SRG

Meeting Minutes

June 23, 2010

Attendance: Brenda Muhlbaier (GCLS), Flo Rosenberg (GCLS/MHB), Margaret Ware (PIT), Carol Baughman (GCLS/EAS), Carolyn Oldt (GCLS/LGB), Lynn Harpool (MON), Susan Mroz (FRA), Sue Mounier (NEW), Pat Hirsekorn (GCCL), Carol Atkinson (GCCL), Jean McGowan (DPL), Bunny Jacobsen (DPL), Pat Collins (GCLS/GRE), Marge Dombrosky (GCLS/SWE), Karen Shiles (GCLS), Ralph Bingham (GCLS), Debra Rosner (HEG)

The minutes were read and approved with no corrections.

Staff changes:  Gerri Schwebel from West Deptford has retired. Judy Ballard will be retiring on July 2nd; Brenda Muhlbaier will be taking replacing her.

Slow response time update: SirsiDynix recommended that we remove old data from the server. Karen removed data older than December 2005 (over 4 million items). Not may are finding improvements. The main problems are loading, switching screens, and in case of GCLS - a new virus scanner seems to be slowing things down. Karen asked that we keep a log of issues and forward them to Karen or Ralph at it@gcls.org.

Separating names in customer records: Karen ran a refactoring report which separated last and first names in. She warned that if a computer is not using the most current version of Workflows, this will cause problems. The most current version begins with ‘3.3.1’; if you do not have it, getting the update will not take much time.
Note: Suffixes are alphabetized a part of the last name.

Notify Via field in customer records:  Ralph runs a report to clean up the Notify Via field once a month. This field should be filled in (all caps) EMAIL, PHONE, or MAIL. If the field is blank our automated SVA notice system will send a mail notice (for holds, overdues, and bills). The report checks for a valid email address; if the Notify Via field is blank, it will then fill it with ‘EMAIL’. If there is no email, it will look for a phone number and fill in ‘PHONE’. Please note that if there is something in front of the phone number, Ralph will get an error report. All notes regarding a phone number should be placed after the actual phone number.

There are a few libraries other than GCLS that uses the SVA system for notification. Having the Notify Via field filled in properly is important even if you do not use SVA, as sometimes your items are checked out by a library that does use it, and notices will be sent via SVA.
Possible overdue items processing procedure:  Pitman has a set of procedures that works for them. Karen wrote them up and passed them around. Email Karen or Ralph at it@gcls.org if you want to use the procedures; you will need to specify a time frame for the reports mentioned in the procedures.

BookMyne:  This is an iPhone app that will find the nearest local library (coming soon). Margaret Heggan asked GCLS about this around the same time they themselves started looking at it. BookMyne can access the library’s catalog, holds, and review patron’s account. Ralph has had some difficulty getting it to work for GCLS, but will continue to work at it. Update: it is now up and running.

Questions/Comments:
Debra asked about purging inactive patrons. Karen can do this for each library that wants it. You can do it yourself, but it is rather tricky -- you can easily accidentally purge your user login instead of patron records. Please contact Karen or Ralph at it@gcls.org if you want her to run the purge with details (last date used, fines to eliminate).
Marge brought up a new email alert that the state budget restores $4.299 million to library services. The state library budget is now $6.3 million.

The next meeting will be on September 15^th at the Mullica Hill Branch.