NOVANET ACQUISITIONS/SERIALS COMMITTEE DATE: Thursday, December 14, 1995 PLACE: University of King's College Library PRESENT: Linda Aiken LAW Mark Bartlett TUNS Susan Cameron SFX Karen Chandler KIL Paulette Drisdelle KNG Gail Fraser WKK Alison Grantham AST Mary MacDonald WKK Alison McNair KIL (Acting Secretary) Kevin McNeil SFX Louise Mader KIL David Manning SMU (Chair) Terri Winchcombe TUN 1. D. Manning distributed to each member pages which update the document "Novanet Acquisitions/Serials Modules - Novanet Standards of Module Use", which lists codes and standards valid for use in the ACQ module as of November 27, 1995. 2. Minutes of the Acquisition Subcommittee's meeting on November 16, 1995 were reviewed, along with the attached minutes of the ACQ- CAT Working Group's meeting on November 15, 1995. It was noted that it is now necessary for Acquisitions and Cataloguing staff to know more about each of these modules and of the procedures in the other department, and that some work may be accomplished through either module. This Working Group is, therefore, discussing problems and proposing solutions for database clean-up, and on- going procedures for matters which affect both the work of staff and database integrity in Acquisitions and in Cataloguing. On completion of their deliberations, a compilation of their recommendations, standards and procedures to be followed will be distributed. Some procedures for which staff will update certain types of information may need to be decided internally at each institution. 3. Procedures for handling a variety of types of Standing Orders at check-in were outlined by D. Manning: a. MULTI-VOLUME SETS which are ADDED VOLUMES without individual Copysets: It is necessary to receive each individual volume as 1 copy, using PAR as the invoice line type until the last volume is received, when CMP is used. It is not possible to invoice a (PAR)tial order for anything other than 0 copies. On receiving the second and later volumes the message "no. of copies exceeds no. ordered" is shown; the operator then indicates: Y = it is OK to proceed. Each receipt shows as one transaction. b. MONO SERIES ADD - where each book received in the series is being added and catalogued separately: This is performed in RECEIVING, by using the MONO SERIES ADD Option. The CAT module should then be searched for existing records for the monographic title being received; if one exists, the option E = Add to Existing record is used (NOT the alternative O = Catalogue as Original). Creation of the order then proceeds as for an individual monograph. The book should not be sent to the Cataloguing Dept. until an Overnight Processing Run has been completed on the Novanet database, which adds a new Piece Record for this item to the existing catalogue record, with the note: In Processing. NOTE: In order for this to operate correctly, the Transfer to CAT flag in the Parent record has to be set to Y, even if that record has been Completed. 4. D. Manning noted that at present six types of book orders have been identified with respect to Receiving procedures: a. MONOGRAPHS: one order, one volume. b. PARTIAL BOOKS: one order for a set published in a fixed number of volumes, in which each has the same title and is distinguished by its volume number. c. MULTI-VOLUME SETS: a Standing Order for one title which is common to each separately numbered volume. It is recommended that each be received individually with invoice line type: PAR (partial) until the last which is received as CMP. Piece records will be attached to the catalogue record instead of a Copyset. d. MONO SERIES: A Standing Order for a set/series, for which there are individual monographic titles on the books. Each is to be catalogued individually, and is received as noted in 3. b. e. CONTINUATIONS: Standing Orders received through serials check-in in the Serials Module. These are annuals, biannuals, etc. and are usually added volumes. e. LOOSE-LEAFS: These are of two types, i. Those catalogued as a monograph. In this case, existing records will have Piece Records attached in the Catalogue, which show Loan Status. ii. Those catalogued as a serial. In this case, the existing records will have Copysets attached; to see the Piece Records and Loan Status, it is necessary to call up the Item Record. In the migration from GLIS, a Copyset was created if the library was performing serials check-in. The creation of a Copyset on the monograph format records caused the piece records for the other libraries owning the title to be hidden. Copysets created for the serials format record sometimes duplicate existing copysets. It was noted that: - MONO SERIES ADD should not be used for receiving anything which you would NOT be willing to transfer to the catalogue as a separate record, e.g. Update 1, Update 2 ... - When Piece Records are attached to Copysets it may be advisable to indicate in the Summary Holdings (or Call Number Suffix note) when the latest edition is in a location which differs from that of the backfile volumes. 