Sept. 2009 (MS Excel file)

1. Updates:
a. Withdrawals. Backlog caught up
b. Standing Orders. Steady progress. Many "analyzed" cannot be checked in OLINK.
c. Firm Orders. Caught up. Only a few a day
d. non-DLC / 090 cataloging. See below.
e. Special Collections, esp. Dewey Project. steady work on Dewey project. Ave. 1 cart a week
f. Gift Books. 2 DLC, one added copy
g. audio-video material. Not many
h. Metadata Projects, esp. Karipides Project. Rich reported that TEI work continues. Approximately 15 texts are completed, with a few waiting to be done. Later this fall or early next year, Rich may hold a half- or full-day workshop for professional catalogers and other staff involved with project on text encoding.

Metadata for Karipides project is ahead of schedule. Catalogers submit completed work one folder at a time.

Rich reported that in near future, clean-up work will need to be done to some Dublin Core records already in Digital Case.

2. Update on Librarian I position. Rich reported that phone interviews are underway. Search Committee is comprised of: Rich (chair), C. Thornton, S. Toombs, and S. Gravius

3. Review of revised non-DLC / 090 cataloging policies and procedures. Rich reviewed the documentation sent to each cataloger, which is also posted on the KSL internal Wiki. These revisions are meant to (a) expedite the 090 workflow, thus reducing the backlog as best as possible, and (b) work more collaboratively with OLINK member libraries. In the interest of (a), while detail is important, some issues (namely, reducing the backlog)must take precedence over others (e.g. less pressing details, such as subject heading verification, cutters)

4. Presentation -- MARCIVE vendor. Rich explained how we make use of MARCIVE, a vendor that provides a range of bibliographic products and services. MARCIVE is used for two functions: (1) authorities processing, and (2) database cleanup.

Each month, MARCIVE updates ALL of our authority records. We receive a monthly file of changed authority records, which are loaded and overlay existing ones. A program is then run to update our bib records according to authority records. This is an automatic function.

We also subscribe to "Authorities Notification Service," in which MARCIVE retains unmatched headings and continues to search for matches. When LC later distributes an authority record for a previously unmatched headings, MARCIVE automatically supplies it in its next notification file.

We also receive a "death date option." This works as follows:
Example:
New LC authority record: 100 0 $a Johnson, Lady Bird, $d 1912-2007
This example doesn't include a 400 to link it to the library's old authority record.
Auth record in our database: 100 0 $Johnson, Lady Bird $d 1912-
Death Date Option from MARCIVE:
100 0 $a Johnson, Lady Bird, $d 1912-2007
400 10 $Johnson, Lady Bird $d 1912-

Also, each month, I send out our bibliographic records, and MARCIVE performs Category II processing, which includes fixing filing indicators, updating obsolete content designation, etc.

UPDATES
1. Inventory Project
-- Kim working on TA section 450's. Much involves materials not on spreadsheet, missing barcodes
-- Anthony. Beginning to work on running list for F's. Some adds, primarily from HF's. Some duplicates. Withdrawals very slow.

2. Dewey Project
-- Approx. half a range. Atlases will go to RRCC. Other materials on hold for time being.

3. Standing Orders
-- Linda working on Serial standing orders. Michele has backlog of standing orders.

4. Firm Orders
-- Liinda has slight backlog. Michele believes more firm orders may have been added.

5. Non-DLC/090's
-- Michele not doing these at the moment, in lieu of standing and firm orders.

6. Special Collections
-- Dewey project. Roughly one cart worked on per week.
-- New material, transfers. Roughly one cart per week.

7. A/V material
-- Very little right now.

Vacations, Sick Days
-- Vacations must be put on VARS, and then put on HCM.
-- Everyone must either call or e-mail Rich if he/she is ill. On off-hours, everyone must call in to main Library office, and later either call or e-mail Rich. Also, everyone must put sick time on VARS and HCM

Corporate Calendar
-- Everyone must put all vacations, sick time, meetings, workshops on corporate calendar. Rich showed how to set permissions on calendar so that only he can view it, if one so desires. If anyone needs help with navigating the calendar, see Rich

Cataloging Changes, Updates, Review
-- Materials sent to Sharlane must include a slip with your initials on it so she knows who specifically to bring them to.
-- If 050_0_0 is on bib record, use this for item record (090), rather than if a 050_1_4 or similar is present
-- All local numbers take 099 in item record
-- Please use Macros on Millennium for inputing 870 and "x" note fields. See Rich for assistance.
-- If bib record already exists in system -- even if the bib record is from another Case library -- only put "x" ID note on Item record; do not put 870 note in bib record
-- Find balance between attention to detail, and not spending too much time on editing or double-checking records.
-- Changes will be forthcoming regarding series (440 will be no longer used).

