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01-15-20 (AGENDA)

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

Regrets:

Agenda

  • Approve 12-4-2019 minutes
  • Approve 1-8-2020 minutes
  • Are we ready to post our updated TS G and O's? 

    https://docs.google.com/document/d/1riNNHjVjUeIjhN6SVXopfOgI-Rivx_lnWkK3pLFJdco/edit?usp=sharing

  • Did this every get completed?  Sierra permissions

    https://docs.google.com/document/d/1KDOBD_DCOE3qXdTqHJmglsQsnYtsqHVbzycWgUcZUBk/edit?usp=sharing

  • TLE ideas?
  • Outdated Drupal procedures  Original Note:

    Web Services can go ahead and unpublish all of TS's Drupal policies and procedure pages. Any page that Kevin marked with tsarchive for us after our initial transition should be safe to unpublish. We have moved everything we need to Confluence or are comfortable signing in to get at information we may still need going forward. We'll of course maintain our current web presence about TS itself. Hopefully this helps you all cut down on the webpages you are reviewing by quite a bit.

    Apologies for the lag in getting back to you after the emails got sent out. We wanted to make sure that TS managers had input on if they were okay with unpublishing. This has the managers and Kay's approval. Thank you!

    Response is a question for us:

    Can we delete these pages or set a timeframe as to when we can delete them after unpublishing? It would better for the system to remove pages that are not needed.

Action items

  •  Action 1
  •  Action 2
  •  Action 3

Decisions

01-08-20

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Lisa S., Lisa R., Brooke, Beth Nugent (Acq)

Regrets:

Agenda

  • Discussed options for cataloging MSU Law Library materials in light of Brooke Minore's resignation.
  • Autumn and Joshua will be interviewing for a replacement for Anne Scholberg's position.

Action items

  •  Lisa Robinson will meet with Brooke before Friday, January 10th, which is Brooke's last day.

Decisions

Lisa Robinson agreed to go to the Law Library two mornings per week.

TS Council 12-04-19

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lisa S., Lisa R. 

Regrets:

Agenda

  • Approve TS Manager minutes 11-20-19
  • Update on mapping TS G & O's to Strategic Plan
    • Autumn and Ranti identified areas of the SP that seem most relevant to TS work
    • Existing GOs already align well with SP; just two small suggested changes to make existing work more explicit
    • Included some possible focus areas for 20/21 GOs
  • Pre-migration considerations from the most recent TS Article discussion. Suggestions made:
    • Benchmarking
      • What kinds of experiences have other institutions had? What data did they lose? What known experts or consultants in data cleanup, migration, etc., should we be aware of? Are there other articles, webinars, etc., that we’d find helpful?
    • Exploring project management tools
      • We’ll need a home base for managing tons of migration checklists, spreadsheets, documentation, etc. Is Confluence a sufficient tool? Would we want to think about something like Trello? OneNote?
    • Mapping out known issues & priorities
      • We know we have some wonky data, legacy practices, etc. Some more hairy than others. Let’s make a list of things we shouldn’t change yet, but that a migration team should tackle right away.
    • Some early clean-up
      • There’s a few things we could start on now, like the dummy item record problem, old codes we know we don’t use, etc. Even if we don’t end up migrating, these are things that would still improve our current system.

Action items

  •  Members of TS Council will review and make comments on GOs revision by Wednesday 12/11

Decisions

  • Pre-migration group members
    • Emily & Autumn: exploring project management tools
    • Lisa R: compiling a list of known issues & priorities
    • circling back on:
      • benchmarking
      • early clean-up

11-20-19

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Lisa S. (notes), Lisa R.

