Technical Services Roundtable Meeting Notes, October 17, 2013

Technical Services Roundtable Meeting, October 17, 2013

(Notes based loosely on meeting agenda)

 

  1. Usual courtesy introductions.
  2. Mention of supply swap guidelines
  3. Note taking request to assist: Response: Martha Olver volunteered and supplied  her copy of notes. Thank you Martha for the helpful outline!
  4. The MHEC issue once again was revisited from our last meeting: It is not working well, the set- up is difficult. Working with an older contract (from 2010), our prices have increased exponentially since then. The group felt that didn’t entirely account for the difference. Comparing the price comparisons to prove that MHEC isn’t as good a deal as MLS is very labor intensive.  Very few libraries are using it.
    1. Suggestion: Tell MLS of your dissatisfaction with this component. Carolyn previously posted and asked about experiences. She is in the process of a compilation of the replies from the listservs.
    2. What are the alternatives? Perhaps a phone call: “I’m a public library, so what can you do for me, discount wise?”
    3. Prior History: WRMLS Co-op. then MLS Co-op. Then turned over to MHEC. (Massachusetts Higher Education Consortium)
    4. As a group, use the specific examples of 100 percent price increase and send this information to MLS in one singular formatted letter.
    5. Carolyn Platt will send out the responses she received from her questions to the group.  Also requests a volunteer to “run with the ball” for this issue – it is our best chance of accomplishment. Any volunteers?
  5. Signage sharing ideas from other libraries:
    1. Adult Non-Fiction stacks made more usable. Better signage helpful to Reference Staff, as well as patrons.
    2. An example shared from CP: format: number range above with topics listed below.  OLD STYLE FORMAT”

JONES 306.81-323.4

NEW IDEA: 8 l/2 x 11 sized signage at Academic Library example: ART

          CALL # N-NX                                                                        List of Databases  and wording: “For more resources on Art go to www.mclc.libguides.com/art or scan the QR code below with your phone. (Very modern!)

  1. Now working with words: striving for good “bookstore” style signage.
  2. Darien, Connecticut: has color code, dewey, and bisach headings that bookstores use. Called “glading” (books marked with color code), has worked in the Children’s Section.
  3. Most libraries are looking for “happy medium” signage, to neither overwhelm nor underwhelm.
  4. Holyoke Public Library: newly renovated. Not sure of signage. There is signage that hangs from the ceiling or tall stacks/taking a page from supermarkets. Assists traffic flow, leads through the stacks: (Jim Keenan cited Billerica Public Library).
  5. Cataloging Questions with Janet:
    1. Now starting testing of 2.4 Release of Evergreen (which is slated to be installed potentially over Veterans Day weekend if the testing is completed and all is well). The test server is loaded with all C/W Mars data as of July. The training server is separate from the live server we use daily so no harm will come to C/WMars live server data when we test the training server.
    2. First 2.3was loaded. Then Equinox upgraded training server to 2.4. It took a couple of days. Knowing that, they will try to schedule a low-impact weekend for going live.
    3. Some 2.4 Release features: More Indexes! It was not realized prior that some collections of plays with enhanced content  notes  (740 fields) were not indexed.  Also corporate authors (710 field) were also not indexed. Janet gave Tim Spindler a list and he created the indexed 710 and 740 fields.
    4. Music number searching and Government document searching has been added to Numeric searching.
    5. Indexes from “Innovative Millennium” are back.
    6. Improvement: TAB on the Advance Search Screen: if desired, select numeric search tab as the default for the workstation. It is a WORKSTATION SETTING (NOT in your ACCT. setting), you can “go in and set searching to your specific needed defaults”.
    7. To change your default preferences: ADMIN-WORKSTATION-SEARCH PREFERENCES-SELECT TAB .
    8. CALL FOR TESTING FROM CATALOGERS: Janet sent an email prior and also made an announcement at our meeting, looking for as many volunteers as possible to spend a few hours searching and using the features on the training server. Specifically tasks you normally do every day in Cataloging and Serials. They are specifically requesting library staff to volunteer to test because C/WMARS staff can’t duplicate what we do exactly daily. If you don’t get email instructions after signing up, please contact Janet Schrader immediately.
    9. DUPLICATE RECORDS. Reminder: they exist because 2 databases (Western and Central) didn’t merge completely. Some specific requests: When a file is exported to C/W Mars, there is matching done of a bib record before it even loads, if no match, goes into the database. An appeal from Janet and the Cat Center: if you find a duplicate record in Evergreen, please send an immediate email to Catcenter@cwmars.org. That will be greatly appreciated!
    10. A question from the group arose about DUPLICATE ORDER RECORDS, also:  Explanation: There was a problem with an Acquisitions Library order not matching on a full record. And for future information of anybody who requests from the Cat Center: Amy and Joyce of the Cat Center: their records are loaded on Tuesdays at 5:00 p.m.. The rest of the CAT EXPRESS records get loaded the next day at 11:00 a.m.
    11. Authorized headings in MARC RECORDS on Evergreen: HOW DO YOU KNOW that it is validated? ANSWER: Look at the MARC record and subfield z followed by the number indicates the link to the authority file record #.  This is so if a heading if off, or something changes, the heading gets edited purposefully and then it changes all the bibs linked uniformly.
    12. Dan Pearl is working on code for C/W Mars for PARTS. He has completed development for merging parts so C/W Mars can start cleaning up “un-standardized” parts language. The parts are what makes cataloging a Serial very slow currently. (Parts belong in the bib record. Item using that part is linked to the bib record)

M. Janet Schrader and Jim Keenan- New Staff Website being rolled out today (10/17/2013). All Millennium “information/stuff” has been stripped out/and no longer available.

