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Yale University Library
Service Quality
Improvement Council
March 7, 2001
Agenda
- Discussion of "no call number" records in ORBIS
Minutes
Present: Sue Crockford-Peters, Suzanne Eggleston, Holly
Grossetta Nardini, Emily Horning, Fred Martz, Danuta Nitecki, Rich Richie,
Paul Stuehrenberg (chair), Joan Swanekamp
Absent: Sandy Peterson, Andy Shimp, David Stern
I. "No call number" records in ORBIS.
Paul Stuehrenberg asked the Council to identify the key
concerns -- both short and long-term -- for resolving the issue of how
to handle records for which OCLC has entered "no call number" records
in ORBIS. Danuta Nitecki suggested that in thinking about this topic
everyone bear in mind the broader issue of how information is to be
represented in the online catalog. It was pointed out that the difficulty
of handling "no call number" items is not a result of errors of conversion,
but rather the conversion of what entries we currently have. Paul added
that this issue goes beyond the scope of retrospective conversion.
Council members began to identify issues surrounding the
problem and after some discussion, agreed that accuracy, first and foremost,
and then consistency and completeness of information should be the main
guidelines by which a solution to this problem is derived.
Sue Crockford-Peters pointed out that notes for records
without call numbers belonging to the four collections under discussion
(American Oriental Society, Babylonian Collection, Boswell Collection,
Linguistics Seminar Room) do not reflect the actual access and service
procedures followed by these collections. She added that there is not
enough room in the location code display to describe 1) where an item
is located and 2) directions to that service site -- part of the difficulty
lies in the problem of phrasing the note within the parameters allowed
by the OPAC in Notis.
Fred Martz noted that accommodations might be easier to
implement in ORBIS 2, but in the present OPAC, changes will require
programming. Joan Swanekamp thought that changing the specifications
for the OCLC load would be expensive. After considerable discussion,
the options available to address the issue were seen to be:
1. make global changes in the records
2. repress the records in question altogether, or
3. refrain from action until the new LMS has been installed.
Fred remarked that deciding on which option to pursue will
depend largely on Audrey Novak and Kalee Sprague 's analysis of the
effect of global programming changes on the ORBIS 2 system. Programming
may complicate the migration process.
The SQI Council decided on the following:
- Fred will check with Library Systems Office programmers to see whether
it is feasible to produce a program that will add directional service
information to OCLC-generated records [to be run periodically after
OCLC loads]. Only records with no call numbers for items belonging
to the four collections will be addressed. He warned that the overhead
may be tremendous. He will bring his findings back to the Council.
The possibility of convening a special task force to look into this
option further was raised.
- Sue Crockford-Peters, Alan Solomon, and Emily Horning will review
the positive and negative service impacts of the three options discussed
today, and bring their findings back to the Council.
- Joan will confirm the cost of using OCLC to alter the notes for
the affected records. She added that, as another option, it would
be possible to go back to the old note which read "no call numbers."
II. Procedures for handling records for lost & missing books.
Joan distributed the revised text of the Catalog Management Policy
for Lost Materials for future discussion.
The meeting adjourned at 4:05 p.m.
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2001 Yale University Library.
Last modified March 29, 2001.
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