Agenda

  • Approved TS Council notes - 11-06-19
  • Inventory work that can be done when Sierra is slow
    • We discussed projects that did not require Sierra which TS staff could work on when Sierra is very slow, frozen, or is down.  Don Depoorter has a few different options.  1)Looking for missing titles that need to be transferred to Remote Storage when found, 2)Y4 microfilm, 3)Bibliographic record without items attached, and 4)Pulling books with 'D' item records.  Ranti had a Serial Solutions spreadsheet project.
    • We discussed the Sierra slowness in general.  Dao reported that both hardware and software were being looked at to try and pinpoint the cause.  Running large reports may be a contributing factor.  Web crawling IPs are blocked as they are discovered.  It's possible that the Automated Authority Control Program may be a contributing factor to the slowness.  A planned upgrade to happen in December after finals (TBA) may help.  It seems Sierra slowness is affecting our create list results, in that some records are not included that should be.  Also, Sierra slowness may be affecting our authority record loads, causing duplicate fields.
  • Automated Authority Control Program (AACP) from III.  Any opinions on it after we have had it for a while?
    • Manual cleanup work is still required when AACP is used.  We discussed checking into the possibility of turning AACP off.  Would it be problematic?  Dao will contact III for more information.  Lisa Robinson will make the decision based on her experiences and what Dao gets from III.
  • Preview of G & O correlations to Strategic Plan
    • Autumn and Ranti presented their rough draft.  They will have a refined draft to present at the upcoming TS Council meeting.
  • Round robin
    • Ranti is waiting to hear back from Serials Solutions on if remapping the public note from 590 to 506 is possible, and if so, how it will work.
    • Ranti asked about cataloging OER items.  Joshua confirmed it could be done by Janet Baldwin.
    • Joshua shared the CMS meeting yesterday covered new procedures for ordering, receiving, and cataloging SPC items.  Acquisitions staff who regularly order and/or receive SPC items were invited.  There will be a customized stamp and streamer for SPC orders.  The new procedures will also be applied to gift materials.  Large gifts or purchases will have a new intake form to collect the needed information from selectors.
    • Joshua reported that Lucas attended a PCC conference, and learned about changes involving the omission of punctuation, which could affect copy records beginning in January.  We want to keep punctuation in our records, for display purposes.  Joshua and Lisa Smith will consult with Gobi, regarding our shelf ready materials.
    • Lisa S shared that due to a Law Library acquisitions person leaving at the end of November, Beth Nugent and Ed Gildner will be helping out with Law Library acquisitions work.  Ed will place orders from his office in the Main Library and Beth will receive orders at the Law Library twice a week.

Action Items

  •  Dao and Kay will send a message to Library staff regarding Sierra slowness and potential of create list or loading problems.
  •  Dao will check with Innovative regarding potentially turning AACP off (or back on).
  •  Lisa S and Joshua will reach out to Gobi regarding upcoming PCC changes, and our shelf ready records.
  •   

TS Council 11-06-19

Present: Joshua, Don, Autumn, Ed, Dao, Kay, Ranti, Tim, Emily, Nicole, Lisa S., Lisa R. (notes), Brooke

Regrets: Lucas, Emily

Agenda

  • Approved TS Council minutes from 10-9-19
  • Implications of adding a 590 note describing all access restrictions for all purchased (not leased) e-books rather than only those with limited access
    • 590 fields are protected from overlay, so this field will be duplicated when a record is reloaded (which overlays the record). So we'll need a workflow to remove the dupe 590s.
    • The 590 field is a local-only field which we use for a variety of local notes. In the past, it was used a lot for gift notes. (We now use the 541 field (Source of Acquisition) for our MSU gift notes.)
    • We could use the 506 field (Access Restrictions Note), which can be coded as a local field ($5 MiEM) and is displayed in the catalog.
    • If we used the 506 note, we would have to globally update existing 590s to change them to a 506s.
    • We've made a special arrangement with Serials Solutions to map their Public Note field (in the SerSol database) to our 590 field, so we’d have to make a new arrangement that mapped the SerSol Public Note field to a 506 field if we wanted to use the 506 field.
    • Currently, updating SerSol entries (in their database) must be done one at a time, so it would be a lot of work to change the wording of any notes, and it will be a lot of work to add a note saying a resource has unlimited access.  We are also still adding restricted access notes to the SerSol database.
    • We also have an arrangement with Serial Solutions to map their Location Note (in the SerSol database) to our 856 $z note.
    • Using the 506 field is good in the long run as it would keep our bibliographic data consistent with national standards. But it could be a lot of work in the short run to switch from using the 590 field to the 506 field.
    • Should we put access restrictions notes in other electronic resources, such as Alexander St Press?. We could do so with global update, but it still might be difficult as we have a mix of leased and purchased resources.
    • We will investigate using a 506 note in our bibliographic records and a note field in the SerSol database for all purchased e-books from Serials Solutions
  • TS G & O's to convert to language supporting the Strategic Plan
    • We would like to revise our TS G&Os to reference the MSUL Strategic Plan
    • How do we map the TS T&Os to the Strategic Plan elements? Joshua suggests either a committee or have each unit revise their unit G&Os
  • ALCTS/LITA/LLAMA Exchange – should we make it an event?
    • ALCTS/LITA/LLAMA are collaborating to hold a 3 day virtual forum called The Exchange: Building the Future Together on May 4,5,6, 2020. See https://exchange2020.learningtimesevents.org/call-for-proposals
    • Kay suggested the we could organize the means for everyone in the library to view the presentations, and perhaps eat lunch together. We could view presentations and have time to discuss what we've seen, just as if we were all at a conference in person.
    • Joshua has had some feedback that people would appreciate opportunities to talk about what they’ve heard in webinars.
    • Start with a group registration and await program details.
  • Scheduled the December treat day and decided when we will eat lunch together.
    • TS Council will eat lunch together on Tues Dec. 10.