  1. Cataloging information is now in a “book form”. Click on “Evergreen Cataloging Manual” or individual sections for up-to-date- screen shots and updated information. Serials and
    Acquisitions also included in Cataloging information now.
  2. Transferring items to another bib record: A question arose about transferring items to another bib record: WARNING: If the item has parts, use these special instructions: You MUST delete the existing part BEFORE DOING THE TRANSER.  If you have an issue with transferring an item: remember, to transfer, you must create a volume for the item first or there is nothing to transfer. JANET WILL CREATE INSTRUCTIONS and post them on the new website.

 

  1. Janet Schrader and Jim Keenan – NEW C/W MARS Staff Library Website

 

  • Click TABS to hover, and menu’s open. He will additionally leave the old site up until the end of this month.
  • No more individual log-ons. Only one whole library log-on. The Directors of each library and each C/W Mars Coordinator will be receiving an email to share the passwords with their individual staff.
  • A request: please share your experience on the new site with Jim. Email is fine: jkeenan@cwmars.org.
  1. Janet Schrader and Jim Keenan: The 2.4 Release Features

 

  • Back to training server: once updated production server is on 2.4 release, then C/W Mars will ask Equinox to put 2.5 on the training server so can start testing for a few months.
  • Current time frame for production server and ALL libraries on 2.4 Release: Trying for Mid-November. Estimated that the sytem would be down for two days…say around November 10th/11th?
  • Back to indexing mention: Indexing took 40 straight hours so thinking of upgrade done then indexing done in chunks in off-peak times to allow the least amount of downtime.
  • C/W Mars has YOUTUBE C/WMARS Evergreen tutorials! There are even subtitles so you don’t have to have audio on if you are at a public service desk and can watch them. Go to Youtube and search C/W Mars. Target window of 3-4 minutes per video. Will link to videos or embed on website.
  • The best reaching stuff is going to show up in the 2.5 release as there was some argument in the development community (query ‘parser’ wasn’t good enough for enhancement).
  • Janet Schrader: in 2.4 release, public notes will now be visible to the public!
  • Janet Schrader: display of “alternate graphics”, example: syrillic text will display with transliteration.
  • Janet (to Jim): when can we see publisher in the 264 RDA standards records? Also, Ratings will show:  EXAMPLE:
  • MPAA rating: PG-13 (parents strongly cautioned; some material may be inappropriate for children under 13) for brief strong language.
  • Responses to questions from the group: URL FOR NEW WEBSITE: staff.cwmars.org. and more than one user can be logged in at one time.
  • Books with multiple authors: right now only see a single author in the 100 field: With RDA change: there will be multiple authors.  Also, please note in Evergreen, films call for author,too.
  • Graphic novels: helpful if want to submit  isbn for each. Still keyword searchable, not sure about if isbn is also.
  • If gaps in the volume, does it matter?
  •  
  • Duplicate location: two YA equivalent. Tim will merge and still clean-up.
  • Can’t delete prefix if item attached and in the call number ? And there is still a problem with adding a lot of prefixes. Get message, “Script has stopped running”. Suggestion: click on continue or close record, log out, log back in. Another suggestion: even if it says “script has stopped running”, others have found it still adds it.
  • Being able to search titles on a book in the enhanced contents note: if it is note in subfield t format, still searchable by keyword search.
  • Publisher is another new thing that will be indexed in release 2.4 so it will be keyword searchable.
  • Question to Jim regarding default search tab: can have more than one tab and defaults in different searches? Response: On Jim’s To-Do list: two meetings ago. Also having more than one box exposed on numeric search, too. To change default search tab: Choose ADMIN-WORKSTATION-SEARCH PREFERENCES-SELECT TAB.

 

  • REQUEST to Jim: Some people want to have a separate Adult Catalog for their library because it is based on shelving location. Example: Milford Town Library. See separate: *Milford Adult Catalog*, *Milford Children’s Catalog*.

 

  • REQUEST to Jim: Please put numeric search on Advanced Search tab/screen.

 

  • REQUEST TO JIM: With regard to the Splash Screen: only Janet uses Marc Edit/Export so it was requested it be removed. Then there will be more room for the basic search box in a larger space format.That would be much more helpful!

 

  • A notation: in 2.4 there is no HOME BUTTON.

 

  • Little icons to the right on the “SPLASH SCREEN” open new screens.

 

Off Agenda but just as important: In the midst of our group is a “Roller Derby Queen”! She is known in the “Pair O’Dice City” as “Eve N. Meaner”. If you were at the meeting, then you’d know who it is….so come to the next meeting to be in the know about such things! Hey, here’s a hint…..we lovingly know her in a Registration Capacity. And in your “outside life” of Library World, if you have a desire to join the Springfield PairO’Dice City Rollers….there is a recruitment coming up in November.  See the website link: http://www.pairodicecityrollerderby.com.  If you are not sure who I am alluding to…

(scroll down for the answer)

 

 

 

 

 

 

 

 

 

IT’S Eileen Chapman!

 

 

See you at the next Technical Services Roundtable Meeting!

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Tech. Services Roundtable Meeting Notes, June 6, 2013

MEETING NOTES: THURSDAY, June 6, 2013

(notes based loosely on Meeting Agenda)

Sue Mulry, Request for collaborative note takers in future meetings

A request was brought to the group for willingness to collaboratively take notes for at least one agenda item during this meeting (and future meetings) in order to be able to produce the most comprehensive notes. The notes serve as a refresher to those who attend, as well as informative (via the WordPresswebsite) for those unable to be present. Daniele Stasky of HCC agreed to take notes on the “Improving the OPAC” agenda item. No others stepped forward this time. Please don’t be shy, and consider lending a “hand” (pun intended), your help and skills are always needed to contribute to our group!

MHEC – prices?

  • ·         What is MHEC?  

Massachusetts Higher Education Consortium is listed online as “the premiere purchasing consortium in New England.” The Website address is: http://www.mhec.net/.

