ACQ/SER minutes June 26, 1997 Novanet Acquisitions Committee Minutes Date : June 26, 1997 Place : King's College Library Present : Linda Aitken (LAW) Susan Cameron (SFX) Paulette Drisdelle (KINGS) Gail Fraser [co-chair](WKK) Peter Glenister (MSVU) Alison Grantham (AST) Lai Hsiung (KIL) Mary Macdonald [acting secretary](WKK) Kevin MacNeil (SFX) Alison McNair (KIL) Terri Winchcombe [co-chair] (TUNS) Scott Nickerson - invited guest Regrets : Mark Bartlett (TUNS), David Manning (SMU) Nick Sobol (UCCB) Remarks - Gail informed the committee members that this would be Alison McNair's last day to serve on the Acq. Committee and thanked her for all her work. Speaker phone was attempted with UCCB but we were unable to get through. 1. Approval of minutes (March 4, 1997) Minutes were approved with the following corrections/discussion. 3A. GAUG Enhancement requests - clarification as to whether and when GEAC would address enhancement requests. Gail sent around copies of GEAC's response to the various requests (ACQ and SER). Some will be addressed in release 6.9 while others are not yet planned. 3C - changes requested by Karen C. And Lai H. For checkin box clarification are not as easy as previously thought; the changes must first go as enhancement requests before committee of Chairs. Discussion - It was felt the Chair of Committee should belong to Enhancement listserv. The benefit being that big enhancements can be posted to list and if enough sites want them then GEAC may make them part of a new Release as opposed to individual sites paying for them. Small enhancements would continue to be done as a local request. All requests should be passed through the Novanet office first to determine if it is small or large. Item 4A - SFX and Kings want printer training sessions. Invoice tapes - Faxon didn't get loaded yet. FTP is preferred method of invoicing. Also possible for books if you want to do invoicing by the month - maybe more difficult for those using approval plans. Scott asked that any agency which wanted to do invoice loading should provide him with the name of the company, the name and phone number of the person they normally deal with, and when and how large their big invoice will be. 2. Approval loaders, electronic ordering and GBIP. A. Approval Loader is a database file of brief marc records for monographs. The slips you would ordinarily key in would be in the system as an unauthorized request which could be deleted if not authorized within a certain time frame. OPAC would still have to be searched in case a full record is in the system ( you would use the full record to order instead of the brief approval record ). A lot of duplication could result if agencies had the same profile, to avoid this it would be preferable to have a Novanet profile so only one record comes in. Whoever happens to retrieve it first would make it into a Marc request. [ Release 6.9 will allow people to search for only new approval titles ]. The usefulness of approval loaders rests on the volume of orders and how you do your selection. Approval loading has not been done yet and it was felt electronic ordering should be given the next highest priority after invoice loading. Approval loading and GBIP, which also hasn't been done yet should be set aside until invoice loading and electronic ordering are tried and tested. [ Z39.50 interface allows you to retrieve the marc record from other libraries without paying for it ( except OCLC ) - questions arising from this are do you want to catalog a book before you order? A full record would exist for an order that maybe cancelled. ] B. GBIP is changing the way you access it. It is not a MARC record which means Novanet would have to write a program to convert it. The committee does not want work done on this until other more urgent work is completed. [ Serials list for UCCB will be done by August. There will be a brief bibliograpic record containing title and summary holdings. If another library has the same title it would also be on the UCCB list. The Annual Reports and corporate reports will be problematic as the sort is done on title, author and imprint. The list for Killam would be about 12,000 pages long ]. C. Electronic ordering - BNA, Coutts and Midwest are quite interested. Midwest are the most advanced ( they will confirm receipt of your order, no printing needed ). X Bisac would be on mail screen so anything that can't be done electronically would still be printed. It would be transmitted by Novanet office and the next work day you would see ON ORDER ( these orders would still appear on a report ). Novanet has to write some software to interface with these vendors, all Scott needs is for an agency to say they want to use this facility, but the committee must decide where they want Novanet to focus their time - invoice loading or electronic ordering; Faxon invoice loading for Killam is on the top of the Novanet list for acquisitions. Peter suggested that Novanet work on the electronic ordering until the invoice loaders come. TUNS will have Scott test electronic ordering with Midwest. [ Do we still need pre-printed purchase order forms? Should we continue to use plain paper until electronic is in place? The design of the acquisition form is done by Novanet office as requested by the committee. It was decided we should stay with the plain paper but change design to include edition and series and have full page. ] 3.Committee of Chairs Meeting Report -Implementation/Enhancements A. Implementation. Scott reported that The Committee of Chairs for the most part will decide queue of what gets done, Executive Committee may intervene once in a while but this is rare. Novanet office has been told by Management Committee that Advance must be implemented. They want a list of those items which have still not been. Scott stated that invoice loading, electronic ordering etc. which the Acq.committee has been referring to as still needing implementation, is in fact a feature which has not been employed/utilized. Agencies are all at various stages of using the features provided by Advance, this is not to say the functions aren't implemented or available on Advance for the agency to use. The committee agreed to consider Advance implementation complete with the understanding that certain features such as invoice loader, electronic ordering, approval loaders etc. still require some work. B. It was reported by Gail that the committee of chairs met on Monday June 23. The Executive Director position needs to be filled within a year. Ron MacDonald of ISI will be stop-gap Executive Director during this time. The Executive wants better lines of communication between Executive committee, Committee of Chairs, and the Novanet Office. It was decided there would be a rotating chair for the Commmittee of Chairs with regular minutes going to all the Executive Committee. The Executive Committee said they would make more detailed minutes with decisions stated. The Novanet Office has offered to host the GEAC Advance Users Group in 1999. 4. Term of Acquisitions Committee Chairs. The term for the current chairs ( Gail and Terri ) is up at the end of July. Kevin and Susan will become the co-chairs August 97 to July 98. The committee thanked Gail and Terri for the work they've done. 5. ACQSYS records. Should we update records we retrieve from CAT? Only brand new records should be in full caps. Don't put caps for items which are duplicate. A new edition should be done from scratch so you get a new marc record etc. the only exception to this would be a hard and paperback title which you may want to copy. 6. Check-in Status Options. David would like to use lost as an option. Time ran out before other options were discussed. Some further discussion took place on ACQ-L. A Committee decision will have to be made at some time. Meeting adjourned at 3:50. Susan Cameron/ Kevin MacNeil Angus L. Macdonald Library St. Francis Xavier University Antigonish, Nova Scotia CANADA B2G 2W5 FAX 902-867-5153