Action items

  •  Ranti to contact Serials Solutions and investigate the possibility of changing the Public Note mapping from 590 to 506 field
  •  Autumn & Ranti volunteered to look at the TS G&Os
  •  Sign up on Google doc for delicious mysterious purposes
  •  We will arrange for a group registration & reserve the Green Room for the Core Exchange in May.

...

Decisions

  • Add usage note in our bibliographic records and in the SerSol database for all purchased e-books from Serials Solutions (1, 3, and unlimited usage) that are already in the catalog
  • We will develop a workflow, as needed, to remove duplicate 590 fields that will be created by the previous action (pending results from Serials Solutions)

TS Council 10-9-19

Present: Joshua, Don, Kay, Ranti, Lucas, Emily, Nicole, Lisa S, Lisa R., Ed

Regrets: Autumn, Tim, Dao, Brooke, Don T

Agenda

  • Approved minutes from 9-18-19

  • Looked at the MCLS RFP for a system, section E and discussed generally. 

Action items:

  • Junus will share the Google Docs version she created

TS Council 9-18-19

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

Regrets: Don T.

Agenda

  • Approve TS Council minutes from 7-10-19
  • Discuss what a system should do (dealbreakers in bold)
    • web-based, not Java-based
    • post-MARC capabilities
    • quality training and documentation 
    • data management and manipulation capabilities
      • powerful queries
      • record list storage & editing
      • global changes
      • reports & statistics
      • easier MARC record extraction/loading
        • ability to extract entire database in the case of system change
    • catalog management
      • local fields and local coding
        • both in bib records and attached records
        • more fields for back-end codes
      • customize indexing
      • version history for records
    • public facing interface 
      • highly customizable display
      • faceting on numerous record data points
      • API for bento box search
      • mobile capabilities
    • acquisitions functions
      • audit trail
      • multi fund codes
      • receive electronic invoices
    • electronic resources management
      • generate local fields, notes fields, etc.
      • place to store accessibility info
      • indicating LOCKSS/preservation status
    • interface with campus systems
      • student info system?
      • EBS
    • system administration functions
      • more granularity in permissions and access levels
      • secured/restricted access fields to include sensitive information
        • licensing, financial info, etc.
    • authority functions
      • local authority records
    • workflow management
      • methods of routing, tracking, etc., which would help us cut down on paper
      • bibliographer view of budget/fund info
      • patron tracking of statuses, requests, etc.
        • related to Get It function
      • staff notifications related to records, resources, workflows
    • robust ergonomic & usability functions
      • keystrokes for frequent commands
      • ease of selection, editing, deleting, copy/pasting, etc.
      • change font size
    • ability to share records with or provide access to external sites
      • Internet Archive, etc.