MHEC membership is available to all not-for-profit public and private institutions of higher education, municipalities including elementary, secondary schools, technical, vocational and charter schools, as well as other educational organizations throughout Massachusetts, Maine, Vermont, New Hampshire, Rhode Island and Connecticut.  The group has been helping our members since 1977 to achieve cost savings and administrative efficiencies by aggregating spend volume to negotiate highly competitive contracts.

  • ·         What can MHEC do for you?

Consensus of group: Generally, Public Libraries have good discounts for library supplies. Alex noted there is “no discount on CD jewel lids…he wanted to know if anyone has any connections?” So far, book discounts are the same but supplies are individualized. Eileen Chapman mentioned Brodart (which beats out the others) and Carolyn Platt said that regarding Brodart, it is a 25 percent discount. It was also mentioned that Demco had previously purchased Gaylord and has now acquired Highsmith, too. Sylvia Prout noted the Academic/State contract is 17 percent, and her institution is not charged shipping and handling if the order totals over $100.00. If your library belongs to OCLC, a discount is offered through Lyrasis (which took the place of Nelinet). The group consensus is for MHEC to use leverage for the libraries regarding AUDIO purchasing. It was noted that there were free replacements on cloth sleeves and woven sleeves, but only with some vendors, not all.  There was also a request for a MHEC spokesperson to come and present to the group again at a future meeting. And Carolyn would like to start a conversation about this to generate interest in obtaining better discounts for the group, so please consider contributing to compiling any changing in pricing you have noticed.

Brief recap on RDA Workshop

Highlighted changes:

Three new MARC FIELDS, no more GMD (General Material Designation), these fields replace 245 subfield h:

  • 336: CONTENT  [term] – $2rdacontent
  • 337-MEDIA         [term] – $2rdamedia
  • 338-CARRIER    [term] – $rdacarrier
  • There are no more abbreviations, nor any latin abbreviations. The purpose of which will allow for scanning and importing, without any editing necessary. The only exception is centimeters is still cm (without the period) because it is considered “a symbol”.
  • The 264 field (which replaces the 260 field) will show in Evergreen in a future release. The publication date (ex. 2012) and the copyright date (ex. c2012) will show in the MARC record separately, in multiple 264 fields. The 300 field (pagination) will not be intended to be shown. C/W Mars issued a statement, “for those downloading RDA records from oclc, please add the GMD (general material designation in the 245 field, subfield h) because it will be needed for a display on “Title Browse” search hits.
  •  A few RDA policy summaries from oclc listed below: ( and for more comprehensive information, please view the website: http://www.oclc.org/rda/new-policy.en.html)
  1.   OCLC will retain 245 subfield h (GMD) for 3 years (until March 31, 2016) where it currently exists in records. Catalogers are asked to leave the GMD in the record unless completely re-cataloging the record as RDA.
  2.   OCLC will begin to change existing WorldCat legacy records to incorporate various RDA practices by·adding 336/337/338 fields, spelling out non-transcribed abbreviations in 255, 300, 500, 504, and other fields, converting Latin abbreviations to English equivalents in 245, 260, and other fields, and most importantly, making changes to headings in accordance to RDA (for example, spelling out Department, changing Bible and Koran headings).
  • Janet Schrader, representing C/W Mars, said to change the 264 field number to 260 so the publication information shows. Add those GMD’s to RDAs you are exporting.
  • Additionally, please note: Cat Express Libraries are instructed to only edit the record when it is locally in the database. It is not known at this time when C/W Mars will use RDA and we will be notified in advance.

Janet Schrader, Evergreen cataloging questions

  • Standardized parts! (APPLAUSE) and how to tell that you have selected the “correct” format standardized part: Example used: National Geographic Kids
  1.  Brief background on this issue: Tim previously ran a script to remove the SPACE after formatted parts on all the records and it has still been happening since then. A Request: please cooperate and be mindful of choosing the correctly formatted standardized part:
  2. Select the part from the list, put your cursor in the box. IF your cursor is not immediately on the character, then the space is obvious.
  3. Tim will once again run another script to fix the part/space issue so please, please, please, send Janet’s emailed message on to those staff not present at our meeting or receiving email.
  4. Second parts request: please don’t put words  (for example) “Topics” in the parts field, it is only for standardized formatting such as v.1 . Please use the CALL NUMBER FIELD where it is much more appropriate for wording.
  • Another reminder: you can manually delete suffixes or pull them up in a list. If the list runs indefinitely or you can’t open it, then please request Tim delete the list as the next step.
  • If Janet deletes a part “in use” (because the system unfortunately lets you delete something that is still in use, aka being circ’ed), it breaks the link to the item record and you will get an error message when it is returned and checked in. There is development in the works for the ability to merge parts into standardized parts, it will be similar to merging bib records.
  •  Also in development: Parts, dates, volume numbers will display in correct numerical order. (Development is also being worked on for “August  equals 08,” for example).
  •  An aside: MBLC never noticed slowness issues in the response system because they didn’t have Serials Records like we do. And NOBLE is a smaller consortium so they don’t have comparable volume to ours.
  •  In regard to holds: if parts are standardized, you don’t have to guess which part is correct when placing a hold: much more efficient, pleasant experience.
  • ·By the way, holds are placed on title level. Holds are still a title level hold unless someone specifically selects your part for a hold. Not having parts is a good way to accidently have your best sellers go out of library. And Eileen Chapman added the other problem conversely is that if you don’t identify parts when you split an oversized item, the patron doesn’t get the desired item.
  •  Cataloging consensus: Janet asked the group for a cataloging consensus on a title record: Black Blood, tcn 2930327. The group desired merging with the record with tcn 796084841.

