Minutes
Coastal Library Consortium Advisory
Committee
Monday,
Members Present: Jean Sexton,
Chair; Sue Ann Cody;
I.
Call to Order
The
meeting was called to order at
II.
Approval of the Minutes of
It
was agreed upon that the minutes were approved back in February 2005.
III.
Old Business
a. Banner implementation
The
most immediate problem is working on patron files for Fayetteville State
University (FSU). Dan and Matt have both
been trying to work with FSU’s ITTS department. The job task has been shuffled around in the
ITTS department to several people. There
is now a fourth person on the department working on extracting patron
information out of Banner which is Oracle run.
Library data will be pulled from different sources, so the task is to
create a query so the right report can be run.
There is a problem in getting the report to run against the
database. Dan is attending a meeting at the
b. 856 fields
in the bibliographic record
JSTOR,
Project Muse and Science Direct are databases that have their 856 field links
removed from the catalog. There are
c. CIUG-sponsored
III training
This
was held in May 2005 in
IV.
New business
a. Early
implementation of ERM
In
four to six weeks Dan will be contacted to set up the date to implement
ERM. It would cost $2300.00 + if wanted
to set up within ten days.
b. Consortial
Collection Development
Cindy
mentioned that she has had several discussions with consortia members. If UNC-P and FSU both have a title, should
UNC-W consider not getting it? Certain of
the schools collect materials in certain subject categories, FSU, African
Americans and UNC-P, Native Americans.
Should consortia members consider not buying what others already have? What are the statistics on intra-consortia
loans? Some people just search in OCLC;
others look in consortia members catalogs.
How could communication increase about adding and dropping serial
titles? What do the WAM table statistics
provide? Matt indicated that the WAM
table statistics tripled. Dan said that
the WAM table has changed how stats have been calculated, but he would like to
see a particular example. Since this is
mentioned later on the agenda, Dan suggested that he will show this when the
meeting moves to the computer classroom.
WAM only counts hits on a web site.
Reporting has changed quite a bit.
Ms. Council mentioned that WAM table statistics could affect collection
development. UNC-W mentioned that they
do not look at this. Cindy said that
they look at both the WAM and vendor statistics, but feel the WAM table is
quite unrealistic and different from the vendor tables.
Dan
mentioned that the change came about in October 2005, and that some problems
need to be taken care of. Collection
development was further discussed; should cost be taken into consideration; if
two institutions own it, should the third one purchase it. It was decided that items have to be looked
at on a case-by-case basis, because at some point, the analysis has to stop and
the book be ordered. If consortia
members are friendly about borrowing and lending, then maybe interlibrary loan,
collection development and acquisitions folks need to have a conversation. It was mentioned that people needed to be
reminded about scoping, especially reference librarians in seeing if material is
available at the consortia level first.
c. EDIFACT
This
is an electronic ordering format that uses HP instead of email. ISBNs are going to a 13 digit number. We have another year to make the changeover. The quote from INNOPAC is $5,000.00, but if
we order now, it will be $4,000.00. It
can be ordered anytime. Information was
sent to the library directors. There has
been no feedback from the directors.
They may be waiting or looking at information. Dan will go ahead and order this
immediately. Yankee has not been happy
with UNC-W’s email and UNC-P uses Baker and Taylor and they use the new system.
d. WebOPAC facelift
This
is postponed until the end when in the computer classroom.
e. WebBridge
Dan
said that he sent this information to the directors, but will resend
information in a spreadsheet with prices.
There were some problems implementing this at another school, which were worked out by software enhancements. It is pretty expensive. He would like to have a web conference on it
first. It will take quite awhile to set
it up and implement it. Dan will get
more information. If we go to the
Western Network Catalog, it will give us an idea on how it will work. It can go out to databases and URL linking to
databases. It can go from the database
into the catalog.
f.
Holds
1.
Canceling holds and
2.
Treatment of holds placed by patrons
Cindy
and June said that canceling bib level holds are a big problem. Items have been ordered and a hold placed on
them. June wanted to know how are holds
being cancelled and when. Arlene
responded that there is a raction field in the order
record for notify or attention. The
number in this field would be red. When
the item is received, the person doing the receiving would see that an action
needs to be taken. If item is cataloged
and then a hold was placed, it may be waiting in the cataloging backlog. Arlene cleared out all UNC-W holds. Every week, someone in cataloging needs to
make an order list of everything received that has a hold on it and place it in
cataloging priority. Every item should
be checked in and holds noted so that the material can get cataloged. If spotted by a reference librarian, then the
cataloger needs to be told. Arlene will
develop a strategy to create lists for this and email it to everyone. The only change needed would be the date
received. Cataloger could then walk it
up to the holds desk with the requestor noted.
A selector can also have a hold put on the order records just for them
so they can be notified when the material comes in.
g. WAM
1.
Stats
2.
Access for
This
will move down on the agenda until we meet in the computer classroom.
h. Rel. 2006 LE
This
release is available for download. Dan
is not in a hurry to download because it will require a system reboot and down
time. The full release should include all administrative features. There will be some Web Opac
changes as it relates to how the system displays. The holds pickup screen will be new. It will improve UNI Marc punctuation. It can only put one item in the display
column now, but change will make display more flexible. It will be possible to customize the
display. Another change will be URL
information in output format. If you do
a brief record, you don’t get a URL. It
will be able to do RSS feeds on certain screens. We may want to wait and implement this with
the Web OPAC facelift. Matt says that
more databases are getting RSS feeds. Dan
says we don’t have to do the 2006 LE release, we could
wait and go straight to the 2006 full release.
