MINUTES NOVANET ACQUISITIONS SUBCOMMITTEE DATE: May 4, 1995 10:00 a.m. PLACE: King's College Library PRESENT: Linda Aiken LAW Susan Cameron SFX Mary Dobson UCB Paulette Drisdelle KNG Gail Fraser WKK Peter Glenister MSV Kevin MacNeil SFX Mary MacDonald WKK David Manning SMU (chair) Alison McNair KIL Michele Sullivan MSV Terri Winchcombe TUN REGRETS: Mark Bartlett TUN Ilga Leja NCD Louise Mader KIL Elaine Murray AST ==================================================== 1. Agenda approved. 2. Minutes of April 20, 1995 approved with the following amendment: 4.1.8 SELECTOR CODES [AMG pg. 4-90] We will have to wait and see what transfers from GLIS into this table. { The Data Conversion Overview document indicates a link between this table in ADVANCE and the GLIS Staff Records. } Discussion took place regarding Novanet's possible use of these codes. As the code is only 3 characters long, it was proposed that the best way to use the code would be to use the single letter agency prefix plus two digits e.g. K01 through K99, X01 through X99, etc. This would give each agency ninety-nine codes to use for their selectors. It was felt that most libraries would be using the Selector Codes for internal collections personnel. ADVANCE has a free-text Requester Field that can be used for faculty. 3. Business Arising { Any business arising issues that could be gleaned from the minutes are being deferred until we complete the Setup Tables. } 4. New Business [ The purpose of this meeting was to continue our review of the Setup Tables in the Acquisitions Management Guide as well as those in the Serials Management Guide . ] 4.1 Setup Tables: 4.1.1 CLAIM MESSAGE CODES [AMG pg. 4-13] Novanet has asked that Geac transfer the canned claim messages in GLIS to ADVANCE. We will have to wait and see what transfers. These are the codes and code descriptions that we want to use for those transferred claim messages: CODE DESCRIPTION CL2 INVOICED - NOT RECEIVED CL7 DUPLICATE ISSUES RECEIVED CL8 DUPLICATE SHIPMENT CL10 CANCEL ORDER - IMMEDIATELY - CONFIRM CL11 CANCEL ORDER - END SUBSCRIPTION - CONFIRM CL16 ITEM OVERDUE CL17 PREPAID - SHIP OR REPORT CL23 LAST ISSUE WAS . . . CL24 DIDN'T RECEIVE SPECIFIED ISSUE(S) CL25 ADVISE IF CEASED CL26 ORDER PLACED - NOT FILLED CL27 MAILING LIST CL28 OTHER CL29 DEPOSITORY CLAIM [ check wording ] [ this code an addition to those used in GLIS] CL18 ALREADY PAID "already paid on invoice noted above" [ existed in GLIS, but not on our prior list of codes to transfer ] N.B. We will need to check the wording and spacing of the messages themselves after the transfer and make any necessary corrections then. 4.1.2 CLAIM TEXT CODES [AMG pg. 4-15] ADVANCE allows for only one Claim Text Code ( i.e. CANCEL ). The corresponding text prints on a cancellation letter. [the code would have been better named the 'cancel text code'] We will test this code after we have received training and change the description and text as required. 4.1.3 COUNTRY CODES [AMG pg. 4-17] ADVANCE supplies generic defaults for the Country Codes. If not there, we wish to add: Code Description UK United Kingdom 4.1.4 FUND STATUS CODES [AMG pg. 4-33] We only wish to use two Fund Status Codes: Code Description of Code Status ACTIVE Fund is active 0 INACTIV Fund is inactive 1 4.1.5 FUND TYPE CODES [AMG pg. 4-37] We only wish to define four Fund Type Codes: Code Description of Code Type DEPO Deposit Account 1 DONOR Donation Fund 3 NOR Normal 0 TRACK Tracking Fund 2 4.1.6 JOURNAL TYPE CODES [AMG pg. 4-52] These codes are system-defined, we can neither add to nor delete from this table. 4.1.7 ROUTE ID CODES [AMG pg. 4-88] This code enables a library to assign a one-to-ten person routing path for materials received by the library. [It doesn't appear that these names will print on anything, they may just be for displaying in the online.] The code is six characters in length. We will use our single letter agency prefixes. Libraries planning on using this feature are encouraged to begin working on their lists so that they can be submitted to the Novanet Office for inputting. 