Prospector Document Delivery Committee

 

Minutes of the March 20, 2002 Meeting

 

Prepared by Evelyn Jamerino

 

Present:  Jim Farmer, George Machovec, Evelyn Jamerino, Brice Austin, Nancy Sensel, Franca Rosen, Kristen Kokx, Sarah Vaughn, Via phone conferencing: Shelly Runyan, Jan Tankersley.

 

1.      Conference call attendees were connected and introductions were made.

  1. Jim asked for corrections on February 12, 2002 meeting.  There were none.
  2. News from Jim:  There is nothing new on the odd behavior of CSU books on other sites Returned Too Long list.  III is still working on the problem and Jim thanked those who submitted examples.  News from George:  George passed around the March 2, 2002 Library Journal Movers and Shakers article which includes Colorado’s own Lorrie Butler and Brenda Bailey.  DPL is adding another branch library as a pick up location.  Borrowing lender stats are now estimated at over 100,000 per calendar year with a 30% increase in the last year.  More DPL NetLibrary books are appearing in the Prospector catalog.  Records are available to load locally.  Endeavor continues to do programming and selected test MARC records have been tested.  Some Mines and Wyoming records will appear in Prospector but they will not be requestable until the infrastructure has been put in place to permit Endeavor and INN-Reach to fully interoperate..  Training is still planned for Fall 2002.  Other sites are interested in becoming members which will bring up routing issues in the future.  There is a new III Update A that needs to be installed on the system.  Ev reported possible Millennium renewal problem with this newest update that includes messaging “Too many renewals” on an item that has not been renewed before.
  3. Best Practices:  Discussion on using jiffy envelopes for CD protection included acknowledging some wear and tear and using best judgment.  2nd readings of past best practices passed including:  delete BP7 for being obsolete, borrowing library will initiate search for lost items to CCLS, remove all paperwork before returning an item to home site, separate loans and returns into two distinct stacks in returning, do not print or send in transit slips for returns unless used as in-house local practice, paging slips should be text out, face up and inside front covers of books regardless of where barcode is located.  Action item 1:  Franca spoke to Judy at CCLS about adding boxes on currier slips for Circ, Prospector, ILL and Swift.  They will include these on next revision of the slips as they have large stockpile of current slips.  Committee may have future speaker on Swift, the new parallel delivery system.  Action item #2:  Reviewed hold-no-renewal test done with Brice.  Prospector renewals are not currently stopped when a local hold is placed on the item and there may be time delays involved.  George is waiting to hear from III on if something has to be activated in the central system.  Action item #3:  BP #11 is not a true best practice and agreed to remove it from list.
  4. Enhancement requests have been sent to III and group went over list.  Evelyn Jamerino and Sarah Vaughn will be the Prospector representatives at IUG along with cataloging reps.  #51 III/ILL relates to our #31 supporting OCLC/ILL, wording on #41 Millennium functionality for insert barcode good, #53 bad wording to explain DPL request transfers between branches-George to see Nancy Nathanson to explain problem better, #43 system wide problem in local catalogs too,  #30 needs to be strongly supported as DPL branches picked in alphabetical order, #8 we need to support if original checkout dates are not supported in virtual records, #36 should not be supported unless removing fines is optional, #20 repairing broken holds should be supported. 
  5. List of future topics prioritized as follows:  May meeting – regional routing within Prospector, last minute enhancements for next year.  June meeting – reconciliation issues.  Later meetings – Swift presentation, Endeavor phase in.  Home check for outstanding holds – wait for III to get back to us.  George will not be attending April meeting.  Send all agenda items to Jim Farmer.
  6. Round Robin – Some libraries brought up need to follow Best Practice #1 stating that all materials need to be barcoded before they leave the lending library.  Items without barcodes can not be checked in or out by either library.  Libraries reported problems with broken holds/incomplete transactions and the need to email the III helpdesk if you run across one of these. Libraries reported some migrating information between virtual records.  Example:  Auraria book on paging slip with a DPL barcode.  George asked that anyone who reports these problems to III also copy him by email.  Migrating information could be system wide or DPL related.  DPL reports they have had requests for non-holdable material (Western History, bookmobile, new branch).  Libraries discussed problems of high volume of DPL cancellations caused by transfers between branches not working.  Cancelled DPL items that still get sent to borrowing libraries is still a training issue. On DPL filled requests item status needs to be changed to in transit before midnight each day.  Auraria reported that DPL videos are checking out for 21 days instead of  7 days.  Libraries agreed to test the loan period and to copy George on progress and local loan rules.
  7. Next meeting is April 17, 2002, 10 am to 12 noon at the Alliance Office, Denver.  Future meeting dates:  May 15, 2002, June 26, 2002 (changed).

 

Meeting adjourned.