There are also some new changes related to WebBridge. It was suggested that Dan might want to load
this the first week in January. Matt
mentioned that in January FSU is getting new ID cards with the Banner number
and this may take some of Dan’s time.
i.
Re-ordering the Review Files
Dan
gave a handout that showed the review files and their sizes. He can go into review files and restructure
their sizes. If two hundred records in a
file, Dan could move it from a file with a size of thirty thousand to a file
with a smaller size number. He said that
he can change the review file sizes, though it sounds easier than it actually
is. He could end up with unused records
going to a holdings file or dumping the file.
It was mentioned that there is probably a need for more file sizes of
five thousand or less. He will try to
get a better idea of the numbers we will need, but it is not a high
priority. He reminded everyone that as
we get near the end of the semester, to get our folks to clean their files out,
especially the ones that are out of date.
j.
Online Suggestions File – Procedural Review
Most
of the online suggestions can be identified, except those coming from file
795. At UNC-P, Cindy and three others
review their online suggestions file every week before they are deleted. Fridays, by
k. Changes in
There
is a change in how Internet resources that are web pages are cataloged. UNC-W was doing it in a non-standard way, but
have now stopped and are cataloging whether the web
page is text, graphic, etc. Arlene will
run UNC-W file to see if there are many records that need to be changed. NetLibrary and
Documenting the American South records will need to be changed to text. This can be done through rapid update. The cataloger has to decide what the web page
is: text, graphic, map. If it is a book
that is what the material type should be and then in the 006 field, a
designation can be made for electronic resource. FSU has a lot of records that will need to be
changed.
Dismissed for lunch and
reconvened in the computer classroom after lunch.
IV.
New Business
d. Web OPAC
facelift
g. WAM
1. Stats
With the 2005 release there was an enhanced security
with the Library
PIN Number. A character can not be repeated three or more
times (aaa,
aaaa);
and a set of 2, 3, or 4 characters that is repeated (abab,
abcabc,
abcdabcd)
will not be accepted. Dan said to make
public services folks
aware and he will add this to the
authentication page.
Regarding Web Access Management
(WAM) statistics. There is a
problem with people trying to login to get summary
reports and being
rejected. Reports can
be by Patron Type or by Login. Web logs
from the
server will show IP address, operating system, date
and time. Usually the
reports are in Excel with and are 6400 lines
long. Can do reports for all
databases in the WAM table, and can select more than
one to run at a
time. If the different
schools have the same databases, then uniqueness
would depend on how the database was listed in the
WAM table.
has
three entries to take care of mirror sites they use. The monthly reports are usually large.
New runs of SQL databases, gathers statistics and
then clears the
database. This locks the database, but you do not lose
statistics. They are saved while
database I locked. Do not delete
anything, because it would delete it from the Consortium.
g. WAM
2. Access for
FSU
and UNC-W bought access to
UNC-W
is working on getting bib records. FSU
is using Journal Finder.
Once
there journals are turned on, they will need entries in the WAM
table.
IV. New Business
d. Web OPAC
facelift
It was visually demonstrated what the new Web
OPAC screens could look like. The new
brief display could include the locations and the call numbers. There will be bookcart
type feature. Other resource button
currently points to Amazon.Com, but could point to something else. It could point to WebBridge. There is a popularity pf web site button that
would not be turned on, it is patron generated.
Using the book cart places the material in a save list. He would like to create a new button to
replace the book cart look. The material
type would display under the number. Release
2005 has a certain set up display which allows choices with the brief citations
page. The definition file allows
customization and scoping. There is also
a style sheet that can be scoped for each library. Dan wanted feedback on the design of a top
and bottom logo for the Web OPAC; what kind of image do we want to use for the
Coastal Carolina Library Consortium?
Should the logo reflect all three schools? The top logo could point to a navigational
file that has other information. The
UNC-CH logo was looked at. It contained
a link to Ask a Librarian and My Library; http://www.lib.unc.edu/webcat/. Font size can also be changed on the Web Opac page. The brief
display could show library, availability and call number. It was felt that keeping the box makes this
information stand out. There should be
discussions at each library on what the logo should look like. Colors need to be chosen. The project date to do this is as soon as we
can. Information should be gotten to Dan
by the end of the semester. Dan needs to
map out time to do this. He will send
sites for everyone to look at. We should
look at how we want brief citations to appear; colors; display logo, and
buttons we want. The question arose as
to whether we should have a consortia style in general versus each site having
an independent style. It was felt that
we should match as much as possible. Dan
would like to receive an html file with the possible look of the catalog
page. He advises to keep graphics to a
minimum, and the simpler the page the faster it will load. Any other suggestions that folks may have on
the Web Opac, now is the time to solicit ideas. Cindy mentioned the saving records feature
that it does not automatically take you to the next page. Dan thinks that version 2005 took care of
this. You do have to save page by page,
but it is not intuitive,
With the book cart feature, you save record by record. Tabs are at the top in the 2005 advanced
search screen, and the screen is very detailed.
UNC-P created an ad hoc committee to look at the Web OPAC. Some of the fancy stuff is in Java script,
but Dan doesn’t want to get too far a field.
Cindy will send him a list of some of the things they looked at. We do need to come up with a consortia
color. FSU is blue, UNC-W green, and
UNC-P is yellow. There may be a way to
combine all the colors or just have links to all the libraries in the logo, but
he does not want it to be too busy.
Evelyn’s suggestion: Be Brave, Ride the Bronco and Catch the Wave; a
Native American riding a horse at the beach.
V.
Other Business
A
new chair was elected to replace Jean Sexton.
It was UNC-W’s turn. Evelyn
nominated
The
next meeting will be
VI.
Adjournment
The meeting adjourned at
Respectfully submitted by Jan Whitfield