Members present:  Lillian Brewington, Robert Canida, Eloise Cave, Teresa McManus, Sue Cody,   Arlene Hanerfeld, and Daniel Pfohl.

 1.                  Minutes - Posting/ Corrections 

The Chair of the Coastal Consortium Advisory Committee asked that the minutes be posted right after the meeting because as chair she would probably have to send something to the directors about the Internet Cataloging, but because she did not have the minutes, she could not send anything to the directors.  The only thing she could send was the memo about the purchasing of the Review Files, and she never did get permission from Pembroke to purchase the Review Files.  Also, the minutes need to be done soon after the meeting because other members need to have a chance to read them.   Robert Canida asked that we use Robert instead of  Bob when writing the minutes. 

2.                  Coastal Library Consortium Patron Records 

Robert Canida mentioned that in August he had sent Ron Johnson a memo asking for clarification on the Intra Consortium Borrowing Policy.  He wanted to know for example, if UNC-P had to create another record, if the item was borrowed from FSU.  Daniel Pfohl said that we used to create a new record, but now we have to do this.  Robert wanted to know what to do if a book became excessively overdue for a month or so.  Daniel said that we would do like we did with ILL’s, the institution would invoice them.  Arlene stated that there would have to be  human intervention.  Robert also wanted to know who would collect fines that might occur between the institutions.  Arlene mentioned that if one of our patrons had Pembroke’s books, and if they became overdue, then the university would pay the debt.  Therefore, if you have a patron that is delinquent , you would need to let the University know.  Daniel ask when will we have time to do that because each institution has different loan rules.  Arlene suggested that we reexamine this issue and let whoever owned that patron know what the situation was.   Robert said that the Consortia agreed not to charge fines. 

3.                  Clarification of Policy/Procedures/Current Practice for Adding Internet Sites to the Catalog 

Standards for cataloging Internet items and maintaining the 856 fields were passed out by Daniel Pfohl.  Arlene stated that she did not report anything to the Directors yet, because she was not sure of what she would report.  She felt like the Directors wanted us to go ahead and start this, but not using PURL’s.   Arlene mentioned that Fayetteville had started doing this, but UNC-W was at a standstill because of the vacant position in Cataloging.  She mentioned that records had been input before the “ci” location was scoped, but after the scoping was completed they made each record file by doing a rapid update on the records and they are now properly scoped. 

Next, Arlene discussed using LinkBot to maintain 856 fields.  The institution inputting the 856 will put their initial in Bcode 3, each institution would be responsible for maintaining links on their records based on the code in Bcode3.   She made a list of all of  records with 856 fields and sorted them by the 049 fields, assuming that whoever downloaded the  record probably added the 856 field.  There were 70 at FSU and 40 at UNC-P.  She stated that she put P, F, and W in all of those records so you can put your institution’s records in a review file before running LinkBot.  Arlene said that there were a few at Fayetteville that did not have the Bcode 3.  Teresa McManus ask if Arlene had a recent one that had been done.   Arlene said that for bib locations each school should put in a F, P, and W.  Daniel explained the guidelines to Teresa because she had a question about Bcode3.   

Teresa, also had questions about Material Types - should they be in the guidelines?  Arlene said that they would report back by email about that.  Teresa asked about maintenance of URL’s.  Daniel stated that the Advisory Committee recommended that each school be responsible for maintaining the links on records that they add into the database.  He mentioned that Wilmington could provide a list to each school.  Daniel also mentioned that the Link Preparation Program is a free program from Tom Tyler and you would need to use it in order to use the LinkBot Program.

Teresa had several other questions such as (1) Will this provide the correct address link or URL - no, it will give you broken links; (2) Are there other tools that you would recommend that we look at? Yes, LinkBot; (3) If UNC-W or UNC-P had inadequate information could we make corrections, for example 856 or a call number, and do we sent it to the school or do it ourselves? Email it to the schools. 

4.                  UNC-W Electronic/Full-Text Journal Project 

Arlene stated that Wilmington had been putting the 856's in journals that had web sites for about 4 years.  Arlene said that she had been charged with providing access with what they get full-text through their various databases.   She mentioned that EBSCO would provide MARC records for the EBSCO Host full-text titles, and Wilmington FTP’ed the Academic Search records at the beginning of September.  They decided to use a check in record and the identify field to show holdings.  She passed out a sample record.  Arlene mentioned that they had already FTP’ed brief MARC records from Bryn Mawr for Lexis Nexis full-text titles, and EBSCO does not yet have the records available for their other EBSCO Host databases, but they will be available soon. 

Arlene said that she did not consider this the same as the Internet Cataloging Resources Project so the are not putting in Bcodes, unless they have a 856 link to the record.  They were not doing call #’s because they are journals and they do not do call #’s for journals.  They have purchased Dow Jones Interactive and will be doing the same thing for that and ProQuest.  At some point they plan to go in and add subject access.  Arlene mentioned that one reason that Wilmington did the check in records was to provide Sherman a list by academic department so that he can be able to go to the Nursing Department and say, “here is what you have access to.”   They are using Scode4 to assign an academic department to all of these full-text titles.  Teresa wanted to know why Wilmington was using check in records.  Arlene said so that people can search the catalog and see if they have access to this journal, and how many ways they have access to it, and what dates are available in different databases.  Arlene said that 1400 academic search titles were done.