UNC Coastal Library Consortium

Minutes

Coastal Library Consortium Advisory Committee

April 29, 2004

University of North Carolina at Wilmington

Members present: Jean Sexton, Chair; Lillian Brewington; Jeff Campbell; Sue Cody; Arlene Hanerfeld; Dan Pfohl; Cindy Saylor

•  Call to Order: 10:20 a.m.

•  Approval of the Minutes of May 9, 2003 : It was determined that the minutes had been previously approved via email. 

•  Old Business

•  Governance Document status: Jeff Campbell reported that the document has been signed by all university librarians/directors. He will send it to Dan Pfohl for inclusion on the Web page.

•  New business

•  NSDL grant and XML harvester: Sue Cody, Arlene Hanerfeld, and Dan reported on the iLumina digital library project, explaining how we are using the III XML Harvester and other potential uses.

•  Inventory process: Dan reported that he is working with UNCW's Access Services Librarian and staff to use a laptop with wireless internet access and a barcode scanner to perform inventory. He will report on progress a future meetings or by email.

•  MilCirc backup: Dan demonstrated MilCirc backup and shared caveats about the program. The software can be loaded onto circulation workstations from CSDirect. Because we use it so infrequently, it is important to conduct training and prepare written instructions. Dan noted that patrons can only be searched by barcode number (not name, ID number) and that scanning the barcode is more precise than keying (or writing it down to enter later). When opened, the software asks for statistical group, due date (a problem when different patron types have different loan periods) and “check barcode validity” (which should be set OFF) The date format for due dates is mmddyyyy and must be entered with dashes, e.g., 05-10-2004 . After checking out items for a patron, click “Clear Patron.” The list of transactions will still appear in the window, but is ready for the next patron. Dan noted that the system does not print date due slips. When the system comes back online, upload the file(s) being careful not to accidentally erase. If there are multiple files, load the patron registration file first. Loading is still a text-based function under Circulation/Process transactions. It is important to go back to MilCirc Backup to clear the file after you are sure it has processed. It is also possible to perform check-in and renewal functions in MilCirc Backup, but Dan has not tested these functions thoroughly.

•  Removal of link from OPAC to Amazon.com: It was decided that we would substitute the Amazon.com link in the OPAC for the new Books in Print database provided through NCLIVE .

•  Banner implementation: The universities will be moving away from using Social Security Numbers as ID numbers with the implementation of Banner software. However, the U.S. Department of Education has decided the Banner ID number should be treated with the same level of privacy as the SSN. This means the number cannot be printed on new ID cards. The libraries are concerned students will not know their number to perform various library transactions. Also, creating numbers unique across the UNC System will be important for the continuation of reciprocal borrowing agreements. Arlene mentioned that the output accounting module from III already owned by the consortium should interface with Banner, alleviating the need to re-key invoices.

•  Renewal of materials borrowed intra-consortially: Currently, FSU and UNCP do not allow renewals on intra-consortial loans, while UNCW allows three. Since FSU and UNCP do allow three renewals on in-person loans, it was decided to permit three renewals consortium-wide. Dan will revise the loan rules accordingly.

•  Journal Finder users' notification when a serial's bibliographic record number changes: Jean Sexton noted that a few serials records were found in which the bibliographic record changed, resulting in a broken link from Journal Finder. If holdings need to be moved to a new bibliographic record, our practice should be to alert the other school's serials cataloging librarian and let him/her decide about moving the holdings information.

•  856 fields in the bibliographic record:

•  Removal from the bibliographic record to the checkin record: Arlene reviewed UNCW's recommendation to remove the 856 field providing a link to an online serial, since UNCW is now using III E-Journals Holdings Updater module and FSU and UNCP are using Journal Finder. UNCW has discontinued updating the 856 links, and as time passes they will become more inaccurate or broken. Lynn Shay, UNCW Serials Librarian, will be asked to document the procedures for using E-Journals Holdings Updater and to provide training for librarians and staff at FSU and UNCP.

•  Standardizing subfield wording in |z or |3: Jean noted the cataloging rules for 856 |3. The rules state the data should describe the content, e.g., cover art, but should contain no additional words. UNCW has been adding the word “View” to the subfield to make the catalog record appear grammatically correct. The standard link-to message reads “Click on the following to” The committee agreed that we will no longer add the word “view” to |3.

•  Other:

•  Dan mentioned a MilCirc enhancement: the Circulation Module now does all notices. One can save notice setups and set notices delivered by email to automatic. The enhanced ability to send a warning courtesy notice that something is nearly due has not yet been set up. Dan will send Jeff the set up parameters to email from III.

•  Dan announced that Silver Millennium has new levels of authorizations. He has not systematically reviewed them, so if someone is unable to perform a function needed, contact him.

•  Dan demonstrated the enhanced Data Exchange module. Now in addition to FPTing a file, one can upload from a PC file. Dan will experiment with the new method and share additional information.

•  Adjournment: 12:40 p.m.

Submitted by Sue Cody