Novanet Acquistions Committee Minutes Date: October 31, 1996 Place: Technical University of Nova Scotia Present: Linda Aiken (Acting Secretary) LAW Mark Bartlett TUNS Helen Blanchard MSV Susan Cameron SFX Karen Chandler KIL Paulette Drisdell KINGS Gail Fraser (Co-Chair) WKK Peter Glenister MSV Alison Grantham AST Mary MacDonald WKK Kevin MacNeil SFX Louise Mader KIL David Manning SMU Alison McNair KIL Terri Winchcombe (Co-Chair) TUNS ______________________________________________________________________________ 1. Agenda approved 2. Minutes of June 13, 1996 approved with minor corrections. 3. Report of the Acquisitions/Serials Task Force - David Manning The draft report of the Task Force's Aug. 20/96 meeting was distributed. David Manning reviewed the topics covered including copyset notes, publication pattern set-up, various checkin procedures etc. Saint Mary's will produce a revised list of serial titles received through the serials module. There was discussion of serials claim reports emphasizing the importance of setting up correct publication patterns so there will be an accurate representation of what needs to be claimed. This is especially important for the canned report which selects items needing claims based on expected dates. Another canned report can be run which lists all titles showing an item due status. More investigation of these reports is needed as well as clarification of the serials claims verification report which should be produced as part of the serials claims calendar process. 4. Report of the Reports Task Force - Linda Aiken Linda Aiken reported on the last meeting of the Reports Task Force in which priority lists for each module were reviewed and report requests not previously ranked were placed on these priority lists. The Task Force has been disbanded and future report needs are to be communicated through the Chairs of the various subcommittees. General discussion followed about Acquisitions reports needs which to date have not been adequately addressed. The Acquisitions Co-Chairs were urged to emphasize these needs at future meetings of the Committee of Chairs. As well, it is hope that completion of the Report Writer training might result in the production of long-awaited reports. David Manning also described the development of specifications needed to design an open order report (SBOPND and SBOPNA in GLIS). These have been passed on to Novanet staff who will, hopefully, be able to produce them after having Report Writer training. Mention was also made of work being done by Novanet staff on an Advance version of ABSPEY (spent to date report) although efforts have not been successful yet. It was noted that the Advance canned outstanding order report has some problems requiring Novanet intervention, as does the open invoice report. 5. Additional training for serials checkin The Committee members were surveyed to find out where further training in serials checkin was wanted. Interest was expressed by St. FX, Killam, Kellogg, Law and Kings. There was agreement that the most effective training would involve an experienced serials staff member going to the "novice" library for one-on-one instruction. Some of the training was tentatively arranged as follows: Peter Glenister (MSV) to train Paulette Drisdelle (Kings); Terri Winchcombe (TUNS) to train Killam staff; David Manning (SMU) to train Law and Kellogg staff. Some questions were raised about the handling of receipts of different formats (paper vs. microfilm) and what to do about serial title changes. 6. Report to Management Committee outstanding items for Acq/Ser David Manning addressed the various issues identified in his Sept. 18/96 report to the Management Committee. The importance of having reports was reiterated, as was the need for the ability to load invoice tapes. This latter requirement was brought to Management's attention some time ago and several vendors have already supplied tapes which require more work by Novanet and Geac staff to load. There is some pessimism about this being accomplished soon. There will be a request made to run the calendar process updating currency conversion regularly (daily was suggested) so libraries who change their currency rates have these changes reflected in their reported encumbrances. The Committee agreed that we should, through our Chairs, pursue the establishment of separate order number ranges. Finally, The Committee recommends that the Acq/Ser Chairs clarify both the role of the Acquisitions Committee and the method of communication between the Acquisitions Committee and the Management Committee. 7. Acquisitions questionnaires David Manning is still trying to obtain answers from all agencies. (UCCB did not receive their questionnaire. Linda Farmer said she would send them another copy). When all are received, the results will be tabulated and released. The completed questionnaires have been given to the new Co-chairs. 8. Other business Alison McNair questioned whether a serial title could be set up for checkin without being in the Opac. The answer seems to be no. Many Committee members expressed concern about recent slow response time and inability to access Advance on occasion ("all ports in use" message was reported by many) No date was set for the next meeting. 9. Adjournment The meeting adjourned at 3:15 p.m