Orbis2 Location subgroup meeting notes

October 5th, 2001

Audrey distributed a spreadsheet of location codes and the number of times each has been used as a copy statement location, an item location, temp location or dept code. Still to be added to the spreadsheet are the number of times these codes occur in inactive records. It's clear from what we have that we can eliminate over 100 unused codes and probably many rarely used codes. This spreadsheet gives us the information we need to talk to our libraries about their codes. Audrey will complete the spreadsheet early next week.

From our investigation of our location code assignments, we identified 4 definite reasons why a location code should be defined. These reasons are:

1) To identify a physical location (e.g., room 512, Reading Room, Microtext Room)
2) To convey information to the public (e.g., 24 hour reserve)
3) To define a collection of material that is not housed in the owning library (and circulates as though it is housed at the owning library)(e.g., mudd,div).
4) To define a virtual collection (e.g., Western Americana).

We identified 3 additional reasons that might be issues when defining locations. These are:

1) To identify format. Many libraries have format specific location codes. We think this might be because non-book material circulates differently from book material. When reviewing location codes with libraries we will explore the need to retain locations that are format specific.
2) We have a series of locations that retain selector's decisions (e.g., NOGO, SOGO, OP). Do we need these? Are they still applied to materials? If not routinely used, do we need to retain the historical information? (We thought, perhaps, that the NOGO, SOGO, OP characteristic could be moved to a non-public note in the holdings record). Jim Shetler will investigate this question with Joan Swanekamp, Marcia Romanansky and the selectors.
3) To identify processing locations (e.g., Bind, TS, Pres). Some libraries use location codes, some use status tracking. Do we want to standardize? Jim will also investigate this question with Marcia Romanansky, Sue C-P, and Joan.

Once the spreadsheet is finished, we decided we would divide the libraries between us and then talk to each library about their location codes. Audrey will prepare an introduction so we are not going in cold.

Note that LMC members are already aware of our work as a result of an Orbis2 update.

Audrey will follow-up with Endeavor with our question about assigning item types for materials that do not have item records. What happens during conversion?

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