MINUTES NOVANET ACQUISITIONS SUBCOMMITTEE DATE: Thursday, November 16, 1995 PLACE: University of King's College, Library PRESENT: Linda Aiken LAW Mark Bartlett TUN Susan Cameron SFX Paulette Drisdelle KNG Peter Glenister MSV Kevin MacNeil SFX Louise Mader KIL David Manning SMU (Chair) Terri Winchcombe TUN Alison Grantham AST 1. There was no formal agenda set for this meeting. D. Manning opened the meeting by welcoming back Alison Grantham from AST. 2. D. Manning discussed two recent meetings of interest to the Acquisitions Subcommittee. 2.1. The AIC/Chairs Committee met on 10-November-95. [Refer to the full meeting minutes on the AIC homepage]. 2.2. The ACQ/CAT Working group met on 15-November-95. The purpose of this one-time meeting was to look at crossover issues between Cataloguing, Acquisitions and Serials. The Working group has drafted a list of recommendations. [The recommendations are posted at the end of these minutes]. 3. General Discussion: a discussion session brought up a number of questions and areas of discussion from Subcommittee members. The abbreviation ACQ is used for Acquisitions module and SER is used for Serials module in these minutes. The questions and areas of discussion included: 3.1. There was a brief discussion of the active/inactive status on serial copysets. D. Manning clarified that a serial copy set "Active" status means that the serial will be expecting check-in. It is recommended that staff do not turn on the status flag to "Active" (update from N to Y) until the first issue of a serial is being checked-in. 3.2. Some agencies expressed concern that they will need assistance in order to get serials check-in "up and running". It is recommended that agencies take care of the ACQ part of their serials: set-up their purchase orders in ACQ; link to the proper MARC record; look at how invoicing is handled in ACQ for serials. Following that, look at SER (creating copy sets, setting up publication patterns, doing check-in etc.) 3.3. D. Manning introduced a discussion of areas that need further investigation by Novanet office, GEAC and the Acquisitions Subcommittee. These areas included: * What is the best way to order, receive and claim multi-volume monograph sets? * How will serial renewals be done in Advance? (It was noted that all agencies should have a unique renewal date) * Clarification on ACQ-CAT transfer problems (particulary the duplicate On order pieces OR duplicate On Order bibliographic records)? 3.4. Agencies have experienced some problems with using the CRE (credit) function in invoicing. It it recommended that staff do not use a negative ( - ) sign beside the voucher amount. The CRE invokes a negative amount automatically on the voucher. Delete any credit vouchers that have been created incorrectly and add the credit again. 3.5. AIC List of daily reports required by Acquisitions/ Serials departments. D. Manning will be posting a full list of the required reports. 3.6. S. Nickerson has called GEAC to install the EDI interface into the Advance system. Normally, large serial invoices (e.g. Blackwell, Faxon) can be ftp'd to Novanet, loaded into Advance, and then worked on by Acquisitions/Serials staff in the institutions. It was suggested that the Killam Library (A. McNair) could arrange to have an Advance-compatible EDI invoice sent by one of their large serial vendors (e.g. Blackwell.) 3.7. Routing slips. S. Nickerson requires more details on what the Subcommittee requires for routing slips. It was clarified that the Subcommittee requires both (a) an ACQ receipt slip, for monograph receipts (b) an SER check-in slip. 4.0. The next meeting is scheduled for Thursday, December 14. Meeting time: 1:00. Location: Library, University of King's College. Respectfully submitted, Mark Bartlett. [The draft recommendations of the ACQ-CAT Working Group follow] ------------------------------------------------------------------ ACQ-CAT Working Group On Wednesday, November 15, 1995, a small working group of Acquisitions and Cataloguing Committee members meet to discuss policies for cross-module concerns between Acquisitions, Serials and Cataloging. The working group consisted of: Lai Hsiung DALKIL Cataloguing (Chair) David Manning SMU Acquisitions (Chair) Peter Glenister MSV Cataloguing/Acquisitions Judith Coughlan-Lambly KELLOGG Cataloguing Mark Bartlett TUNS Cataloguing/Acquisitions The discussions and recommendations are: 1. CONSISTENT USE WITHIN MODULES The working group recommends that all institutions adopt consistent practice for Acquisitions, Serials and Cataloguing module use in Advance. This will facilitate future display, upgrading, archiving and migrating. It is recommended that consistent practices across modules be adopted whenever possible. 2. SERIALS CHECK-IN It is recommended that all institutions have a plan in mind to start doing serials check-in in the near future. The recommended target date is April 1, 1996. The benefit of all institutions starting serials check-in is that the OPAC will have a more consistent display for serials holdings, check-in histories and item displays (lists of bound volumes). In the meantime, Cataloguing staff should make the clean-up of copysets and the removal of duplicate bibliographic serial records a high priority. 