UNC Coastal Library Consortium

Advisory Committee

Minutes

November 20, 1996, Fayetteville, NC

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Minutes will be put on the Consortium's NT server with other policies and procedures.

Bob Canida was elected chair of the committee and Arlene Hanerfeld was elected secretary. These terms are for two years effective at the end of this meeting.

The committee recommend to ask the Consortium Council to make editorial changes to the Governance Document, changing "Pembroke State University" to "University of North Carolina at Pembroke." If Livermore Library's name changes, Ron should be notified so the changes can be made in INNOPAC.

Agenda and summary of discussions:

1. Cataloging of web sites/item records for government documents available only on the web.

Records are being received through the Govdocs subscription for items that are available only in electronic format. When loaded into INNOPAC item records are built, so it appears that these items are physically located in our collections. Adding a new location for web documents was discussed, but the committee decided that item records for these documents should be deleted. If a library eventually receives the physical document an item record can be added. 538 and 856 MARC fields are present in the public display. Staff and users should learn to look for and interpret 538 and 856 fields in the text based interface because we may be subscribing to electronic journals in the future, and an understanding of these fields is essential for accessing electronic information.

The committee discussed the possibility of cataloging resources on the web. No decision was made, but if this is ever done a new location should be added that is scoped to all 3 schools.

2. ILL in a consortium -- is it working smoothly?

FSU reported that there have not been problems accessing the process file. They normally process in the afternoon and UNCW processes early in the morning. UNCW recommended using INNOPAC to generate paper notices when ILL items are available, and also recommended adding ILL charges to patron records.

The committee discussed possibilities for increasing resource sharing within the consortium. FSU is interested in using a scanner, and UNCW is trying to scan and fax articles, but the fax control program reduces the quality of the image. UNCW will experiment with sending scanned articles as attached documents by email to FSU. If this method is successful, and if all libraries have scanners, articles can be delivered quickly within the consortium. As long as the scanned article is not retained by the library there probably wouldn't be a copyright problem. We should also explore sending images with programs like Aerial.

Since we don't have a van to deliver materials within our institutions, we might want to explore using the State Courier to send a single box with several books. State Courier charges by box, while the U.S. Post Office charges by weight. However, we don't want to overburden our ILL staffs by trying to restrict book borrowing to the consortium. Lender strings should be varied to prevent all requests from going to a single institution.

The committee decided to submit a proposal to the Consortium Council to determine how we should maximize resource sharing among our institutions.

3. The "Request Information" screen for ILL must be shared by all 3 libraries. We need to review/agree on the wording and layout of the screen.

The committee agreed that there is no problem with the screen. Individual institutions can provide more specific information about their policies on the screen before this one.

4. We need to review the language/layout of the web links to other libraries and databases.

If this is unclear, the committee solicits suggestions for a better statement.

5. Release 10

UNCW pointed out a new feature in binding that lets you retain circulation statistics for unbound periodical issues that are deleted when a volume is bound.

The committee reviewed the release 10 features that were not chosen for implementation in our system, and agreed that we still did not want to implement them.

6. Cooperative handling of INNOPAC problems.

Dan reported that he had reread the Governance Document and Database Maintenance Guidelines, and that they seemed to be working well. The committee decided to amend the Database Maintenance Guidelines as follows:

• When the Consortium profiled for the INNOPAC Bcode2 (Material type) , a decision was made to sometimes vary from the OCLC fixed field "type" to increase the capability of limiting INNOPAC searches by material type. Material types that are not standard OCLC fixed field "type" codes, should be added to the field "949, 2^nd indicator 0, |m" so the correct material type maps to the INNOPAC record. For example, serial records in OCLC are usually type=a for printed material, but in order to limit by material type serial in INNOPAC, "s" must be in |m of the 949 field. Refer to the list of Material Types in the fixed field codes in INNOPAC for other formats that may vary from the OCLC codes.
• All periodical records should contain a 222 field so the Journal Title search will retrieve these records.
• Guidelines for use of 538 and 856 fields:

1. If an 856 field is inserted in a record, a 538 field should also be input. This makes the record in the text-based interface easier to interpret.
2. For monographic records, 856 fields should link to the exact edition described in the cataloging record.
3. If GOVDOC records are received with 856 fields that don't link to the same edition, the 856 and 538 fields should be deleted from those records.

7. "Menu of Attachments" function. This might help resolve the display problem which occurs when one library has a checkin record and another library has only an item record. It's awkward for patrons to access the item information because it appears there is none.

The Menu of Attachments function was turned on and the committee reviewed the screen display. This creates an extra step for patrons, and really doesn't resolve the problem of checkin records masking item records. The committee decided not to use this function, and recommended that additional checkin or holdings records be added to solve the problem.

8. The addition of a note to keyword search instructions advising users that the author index is not part of a keyword search.

The committee recommended to accept Sue Cody's suggestion to add the following to keyword search help screens: "The author field is not included in a keyword search."

Submitted by Arlene Hanerfeld, Secretary