Future  developments  in upcoming releases, per Janet Schrader:

  •  Any notes (after the call number) that migrated will show in future releases. And in the future: public notes and script from other languages will also show.
  •  Showing public notes: example: R. Foreign. Bibliomation is example of ability to show alternate graphics records imported in script. 880 fields contain original syrillic translation to English or Latin. In our catalog, Evergreen shows the number, but not the alternate bracket text. If you see any 880 fields, please don’t take delete them because you’ll be taking out the links if you do.
  •  Authority control IS going to happen.
  • ·”Browsing the catalog link”. Gayle Ball requested that it would be great to have the term you actually searched show in a different color, Jim K agreed that is a great suggestion. You will also see what you searched for keyword in the keyword search return box, too.
  •  For title browse, author browse, and subject browse: when you have an authority record, it will read, “_____” and be a clickable link , see ____,So it references right in the browse list. (Aside from Jim Keenan – at present the system doesn’t give added weight in the 100 which should show up first).
  • Authority work: currently headings: subfield o, c/wmars and # (number is the authority record and it is linked so only changes and edits will all be linked.

Jim Keenan, Current improvements in the OPAC and  future features

(collaborative notes taken with Daniele Stasky)

  • Current: Thanks from Jim to the group: based on the group’s input, one change already implemented is the second box of the search filters that was not needed or used, has been removed.
  •  Upcoming: Next step: Format from first basic search page to advanced search: this will be more difficult because of interdependent parts of Evergreen platform that are impacted, but not documented.
  • ·Current: Sorting doesn’t follow normal lists (for example, if “fiction” is typed, “paperback fiction” will come up first, not fiction.
  • ·Upcoming: Jim is currently working on: In search return, wants to move a lot of the data under details to show at the first return screen.
  • ·Current: MBLC reported our basic search page is no longer accessible for screen readers because of autosuggest. There was a bug, there was also a fix applied. MASSLNC is the only one using auto suggest currently and the Evergreen community will try to fix it to satisfy SECTION 508 REQUIREMENTS. If not, it will be turned off until a solution is found as this is a serious accessibility issue.
  • ·Current: With auto suggest on, the cursor no longer goes to the text box nor does text. So only identified as form box and then have to navigate around the screen. Jim noted that Firefox works better on accessibility.
  •  A request from Jim: please report to Jim if you experience previous search types “that don’t go away.” Send email to jkeenan@cwmars.org.
  • ·And if you come across any anomalies in a search, please send report to same email address jkeenan@cwmars.org as it may help to solve a problem.
  • ·Another suggestion from Jim: please go to this website: MASSLNC.org, (create an account) and the go to DEVELOPMENT IDEAS, select what you like and they (the committee on Development) will prioritize working on what is most requested.  You can also submit your ideas to improve Evergreen, too (if you are on the C/WMars “Library Staff Only website, there is a link to MASSLNC in the right upper corner of the screen).
  • ·Daniele S. requested an icon for ebooks and Jim replied it is in the works for the 2.5 release.
  • ·Regarding “real call number searches in shelf browse”: two searches list: one with decimals, one without. There is a bug that was reported.
  • (An aside): There is also a link to a website to see listing of reported bugs that are being worked on in development at http://launchpad.net/. You can choose one project “Evergreen” and see those specific bug listings. If you are too shy to report bugs directly, please let Jim Keenan know (jkeenan@cwmars.org).
  • ·Another future development to note: the ability to choose what tab you want as your default in the advanced search screen.
  • ·You can set up your search range as “all C/WMars” and your own preferred search, your item will come up first.
  • ·Jim stated, “it is important to know how the Library staff is working with Evergreen as a whole. Library driven development is best achieved through knowing what the workflow is in any given library that supports the most efficient workflow. Previously, the information flow was “Central site driven”,and  now is the time for information flow from libraries to C/WMars with the system now. So Jim is putting out a call to our group to spell out our steps in an email to jkeenan@cwmars.org.For example, Here’s how we are cataloging at HCC Library….and then list out each step, etc.
  • ·Future: Gayle is working on tab in numeric search and is still working on targets chosen at last meeting. She mentioned that UPC code doesn’t work unless it is indicator one. All are in separate tables so it is possible to search, but only if UPC1, UPC2, etc.. The isbns are in a separate table.
  • ·Future: Ability to opt out of stemming so can change at will. For example: search for planter, will not get plant.
  • ·  Future: Daniele S. requested a “GO BACK button. Jim suggested she go onto the site and “like” that development (see instructions and website already listed above for MASSLNC). Many likes can get help achieve higher priority with development.
  • ·  Future: Gayle requested being able to toggle between function and OPAC view instead of current situation of several screens.
  • ·Future: Jim also mentioned an “undo button and an alert for delete/confirm” to come up.

Wishing you all a great summer, stay cool, and see you at the next Technical Services Roundtable!

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Tech Services Roundtable Meeting Notes, April 5, 2013

MEETING NOTES: FRIDAY, APRIL 5, 2013

Collaborative effort of Dorothy Austin of STCC and Susan Mulry of HCC

(notes based loosely on Meeting Agenda)

Upcoming Acquisitions Meeting

 Gayle Ball from Springfield announced there is a separate Acquisitions  “mini-round table” meeting being held at Springfield City Library on Thursday, April 25, 2013 from l0:00 a.m. to l2 noon. The meeting will take place in the library’s computer laboratory to allow for hands on experience. Tim Spindler from C/W Mars will be in attendance. It is primarily to assist with current workflow for those using the system currently (Acquisitions Evergreen module as is), as well as meant to be informational for those interested but not currently using the system. Those currently using the system will demo temporary work arounds as well as discuss and share techniques and strategies with workflows, vendor set-ups, and discuss future developments. Please bring your login and passwords for I-Page (informational), B& T Title Source, and BT Link. Email Gayle if you have any questions.

