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Procedure for Indexing Suggestions, Corrections, Deletions

MnPALS Indexing Task Force

“Procedure for Indexing suggestions, corrections, deletions”

Procedure for submitting indexing suggestions, reviewing problems, and implementing recommendations to the following groups: Database Quality Management Task Force (DBQM), MnPALS Cataloging User Group, and MnPALS Access Task Force (MATF). Items will be filtered for relevancy by MATF and sent to the MnPALS Reference User Group.

Librarians should submit suggestions, recommendations, changes, deletions, corrections, etc. to palshelp@mnsu.edu. They will be directed to the Cataloging User Support person in the PALS office. No e-mails, telephone calls, or personal communications will be accepted by this support person, PALS staff, or any other member of the Indexing Task Force.

The PALS Cataloging User Support person will create a spreadsheet that will centrally locate the Indexing suggestion. It will list the:

issue
date submitted
requestor
explanation of suggestion
PALS comments
recommendation(s) of Indexing task Force
date of implementation on the development server, Lute, for consortial review
date of implementation on production server, Harp.

Read-only access to this spreadsheet will be made available through a link on the MnSCU/PALS website. It is the responsibility of the Indexing Task Force members to review the spreadsheet prior to a meeting (teleconference or in-person).

The Indexing Task Force will prioritize the items/problems on the spreadsheet to give the MnSCU/PALS office some direction in making the changes.

When the Indexing Task Force makes a recommendation, the MnSCU/PALS office will implement the change on the development server, Lute. Re-indexing the database on Lute will make the changes apparent. Once the re-indexing has occurred, the PALS Cataloging User Support person will e-mail the recommendation and link for the Test Catalog. The recommendation will be sent to the DBQM members, Cataloging User Group, and MATF via the PALS-CAT, PALS-REF and aleph-migration lists. The recommendation will be sent out during normal duty times for all consortia members; e.g. no messages for comment in the summer, breaks, holidays. The groups have one week to review and respond.

Comments will be reviewed by the Indexing Task Force.

If a majority (*) of institutions agree to the change (51%), the MnSCU/PALS office will implement the indexing change(s) on the production server, Harp.

*One vote per institution.

Procedure agreed upon by the MnPALS Indexing Task Force

1/10/05