MMG Agenda

Background Information

March 20, 2002

SML Room 409 at 1:00 p.m.

 

 

 

FOR DISCUSSION - MMG feedback requested about:

1) Implications of Item Types for Acq, Cataloging and Selectors (Audrey, Joan, all)

2) Work restrictions during conversion and checkin records (Audrey, Marcia, all)

3) UPDATES (from Audrey)

- Test conversion status

- Work restrictions progress

- Training

- Hardware

- Printed products

- Security (workstation logons)

- Hook-to-holdings group

- Reports group

 

IMPLICATIONS OF ITEM TYPES

An item type in Voyager is roughly equivalent to a load code in NOTIS.

 

In NOTIS we use 7 basic loan codes (norm, lsfn, bldg, rstr, othr, jour, jr+year) in the item record, and over 90% of our materials use the loan code "norm."  Although loan code can be used to control the circulation rules associated with an item, in NOTIS we largely define circulation policies by the location code. Thus the loan code "norm" means "normal access for this location." In Reference locations, normal access is "nocirc."  From most stack locations, normal access is 2 months, 6 months, a year, etc. depending on the patron category.

 

Because the location code controls circulation in NOTIS, Technical Services staff can ignore this loan code field except when processing journal materials.

 

In VOYAGER we will have over 30 item types.  We need to increase from 7 loan codes to over 30 item types because the location code in Voyager cannot be used to define access to materials.  Only the item type is used. We now need item types to indicate that the item circulates, does not circulate, has a 3day, 2hr, 1 week loan period, has a special loan period because it is a  cd's, microform, other non-book material, or that it has unique circulation rules because it belongs to a special collection such as Ministry, Historical Sound Recordings, etc.

 

For every item we will need to know whether it circulates, and if it does circulate, if it has a special or unusual circulation policy.  Technical Services staff will need guidance when assigning these item types.

 

FOR DISCUSSION: How can we provide Tech Svc staff with the information about item types?

 

CHECKIN RECORDS DURING CONVERSION

From 5/13 - 7/16 we will be converting the Yale database from NOTIS to Voyager.  Conversion is divided by module. The timeline by module is approximately:

 

Cataloging       5/13 - 6/5
Acquisitions     6/12 - 7/5

Circulation      7/8  - 7/16

WebVoyage (OPAC) 7/16 - available

 

Checkin records in NOTIS are recorded in the Acq. OPR record as receipt statements.  On 5/13 these will be extracted from NOTIS and migrated to the Voyager MFHD records. New receipt lines added to OPRs after 5/13 will not appear in Voyager unless they are also keyed into the Voyager MFHD record  (requires double-data entry).

 

Just within the SML Serials Support Team, an average of 400 receipt lines are created each week as issues are checked-in. In addition, an average of 120 volumes are handled weekly for Periodical Binding Prep with receipt line information transferred into the notes field as holdings are collapsed. This volume of work equates to a minimum of 520 records for each week during the transition or a total of 4,200 item updates to be keyed into Voyager when the system comes up on July 16. This same scenario is repeated in each School or Department library that handles subscriptions.

 

Voyager cataloging will be available on 6/5.  Once cataloging is available, checkins may occur directly in Voyager by adding an 866 tag to the MFHD record.  For the period from 6/5 until 7/16 these checkin records will not appear in our online catalog unless they are also keyed into the NOTIS OPR (requires double data entry).

 

In summary:

5/13 - 6/5 -- Checkin records can be created in NOTIS.  They will not be subsequently migrated to Voyager.  Double data-entry required for checkin records to appear in Voyager.

6/5  - 7/16 -- Checkin records can be created in Voyager as 866s in the MFHD record.  These records will not appear in the Yale online catalog

until Voyager goes live on 7/16.

 

FOR DISCUSSION - During the period for 6/5-7/16 should checkin records be created in both systems to ensure uninterrupted access to these issues through the online catalog?

 

 

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