Janet Schrader, C/W Mars workshop and EG cat questions:

DUPLICATES

  • ·          Reminder that the original merge of Western and Central items wasn’t completely successful so please report all duplicates to the C/W Mars Cataloging Center as you discover them.
  • ·         Janet also explained that another duplication situation can occur when the records are loaded in an M300 upload, as there is no way to check one library’s upload with another’s. Please report any duplicates found to the Cataloging Center. This procedure is the same as previously in Millennium, except you will just need to relay the TCN number for the Evergreen record.
  • ·         Janet mentioned Tim Spindler ran a duplicate report of oclc numbers and there were 78,000 (actually 38,000 pairs) found. The records have gone into buckets so they can be merged by the Cat Center.
  • ·         Also, if you discover that a cover image in Evergreen doesn’t match your item, please report this by email to the Cat Center so it can be corrected in Content Café. By way of explanation, please note: “Sometimes the images are incorrect because both the hardcover and paperback isbns are on the same record.” Janet requests you to please still notify the Cat Center and they will respond by email to let you know.
  • ·         Please continue to report all spelling errors in records.
  • ·         Regarding combination packs: audiovisual blue ray, three-dimensional, and regular DVD packets, please put each DVD in their own pack for circulating purposes and use individual data records if possible.    

 

RDA

  • Resource Description and Access (RDA) is the new cataloging rule used by the Library of Congress and OCLC records beginning April 1, 2013. C/W Mars is not requiring/using RDA yet, but they are accepting downloaded records. There are full records and there are RDA hybrids (RDA +AACR2). There are new fields for physical parts of items that replace the GMD (General Material Designation) in data records that are “user friendly for your patrons” because former abbreviations are now spelled out.  
  • ·         Spells out completely, no more abbreviations: example: p. is now pages.
  • ·         in title field, no medium is listed, publisher not identified.
  • ·         EXAMPLE: sound recording
  • ·         Ex. 300 field = (GMD): 1 audio disc (37:36) $b digital stereo $c 4 ¾ in.
  • ·         ex. 336 field RDA  = performed music #2 rda content
  • ·         ex. 337 field  RDA = audio #2 rda media
  • ·         ex. 338 field  RDA= audio #rda carrier
  • ·         Please note when the record states “unmediated” it means that there is nothing extra needed by the user to use the item (i.e. a DVD needs a player to use the DVD). All print items are “unmediated”.
  • ·         For libraries downloading records from OCLC, C/W Mars requests that you put in the GMD (General Material Designation). 

Authority Control

  • ·         Changes in C/W Mars fields being added to MARC RECORDS in Evergreen: For example: when you see the marc record with subfield o: #(CWMars)378113, this means the authority control is linked with the authority control record of the author. It is only visible when you are in Marc Edit function. There was an email announcement that this authority control development is being paid for jointly by MASSLNC (our 3 networks using Evergreen) and Bibliomation (Connecticut).
  • ·         An advantage of the linking is that if something changes in the author heading, changing all the records in Evergreen with that linking would be accomplished without having to batch update. (A reminder that prior there was no actual authority control established when Evergreen was developed).
  • ·         Evergreen has relied heavily on keyword searching and Joan K. and Tim S. will be attending the upcoming Evergreen Conference in Canada. There is hope that cross-reference and cross-searching development through authority control will be brought up then.
  • ·         There are too many order records lingering in the Evergreen database. Unfortunately, there are duplicate records being loaded because there aren’t a lot of match points to use. Libraries are responsible for correct overlay. Patience is key, as the process takes several weeks. However, if there is an order record that has not been overlayed, and it has been more than thirty days, please report the record information (use TCN) to the C/W Mars CatCenter.
  • ·         Equinox is the Authority Control Development support system and is working on search enhancements:  Title Browse development (which will support “see from” and “see also”) when searching. The coding is completed and in the testing phase. It is slated to be available with release of Evergreen 2.4 later this year, possibly Fall 2013.

Parts

  • ·         Important reminder: please remind all Staff that when creating parts, do not add spaces in the part such as: APR (space) 2013 (space). This will create a totally different part, although it will appear on screen as: APR2013.
  • ·         Dan Pearl has been hired to work on development for C/W Mars and is currently working on parts. He is working on the ability to sort the parts in logical order for display. He is also working on a label sort key for holding maintenance and the PAC and also, on the ability to merge parts. At the current time, C/W Mars Cataloging Center is the only entity that can edit a part.
  • ·         The migrated records parts from Triple III residing in the volume fields were migrated to the suffix field in Evergreen which explains why there are parts listed in two separate fields. You can delete the parts from the suffix field or call # in your own records manually to remove the duplication. There was a suggestion to run a report for records needing to correct the parts and suffix fields. The duplicate or suffix fields should show up on the report, according to Janet.
  • ·         Regarding holds and standardized parts: bugs have been fixed with newest release, can now place holds on copy level records. If you don’t select a part, it’s just a title level hold. Example: If you place a hold on World Almanac, you will get any World Almanac, but if you use the part in the hold, you will get that specific World Almanac.
  • ·         Scenario: if you place a hold on your own item copy, and the item is in another library, and a patron of that library has requested it, the item will stay in that library until all that library’s patrons have had the item. Your library hold will wait to get to you when all holds in the original library have been filled. It will “go home to you” after all holds at the original library have been filled.
  • ·         Gayle Ball from Springfield inquired if anyone is working on development in parts? Janet’s response: submitted as enhancement requests:

                             1.  Automatically stripping out the space added in the end out of habit/error.
                             2.  Dropdown menu: scrolling vs. typing in but not being saved: you think the part is on the record and it isn’t – you have to go into the Parts                     Management area and add the part first. Would be nice to create a “durable part” right at the first screen.

 

EVERGREEN GENERAL NOTES:

  • ·         Janet wants everyone to watch/check the call number field on the verso page to make sure the correct call number is used so that call number browse will display the item in the correct order. Example given: Donkey Pilgrim. The call number browse on the incorrect call number places the item in the section for Italy books. It should have been placed in the section with the Ireland books. Just a friendly reminder: even if it  is a Library of Congress call # (which is still the gold standard), it bears checking. Please notify Janet if you find the wrong call # in a bib record.

