Present: Katherine Green, Greg Tramel, Linda Gambrill, Mark Harris, Nancy Agafitei, Mick Stafford, Anne McGittigan, Ty Beauchamp, Ron Stauss, Gene Rollins, Sandra Dies, Maryann Readal
Guests: Scott Gilbert, T.R. Lynch, Bruce Farrar
Handouts: Bibiliographic Authority Control meeting minutes, Procedures for delivery of transit items, Area library database matrix, Tub label, Update on ILL “lite” trial.
1. Greg Tramel welcomed the guests.
2. The minutes were approved. Gene added that the Safari Tech books were now available to NHMCCD and MCMLS.
3. Day-end Processing
This process is run every night. Ty Beauchamp monitors the activity log for errors. MCMLS has noted some irregularities. Some of these irregularities have been sent to Dynix for resolution. Linda noted that HCPL sends an email to patrons when holds are ready. MCMLS calls patrons. Some patrons are being called by MCMLS and receiving an email notice from HCPL about the same hold. It was noted that the HCPL hold notice does not include the title and location, therefore patron does not know where to go. Perhaps there could be a way to eliminate this duplication of effort between the two systems.
Another problem is that sometimes holds do not get deleted from the patron record when the book is checked out to that patron. Ty can run a report on these holds, which then can be deleted from the patron record. Mark said that he has a “kill” program from Dynix that could be used to delete these holds. Ty said that he uses an SQL script to do this.
For the next meeting, Ty and Gene will look at the parameters on hold notices, Linda will bring examples of problems, and Sandra will look at patron records with “stuck” hold notices and Ty will look at the activity logs daily to monitor trends. Circulation Committee should discuss how to eliminate duplication of effort and other issues with hold notices, including what to tell patrons when they report that they are no longer receiving email notices.
There was a discussion of the length of time needed to run day end and whether it would impact running debt collect when it is implemented. Gene felt that this would not be a problem, since day end could be run during business hours.
3. Horizon Upgrade.
13 digit ISBN’s will begin to be used exclusively in February 2007. Currently, Horizon cannot handle the 13 digits – they cannot be used in ACQ and cannot be searched. Gene will see if there is a Horizon upgrade that will take care of this issue.
4. Issues with Deliveries between the systems:
Red and blue HCPL tubs are going to MCMLS
MCMLS tubs are only for internal use
Incorrect labels are being put on HCPL tubs going to Tomball for sorting to MCMLS
There are not enough NHMCCD tubs and the tub lids are disappearing
Sometimes tubs only have one or two books.
Labeling of transit items is not consistent.
Not all systems are using system generated transit labels.
NHMCCD items are not marked with name of owning library.
Communicating sorting and delivery procedures to staff is a problem, especially in branches which receive only occasional requests.
NHMCCD is purchasing 100 tubs and additional lids that can be used by any system for deliveries.
NHMCCD is purchasing brightly colored envelopes to be used instead of tubs when only a few books need to be delivered. A plastic pocket will be attached to insert the destination location flag.
All systems will preface intra-system deliveries in tubs or envelopes with a flag that uses the institution code first – MCMLS, NHMCCD, HCPL
Flags for bins and envelopes should be created centrally to ensure consistency.
HCPL may investigate using TXpress to deliver occasional requests from branches.
Drivers need to know that HCPL tubs should not be used for deliveries to MCMLS Central.
Mark suggested that HCPL branches send materials for MCMLS patrons to Tomball and materials for NHMCCD patrons be sent to CyFair.
This issue needs further discussion.
5. ILL “Lite”
Nancy Agafitei reported on the ILL lite project. The conclusion is that when the item is on the shelf, using the ILL lite process is faster than using ILL. Even though staff intervention is necessary, time is saved on the return side since Horizon handles the record keeping for the item. Nancy estimated that expanding the service to all branches of each institution would increase the number of books being delivered between systems by 975. Nancy will develop a procedure to implement ILL “Lite” systemwide. Each system will discuss implementation of the service with the appropriate groups in their system.
6. Transit Slips
Katherine Green requested that MCMLS continue to circle the destination location on their transit slips. MCMLS will resume circling locations.
7. PC Reservation Software
PC Reservation software should be configured to look at Horizon to populate the software’s patron database. If this is done, HCPL users could easily use the MCMLS reservation system and vice versa. SAM Encompass and Visionware were two software packages that were mentioned.
8. Meeting was adjourned. Next meeting will be Monday, August 21 at DSTC.