Resource Sharing, Automation & ILL Advisory Committee Minutes: August 28, 2001

Present: L. Crow (MHLS), S. DiLorenzo (MHLS), N. Foster (PPLD), D. Garofalo (MHLS), J. Huen (PPLD), S. Long (East Fishkill), K. O’Brien (MHLS), L. Shedrick (Town of Ulster), G. Thorpe (Cold Spring)
Absent:
C. Briggs (Hillsdale), W. Alexander (Rosendale), E. Farley (Haines Falls), D. Pulice (Pleasant Valley), F. Rees (Hudson), B. Spataro (Palenville)

Materials Distributed: Agenda, Minutes of 4/26/01 meeting, policy sheets for patron registration, GEAC update highlights, RBDB draft 2002 budget Minutes from 4/26/01 Motion to approve by L. Shedrick; seconded by S. Long.

Topics Discussed:
Fastcat related updates (L. Crow)
Installation of GEAC software update can be scheduled at any point. After reviewing highlights of this update, the committee recommended that it be scheduled as soon as possible. Because it has been requested that the "last patron info" password be changed to an individual library password, Linda will be changing these passwords. She will distribute information asking directors to contact her to request their own password.

Automated Circulation Initiatives (L. Crow)
At present 46 libraries are circulating online. Stone Ridge is tentatively scheduled for Fall, 2001. Other libraries that are getting ready will probably wait until after we migrate to the new system.

RBDB updates (D. Garofalo)
A draft of the 2002 budget was distributed. It currently includes money for the automated circulation initiative for 10 additional libraries scheduled for next year, online database subsidy support, hopefully for Proquest, support for OCLC, and funds to put towards a new server for migration. D. Garofalo is gathering statistics for Proquest usage to see if this service should be continued. S. Long felt that MHLS should support this service since it meets the needs of the patron better than the New York State Gale databases. There are still automated circulation initiative funds and migration funds remaining from the 2001 money.

VDX (S. DiLorenzo)
S. DiLorenzo and C. Roberts (MHLS) went for training on the newest version, which turned out to be another release of version 2. Changes for this version did not include any major improvements. There has not been any solution to the "bulk actions" problem. Version 3 should be released later in the year and this will include significant changes. In regard to the new implementation for the prisons, N. Foster felt that it was very difficult to fill them. Since the introduction of system holds, using VDX is not a part of the regular routine for libraries and as a result she felt that the prison requests disappear off the system before they can be filled. She also felt it was very time-consuming to go through all the screens to process these requests. Usage of VDX may increase if Southeastern can get a commitment for RCLS and academic institutions to implement it. At present RCLS is hesitating until VDX adds a screen that will force the requesting library to search their own catalog first. The committee feels that this is part of standard procedure for all libraries and should not be a concern.

RDA project update (D. Garofalo)
All libraries that maintain their own pages should have received a memo with information on how to update new pages for Home Access. Computer operations update No report. System wide & patron placed holds via GEAC Please see Policy discussion below.

LSTA funds (D. Garofalo)
The grant for 2002 will include web-based training that will include equipment to put this training on CD-ROMs and DVDs. The grant requested $60,000, but the initial feedback was that this was too high, so it will probably be scaled back. Training will include topics like Internet searching, LANs, and basic circulation.

Migration preparation
Since the contract is still in negotiation, at this time we have no information for an exact timeline or preparation that will need to be done. There will probably be a need for committees to deal with topics like the OPAC and library staff concerns like circulation and cataloging. Other general preparations that were discussed were verifying patron data and a possible purge of inactive patrons. Individual libraries can request a list of patrons with expired cards or with last activity dates beyond a selected date from Linda. Another suggestion was for libraries that have been circulating on GEAC for a long time consider major weeding projects. Again a list of books that have not circulated since a selected date can be requested.

MHLS system wide procedures, policies and practices
The revised document is available at http://midhudson.org/documents/draft_policies.htm Topics include when to place a manual stop on a patron’s record, a review of registration policies, how to reregister a patron, lost materials and reimbursement, fines, system holds, how to use routing slips and magazine requests.

ACTIONS

The Committee recommends that L. Crow schedule the GEAC update as soon as possible and distribute the information on the highlights to all GEAC libraries.

In preparation for migration, the Committee recommends that libraries that have been circulating on GEAC for a while consider doing patron purges and weeding for those items that have not circulated. Please send a list of titles that you have removed last system copies to data entry so the bibliographic record can be removed from the database.

The Committee recommends that as of Jan. 2002 one barcode should be used for barcoding multiple item sets. The procedure in the "Collection Preparation and Linking" manual states that the best practice is to use one barcode per title for multiple part titles, especially the books on cassette and CD. To improve the quality of service to the public placing system holds, this process should be standardized.

The Committee also recommends that standardization of system- wide circulation parameters be pursued. When we migrate to the new system, the loan rules of the lending agency will be followed. Again, to improve service to the public using system holds, it would be less confusing if all libraries that supply system holds follow the same set of parameters for due dates, fines, etc.

The Committee also recommends that all libraries remember the importance of the status of their items to patrons placing holds. Please change the status of items not available for circulation to "non-circulating" or "missing" where appropriate.        

Next committee meeting: TBA.

Minutes recorded by Karen O’Brien
August 30, 2001