07-10-19 TS Council

Present: Joshua, Tim, Dao, Don, Autumn, Nicole, Lisa S., Ed, Ranti, Lisa R

Regrets: Kay, Emily, Lucas

Round robin

  • Joshua
    • Report for Lisa R.: remaining changes to headings referencing "Illegal aliens" or "aliens" have been made (582 records); any such terms that come in in copy records will be programmatically changed
    • ALA report:
      • Talk from Univ of Wyoming about inserting jpegs into Sierra records for display of thumbnails in public catalog; could we use Millennium Media Manager feature to do the same? Could be useful for certain types of cataloging, like the kits and objects Janet is currently handling.
      • TJ Kao of GW Univ presentation about workarounds in Alma for item-level description of rare materials
      • Cataloging ethics discussion group; vendor participant brought info about market pressure to include metadata that privileges discovery of certain resources in discovery layer products
    • Intern Michael Sipek doing great work on Japanese comics
  • Tim
    • ALA 
      • Open house at LC Geography and Maps
      • Concluded two year term on group with very long name; starting chair term of other group with very long name
      • Attended 7.5 hours of CC:DA meetings – will share details with CMS group at next meeting
      • Toolkit planned to be finalized in early part of 2020, but Tim feels this is too optimistic
      • Kate James from LC presented on non-human personages; new RDA does not accommodate these, so LC is proposing a workaround; more details will be shared at CMS meeting
  • Dao
    • Ongoing work with test server
      • Many issues surrounding campus security and pushing this project through IT
      • Innovative restored the test server but problems still arose with updating/adding records
      • Can at least view records up to July 2018; later records may or may not be corrupted
      • Dao will send instructions for accessing the newly restored test server
  • Ranti
    • ALA: Attended several talks about organizational culture, with topics like inclusion, using privilege to make library environments more equitable, etc.
    • Record loads for Serials Solutions, catching up with troubleshooting, record cleaning
  • Don
    • Lots of labeling trucks waiting! Working on keeping up with those
  • Nicole
    • ALA
      • Note about Sinopia: you really need to know RDA really well to use it!
      • A lot of linked data activity seems to be really focused now on Wikidata; OCLC and LC are starting to cross pollinate databases 
      • MarcEdit talks: reminder that the tool is internationally focused
      • Submitting terms to LCDGT still on hold
      • Cataloger's Desktop password requirements will be made less onerous
      • ClassWeb update coming Summer/Fall 2019; macros will be built in, and submitting proposals for new subject headings will have a streamlined interface
    • Beginning BIBCO review! Focused on graphic materials; will be one of the few experts in this area.
  • Lisa S.
    • Just finished fiscal year invoices; closing went ok, second closing coming up soon (for any final corrections)
    • Back to business as usual 
    • Submitted detailed financial reports to Comptroller's Office as required
  • Ed
    • His first meeting!
    • Still learning; assisted with report submission
    • Taking Fundamentals of Acquisitions ALCTS online course
  • Lisa R.
    • Unit is up to date on blind headings report! Working towards this for some while
      • Mark Andrews has joined the team and is working very quickly
    • ALA
      • Learned that Rice Univ is going to Alma on August 1; Brown Univ just transitioned
      • Cornell working on a tool that queries multiple authority sources to accomplish authority control in a BIBFRAME environment (including Discogs!)
      • LC Policy and Standards Division has merged with COIN to become the Policy, Training, and Cooperative Programs Division (PTCP) 

Other announcements

  • Reference Kay's emails for details about her ALA report and the upcoming RFP process
  • Tornado drills coming up next week; 1:30pm for 1st floor on July 16 (also occurring during CMS meeting on 3rd floor, which we can ignore)

05-22-19

Present: Joshua, Don, Autumn, Dao, Kay, Lisa S. (notes)

Regrets: Ranti, Ed, Lisa R.

Agenda

  • Approve April 24, 2019 minutes
    • Minutes approved
  • Shall we start writing annual reports?  What should be included?
    • We want to keep large projects on the TS timeline, to keep a history of events.  We agreed the annual report was a good idea; we will create a short (2-page) annual report based on much of the content used for the document given to the University Librarian candidates last spring.  We will do this in electronic format, and keep it in Drupal, along with the Who Does What page.  We will revisit this after fiscal close, this summer.
  • Round Robin -
    • Kay has repurposed the geo code field in Sierra order records to "Code 2."  This code will be used to track tangible/not-tangible materials, that appreciate/depreciate, required by the Controller's Office.  Acquisitions staff will receive instructions on how to use the code 2 field, once the details are worked out.
    • Joshua reminded us that an intern, Michael Sipek, will begin working in the Library tomorrow.
    • Autumn reported that T Loc NR materials are ready to go to Backstage.  Spanish language materials are still being readied.
    • Dao reported on IUG.

Action items

  •  Action 1 - Kay/Autumn will ask Emily to move TS timeline to Confluence

...

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
    • 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

Present: Joshua, Don, Kay, Ranti (notes), Tim, Lucas, Nicole, Lisa S., Lisa R., Mike Erickson (guest)

Regrets: Autumn, Dao, Emily

Agenda

...

  • Core changes:
    • Created two local authority records "Noncitizens" and "Unauthorized immigration" 
    • Deleted 36 LCSH authority records that contain the term "Aliens" and "Illegal aliens". List of those terms are provided on the report.
    • Subject-based searches of the deleted terms will show the new terms as cross-references.
  • 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.

...

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

03-06-19

Present: Joshua, Don D (notes), Dao, Kay, Ranti, Lucas, Nicole, Lisa S., Lisa R.

