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22-19 (AGENDA)

Present: Joshua, Don, Autumn, Dao, Kay, Ranti, Lisa S., LeeEd, Lisa R., Brooke, Don T.

Regrets:

Agenda

Approve April 24, 2019 minutes
Shall we start writing annual reports? What should be included?

Action items

Action 1
Action 2
Action 3

Decisions

Decision 1
Decision 2
Decision 3

04-24-19

Present: Joshua, Don, Autumn, Dao, Kay, Ranti, Lisa S., Lisa R.

Regrets:

Agenda

Approval of 4-3-19 TS Council minutes
- Minutes corrected and approved.
Interns, staff, and space
Decision 1
Decision 2
Decision 3
- Confluence is set up with "lib.msu.edu passwords. Anything we can do in advance of the switch?
- 583 field ok to use for MI-SPI?
Action items
- Action 1
- Action 2
- Action 3
Decisions
- - Personnel changes
    - Ed Gildner hired as Assistant Head of Acq; will begin this Monday, April 29.
    - Cataloging intern Michael Sipek from Kent State starting May 23.
    - Last open position in Acquisitions filled; Sue Dyer started last week.
    - Mark Andrews joining Metadata Management in June 19.
  - Space
    - Where to put new folks? We have one empty cubicle and two new people to place.
    - CatMan student worker cubicle will become available in early May; intern can be placed there.
- Confluence is set up with lib.msu.edu logins. Anything we should do in advance of the switch?
  - Shouldn't be an issue but will double check with Systems.
- 583 field ok to use for MI-SPI?
  - Needs to be a public display note.
  - Currently, the 583 does not display.
  - We use it for conservation and preservation information; other institutions use it for similar purposes, like digitization information, etc.
  - Questions about private vs. public information contained in this field.
  - More consideration needed; Kay will consult further with EC.
- Round robin
  - Lisa S.
    - Audit of financial records currently taking place; Mary Schueller is the point person, but Acquisitions may need to supply information.
    - Covers February 2018 through February 2019
    - Audits customarily done after changes in leadership.
  - Autumn
    - New Backstage project beginning
    - Most of non-Roman-language arrearage being sent for cataloging
Action items
- Remember to submit staff award nominations.
TS Council notes 04-03-19
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- Approval of 3/6/19 minutes.
  - The minutes were approved and published.
- Review and discussion of the Review & Planning Task Group on the LCSH Terms “Aliens” & “Illegal aliens” report.
  - Reviewed the draft report on the changes and the recommendations. Once the report is finalized, we'll add it as part of TS Documentation.
    - Core changes:
    - Recommendations:
      - There will be no change to past and current cataloging practices for MSUL, LOM, MSU Law Library, and MSU Archives catalogers.
      - Metadata Management unit will routinely convert “Aliens” & “Illegal aliens” to local terms.
      - Keeping abreast of changes by meeting regularly before sending records to Backstage, and create monthly report for Kay Granskog.
      - Address LCSH headings currently in use and contain the term "aliens", but were not addressed by LC's cancelled proposal. List of those terms are provided on the report.
  - Questions and discussions on the changes that might affect the context or interpretation. A question arose when subject search for "illegal alien" brought up "noncitizens" as cross-reference in addition to "unauthorized immigration" because "noncitizens" also encompasses those who present legally. Since we're following the proposed changes by the Library of Congress, we'll keep these for the time being.
  - Discussed some technical consideration for linked data and implications on the reuse of catalog data by the digital repository team.
  - Kay will share the report with EC.
- 001 fields. Two issues here. First, risk vs. time/work expended if they are not protected and there is no test server. Second, there is an issue with Marcive that may involve 001’s
  - There are risks the 001 field would be accidentally overlaid since it's not a protected field; we removed 001 protection when the test server was brought back online, but it's now offline again.
  - There's a suggestion that loaders can be tweaked to include moving the 001 to 9xx field. However, the loader function can only be tweaked for incoming records. It does not have a function to work on records that are already on the catalog.
  - Since we also add the 001 data to 035 field as well, the suggestion is to keep 001 field unprotected and protect the 035 field instead.
  - There's no issue for 001 field re. Marcive records.
- TS parties and rinsing plastics for recycling.
  - Some recyclable plastics ended up being tossed to the garbage bin instead of the recycle bin after T.S parties, especially the ones with food articles stuck on them. We'll need to find out if the recycling center can accept plastics with food articles.
  - Suggested that the recycle bin will be placed next to the garbage bin for future TS parties so staff can dispose the plastics accordingly.
- Round-robin:
  - Two Acquisition staff positions are filled. Their first day would be April 15th, 2019
  - Kay and Lisa will conduct interviews for the Assistant for Head of Acquisition position.
  - We will have an intern from Kent State University for Japanese comics translations.
Action items
- Check with Dao about keeping 001 field unprotected and protect the 035 field
Decisions
- Put recycle bin next to the garbage bin for TS parties
...
- Approval of 2-27-19 minutes
- Using the MARC 344 field
  - Tim Watters of Library of Michigan noticed that the MARC 344 field (which is a sound characteristic field) has been used in over 3,000 print-only records. This field should not be used in print-only records.
  - Lisa R. will do some investigating to see why this is happening including checking with BackStage Library Works to see if they are adding the field.
- Using the MARC 541 field rather than the 590 field for gift notes
  - Discussed the advantages of putting our gift notes in the 541 field instead of the 590 field.
  - The 541 field has more structure to it which makes it better suited for storing and retrieving varied units of information.
  - Joshua plans on getting feedback from Development and Collection staff to aid in our decision whether or not to implement this.
- Creating a "Non-Technical Services" section in Confluence
  - Should we have a spot in Confluence to put info that may be helpful to our colleagues out of Tech Services?
  - What would we name this site/page and what info might we include in it?
