Acquisitions Committee Minutes Date: October 2, 1997 Place: King's College Library Present: Mark Bartlett (DalTech) Mary MacDonald (KELLOGG) Helen Blanchard (MSVU) Linda MacLeod (KILLAM) Susan Cameron [Co-Chair] (SFX) Kevin MacNeil [Co-Chair] (SFX) Karen Chandler (KILLAM) David Manning (SMU) Paulette Drisdelle (KINGS) Scott Nickerson (Novanet, Guest) Gail Fraser (KELLOGG) Nick Sobol (UCCB) [speaker phone] Alison Grantham (AST) Terri Winchcombe [acting secretary] (DalTech) Lai Hsiung (KILLAM) Regrets: Linda Aiken (DALLAW) ; Peter Glenister (MSVU) Added to New Business : MARC request, Mark Bartlett, DalTech. Agenda approved. Minutes from the June 26, 1997 meeting approved. Report from August 26, 1997 Committee of Chairs meeting minutes are available on the Novanet Staff Homepage the main focus of this meeting was to prioritize enhancement requestS such as: electronic invoicing, BISAC ordering, BIP records in a workfile, and information to be added to the check-in copyset summary screen Electronic Invoicing: this is the ACQ committee's main concern SMU, SFX, Dal Killam, MSVU and UCCB will be using electronic invoices to renew their serials electronic invoices will have prorate flags set to Y to allow line editing during the week of October 6th Scott will contact each library planning to use electronic serial invoices to discuss the settings that should be used to allow invoice processing electronic invoice numbers cannot be made unique (if you normally prefix your invoices with S or D or T97) Novanet expects to be able to load an invoice the same day it arrives. each library should have one person designated to receive "Invoice loaded" notices from Novanet. Novanet will always be responsible for loading the invoices, not individual libraries notification of invoice loads could possibly be put on the web page The institutions ready for invoice loaders will do it, see how the problems go this year, we'll work on them in the new year. For this first run, we'll select prorate=Y to allow modifications. BISAC ordering: DalTech Library set up 3 orders to test with Midwest, the orders were generated, there was a confirmation report but the actual order file was no where to be found. This technical problem is waiting for GEAC to fix it. BISAC orders have multiline purchase order numbers, the usual 10 numbers /0001 (or /0002, etc.). We will have to ask vendors to quote the full purchase order number and reports will have to be modified. Books in Print records in a Workfile: the Committee agreed to put this off until Winter '98 the process for loading these records into a work file will involve acquisitions staff searching BIP, exporting records to a disc, ftp'ing the file to Novanet for loading into Advance the Cataloging Committee will want to be involved in this discussion Adding information to the check-in copy set summary display screen: Scott can add information to this screen 780 tags can be added immediately Serials Reference Report UCCB is using this report and they like it the way it is All desired changes can be requested through the Committee Co-chairs Novanet will freeze a version of this report then make a customized version for any library that requests one. Authority Control Meeting, July 30, 1997 report all records were sent to BNA except qm, qs, and zz the brief records that came back overwrote full MARC records to prevent this from happening again, the program will check and exclude any records with a 245 in all caps, and a leader with qm, qs and zz from now on, all brief records should be entered as MARC requests or qm records. Changing Publication Patterns sometimes one title will be available in different formats with different publication schedules we should insert boxes for supplements or microform for now Advance 6.9, coming in May 1998, will end this dilemma by allowing separate check-in for each institution. Computer discs with serials keep: journal issues; supplementary materials; conference proceedings discard: ads; free time; trial copies; demos; product catalogs discs containing viable supplementary material are kept, either with the issue or available at the circulation or reserve desk the issue is labeled, stating where the disc is available if a disc comes with a particular issue: a note is added to the issues' check-in box a piece record is added for each separate disc, then the disc is barcoded, labeled, etc. different copy sets are set up for different locations, paper or disc discs do circulate conference proceedings are cataloged separately no library is providing a computer workstation for these products Code table amendments Options for serials status were discussed: CODE DEFINITION DISPLAY IN OPAC? Lost If the issue is non-replaceable No In repair For issues or bound journals being repaired Yes Ser.office Killam hold shelf, waiting for missing issues Yes Never pub. For issues never published, but numbered. Yes OPAC Committee wants to see our plans for this option before we proceed with the additions New Business MARC request we will be without MARC requests during November and December 2 more batches will go to the National Library before then the service will continue, price details are still being worked out, it will be similar to what we have now we should continue to use qm when ordering the National Library is changing to a new system, therefore rewriting the MARC request software HST/GST on invoices what are libraries doing with invoices that do not have the proper tax included? Each library is handling the situation differently, depending on what their financial services department requires. Meeting adjourned at 3:20?