Minutes : Acquisitions/Serials Committee Meeting #1 15 October 1998 @ Kings 1:00 pm Present: Linda Aiken (DALLAW) David Manning (SMU) Paulette Drisdelle (KINGS) Terri Winchcombe (DALTECH) Helen Blanchard (MSVU) Linda MacLeod (DALKIL)(Acting Secretary) Gail Fraser (DALWKK) Lai Hsiung (DALKIL) Karen Chandler (DALKIL) Lloyd Melanson (AST) Bill Birdsall (Novanet) Peter Glenister (MSVU) late Mike Scott (Novanet) (guest) Regrets: Mary MacDonald (DALWKK) Mark Barrlett (DALTECH) Meeting began with BB as Chair as PG would be arriving later. 1.Agenda approved with no additions. 2.Minutes approved, no corrections 3.Business arising from minutes of last meeting. (Numbering from June 25 Minutes) 3.1 Peter Glennister agreed to chair ACQCOM for 2 years.. 4.1 Web page data updated by Richard. 4.2 Multimedia supplement checkin -Task Force formed with DM as Chair. Other members LH and MB (to be asked by DM). Task Force to get data on multimedia supplement; to focus on ACQ concerns/issues; and to be proactive with other committees when issues are multimodular. 4.3 Electronic purchase orders -Email ordering up & running. Shastri added to vendors receiving orders by email. Email orders are sent every hour. Turnaround time has improved. Problem at Kings with last order not being sent. Mike will investigate. (See also new business 4.1). BB suggested that head librarians should be informed that e-mail orders are working well. 4.4 Cancellation letter printing -dealt with in enchancement requests. 5.1 Year 2000 compliance -discussions are ongoing with GEAC -custom designed reports to be checked by Novanet staff (not sure on this point; my notes are not clear) PG arrives & takes over as Chair. [7] Serials claim address. - BB will check at Novanet as to whether the problem is fixed. The explanation is that the system will use as claim address that of the vendor at the time of checkin. [8] Serial item due/expected issues reports - Serials item due report (GEAC) does not work. Mike is to check with Scott. 4. New Business .1. Electronic ordering vendor change duplicates. LH. Whenever vendor is changed, an e-mail order to new vendor is sent. Is there any way to stop an e-mail order being sent. MS will check the possiblity of no print (in status) working as no send for e-mail. (See discussion on ACQ list for updates) .2. email Claims MS. Process should be the same as e-mail PO's PG. Is it possible to claim serials as well? DM. Do codes and addresses need to be the same for each claim method ? Serials get claim codes from the copyset record. and the system differs for monographs and serials claims. Email claims for monographs should be actively pursued. TW will test claims with MS. PG suggests going ahead if explorations prove successful. .3. Marc request. PG reported for information only that NLC not yet operating Marc Request and no date has been set for 98/99. Novanet would be one of the first customers to use the new Marc Request system. DM. SMU relied on Marc Request to get copy cataloguing. PG. When the Marc Request system is operational, there will be a large number of requests built up, should only a range of LCN be sent. .4. Network location PG. Need information on the impact of location on ACQ and how to overcome obstacles to using it. Example of multimodular concerns. .5 Library/Vendor account number Lloyd M. Asked that the account number be put on the printed orders going to the vendor. Decided to include it in enhancement requests TW Asked that edition statement be included as well. .6. Enchancement list BB Committee has decide on priorities rather than Novanet office. LH. Suggested we go through the list again to see what has to be done or what can be done some other way. DM Expressed frustration at not being able to do on Advance what was possible on GLIS and that ACQ requests have been given low priority compared to others. - committee should find out whether enhancement is easy or difficult. (Although easy ones are done almost immediately, hard ones take longer) Committee went through the list revising priorities. The following requests have been eliminated: 1) Request# 9700248 Module: ACQ Priority: Type: Enhancement Request Subject: Can records be exported from BIP to ADVANCE? -- 2 libraries are still interested 2) Request# 9700264 Module: ACQ Priority: 5 Type: Enhancement Request Subject: Loading ACQ Vendor Selection Slips Investigate an automated way for loading vendor selection slips to reduce manual keying of bibliographic data during the order process. -- 2 libraries are still interested 3) Request # 9700543 Module: ACQ Priority: Low Type: Report request Subject: Acquisitions Statistical Reports... Set up a Web page which links ACQ reports such as volume statistics for the system and for individual libraries. These reports should answer general questions like the following: Is there any way I can get Stats on how many book we have ordered for the year? -- Request to be referred back to find exactly what was wanted. Discussion on reports and their importance followed. See below. 4)Request# 9600767 Status: Open Module: ACQ Priority: Low Type: Code Table Change Subject: Design new two-part ACQ PO form The following requests have been kept at the same priority 1)Request# 9700249 Module: ACQ Priority: Type: Enhancement Request Subject: Implement BISAC ordering with several vendors John Coutts Library Services BNA Midwest Library Services B.H. Blackwell etc. -- DM. Although e-mail ordering is not BISAC, the priority is lower for this request. -- GF Logan Brothers prefer BISAC -- PG BISAC is the next step. 2) Request# 9700516 Status: New Last Updated: 980915 Request placed 980303 for: ACQ committee By: Module: ACQ Priority: Low Type: Enhancement Request Subject: Add an option 'Print letter' from ORDU function (cancellation letter) Libraries would like the option of dumping a canned cancellation letter to an auxiliary or system printer from within the ORDU function. The following requests have been given the highest priority 1)Request# 9500121 Module: ACQ Priority: High Type: Code Table Change Subject: Add fields to print on Purchase Order form the edition and series fields are not printing on the acquisitions purchase order forms -- As well vendor account number to be added. PG will email Scott with the new priorities Statistical reports discussion. KC and DM stressed the need for reports for serials and the frustration with the Novanet reports. Need active copyset report, expected issue reports, management type reports. BB asked for direction for Novanet staff; the Committee should decide what basic information is needed and is available now. DM Reports need to working and useful. (Did we decide??)There should be a subcommittee to discuss the kind and number of reports needed. Meeting adjourned. Linda Macleod Monographs Unit, Killam Library 494-3386 lmacleod@is.dal.ca