Regrets: Tim, Emily, Autumn, Brooke, Don T.

Agenda

  • 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.

02-27-19 

Present: Joshua, Autumn (notes), Dao, Ranti, Lisa S., Lisa R., Brooke

Regrets: Kay, Don D., Don T.

Agenda

  • 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

02-20-19

Present: Joshua (notes), Don, Kay, Ranti, Lisa S., Lisa R.

Regrets: Autumn, Dao, Brooke, Don T.

Agenda

  • 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

Present: Joshua, Don, Autumn, Dao, Kay, Ranti, Tim, Lucas, Nicole, Lisa S. (notes), Lisa R., Brooke

Regrets: Emily

Agenda

  • 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

  •  Provide input to the Strategic Plan Steering Committee. Items for which data collection is possible, or not, can be included.

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TS Managers 12-19-18 (Notes)

Present: Don, Dao, Kay, Ranti, Lisa S. (notes), Brooke

...

  • Decision 1 Status codes "r," "f," "t" and "l" are no longer needed, and can be removed from Sierra.

...

TS Council 12-05-18

Present: Joshua, Don, Autumn, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lisa S., Lisa R. (notes)

...

  • We will keep the URIs we have now and continue to have URIs added to our catalog records by Backstage, but will not try to maintain them going forward.
  • We will begin changing the solo headings “Illegal aliens” and “Aliens” to “Noncitizens.”
  • Joshua will form a task group to consider how we should proceed with the related authority records and subdivided headings for "Illegal aliens" and "Aliens".

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...

TS Managers 11-28-18

Present: Joshua, Don, Dao, Kay, Ranti (notes), Lee, Lisa R., Brooke

...

  • Approved 11-7-18 minutes.
  • New Rovi DVD’s and OCLC holdings. 
    • We have many boxes of new Rovi DVDs in Remote to be processed. Lucas's script will obtain copy from WorldCat and attach OCLC holdings for most of these as we work on them.
    • Discussed the method of attaching OCLC holdings and obtaining OCLC numbers for records Lucas's script doesn't obtain from WorldCat.
    • Will pursue batch loading of these records into WorldCat through a local process.
  • Discussion of LC subject terms such as “Illegal Aliens” in the catalog.  What are the workflow consequences for going against an LC heading.  Is there room for compromise?
    • Library of Congress has not implemented the changes due to Congress' objection. Joshua proposed we go ahead and adopt the change, because all the necessary formalities to implement the changes are already in place. We can do this for items already in the catalog by doing a global change. Note: we can’t always prevent new ones coming from copy cataloging, vendor record loads, and/or shelf-ready items. A regular checking to find the old subjects and replace them with the new ones would need to be done, preferably in some automatic fashion. 
      • Aliens would become: Noncitizens;
      • Illegal Aliens would become: Noncitizens + Unauthorized immigration.
    • TS Managers agreed to proceed. Law Library supports the change. Kay will bring this to EC for discussion and Library of Michigan.
  • Any questions that we need to address before Lee’s departure as it relates to your unit?
    • Kay will step in as temporary Fiscal Officer. Other responsibilities needs to be delegated to different staff for the time being.
  • Round robin
    • We will proceed with adding accessibility information on ERM records, barring the completion of the requested new ERM fields by III.

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TS Council 11-7-18

Present: Joshua, Emily, Don, Dao (Notes), Kay, Tim, Lucas, Emily, Nicole, Lisa S., Lee, Lisa R. Lucas

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  • Sierra test server is available now. To distinguish Sierra test from production, the test server has the word TEST in the header's view from SDA. We also pushed alternative skin in staff's login so Sierra test can be visually identified when it opens up. Systems will start to install the desktop client on staff's PC. Once that is done, we will also get a different icon for Sierra test. For now, Sierra test can be accessed through the web: https://sierra-app.lib.msu.edu/sierra/sierraweb.
  • 001 field is no more protected for OCLC record import via Connexion.

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10-31-18

Present: Joshua, Don (notes), Dao, Kay, Ranti, Lisa S., Lee, Lisa R.

