Minutes: Acquisitions Committee February 19, 1998 Kings Present: K. MacNeil (Co-chair) SFX S. Cameron(Co-chair) SFX L. Melanson (AST) K. Chandler (DALKIL) L. Hsiung (DALKIL) L. Aiken (DALLAW) L. MacLeod (DALKIL) T. Winchcombe (DALTEC) G. Fraser (DALWKK) M.MacDonald (DALWKK) P. Drisdelle (KINGS) P. Glennister (MSVU) H. Blanchard (MSVU) D. Manning (SMU) N.Sobol (UCCB) speaker phone S. Nickerson, Novanet 1. Agenda was approved with the addition of the renewable order report. 2. Previous minutes (October 2, 1997) approved. 3. Review of serials invoice loaders: SFX used the loaders and it went well. It was noted that the time saved in terms of data entry was somewhat offset by the difficulties with the HST and GST adjustments. SMU used it for all three vendors and they reported that there was a little snag with the tax field with Blackwells. DAL also had some problems with Blackwell in terms of the renewal period not being included. 4. SERIALS ISSUES 4.1 Serials Reference Report: A version from December 1997 is up and running . David Manning had been working on other changes with Andrew at Novanet. These changes were principally to add continues and continued by information and a few other changes. Scott indicated that since Andrew has left Novanet, David should resend those changes to him. Mark Bartlett was also involved in working on this report 4.2 Serials check in (Brief display screen): There was some discussion around this issue. The addition of the 780 and 785 tags was desired, however, Scott stated that in order to add this information to this screen, some other elements would have to be deleted. It was asked whether or not the 6.9 release of GEAC ADVANCE might have some solutions. Scott mentioned that this release is at least a year away. Further discussion ensued involving searching methods to help identify the correct title. It was felt that if the same screen the cataloguers see could be accessed it would be of some assistance. Scott mentioned that we are searching a subset of the opac now from the serials module. P. Glennister noted that if people see 362 fields which should be closed and are not to let the people involved know. 4.3 Amending publication patterns: At present people amend publication patterns without letting other institutions know, making sure that no check in history is lost. With the new release we will be getting our own checkin screens as well as our own publication patterns. Nick Sobol said that since December 1997 he has seen some problems with the checkins. The first item had to do with checking in issues with end of December dates inadvertently as January 98 issues. At the end of the year it is necessary to check the dates and issue numbers carefully as unusual numberings can occur. The second problem was with the insertion of boxes to check in microfiche issues. If this is done it is NECESSARY to put the NO ACTION code on the other institutions copysets, in order to prevent the item due status, which will show up on reports. It was suggested that using the COPY SET NOTE to indicate this information would be helpful. Connected with this was the request to post to the Acquisitions Web Site the names and e-mail addresses of the people responsible for check- in in the various institutions. People were asked to pass this information along to Mike at Novanet and he will post it. Another point raised was that there may be problems with the item due report. People felt that there were instances where things should have been on there and they weren’t. Scott asked to have the specifics sent to him and he would look into it. The question was raised as to whether or not the inserted boxes would behave differently with respect to this. 4.4 Handling of serials with Multi media supplements: Mark Bartlett had developed a policy which several people requested via the Acquisition committee listserve. Some discussion concerning this arose, and people felt that each institution would handle this according to their own needs. K. MacNeil suggested moving this item for discussion at the next meeting, as SMU are in the middle of developing their policy. The DALTEC policy was not discussed at all. 4.5 Percentage of serials being checked in: Kellog reported that they were probably doing up to 85% of the daily frequencies at present. They have not been doing the standing orders as of yet. Killam said the current titles were set up for check in by October 1, 1997. Dal Law said the 20 % of the journals and a few of the looseleafs are done. AST reported that serials check in has not begun. 5. Electronic purchase orders: Two possibilites were explored. 1. BISAC and 2. mail. BISAC is the preferred option in the long run, however GEAC has not yet worked on this for the consortium. Scott felt that they may be getting to it now that GEOWEB and some other items have been done. The BISAC option at the moment causes a multi line PO to happen, which is different that what we are using now. A test was done last year involving Terri Winchcombe, DALTEC and Midwest. There was a with the PO format. The concensus at the moment was that we would leave this for the time being, until GEAC has worked on it. The second option is to use e-mail to order with the vendors. We now have email capability with GEAC ADVANCE as a result of the emailing of notices from circ desks project. A new code for each vendor we wish to email orders to would have to be set up. We would need to specify a field to be used for the email address, this could be a field which already exists and isn’t used, or Scott could create a new field to use. These items could also be printed if desired, they could be put into another stream similar to the way the other reports work. Coutts is the vendor which has expressed a desire to do this. People are to let Scott know who their contact person is at Coutts if they want to begin doing this and he will set it up from there. 5. SFX, AST, KIL, KEL AND DALTEC. The question was raised as to whether or not we wanted to look at this as a consortium, or if it is an issue which could be looked at institution by institution. Some concern was expressed with regard to the accuracy of GBIP for some purposes. Scott said that this could still be put in the queue by individual libraries. It is in the enhancement plan at the moment. Books in Print to Marc for creation of order records. The following institutions use GBIP on Cd-rom: Scott mentioned that by using GBIP we end up with brief records which can be an issue. He also said that if people are still interested in this, he needs to know. 6. Cancellation letter printing: The general feeling of the group was that these letters are not used. It was decided that it could be dropped as a background processing job. The new procedure could be to put it as a option on the ORDER UPDATE screen, and it could be printed immediately if necessary to the local systems printer. 7. Cancelled acquisition records (orphans in the opac): This was seen as an issue which crosses modules (opac and cat). Scott reported that there was a job running now to get lists by institution of these orphan records. There are a large number of these in the opac now, and the issue of cleaning them up, as well as preventing them from happening from now on was discussed. The migration caused a number of these to occur. From the committees point of view the issue of preventing this from happening in the future was important. It was stressed that the bib record and piece records from cancelled acquisition orders need to be deleted. David Manning mentioned that running a cancellation report from August/September 1995 to the present could be one way to start the cleanup of these records. The cataloguing committee are to meet next week and discuss this. 8. MARC request: Scott reported that this is not available yet and that progress on it is way behind. People are still to use the qm table and he also mentioned that Novanet now reports holdings to OCLC . Scott stressed that records retrieved from OCLC should be exported, not updated (as had been the policy in the past) to avoid the possibility of being billed twice for one record. 9. 9.GAUG report: Kevin and Susan reported that they had filled out the ballot for the enhancements votes for the Serial and Acquisition modules. The results of the vote are available for people to check from the web. 10. Printing of claims,vouchers etc. : David Manning distributed a document with instructions for printing the various products. He is willing to share copies with anyone who wants. We may also put it on the web. 11. OPAC display changes using ORDA. This has been done and was met with approval from the committee. 12. Fiscal year end: The vouchers will be run daily from March 16 till March 31. The last day for authorizing invoices and creating vouchers is March 30. The system will be down on April 1. There is no longer any automatic completion jobs since moving to ADVANCE. Scott reminded people to put money in the system for the new fiscal year, so orders can be placed right away if necessary. 13. Renewable order report: Terri Winchcombe and others noted a problem with this report. The money from her large serial invoice did not get transferred from encumbered to spent. Scott said to send him the details and he would look into it.