MnPALS ACQ/SER User Group: Fall 2007

Minutes:

Present: Peg Lawrence (MSU, Mankato), Linda Richter (PALS), Tammy Bobrowsky (Bemidji), Diane Christensen (Gustavus), Carlos Ford (MSU Mankato), Linda Conway (SCSU), Karolyn MacAskill (JJ Hill), Elizabeth Tuckwood (MN Law), Rosie Bunge (Normandale), Orrin Ausen (Bethany), Lauren Leighton (St. Mary’s), Sandy Hoffbeck (Southwest MSU), Dee Nolan (PALS), Deb Domek (PALS), Mary Teske (Dakota County), Sage Holben (Metro State), Jan Starks (MSU, Mankato), Mary Beatty (MSU, Mankato), Stephen Elfstrand (PALS), Sharon Evensen (Vermilion CC), Jo Flanders (SCSU), Ala Garlinska (SCC-Faribault), Carol Johnson (Normandale CC), Mary Jo Kennedy (Inver Hills CC), Sarah Monson (Gustavus), Dawn Pepper (Minneapolis C&TC), Amy Soma (Concordia), Lola Lemcke (MSU, Mankato), Heather Biedermann (MSU, Mankato), Rosie Mock (MSU, Mankato)

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1. Opening Remarks

• Tammy Bobrowsky, convener, welcomed all and got down to business

2. Recorder

• Dawn Pepper agreed to be recorder for this meeting

3. Additions/changes to agenda

• No additions or changes were made to the minutes for the spring ACQ/SER meeting

4. Approve spring minutes

• Minutes approved unanimously

5. PALS updates - Dee Nolan

• Reviewed the PALS Support & Training Services Report with regards to serials and acquisitions

• New knowledge bases (page 4) were highlighted
• EDI is now available for B&T, Midwest LS, Blackwell’s, and YBP (page 7). Anyone who would like to use EDI, put in a request at the MnPALS Support Center
• Dee reminded all how to access and utilize the MnPALS Support Center.
• There had been past discussion of merging the ACQ and SER listservs. Dee stated that that had been made moot due to the fact that MnPALS will be moving to a universal listserv, as announced in the morning general session.

(a.) ALEPH V18 update and enhancement overview

• V18 project plan
• Tentative go live date in February 2008
• Training will be similar in format to V17 training. There will be multiple one hour webinars
• There will be a hands-on, in-person training for ILL
• [V18 ] On arrival, when order notes “pop up,” there will now be a pop-up for any “requested by” in order record
• [V18 ] Serial order claiming and standing order claiming has been improved. When a new SO volume is checked in, system automatically sets next arrival date AND claim date. You must have the “maximum arrival date” set for this to work. You can then claim SO’s using the ACQ19 service.
• [V18 ] When adding line items to invoices, bib information for item being added will now display in the middle of the screen. It will no longer be buried under a tab!
• [V18 ] “Additional order number 2” from order records will now be a searchable index in the order search screen. This index will be listed as AON.
• [V18 ] The general invoice screen will now have a print button to print the invoice AND line items attached to it.
• [V18 ] In the ACQ/SER module, under the administrative tab-budgets, two additional display options-object code and invoice type- will be added.
• [V18 ] Ability to highlight/delete multiple items from all items lists, not just serials checkin list
• [V18 ] Additional global change options added for material type and arrival date

(b.) PALS open tasks work plan

• Tasks and projects specific to ACQ/SER were discussed. Specifically 43, 46, 53, 59, 66, 74, and 75.
• Bethany College and SCSU both expressed interest in making EDI ordering through Bookhouse a priority. Other vendors were not deemed as high of a priority.
• Group was content with the prioritized task list, and did not feel the need to change it

(c.) Summary Holdings update

• Clarification was given for being able to display summary holdings, holdings can only be displayed if the holding record contains subfield 8 in the 853 tag. Also holding type (3) and linking number (1), from “general information (1)” must be filled in on the item record. PALS will do a global change free of charge for libraries that want to link their old migrated PALS items correctly so they display in the summary holdings. Contact MnPALS Support for this request.
• Work is still being done to enable loading holdings into OCLC from Aleph

(d.) Binding Report

• Five libraries responded that they might be interested in the feature.
• More details will be forthcoming.

(e.) Other

• A few suggestions came from ELUNA (this is only food for thought):

1. Many libraries aren't creating brief BIBs, rather downloading from OCLC for creating order records.
2. Many libraries are doing Copy catalog as part of ACQ rather than Cataloging
3. Invite vendors to user group meetings

• EDI workshop- Current issues that are being addressed. They are “claim type” issues, GOBI/YBP “matching,” and the two-tier vendor records, specific to libraries with sublibraries, are not working

6. Review of new reports (requested by Normandale)

a. Title per budget spent (mnpals-28)

• Accessed through ACQ/SER--services--budget management
• Report had been discussed at spring meeting
• Glitch has been fixed, and report is now available for use
• Has ability to use parent budget
• May not subtract credits correctly, however, feedback was that the report was very helpful (MSU Mankato and Southwest MSU)

b. Titles with claims (mnpals-30)

• Accessed through ACQ/SER--services—serials
• Purely informational report- list of items that were claimed, but eventually were arrived
• Will NOT pull up records if the claim has been manually removed/deleted

c. ISSUE titles that have been browsed (mnpals-36)

• Accessed through CIRC—services—items
• Report lists titles, status, and count (number of browses)
• Pulls from item record in-house/browse use

7. Process for "ending" a journal title no longer being received in the ACQ/SER module (requested by Southwest)

• See knowledge base 3115 in answer book for clear step-by-step process
• Sandy Hofffbeck, requestor, stated the answer book contained exactly what she needed- no further discussion was necessary -- Thank you, Dee.

8. Journal shelf space and discarding guidelines (requested by Southwest)

• Request was made that any libraries with written processes for journal weeding/decollecting, please post to the listserv

9. Guidelines for cancelling print subscriptions (requested by Bemidji)

• Brief discussion on retention policies in regards to both electronic availability, and being the last holding library

Once again, please post to the listserv any written guidelines your library may have

10. Scrubbing requester information from order records (requested by Bemidji)

• Can be done with circ-32 service, “remove patron IDs.”
• Accessed through CIRC—services—patron records
• See answer book 3125 for details on how to do this-Update Order Table (Z68)
• It was reported that Susan Dueis recommended checking with acquisitions staff before removing requester information from the order record.

11. Other

• ACQ/SER Steering committee will look into having a “workday,” similar to the catalogers workday recently held by the CAT user group

Meeting Adjourned 3:30 pm.

Agenda