Changes until Librarian I position is filled
-- Rich distributed updated spreadsheet listing everyone's job duties, including his.
-- Books will be verified by Rich. UPDATE: Mary and/or Ramna may be asked to assist with this
-- Rich will do headings reports and load MARCIVE records
-- UPDATE: Student worker will take materials to sorting room.
-- Rich will be in charge of ordering supplies. If anyone needs supplies, see Rich
-- Supplies are now kept in desk drawers by Bean printer.
-- Rich asked everyone to pitch in during this time

June 2009 Bibliographic Statistics (MS Excel File)

June 2009 OCLC Statistics (MS Excel file)

A. UPDATES
1. Dewey Project. Completed. There will still be some materials coming in on an infrequent basis, but otherwise, we can regard this project as finished. Thanks to Kim for her work on this project, and Anthony for his assistance as well.

2. Inventory Project. Student workers are going through the shelves at a fast rate. Many items are not in the system, or are duplicates, or are mis-marked (e.g. lg.).
2a. Iron Mountain materials have slowed down.
2b. Bib and reference books: one cart remaining.
2c. Withdrawals are down.

3. Standing orders. Coming in on a regular basis. Large quantity received.

4. Firm orders. Backlog. Slow moving. Steadily coming in.

5. 090/non-DLC. Not many added. About 3 carts.

6. Gift books. 5. DLC, with one including CD-ROM.

7. AV materials. Few

8. Deweys in Special Collections. On-going. Approx. one cart a week. Some have no barcodes.

9. Metadata. Effective immediately, regular review of problematic metadata records in Digital Case from past collections will take place. TEI work is continuing, with assistance from Kent State SLIS practicum student (here until end of July). NEH Grant due July 30; work continues on this.

B. ANNOUNCEMENTS

1. Workshop at Human Resources on Teamwork has been postponed from July 2 until this coming school year (date and time TBA).

2. Regarding Pat's upcoming retirement:
a. No decisions have yet been made on new position(s) to replace this position.
b. A retirement party will be held sometime towards the end of July (date and time TBA).
c. Rich has been and will continue to catalog ETD's.
d. Rich will assume daily reports
e. Rich will assume ordering supplies for bib/metadata services.
f. Rich will assume authority records maintenance temporarily.
g. Rich will assume supervision of student workers temporarily.
h. 090, DLC, and other cataloging performed by Pat will be distributed amongst staff temporarily.

Pat's retirement date is July 31. This summer's focus will be on making a smooth transition within the department regarding Pat's duties.

Lastly, 6-month reviews will be held later this summer (tentatively July). Details will be forthcoming.

May 2009 Bibliographic Statistics (MS Excel File)

OCLC Statistics (MS Excel file)

1. Review of dept. heads meeting. No questions or comments
2. Updates on:
a. Inventory Project, including withdrawals, Iron Mtn. mistakes, etc. 3-4 boxes of ISTO material. Some cataloging fixes. 1 shelf approx. of withdrawals
b. Dewey Project. Parliamentary Papers done. All materials that had to be reviewed are finished. Approx. 3 ranges of books in 800s, 900s, 300s have yet to be reviewed, but will be reviewed soon.
c. Standing Orders. Steady stream. Michele received large shipment. Dividing work with firm orders.
d. Firm Orders. Slowed up somewhat due to Blackwell issue.
e. 090's. maintaining.
f. gift books. As of 5/7/2009. We have received: 20 gift books: 18 from Mark Eddy and 2 from Bill Claspy. 14 books were rejected by Mark Eddy and we kept 6 books only. 5 books are LC and 1 book is member copy.
g. rush orders. 1 or 2 now and then. Not too many have been received for the summer term yet.
h. AV material. little
i. Special Collections. Some new materials, esp. Deweys.
k. Metadata. review of Brush metadata will begin soon. Stephanie and Rich working on TEI mark-up. Mary and Ramna working on headers. Practicum student from Kent State will start next week working on TEI project. Mary will test METS record creation.
3. Floppy disks. Caitlin new student worker. Will work on this
4. Shifting. Sharon asking for volunteers, esp. next week. Volunteering is something one can add to yearly activities that go beyond regular job duties.
5. Discussion of 090, printing. Rich stated that print-outs should not be made for straightforward situtations (e.g. when DLC OCLC record is found, situations that require little editing)
6. Pat's presentation on authority control. Pat gave extensive presentation on running reports, doing authority control work, and doing daily reports. She showed how authority work operates with MARCIVE service.
7. Other. Rich announced that on Thursday, July 2, the unit will attend a training session on teamwork presented by Human Resources at Nord Hall. Further details will be given when closer to the event.

