some LC call numbers do not display correctly if they have additional information such as years or numbers. SuDoc numbers do not display correctly if there is information after the colon. New records for both types of call numbers seem to be okay. Rob: This has been noted and the additional information is sometimes located in the Description field. It is still being decided how to handle this. VI. Adjournment The meeting ended at 4:15 pm

5 Information Sharing Alexander Over the past few months, Alexander library staff have adapted their work to accommodate the change from Workflows to Alma. While many of our routine operations remain unchanged, those that required interaction with the library s ILS were impacted. New instructions and processes for Incoming Materials and Missing book searches were explored. We finalized our statistics for the fiscal year and set up new statistics pages for the next fiscal year. Shelving has decreased only slightly at Alexander over the fiscal year, but we have put major shifting projects on hold until more duplicates have been weeded to make enough space to perform them. The implementation of Alma has affected two major projects at Alexander library, the creation of a Rutgers OIT lab in our basement and our duplicate copy weeding project on 2B. We hope to resume both projects in the upcoming fiscal year as processes in Alma become normalized. Douglass The Douglass library is caught up on all statistics for FY The PAL-Ref/Music shift is 2/3 done. The Douglass Collection Manager is leaving Rutgers for another position LSM Four weeding projects were completed this winter/spring: o PER: 60,000 volumes were weeded and withdrawn, with about 5,000 transferred to the Annex o FOLIO: 200 items relocated to STACKS and the rest (about 800 items) were withdrawn or transferred to Annex. o REF-FOLIO: About 560 items transferred to Annex o DOCREF (US and STATE): weeded and relocated to DOCUS or STATE o PER and FOLIO, which are on the third floor, were weeded to accommodate space requirements for the Medical School s reaccreditation. REF-FOLIO and DOCREF were also weeded to further the relocation of the OIT computer lab o To summarize, the following are no longer shelving locations at LSM: FOLIO, REF-FOLIO, DOCREF-US and DOCREF-STATE Thirty PER titles are still being received and are now direct-to-shelf because the current periodicals shelving will be removed. Magazine and softcover titles were placed in Princeton files

6 STATE and STATENJ were shifted/consolidated to make room for DOCNJ LSM received a transfer of about 1300 items from the RWJ-ARC collection. These items are part of a new collection called MEDTEXTS, which is located on the third floor temporary sorting shelves. The collection has been shelf-read and re-labeled. Shifting and consolidation of the REF collection is underway to make room for a future OIT computer lab on the first floor [END]