SRG Meeting

November 7, 2007

Attendees: Brenda Muhlbaier (GCLS), Karen Boucher (WDL), Kathy Capobianco (WDL), Gerrie Schwebel (WDL), Anne Zuber (WEN), Ann Kohn (GCIT), Bunny Jacobsen (DPL), Jean McGowan (DPL), Susan Mroz (FRA), Carol Wolf (GCLS/GLA), Judy Ballard (GCLS/MHB), Jacki Moore (NEW), Pat Hirsekorn (GCCL), Anne Mathis (EAS), Mary Ward (WES), Ralph Bingham (GCLS), Karen Shiles (GCLS)

While we were waiting for everyone to arrive and get settled, Karen asked us to review the minutes from the last meeting. There were no corrections.

Karen informed us that Sirsi/Dynix has finished their portion of the Deduplication project and asked if anyone had noticed a difference. A few present had noticed a difference to bib records. Sirsi/Dynix had sent Karen all the reports generated by the Deduplication process; she and Flo Rosenberg are sorting through the reports – none of them have been sorted by library. When they are finished deciding what needs to be done, Karen will be contacting each library about our part in the project.

General Media Description: Gerrie asked about subfield ‘H’ in the 245 tag MARC records – how were different sound recordings handled? Karen mentioned that while some of those fields had been changed, Sirsi/Dynix could not determine what the various formats were and left all ‘sound recording’ entries as is. One of the reports Sirsi/Dynix had sent Karen was a list of what was found in 245 subfield H as well as a list of LCH standards. Gerrie wanted to know if we had to make the changes ourselves, and the answer is yes. It was generally agreed that [sound recording (compact disk)] – or (cassette) would be used. Bunny asked about MP3 records. We agreed on a standard of [sound recording (MP3 disc)] for those records. Ralph will post to the LOGIN blog all the standards for the ‘H’ subfield.

Also noted was that bib records with multiple 1XX fields is not acceptable in MARC.

Sirsi/Dynix will continue to run the Deduplication process every 3 months to keep this from getting to be a large problem again.

No changes were made to patron names; we still have to watch for duplicating patron records. Karen stated that she had noticed variations in format for patron records. Some libraries had used all caps, upper and lower case, as well as all lower case, used. She asked that we use the same (all caps, or upper and lower caps) throughout the patron’s record. We should not be using all lower case at all.

We were reminded that when extending privileges, ask for ID. There had been a problem with one of our libraries when a patron’s privileges had been extended and they no longer lived at that address. The last paperwork on file was from several years ago. While we can not be positive that a person had not moved after their drivers license had been issued, it is the most accurate means of determining residency for a patron. GCLS will also accept leases and settlement papers.

Removal of expired patron records was enquired about. Karen used to run a report for expired patrons, but had not been doing so lately. It was discussed about deciding on which records should be removed (how long expired, could fines be forgiven, and if so, how much was deemed ‘forgivable’?) The Directors would need to decide on which patron records could be removed, based on these factors. Karen can schedule a report to run when it is decided how often it needs to be run. Karen B. asked if they could get a list of users being deleted. West Deptford keeps a copy of patron applications on file and will need to remove the paperwork of patrons no longer in the system. Karen will look into how this could be done.

Judy mentioned a problem that they have been running into regarding Holds. They have found that if someone is handling a hold at another library and clicks on ‘Release Item’, it will show up as ‘available’ on the hold shelf of the pickup library – even when it is still at the owing library and still needs to be delivered. She does not remember when this ‘Release Item’ button pops up or how to get to the screen, but it has been a problem when patron come in to pick up a hold and it’s not on the hold shelf, but shows up in delivery a few days later. GCLS uses the SVA system; patrons are called automatically when the system says the hold is available.

We spent some time attempting to duplicate this problem and could not do so. We were able to discover that if you double-scanned an item in the Trap Holds function, a ‘Release Item From Transit’ button appears. However, nothing happened when we tested clicking ‘OK’ on the button. It was reasoned that it is possible if someone logs into REPORTS to run the On Shelf Holds Report and then traps the holds while still logged in as REPORTS, the computer thinks your are in Mullica Hill, as they ‘own’ the REPORTS login. Then, if you click ‘OK’ on the ‘Release Item From Transit’ button, the computer will change the status from ‘In Transit’ to ‘Available’ on the hold shelf, provided the hold is for a Mullica Hill patron. It is important for staff to remember to log out of REPORTS and log back in with their library’s CIRC login. This should eliminate the problem.

West Deptford asked about changing iBistro on their PAC’s to only place holds on West Deptford owned items. Ralph said we can not customize for individual libraries; changes to iBistro are global.

Karen had come across some interesting information regarding statistics for online renewals. On Sirsi/Dynix’s FAQ page, there had been a question about which library in a consortium get credited for an online renewal. The answer is that if the patron uses the ‘My Account’ button, the system assigns credit for the renewal to the library’s website. In this instance, the patron has already selected their library from a list of LOGIN libraries. If, however, the patron enters their barcode into the Login ID box at the top of the iBistro screen, then they system assigns credit for the renewal to the patron’s home library. West Deptford and the GCLS libraries do not have this box on their iBistro screens. They elected not to add this box, as it might be confusing to patron about what needs to be entered into the box – if they even notice it at all.

Judy had a request about placing holds on ILL items. GCLS creates brief records of ILL’s they receive on behalf of their patrons, for the purpose of circulating and keeping track of these items. Please Do Not place these items on hold – they do not own these items and can not honor holds requests for them. These records are ‘shadowed’ and will not appear in iBistro, so patrons can not see the ILL’s and place them on hold. ILL records all have ‘ILL’ followed by the title of the item. If you see this in Workflows, Do Not place the item on hold.

There was some confusion about when (and whether) a patron is blocked from borrowing materials. Is there a threshold? It was agreed that there was a threshold for being able to borrow, but not on the amount. Some thought it is $5.00; others thought it is $10.00. After some research, the correct amount is $10.00.

Ann K. asked about whether we were permitted to collect fines for other libraries. She was informed that we had agreed some time ago that if a fine was under $5.00 for a library, we could collect the fine and keep the money. If the patron owes more than $5.00 to another library and wants to pay for it, they need to write out a check made out to the library they owe the fine to and we will then pay the fine in the computer and send the check to that library.

Anne Z. asked about being able to pay fines for multiple family members in one screen. She thought she remembered this from a past meeting. We can not look at multiple patrons bill records. We do have a ‘proxy checkin’ feature that will tabulate multiple fines when checking items in, but this does not include fines already owed on individual records. Ralph mentioned that meeting minutes are posted on the LOGIN blog, and Anne could look for what she recalled hearing about multiple patron fines there.

Deptford mentioned a problem they have with some newly replaced circulation computers. A former tech person had lost the drivers to their receipt printers and they were having problems with receipt; specifically, they were not getting any work slips for holds. Ralph offered to look into the problem with them to see if the problem was a setting, rather than the driver itself.

Someone asked about the availability of technical assistance on nights and weekends. Patrick is available Monday and Wednesday evenings; otherwise, you can send Ralph an email and he will send an email back.

The next meeting will be held January 30^th at 9:30 at Mullica Hill.