  - Need further discussion before a decision can be made.
- There is a small amount of bib records in Sierra that do not have any other records attached to them
  - Discussed the valid reasons for having these type of records in our catalog.
  - It is important for these records to be suppressed so as not to show in the public catalog.
  - Knowing which records can be allowed to have no attached records aids in the clean-up of the Sierra database.
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- Action 1
- Action 2
- Action 3
Decisions
- Decision 1
- Decision 2
- Decision 3
02-27-19
Present: Joshua, Autumn (notes), Dao, Ranti, Lisa S., Lisa R., Brooke
...
- Approval of 2-20-19 minutes
- Cataloging datasets
  - Some sets shortly to be ordered – prompting some general considerations
  - There is no straightforward way to isolate all datasets in the catalog
    - There is a need for keyword searching within all available datasets
    - Perhaps explore other genre/form vocabs to accomplish this
    - Scoping? Also possible, but would rely on some consistent encoding in the record
  - Currently only a handful of datasets cataloged
    - But we could explore some more comprehensive approaches to cataloging datasets we already have
  - Genre term possibilities
    - LCGFT has a number of applicable terms for specific types of data
    - LCSH has term Data sets which could be used in a 655 as a genre/form term
  - Other possibilities
    - Combos of 33X and 34X content/carrier/file characteristic terms
    - 007 encoding
    - Catalogers will explore and bring back ideas
  - Once we identify a reliable combination of fields/encoding to act as a hook
    - Set up scoping in catalog (once critical mass of records reached)
    - Write procedures for cataloging to ensure consistency going forward
- Use of the 752 field for standardizing location data for a comics project.
  - Group using catalog data to explore publication info from comics
  - 752 would permit storage of refined/controlled place names that will be result of this work
  - 752 is in the keyword index
  - Possible to do this programatically; will consult further
    - Contingent on an XSL approach
- Where are we with the "Who Does What" list?
  - Google doc created for revision (drawn from old Drupal page)
  - Needs final review/updating
  - Ranti will send link again with reminder
  - Final info will be posted either in Confluence or the public facing TS website
- Any interest in streaming the ER&L conference?
  - Group rate is $700
  - Ranti will gauge interest in various units
- OCLC costs if Archives is part of the Libraries
  - What will change? Need to touch base with Archives
  - Holdings implications, etc.
  - Eventually consult with OCLC
- Announcements
  - Reminder: self evaluations are due on March 11th
  - Strategic planning update
  - Announcements
    - In Emily Sanford's absence, serials issues can be referred to Joshua and Loretta
    - Microgrant proposal deadline is March 15
    - Assistant head of Acquisitions position will be posted this week
    - LA II position recently vacated by Devon D. will be posted in the near future
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- Action 1
- Action 2
- Action 3
Decisions
- Decision 1
- Decision 2
- Decision 3
02-20-19
Present: Joshua (notes), Don, Kay, Ranti, Lisa S., Lisa R.
...
- Approve minutes from the 2-6-19 Council meeting.
- Where could we use help in maintaining electronic resources?
  - Former Distance Library Services (post IT centralization) to become a new team; tentative name: Discovery Services. The new team proposed a re-purposed function including to assist with end-user troubleshooting re: e-resources. To work with other e-resources staff, Tech Services, etc. to provide support for discovery systems. 24/7 informational reference.
  - Possible area to propose they assist with: URL checking
  - EZProxy workflow with ITS is recently well-established under Ranti with assistance from Anne S. and Diane W.; we have some uncertainty about what kind of involvements the new DLS team have in mind
  - Discussion re: the new unit name; "discovery services" also being used for cataloging & metadata units elsewhere
- Round robin items:
  - Ranti: question re: place of publication data in comics records; why so much inconsistency? A: place of publication is a transcribed data element in RDA; we enter the place name as it appears on the piece.
  - Lisa R: two place name changes: Swaziland is now Eswatini, Macedonia (Republic) is now North Macedonia. The country & geographic area codes codes for these places have not been changed by LC. The new authority records for each place name have been downloaded to our catalog and all the relevant headings have been changed in our catalog. Authority records for related headings will be added to our catalog as they are distributed by LC to the national authority file.
  - Lisa S: Devon Davidoski filling the LAIII position, covering Hogarth, gifts, and bib support, among other tasks.
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TS Council notes 02-06-19
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- Approval of 12-19-18 minutes.
- Strategic Plan input -- more details (email from Autumn dated 2/4/19) Any questions/feedback for Autumn and Kay?
  - It's early in the process for the Strategic Plan Steering Committee, but they would like to gather information now, as much as possible. TS Council suggestions include data on space in the Law Library and Business Library, along with study rooms in the Main Library. Data on catalog searches. Data on electronic access problems, not only from the form, but also from calls or email messages. A question came up wondering about issues where data collection may not be possible, and the thought was to go ahead and bring them forward to the Committee. Focus groups will be needed to delve into the items that are collected; consider volunteering.
- ALA Mid-Winter Reports
  - Tim, Nicole, Autumn, Lucas and Lisa R. reported on ALA. See individual reports sent to LibStaff for details.
- Re-indexing corrections completed per III. Any checking need to be done?
  - If problems are found, report to Joshua & Dao.
Action items
- Action 1 Provide input to the Strategic Plan Steering Committee. Items for which data collection is possible, or not, can be included.
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Changes made by	Kay Granskog (Unlicensed)	Kay Granskog (Unlicensed)
Saved on	Apr 24, 2019	May 22, 2019

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05-

22-19 (AGENDA)

04-24-19

TS Council notes 04-03-19

02-27-19

02-20-19

TS Council notes 02-06-19