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  • Service Level Agreement (SLA) with MSUIT
    • Made some final edits on a document which will be passed on to Shawn Nicholson containing our ideas on what should be included in the library SLA's .
      • Some of the ideas were listed in the TSTM notes dated 10-24-18.  An additional suggestion mentioned was that the libraries will initiate and be involved in the final decision on any integrated library system (ILS) in consultation with MSUIT.
  • "Who Does What" document
  • Innovative Interfaces, Inc. (III) has reported that the reindexing of the Sierra database is finished.
    • We found some errors in the indexing and reported them to III.  Dao and Joshua will work with III to address these issues.  Joshua even plans to create a "Monster Marc Record" to aid in the discovery of the indexing problems.  Seems the right thing to do on Halloween!
  • NISO membership renewal
    • Our NISO membership is up for renewal and Kay asked us to send her our opinions on the benefits of renewing our membership.  Some of the benefits mentioned at the meeting included:
      • Access to free webinars
      • Opportunities to serve on a NISO working group
      • Early notification on NISO events

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10-24-18

Present: Joshua (notes), Don, Dao, Kay, Ranti, Lisa S., Lee, Lisa R. 

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  • When test server is up and running, we will stop protecting 001 field

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10-17-18

Present: Joshua, Don, Dao, Kay, Ranti, Lisa S., Lee (notes), Lisa R.

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  •  TS Managers will continue reviewing the TS "Who Does What" document
  •  Send IT SLA ideas to Dao

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TS Council 10-10-18

Present: Kay, Joshua, Dao, Lee, Tad, Ranti, Don, Nicole, Tim, Lisa S (notes), Lisa R.

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  • TS tour will keep same format as past years, with tour starting at Acquisitions, and moving through all TS units for a brief overview.

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09-12-18

Present: Don, Dao, Kay, Ranti, Lisa S, Lee, Lisa R (notes)

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  •  TS Managers will continue reviewing the TS "Who Does What" page on Drupal.
  •  Ranti will create a google doc containing the current "Who Does What" content for edit collaboration

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TS Council 09-05-18

Present: Dao, Kay, Ranti (notes), Nicole, Lisa S., Lee, Lisa R., Brooke M. (Law Library)

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  •  Unit Heads will review their sections of the "Who Does What" page.
  •  Kay will ask for feedback from other Departments.

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08-29-18

Present: Joshua, Don, Dao (notes), Kay, Ranti, Lisa S., Lee, Lisa R.

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  •  Ranti will created the Drupal page for the 2018/2019 TS Gs & Os
  •  Kay will contact Emily Sanford about fine tuning our process for publishing minutes in Confluence.

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08-15-18

Present: Kay, Joshua, Don, Autumn,, Ranti, Lisa S., Lee

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  • We are ok with Confluence spaces being indexed and publicly searchable (following up from 7.25.18).
  • Draft notes will remain unpublished until reviewed by the group.

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7-25-18

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

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  • Access to test server almost restored
    • Will require two separate Sierra icons on each individual machine
    • Will need to decide which staff need access and request Systems help for installations
      • catalogers need access to resolve overlay errors
      • team managers
      • Lyudmila, Kim W., Lisa E., Anne E.
    • Off-campus access will require VPN
    • Dao working to ensure IT populates test with old catalog data
      • we know we need data back to at least June 2016 so Acq. can complete check-in card error resolution project
      • after that is complete, we can revisit question of appropriate time window for test server data 
  • Search engine indexing of TSTM Confluence space
    • group has no huge concerns about TSTM notes being indexed
    • will take back to Kay for decision
  • Round robin
    • Joshua
      • testing of re-indexed database underway
      • report expected in a few weeks
    • Don
      • new workflow to process cataloged but unprocessed Rovi items and retain packaging 
    • Lisa S.
      • Huei’s replacement starting Aug 20
    • Dao
      • updated us on schedule
    • Ranti
      • Upcoming project with Heidi and Anne Swan looking at documenting accessibility in our e-resources management for e-resource records and databases 
      • Working with Jonah to purchase games and books about games for CAL, desired for teaching/research; how should these enter cataloging/processing workflow, what circulation approach will be taken, and what procedures do we need to write up?
    • Autumn
      • reminder: less availability coming up
      • Backstage project for Chinese/Arabic books underway
      • fleshing out Confluence documentation
    • Lisa R
      • struggling to keep up with all the authority work since Sue's position is vacant at the moment. Having to rely on the automated processing, even though those programs are known to work imperfectly and incompletely.
      • working on the creation of local authority data for Rovi names, as a contribution to the OCLC Project Passage. But this work also suggests the possibility of creating local name authority records for Rovi band & musician names.
    • Lee S.
      • wrapping up final steps of fiscal close
      • schedule updates


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TS Council 7-11-2018

Present: Joshua, Tad, Autumn, Dao, Kay, Ranti, Tim, Lucas, Emily, Nicole, Lee 

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