5. D. Manning distributed a worksheet developed at Saint Mary's to be used in their "Serials Copyset Cleanup Project", which he has also distributed to members of the ACQ-CAT Working Group. He reminded everyone that when performing Copyset Cleanup and the system asks if you want to "Retain the existing check-in pattern", it is essential that you always answer: Y = Yes; otherwise, existing check-in data, which may belong to other institutions, will be lost. 6. He also circulated the temporary Routing Slip they have developed, which includes instructions relating to Copyset information. 7. D. Manning reviewed the use and importance of Order Types, Invoice Line Types and Report Codes regarding how money is spent, released and encumbered in the system. Report Code is an additional mechanism used in controlling these over those used in the GEAC GLIS system, where Invoice Type was the important factor. Common uses of INVOICE LINE TYPE have been, and continue to be: INV INVOICE: Completes and closes an order, releasing any unspent money, which is added to the Cash Balance in the corresponding fund. This is used commonly with Monographic orders. REN RENEWAL: Completes an Open order when the annual renewal or final payment for the fiscal year is made on it. This type of order will normally be renewed in the new fiscal year, i.e. it is not Closed. PAR PARTIAL: Moves the cost from the Encumbered to the Spent Balance for the fund. It leaves any remaining money encumbered to pay for future receipts on that order. CMP This is used to Complete a monograph order after the last expected payment has been made. Could also be used for the last expected payment for the current fiscal year for an open order but this is usually done through a special batch program towards the end of the fiscal year. CMP releases to the relevant fund any unspent money. In addition in ADVANCE, REPORT CODES can be used to affect the Status of orders, through the Condition Code (line 14 on the Ordering Data Screen), as follows: REPORT INVOICE STATUS: USED FOR: CODE: LINE TYPE: LIB0 PAR No change More than one regular payment is expected on one order in the same fiscal year, e.g. Mono Series Standing Orders, multi-volume sets or periodicals invoiced by volume LIB1 INV,CMP Closes Order Only one payment, or the final payment is made against the order. NEVER use this for a serial/open order. LIB2 REN Completes Order Annual renewal payment for a Periodical, Continuation or Standing Order which will be renewed in the new fiscal year A new Invoice Line Type has been added in ADVANCE: PRV This is to be used to make a payment on a "Previous" Fiscal Year. It has the same effect as PAR and LIB0, spending the required amount, but leaving the rest encumbered and the order open. These Report Codes should be used in both Receiving and in Invoicing, however, it is in Invoicing that they have the effect of changing the Condition code once the invoice has been 'paid'. 8. Miscellaneous items regarding use of the Serials Module: a. In creating Publication Patterns, it may be necessary to set a negative number for the number of days of the expected Receipt Delay, e.g. when a 1996 Almanac is received in 1995. b. It is recommended that each individual physical issue/volume be checked in separately, even when several parts are received together. This will ensure that if another library receives their items on a different schedule they will be able to record the status of each accurately. c. It was recommended that Institutions not yet doing check- in begin doing so, if only on a few titles in order to gain experience, possibly those for which Publication Patterns have been already established. SMU is maintaining a list of the titles on which they are currently performing check-in, which can be made available to others. 9. D. Manning has requested that a printed copy of each Institutions Budget Report be delivered along with the Vouchers each Tuesday. 10. Miscellaneous General Items: a. Those Codes which exist in the ADVANCE tables, because they migrated from GLIS, but which have not been established by the Sub-Committee as valid codes listed in our Manual should not be used in ADVANCE. Examples are our former Location codes, and the numeric Selector codes. b. Purchase Orders do not presently print the Edition information. D. Manning will send a Service Request to have this corrected. Meanwhile, it is suggested that when a paperback edition is required, if it is noted as "pbk" following the ISBN, this data will print. c. It is strongly recommended that each Institution have their currently received periodicals catalogued. Following this, that they create the corresponding purchase orders and begin invoicing against these purchase orders. d. It was noted that Purchase Orders and Copysets can be linked either from the Acquisitions module or from the Serials module. 11. D. Manning reported on the AIC Meeting he attended on December 1, 1995, minutes of which have been posted on the AIC-List. Following this the Chairs of the ADVANCE Sub-committee's met with Novanet staff to discuss options for addressing concerns. From this proposals were developed which were to be presented to the Novanet Management Committee meeting on December 13, 1995.