UNC Coastal Library Consortium UNC Coastal Library ConsortiumThe meeting was held at Fayetteville State University Library, and the following members were present: Lillian Brewington (UNCP), Bob Canida (UNCP), Jean Sexton (UNCP) Elois Cave (FSU), Dan Pfhol (FSU), Sue Cody (UNCW), Arlene Hanerfeld (UNCW), and Ron Johnson (UNCW).
Agenda and summary of discussions:
1. Approval of November 20, 1996 meeting minutes.
The minutes were approved.
2. Coastal Consortium Governance Document - Clarification.
Bob requested clarification of who the Council members are and how often meetings are held. The library directors, computing center directors, and Ron are members of the council and they have held infrequent meetings. Changes to the Governance Document were reviewed - meetings were changed from 3 to 2 a year and membership was increased to allow for a representative from Public Services, Technical Services, and Systems.
Minutes from previous and subsequent meetings will be posted on the Consortium's web page.
3. Use of Code 4 - Order Records/Serials
UNCW would like to use Code 4 in order and checkin records for hegis, or department codes for serials. Using a fixed field for this information enhances the ability to produce a variety of statistical reports. Members of the 3 institutions agreed that this was a desirable use of this code, and Arlene asked each institution to provide her a copy of their codes and so she can work on establishing codes for this field.
4. ILL Services - Coastal Consortium level.
Sue Cody requested a discussion of ILL services that we provide to each other versus the rest of the world. This was discussed in the November 1996 meeting and a request to study this topic was sent the the Council. Since the Council has not met this will be tabled in anticipation of UNCW's new director. Sue asked if UNCP and FSU had plans to install Aerial. FSU has all the equipment necessary, UNCW has a budget request, and PSU will look into it. Ron asked if we eventually wanted to bypass OCLC for Consortium ILL requests, and explained how ILL email accounts could be set up on INNOPAC to handle Consortium requests.
5. Notice forms - Overdues, fines, fees, etc.
FSU wants to use multi-part forms for notices that are one half the size of the current notice generated by INNOPAC. All institutions currently use the same form so this would involve some reconfiguration of the current format. III must be involved so Dan will call the Help Desk for suggestions on how to proceed.
6. Beta Testings - plans/procedures
Dan requested that if we do more beta testing we allow more lead time to prepare. There are no current plans for additional beta testing. Ron mentioned that new ILL software will be loaded after 5 today and discussed several ILL problems the new software should fix. Ron also mentioned that Madeline Bombeld (Head, ILL UNCW) was interested in using 3 forms instead of 6 in the ILL module - books, book chapters, and journal articles. This may be less confusing to patrons submitting requests. The beta test for ILL should be completed by the time we received Release 11.
7. Electronic databases - trials
Dan requested that everyone in the Consortium be informed about database tests, and that menus should be changed when trials are over. Ron mentioned that he will add to menus when people give him IP addresses, logins, and passwords, and that he will remove them when someone tells him to. Sue suggested we set up criteria for evaluating new databases and divide the responsibility for evaluation among the 3 institutions.
There was discussion about IAC journal holdings on the web. The program is not working, but Ron remains in contact with IAC staff concerning the problem.
9. Ovid update
Sue mentioned that she found out that Ovid has the ability to provide journal holdings, although the North Carolina configuration does not allow it. Ron mentioned that it could be done with Z39.50, but only III libraries in the state can do it.
There was discussion concerning use statistics of EB Online, Infotrac, and Ovid. Arlene has requested and received usage statistics from EB Online, Sue receives monthly statistics from IAC, and Ron said there is a procedure for contacting the server in Chapel Hill and getting usage statistics for PsychInfo.
8. INNOPAC's Search Selection Menu - "S> LC Subject Headings"
Dan requested a change to the main menu for subject searches. Someone at the IUG annual meeting reported that making the word "subject" more visible increased the frequency of subject searches. A change from the current "S > Library of Congress SUBJECT Headings" "Subject (Library of Congress subject headings)" was agreed on. Ron changed the Webpac and will ask III to change the text-based menu.
10. Addition of MARC 856 fields/Accompanying 538 notes.
Dan asked for clarification of the use of the 538 field because he had seen some records missing the field. The Addendum to Database Maintenance, adopted by Advisory Committee on 11/20/96 was reviewed. Arlene thought the 538 was necessary for display in the text-based interface, but after examining a record it was determined that the 856 displays first in the public display. Arlene mentioned that she had not added 538 fields to serial records when she first started adding 856's. Arlene and Dan will check on the difference between a 530 and 538 field and will discuss this at a future meeting to determine if the 5xx fields are necessary, and what information is needed in them. Arlene asked anyone who added, edited or deleted an 856 field to email the record to Sharon Connelly (connellys@uncwil.edu) who maintains a file (links.htm)for the Linkbot URL verification program.
11. Other
Ron mentioned the necessity of keeping review files cleared so there are enough available empty files.
Sue discussed Internet subscriptions to CIS and Newsbank. CIS offers a consortium pricing model based on FTE that would benefit Consortium members. UNCW has ordered a subscription, and if FSU and UNCP are interested she will obtain a price for the Consortium and will investigate details concerning invoicing. UNCW has also ordered Newbank's Internet product.
Dan asked how we should present these Internet resources to our users. There was concern that the menu approach we currently use may need to be adapted as the list of products grow.
The next Advisory Council meeting will be held at UNCP. If they have not moved into their new building in time for the next meeting, it will be held at UNCW.
Submitted by Arlene Hanerfeld, Secretary.
