Technical Services Minutes
March 8, 2001

Present: Holliger, Jin, Laurence, Orahood, Wiesner

Head of Technical Services Report: Jin

1. CONSORT Cooperative Collection Development Coordinator
• Margo Warner Curl has applied for the position. The directors have interviewed her, and she will probably be hired.
2. Historical Document TechPro Project
• The Five Colleges’ TechPro contract with OCLC will end on June 30, 2001. There is no continuing grant money to support the project. Each of the libraries will need to decide whether to get their own TechPro contracts. Xudong thinks that we might not be able to meet the minimum number of titles per year (50 titles/$1,000). Judy suggested that we check with Ellen Conrad to see how much we really spent.
• According to Ellen’s statistics, OWU sent 7% (112 records) of the total number (1,712 records) of gov docs to OCLC since the grant started, while the College of Wooster sent 48% (825 records) of the total. We did not know until recently that we had sent such a small percentage of the titles. Wooster spent $18,000, compared to our $6,800.
3. StAP student
• Judy prepared and submitted a proposal for 2 StAP positions next year to help us with copy cataloging of the Dewey collection. The students would work the entire school year for five hours each week. We still intend to hire a KSU practicum student for the summer to help with this cataloging, but we are not sure about Fall and beyond.
4. Laurence help Wiesner 3 hours each day through April 15^th
• Joyce will assist Barbara in Acquisitions 3 hours per day, as needed, through April 15, 2001. Since Barbara has not yet received the big influx of orders she expects to get, Joyce will need to be flexible. If there are no orders to process one day, Joyce may need to put in more than 3 hours on the days when Barbara actually needs her help. It is Xudong’s intention that Joyce assist Barbara for 3 hours a day every year during the crunch period of February 15 to April 15.

Status Reports

1. Acquisitions
• In February, Barbara placed 387 firm orders, 186 slip orders, and 19 AV orders. She received 351 titles (366 volumes). 34 Gifts and 130 Historian books were processed.
2. Cataloging
• Judy reported that 1,010 volumes were added to the collection in February. 352 of these were documents. 91 volumes were reclassified, and 3 new periodicals were catalogued.
3. Cataloging Docs and Book Repair
• Joyce reported that 136 government documents were checked in during the month of February and 425 item records were added. A discussion ensued about our government documents workflow and statistics that are being kept. Xudong will ask Joy He if we can have a review of our procedures to see who is doing what in the processing and cataloging cycle. We also discussed our cataloging statistics forms and have decided to merge the form used at the OCLC terminals with the form we have been using for CONSORT statistics the past two months. Carol and Judy agreed to form a "subcommittee" to see how we might streamline our cataloging statistics. Xudong will provide us a sample from Oregon, and we will work closely with him to ensure that all pertinent statistics are indeed being kept.
• Joyce has developed a book repair statistics form. In the month of February, 51 books were mended and 4 books were not repairable and were given to Carol to send out to General Bookbinding, Inc.
4. Serials
• Carol reported that she has had a number of sick students the past two weeks. This means that she has had to do the student assistant’s tasks instead of her own projects.
• Nancy Cheney, sales representative from EBSCO, appreciated her four days of training with Carol. Carol shared a nice thank you note that she had received from Nancy.
• Carol expressed concern about the announcement in the Daily Bulletin that access to Bigelow-Rice and Stewart would be limited due to infrastructure work on the Science Initiative. She wonders how this will impact the summer binding project at the Biology and Science libraries.

Report from the Vision Team

• Carol reported that the Vision Team has presented its first iteration of the Vision statement to Theresa for review. Theresa has some good suggestions as to how the statement might be augmented. The committee will meet after Spring Break to work on the second version, and will probably not present the statement to the staff for their review until the April staff meeting.

T.S. Objectives for 2000/01

• We spent a good deal of time reviewing our Technical Services objectives. Several changes were suggested. Xudong asked us to send other changes to the group as soon as possible so that he can update the list.

CONSORT Statistics

• Judy reported that between January 15 and March 7, 5822 items have been "touched". 1,991 items have been catalogued over the course of the past seven weeks.

New Stamps Ordering

• We discussed the stamps that are needed in the department for processing materials. Joyce agreed to work with Bonnie to place the order.

LDR Project

• Carol reported that she and Marsha and Xudong had met to discuss the inputting of local data records for periodicals on OCLC. We have decided to attach holdings to the appropriate format, i.e. print holdings will be attached to our print OCLC records, and microfilm holdings will be attached to our microfilm OCLC records. A cross reference will be made in the holdings record to the other format’s OCLC number.

Carol will work on the titles we own in both microfilm and print until the summer binding project. Marsha will work on inputting print only LDR’s in the summer.

Equipment Service Logs

• Judy will set up service logs for every computer and printer in Technical Services so that we can record each visit by Information Systems, each change of printer cartridge etc. She will name each computer (T.S. 1, T.S. 2 etc.). The computer spreadsheet she has prepared for Millennium purchasing will be changed to add a column for computer and printer name, date of upgrade, and note. In the future, Tech Serv. staff will maintain this spreadsheet.

Other Business

• The shared network printer in the Reference area has been difficult to troubleshoot over the past few weeks. Carol sat down with Tom this week to create a set of instructions for the reference librarians to use when the printer acts up.
• Joyce and Carol met with Jim Scherer, regional sales manager from General Bookbinding, on March 5^th. He showed them how to determine whether a book is a candidate for rebinding or needs to be put in a pocket case. The old Bible brought to us for rebinding will need to be sent out by General to a special conservation unit. Mr. Scherer said that the binding and restoration cost would be at least $200.00. For $50.00, an archival custom "pak" could be made. When rarer materials are brought to Technical Services by Special Collections for binding, we need to ask what kind of treatment the material should receive.
• A discussion about printers in Technical Services followed. The system printer in T.S. is very old (1995) and is crucial to the acquisitions process for both Barbara and Carol. The last time Dave Henderson came to service it, he said it was nearing the end of its life. Both systems printers (the other one is Circ’s) need to be replaced. Xudong asked Judy to add this printer to Tom’s Millennium computer list.
• Judy wants to network all the OCLC terminals to our shared laser printer. She will contact Information Systems to see if this can be done.

The next meeting will be April 5^th, 2001 at 9 A.M.

Minutes submitted by
Carol Holliger