 

JIM KEENAN’S BRIEF IMPROVING THE OPAC DISCUSSION ( a longer session ran from 2:00 to 4:00 p.m.)

Contributed by Anna Bognolo of STCC, Compiled by Susan Mulry, HCC

  • ·         Jim -“Quality of cataloging is critical to open source” (applause from the Group).
  • ·         Efforts being concentrated on usability/presentation of OPAC, not quality of data.
  • ·         New OPAC: tests in six browsers: Internet Explorer is the least cooperative.
  • ·         Recent changes to search box: search box now appears at the top of the page (centered) and is very large (idea is to mimic search engine box format since “that is what users are used to using”). There is less emphasis now on the filter boxes by placing them below (“users feel pressured to use them if they are equal in size and on the same line as the keyword search box”).
  • ·         Advanced search icon to be changed soon and a number of changes implemented:
  1. ·         Cleanup/merger of “item type” and “item form” and possibility of deleting “audience”.
  2. ·         Filters for “item type for type “book” will be much improved by dividing “book into book(all), book (print), book (electronic), book (large print). A member library attendee suggested including book (audio) and book (MP3). Seems likely they will be additionally added!
  3. ·         Likely that icons for different book types will be introduced and added/amended as Evergreen continues development.

 

  • ·         Boolean searching functionality will reappear in the Fall (heavily requested by academics).
  • ·         All changes made to the OPAC appear the same in the staff/client interface as well. The only exception is the staff/client ability to search location by first letter. (The staff/client is built on the Firefox web browser).
  • ·         The JPAC/Experimental Client staff/client speed is much improved and Jim thanked all the member libraries that participated in testing the Experimental client.
  • ·         Jim recommends accessing PAC from Google Chrome browser even though Central Office doesn’t “officially” advocate a specific browser. He explained that Google programs to standards which Evergreen also adheres to so functionality of the PAC works better via Chrome. Example: if browser being used is Chrome, then with any drop down boxes you should be able to hold down the control key and select multiple formats or type in a letter to take you to the alphabetized location of a member branch.
  • ·         “Browse option will be introduced in the Fall. Example: you can “browse” by title: type in “The Girl Who”… and will bring up all books with this in the title. Will be useful for patrons who cannot remember exact titles!
  • ·         Stemming: if you experience problems, Jim suggests turning it off. He is looking into this problem and hopes to purchase a program called “snowball stemmer” to help resolve those issues.
  • ·         Some libraries complained of difficulty searching by keyword: gets too many results that didn’t match at all what they were searching for. Try using “quotation marks” for an exact title match. Also useful for keyword and phrase searching.
  • ·         Similar complaints regarding “no matches found” (when we know that is not possible that a match isn’t found). Jim explained that Evergreen searches can time out. There is work being done for a notification that will indicate the search has “timed out” in place of the “no matches found” message.
  • ·         Jim inquired how many libraries use Numeric Search. Almost everyone present indicated they do use it, particularly ISBN and call number searching (no one complained of experiencing difficulty with call number searching).
  • ·         Authority control will return to Evergreen (hopefully, soon).
  • ·         “See also” will be introduced into the facet boxes on the left of PAC search results.
  • ·         Mobile version is being tested (though they don’t plan on having it available anytime soon).
  • ·         Texting functionality is already available, but turned off centrally. Can email to see if it can be turned on, especially for Academics?
  • ·         Jim encouraged all present and any other library staff interested to sign up for C/W PAC discussion lists, particularly if they have concerns to raise. To join, write to email@cwmars.org requesting CWPAC list or CWTALK for communication list.

A hearty thank you to Dorothy and Anna for their comprehensive note taking and willingness to share this information!

NEXT MEETING REMINDERS:  June 6, 2013

Dodie Gaudet’s RDA workshop: 10:00 a.m. to 1:00 p.m.

Technical Services Roundtable:  2:30 p.m.  to 4:30 p.m.

See you there!

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Meeting Notes : Friday, October 26, 2012

(notes based on agenda items)

 

1. Introductions (about 25 people, some new faces)

 

2. Accidental Cataloger:  Comments regarding a workshop conducted by Dodie Gaudet indicated staff found the workshop very helpful

 

3. MHEC presentation:  Paul Coute spoke about the MLS/MHEC collaboration for library materials and supplies (passed out MHEC brochure, flyer with contract contact info, and business cards). L series contracts are available to MLS members; MHEC members see all contracts available; contact Jennifer LaPointe (JLapointe@mhec.net, 413-545-4993) for questions/information regarding membership. There is an MHEC newsletter with helpful information.  DEMCO, Gaylord, and The Library Store offer discounts (of varying rates) on their entire catalog, but Brodart did not submit a bid for library supplies.  When ordering, be sure to identify your library as a member of MLS (or MHEC) and include the contract number (L50, L51, etc.)

 

4. BISAC implementation:  query as to whether any libraries had tried re-organizing any parts of their library using a BISAC arrangement (similar to bookstores).  Jones-Amherst seemed to be the only library to make even a minor implementation

 

5. Google applications for Tech Services:  someone at Jones is using Google to identify authors with common names (authority control application?); several libraries mentioned that Google Translate is helpful when cataloging foreign language materials.

 

6. Evergreen 2.3 coming:  waiting for testing to be completed on 2.3.1 (2.3.0 had several “bugs” that caused breakdowns in existing processes such as holds); implementation of 2.3 unsure, but definitely not expected before early Dec.  Expected improvements/fixes:  faster loading of MARC records, journal title search, electronic invoicing; scoping of call # search in Template Toolkit.