3. ACCESS TO MENU KEYWORDS It is recommended that Scott be asked to make the following changes to the SER and CAT menu to facilitate smoother workflow in acquisitions, serials and cataloguing: A. Add CEHI (keywords) to the main SER menu. B. Add CHKM and PUBM (keywords) to the main CAT menu. UPDATE: At the 22-11-95 Cataloguing meeting, Scott informed the committee that he has added BMC and will add BSR to the SER menu. Staff will need to retrieve the record using BMC or BSR, item update, add piece, and file. (CEHI was added to the SER menu but it will not work because of the menu permission structure. Scott will investigate this with GEAC. CEHI continues to work in CAT). 4. POLICY FOR ACQ RECORDS FOR NEW EDITIONS For new editions of books, ACQ staff should add an original ACQ order record for the edition. Do not continue to "piggy back" on the earlier edition record. (This was the common practice in GLIS Acquisitions). 5. COPY SET NOTES Use the #6 note (call # suffix) for public/OPAC display notes. Examples: "Latest ed. in REF", "1995 in REF", "Current year only". While this is the preferred note field, libraries may mirror these notes in the summary holdings field if they desire. Use the #16 notes in copy set for ACQ and CAT processing notes and instructions. If there are both ACQ and CAT notes here, preface each with ACQ : and CAT :. ACQ notes are in capital letters. If there is only an ACQ or CAT note, the preface ACQ or CAT is not necessary. Only use ACQ notes that are absolutely necessary (e.g. do not use "Standing Order") because the presence of a note causes the check-in function to be alerted to its existence. 6. MONOGRAPHIC SERIES IN ACQ It is recommended that the monographic series feature in ACQ be used for individually catalogued books ordered and received as part of a series. The "parent record" for the monographic series will reside in the ACQ module only. All receiving, invoicing and claiming are done in ACQ. The "child record" for an individually cataloged monograph can be transferred to the OPAC. It will look like a brief, capital letter ORDER record for a monograph. Also, the new MR table (under development) should be used to create the child record in ACQ. The transfer to catalog flag should be set to Y. (In the GLIS to Advance migration, many of these "parent records" did end up in the OPAC. These will now need to be cleaned-up and removed by Acquisitions and Cataloging staff. SEE ITEM 8). The transfer of the child records to Cataloguing will be subject to review in the future. This is necessary to make sure that no problems result from the transfer. 7. BLANKET ORDERS & INSTITUTIONAL MEMBERSHIPS Blanket orders and institutional memberships should be handled in Acquisitions. Purchase order maintenance and invoicing for the "parent record" is done in the ACQ module. It is recommended that receiving be done based on whether the materials are monographs or serials. "Child records" for monographs should be received with monograph series-add. The "parent record" serial status should be turned off. "Child records" for serials can be checked-in using Serials check-in. (In the GLIS to Advance migration, many of these "parent records" for blanket orders / institutional memberships did end up in the OPAC. These will now need to be cleaned-up and removed by Acquisitions and Cataloging staff. SEE ITEM 8). 8. PROCEDURES FOR REMOVING "PARENT RECORDS" FROM THE OPAC - In SER, print any past check-in receipt history (for your files) - In SER, delete your copy set - Wait till 11:59 a.m./p.m. copy set deletion is done on the record - In CAT, delete brief "parent record" - In ACQ, turn off the Serial flag - In ACQ, turn off the Transfer to Cat flag - Then start receiving your "child records" (use SER to checkin the serials, use ACQ to receive monographs) 9. UPDATE SERVICES / LOOSE-LEAF SERVICES Use Serials module to check-in, claim and track these items. It is recommended that institutions do not delete any of the check-in boxes for update or loose-leaf services. 10. ENUMERATION STANDARDS It is recommended that staff use the item-in-hand to establish the enumeration. Consult the 362 MARC tag (Dates of publication and volume designation) and the 515 MARC tag (Numbering peculiarities note) for reference only. Staff should not rely on these to establish the enumeration. The use of the tag 352 requires further discussion since it has not been consistently coded. The format of abbreviations can follow: the FIHDES (formerly TBHABB) abbreviations; ANSI standard Z39.44; USMARC Format for Holdings Data. 11. MULTI-VOLUME SETS Use Title Split/Change and partial receipts/payments in ACQ to handle these titles. Ensure that the Serials flag is set to "N". 12. TITLE CHANGES IN SERIALS A title change for a serial requires a new serial record. Do not continue check-in on the old title. 13. SUMMARY HOLDINGS It is recommended that summary holdings for serials should be kept open for currently received titles. 14. DELETING DUPLICATE SERIAL RECORDS Copysets with no check-in history can be deleted and re-entered by Cataloguing so that duplicate serial records can be removed. However, it is very important to be careful when dealing with MSVU, SMU, TUNS and UCCB serials. These institutions have been using serials check-in in GLIS and now in Advance, and check-in histories should not be deleted.