Here are our statistics for April 2009:

April 2009 Statistics (MS Excel)

OCLC Statistics (MS Excel)

1. Review of dept. heads minutes.

2. Announcements
a. E-mail. I mentioned that next January, all CWRU faculty and staff will have to start using gmail via Case. For those who don't currently use webmail and want to set it up now, see me or Mike for assistance.

b. Blog for statistics, meeting minutes, etc. I showed the blog again, including using "categories" to jump directly to meeting minutes, etc. Generally, I won't send an e-mail reminding you to view the blog; instead, go to the blog within a day or so after our meetings to view the minutes, and within a week or so from the 1st of the month to view monthly statistics.

c. OhioLINK Database Management and Standards (DMS) notes. Will be posted on the blog. Next meeting will be in June.

d. Oracle calendar -- searching others' agendas (esp. mine). I showed how to view others' agendas, whether using the desktop or online versions of Oracle. Make sure your calendar is viewable by me.

3. Updates on:
a. Inventory Project, including withdrawals, mistakes, Iron Mountain, etc. S. Gravius has found some books mistakenly marked "oversized." Few withdrawals currently. A. Sievers-Hilll has books to review. Other books fall under M. Eddy's subject area.
b. Dewey Project. C. Thorton will review the Parliamentary Papers (e.g. separate or combined bib records).
c. Standing Orders. Small backlog. Linda and Michele are going through these.
d. Firm Orders. Some from Blackwell that had brief records are now appearing, interspersed with others. Approx. 250 books have brief records from the Blackwell set that need to be overlaid.
f. 090's. Approx. 2.5 trucks. Not backlogged. At times, best practice is to wait a few days or so to see if a DLC record has been created
g. gift books. 8 from Arlene. 2 were dups. All DLC
h. rush orders. 1-2 a day.
i. AV material. few
j. Special Collections. One truck almost done. NOTE: I will be meeting with Susie on Friday to discuss uncatalogued Deweys.
k. Metadata. Possible full-day workshop on TEI pertaining to the Cleveland Book Project this early summer.

4. Presentations.

-- Mary presented on the "Future of the Book" symposium she attended on Saturday, April 4, at Oberlin. An article regarding the event appeared in this past Sunday's "Plain Dealer."

-- Michele presented on 090 cataloging, with examples.

5. Other.

-- Chris sent an e-mail concering the 880 field. The field now displays so that the non-roman characters display in the OPAC and the Romanized fields will be index. Therefore you do not need to delete 880's from Marc records

-- I reiterated that, if problems or concerns arise, see me first and foremost. If I happen to be away, e-mail me, or wait until I arrive.

March 2009 Statistics (MS Excel)

NOTE: OCLC stats weren't updated; will have to wait until next month

2. Updates on:
-- Special Collections. truck almost completed
-- AudioVideo materials. Material comes in once in a while
-- gift books. None thus far
-- 090's. One truck done. 1.5 trucks from Approvals
-- firm orders. Just starting to come in
-- standing orders. coming in.
-- Deweys. German set half-way completed. Large Deweys and Parlimentary papers will be next
-- Iron Mountain. Not much currently. Will pick up.
-- Withdrawals. Will pick up.

3. Review of 440/490 series statement. Chris explained meeting that took place between he, Pat, Ramna, and Rich about LC policy regarding the 440/490 fields. New materials take 440; we will keep 490_1 and 830's retrospectively as is.

4. Approval Books: Stephanie has started to catalog them as of March 6, 2009. Those that are non-DLC are placed on 090 carts.

5. Wiki -- protocol page: Document reviewed. Follow what is on the document. If any problems, questions, or issues arise (excepting those that require a quick response/are minor), see Richard

6. Individual Stats. Rich sent out to each person her individual statistics for new bibs and items, in PDF format, dating from last July through February 2009. Each person can see only her statistics; thus, privacy is maintained. These documents will be updated by the end of June and sent out again to each person.

7. Presentation: Kimberley gave a presentation on reclassifying Deweys to LC, with examples. She gave a handout as well, which will be put on the Wiki at a later date. 3 presentations remain (Linda, Pat, Michele).

February 2009 Stats (MS Excel)

OCLC February 2009 stats (MS Excel)