 

7.  Evergreen cataloging:  Janet said the CatCenter has started merging records for books on CD that are essentially the same except for the publisher to reduce the number of records to choose from in the database–if the CONTENT matches what you have in hand, you can use the existing record rather than bringing in or requesting another record.  A query as to how libraries are handling ILLs from the Quincy hub?  Janet also covered how staff can change the default view when searching from OPAC view to either MARC View, MARC Edit, or Holdings Maintenance (Actions for this Record>select desired “view”>Actions for this Record>Set bottom interface as Default)

 

8.  Improving the OPAC:  Questions regarding any aspect of Evergreen can be sent to Jim Keenan (jkeenan@cwmars.org).  Jim offered a handout of searching tips (applying to searching using the toolkit in release 2.2) which included caveats about using punctuation in searches and how to exclude a term from a search (put a minus sign in front:  -term).  He also warned that sometimes searches can be too specific because records are imperfect (data can be missing from the fields you are trying to search)

 

 

*** Thank you to Gayle Ball for taking notes! ***

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Meeting Agenda : 2:30pm Friday 26 October 2012 @ Whately

 

1.      Google – anything new for Tech Services?

2.      EG 2.3 coming/Millennium till Jan. 7th

3.      EG cataloging questions (Janet Schrader)

4.      Improving the OPAC (Jim Keenan)

5.      C/W MARS intranet upgrade (Jim Keenan)

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by | October 22, 2012 · 9:36 am

Meeting Notes from 20 June 2012

Technical Services Round Table
MLS Office, Whately
20 June 2012
2-4pm

  1. Introductions
  2. A reminder of why we moved to Evergreen:  Open Source, Responsive
    1. Remember to check the known issues on the internal site
    2. Be in contact with Jim Keenan, the new Access Services Supervisor
    3. Comment on the internal site
  3. What is the Evergreen Community?  How do we fit in?
    1. The Evergreen (EG) community is International, responsive to library staff
    2. There is support available:  OpenSource list, developers’ chat
    3. Why are there problems?  EG is only 3 years old, development is recent, but remember that we set up the system and have the power to have response to our problems through enhancements and development
  4. C/W MARS Website:  What’s in it?  How often should we check it?
    1. Use the Bug Report / Enhancement form for actual bugs, not for problems that aren’t related to the development of Evergreen. 
    2. Feel free to email the CatCenter or Library Applications, and be sure to give a CLEAR subject line and provide an example of your issue.
  5. Comparison of Millennium and Evergreen:What’s different?  What’s better?  What’s worse?
    1. Enjoy that Evergreen has multiple tabs and no more logging in and out of modules.
    2. EG makes it easier to manage multiple copies.
    3. EG has buckets!
    4. EG has nice templates
    5. EG has z39.50 for OCLC
    6. Item status can be used for quick deletion!
    7. Patron search allows searching by phone number (and many other fields)
  6. Success:  The CATCENTER loaded all OCLC files for new requests through June 18.
    1. You may find duplicate records because the loader is currently not matching on ISBN.  Equinox is working on this problem.
    2. Please report any duplicate records to the CatCenter by sending the two TCNs.
  7. Success:  All CatExpress files through June 16 were loaded. 
    1. There is not a way to filter out duplicates, so if you use only a few of these records, reserve them for unique titles rather than best sellers.
  8. Success:  You can do an ISBN search from the basic search screen even though it is not listed on the drop down menu.  ISBNs are in the keyword index.
    1. If you don’t find your ISBN through the keyword search, try an ISBN search too.
  9. Clarification:  Withdrawals
    1. Once a bib record is deleted, it is no longer searchable except by Database ID (TCN)
    2. If you delete the last item from a bib record, Evergreen deletes the bib record too.
    3. If you delete the item but not the volume (call number), it does not show in PAC; only items show in PAC. 
  10. Issues:  “All of my ordering tests for Ingram and B&T have failed to date.”
    1. Success:  Tim has had success with testing with Ingram. 
  11. Issues:  Empty Volumes
    1. Some WMARS items ended up with autogenerated call numbers and ultimately resulted in empty volumes with autogenerated call numbers (i.e., “pi-xxxx”)
    2. If you see these empty volumes in holdings maintenance, please delete them.
  12. Issues:  Volume migration to the Parts field
    1. Tim copied the suffix table into the parts fields
    2. If you find an error, create the parts, and edit the item records
    3. Do NOT use the suffix field!!!
    4. If you’re feeling sorry for yourself, remember that Palmer lost 20,000 call numbers!
  13. Issues:  Authority Records
    1. Lobby to include Authority work in development!
  14. Issues:  “FIXME” – When will we see this?  What should we do?
    1. Take some time and look at these issues
    2. Email library applications if you still need help with these issues
  15. Issues:  Receipt templates
    1. There is a repository of receipt templates on the C/W MARS site:  http://intranet.cwmars.org/node/1902
    2. These are workstation specific and must be updated on each computer.
  16. Issues:  “Also, if you change anything in the Classification, Prefix, and Call Number field (delete the call # default), you can’t, then, go to the bottom of the screen and change anything in the fields below when you are putting something ‘in process.’”
    1. Solution:  You may lose the ability to make changes to item attributes if you delete the volume barcode or volume call number.  Make sure that there is information in these fields before trying to change any item attribute information.
    2. Hit the “Tab” button to move the cursor out of the call # field.
  17. Issues:  “In the PAC, Evergreen doesn’t seem to have ALL LIBRARIES to see who specifically has the item that a cataloger or a patron might need.”
    1. Solution:  “C/W MARS, Inc.” is being changed to “All Libraries”
  18. Issue:  When looking at “View copy information for all libraries”, the column headers are lost because the copy information doesn’t have its own scrolling, and the whole page scrolls up.
  19. Issue:  How can we print the item [attributes] screen?
  20. Issue:  Can’t hide fields in copy editor (hide them, but not allowed to save the changes)
  21. Recommendation: Increase font size [Admin/Workstation Administration/Global Font…]
    1. Question:  “Does anyone know how to set it as a default so it doesn’t have to be set every day?”
    2. Solution:  You cannot change the “default”.  You need only adjust the font once on the workstation and it will save the setting between log-ins. 
  22. Recommendation:  “In Millennium, we could always see how many holdings we had attached to each record because on the left hand side of the item screen, it had numbers.  This helped immensely if it was a reference record that had many, many holdings that was a continuation as is Scott Standard postage stamp catalog or the like.  Evergreen (Holdings Maintenance) does not have that and it would be very helpful to have the numbers down the side or somewhere so we would know how many holdings we have.”
  23. Recommendation:  If you just need to replace a barcode, there is a dedicated ability to do just this.  Find it under the main cataloging menu.
  24. Request:  “A “Go Back” button in every screen would be helpful.
  25. Request:  Ability to add Copy Notes to templates
  26. Request:  Place, Cancel, Modify, & view holds from holdings maintenance
  27. Request:  Add barcodes to keyword index so that they are searchable from the home screen
  28. Request:  Refresh button in item status or confirmation of status change
  29. Request:  Browse searches
  30. Request:  Call Number shelf browse limited by library
  31. Request:  A prompt for “last copy, delete volume?” when deleting an item in Item status
  32. Next Meeting:  26 October 2012