4.1.8 VENDOR STATUS CODES [AMG pg. 4-103] We will only use three Vendor Status Codes: Code Description of Code Status ACTIVE Active 1 BLIST Blacklisted 0 NOTUSED No Longer Used 0 [ N.B. It is the intent of the subcommittee that inactive vendors in GLIS not migrate to ADVANCE. ] 4.1.9 VENDOR TYPE CODES [AMG pg. 4-105] The GLIS Migration Data Conversion Overview document indicates that "all GLIS Vendor Types supplied as defaults". This should include: AGEN - Agent ANTI - Antiquarian book dealer BACK - Back issue dealer DEAL - Dealer DIST - Distributor EXCH - Exchange partner OTHR - Other PUBL - Publisher We will not know what Vendor Type value (i.e. 0,1,2,3) will have been assigned to these transferred codes. The ADVANCE Vendor Type Code table will have to include the transferred codes, as well as those codes unique to the ADVANCE system [that would mean adding DONO and SUPP to the above list] . The final code table (with values) would be: CODE DESCRIPTION OF CODE TYPE AGEN Agent 0 ANTI Antiquarian book dealer 0 BACK Back issue dealer 0 DEAL Dealer 0 DIST Distributor 0 DONO Donor 2 EXCH Exchange partner 1 OTHR Other 0 PUBL Publisher 3 SUPP Supplier 0 4.1.10 VENDOR USAGE CODES [AMG pg. 4-107] The GLIS Migration Data Conversion Overview document indicates that "Defaults supplied based on Vendor status bits". This should include: Valid for both books and serials Valid for books / serials unknown Valid for serials / books unknown Valid for books only Valid for serials only Not valid for serials [These status bits are found on the Vendor Status Screen. The usage flag you turn on appears in the USAGE Field of the Vendor Record.] We do not know what Vendor Usage Codes will be assigned to these transferred status bits. In addition to these codes/descriptions the subcommittee wishes to add NEWS, MFRM, CDRM, AV. Therefore, the final code table would be: CODE DESCRIPTION OF CODE * ? ALL Valid for both books and serials ? VBSU Valid for books / serials unknown ? VSBU Valid for serials / books unknown * ? BOOK Valid for books only * ? SER Valid for serials only ? NOS Not valid for serials NEWS Newspapers only MFRM Microform only CDRM CDROM only AV Audio Visual * These entries were also on our list. ? We won't know what code will be assigned to these items until after the migration. These values could be used if we are able to make changes to the table. 4.1.11 YEAR END CLOSE DATE [AMG pg. 4-110] As we are having a common year-end, the system may not create a code for each agency during the Year End Processing Job. In either case, this table seems to be one requiring input from the Novanet Office. 4.1.12 USER DEFAULTS [AMG pg. 4-98] Each Acquisitions user can be set up with several default code values for ordering. This table can be updated as required. Access to your default record is given by entering your User ID at the initial screen for this table. Libraries should be thinking about the default values that their staff will be using for this table. 4.1.13 PUBLICATION PATTERN TYPE [SMG pg. 4-4] CODE DESCRIPTION OF CODE TYPE 0 ISS 0 1 IND 1 2 SUP 2 0 = Bibliographic unit 1 = Index 2 = Supplement 4.1.14 FREQUENCY CODES [SMG pg. 4-7] Geac supplied values. 4.1.15 FREQUENCY TYPE [SMG pg. 4-9] Geac supplied values. 4.1.16 CHRONOLOGY CODES [SMG pg. 4-11] CODE DESCRIPTION TYPE DATE VALID OF CODE FORMAT PREDICTIONS D Date Type 0 D - DAILY Day of the Week 5 - SUN,MON,TUE, WED,THU,FRI, SAT M Months Type 1 - JAN,FEB,MAR, APR,MAY,JUN, JUL,AUG,SEP, OCT,NOV,DEC M-L Monthly - Long Names 1 - JANUARY,FEBRUARY, MARCH,APRIL,MAY, JUNE,JULY,AUGUST, SEPTEMBER,OCTOBER, NOVEMBER,DECEMBER MDATE Day of the Month 4 - - NP No Predictions 6 - - Q Quarterly 1 - JAN,FEB,MAR,APR,MAY, JUN,JUL,AUG,SEP,OCT, NOV,DEC S1 Seasons Type - W/J 2 - WINTER,WINTER,WINTER, SPRING,SPRING,SPRING, SUMMER,SUMMER,SUMMER, FALL,FALL,FALL S12 Seasons Type - W/D 2 - WINTER,WINTER,SPRING, SPRING,SPRING,SUMMER, SUMMER,SUMMER,FALL, FALL,FALL,WINTER SSH Seasons Type -SH 2 - SUMMER,SUMMER,SUMMER, FALL,FALL,FALL, WINTER,WINTER,WINTER, SPRING,SPRING,SPRING Y Year 3 - - 4.1.17 CHECKIN TYPE [SMG pg. 4-15] CODE DESCRIPTION OF CODE FIELD 2 1 Received 0 2 Returned 0 3 Claimed 0 4 Exp issue 0 5 Exp index 0 6 Exp suppl 0 7 Missing 0 8 In Bindery 0 9 Bound 0 10 Unavailable 0 11 Item due 0 12 Withdrawn 0 13 Microfilm 0 14 Microfiche 0 [ N.B. We have made a change in the description of Code 10. ] 4.1.18 CHECKIN IDENTIFIER [SMG pg. 4-18] CODE DESCRIPTION OF CODE TYPE BIN Binder 2 IND Index 1 ISS Regular Issue 0 LL Looseleaf 0 NPRN Non print 2 PP Pocket Parts 0 SUP Supplement 2 SWR Software 2 TOC Table of Contents 2 4.1.19 NUMBERING CODES [SMG pg. 4-50] Geac supplied values. 4.1.20 PUBLICATION REGULARITY [SMG pg. 4-52] CODE DESCRIPTION OF CODE TYPE D Daily 0 E Erratic 3 M Monthly 2 Q Quarterly 2 S Seasonal 1 W Weekly 0 Y Yearly 2 4.1.21 PUBLICATION REGULARITY LABELS [SMG pg. 4-54] We will want to check and see what values are supplied with the module. These are the values we would want: Monthly : JA,FE,MR,AP,MA,JN,JL,AU,SE,OC,NO,DE Seasonal: WR,WR,WR,SG,SG,SG,SR,SR,SR,FL,FL,FL Daily: SU,MO,TU,WE,TH,FR,SA [ It is unclear whether we can enter both monthly and seasonal values in the one field as the manual says to 'enter 12 labels for a monthly or seasonal regularity pattern'. ] 5. Other Business No further business was discussed. 6. Next Meeting/Adjournment The next meeting will be held Thursday, May 18, 1995 at 1:00 p.m., at King's College Library. Adjournment