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by | October 22, 2012 · 9:32 am

Meeting Agenda : 2pm Wednesday 20 June 2012 @ Whately

Technical Services Round Table

MLS Office, Whately

20 June 2012

2-4pm

 

Agenda

  1. Introductions
  2. A reminder of why we moved to Evergreen:  Open Source, Responsive
  3. What is the Evergreen Community?  How do we fit in?
  4. C/W MARS Website:  What’s in it?  How often should we check it?
  5. Comparison of Millenium and Evergreen:  What’s different?  What’s better?  What’s worse?
  6. Success:  The CATCENTER loaded all OCLC files for new requests through June 18.
    1. You may find duplicate records because the loader is currently not matching on ISBN.  Equinox is working on this problem.
    2. Please report any duplicate records to the CatCenter by sending the two TCNs.
  7. Success:  All CatExpress files through June 16 were loaded.
    1. There is not a way to filter out duplicates, so if you use only a few of these records, reserve them for unique titles rather than best sellers.
  8. Success:  You can do an ISBN search from the basic search screen even though it is not listed on the drop down menu.  ISBNs are in the keyword index.
  9. Clarification:  Withdrawals
    1. Once a bib record is deleted, it is no longer searchable except by Database ID (TCN)
    2. If you delete the last item from a bib record, Evergreen deletes the bib record too.
    3. If you delete the item but not the volume (call number), it does not show in PAC; only items show in PAC.
  10. Issues:  “All of my ordering tests for Ingram and B&T have failed to date.”
    1. Success:  Tim has had success with testing with Ingram.
  11. Issues:  Empty Volumes
    1. Some WMARS items ended up with autogenerated call numbers and ultimately resulted in empty volumes with autogenerated call numbers (i.e., “pi-xxxx”)
    2. If you see these empty volumes in holdings maintenance, please delete them.
  12. Issues:  Volume migration to the Parts field
    1. Some volumes did not migrate to the parts field (see TCN2449966, for example)
    2. Parts are far from standardized
    3. How can we work together to make these parts more useful?
  13. Issues:  Authority Records
    1. Authority Records did migrate to Evergreen
    2. Authority Records have not been incorporated with OPAC functionality.
    3. How can we lobby together for development?
  14. Issues:  “FIXME” – When will we see this?  What should we do?
  15. Issues:  Receipt templates
    1. There is a repository of receipt templates on the C/W MARS site:  http://intranet.cwmars.org/node/1902
    2. These are workstation specific and must be updated on each computer.
  16. Issues:  “Also, if you change anything in the Classification, Prefix, and Call Number field (delete the call # default), you can’t, then, go to the bottom of the screen and change anything in the fields below when you are putting something ‘in process.’”
    1. Solution:  You may lose the ability to make changes to item attributes if you delete the volume barcode or volume call number.  Make sure that there is information in these fields before trying to change any item attribute information.
  17. Issues:  “In the PAC, Evergreen doesn’t seem to have ALL LIBRARIES to see who specifically has the item that a cataloger or a patron might need.”
    1. Solution:  Choose “C/W MARS, Inc.” (the TOP choice in the location drop-down).
  18. Issue:  When looking at “View copy information for all libraries”, the column headers are lost because the copy information doesn’t have its own scrolling, and the whole page scrolls up.
  19. Issue:  How can we print the item [attributes] screen?
  20. Issue:  Can’t hide fields in copy editor (hide them, but not allowed to save the changes)
  21. Recommendation: Increase font size [Admin/Workstation Administration/Global Font…]
    1. Question:  “Does anyone know how to set it as a default so it doesn’t have to be set every day?”
    2. Solution:  You cannot change the “default”.  You need only adjust the font once on the workstation and it will save the setting between log-ins.
  22. Recommendation:  “In Millennium, we could always see how many holdings we had attached to each record because on the left hand side of the item screen, it had numbers.  This helped immensely if it was a reference record that had many, many holdings that was a continuation as is Scott Standard postage stamp catalog or the like.  Evergreen (Holdings Maintenance) does not have that and it would be very helpful to have the numbers down the side or somewhere so we would know how many holdings we have.”
  23. Recommendation:  If you just need to replace a barcode, there is a dedicated ability to do just this.  Find it under the main cataloging menu.
  24. Request:  “A “Go Back” button in every screen would be helpful.
  25. Request:  Ability to add Copy Notes to templates
  26. Request:  Place, Cancel, Modify, & view holds from holdings maintenance
  27. Request:  Add barcodes to keyword index so that they are searchable from the home screen
  28. Request:  Refresh button in item status or confirmation of status change
  29. Request:  Browse searches
  30. Request:  Call Number shelf browse limited by library
  31. Request:  A prompt for “last copy, delete volume?” when deleting an item in Item status

Next Meeting:

TSRT Agenda 06-20-2012

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