Present: Brice Austin, Lorrie Butler, Clark Driese,
Jim Farmer, Carol Gyger, Evelyn Jamerino, Susan Kauffman, Kristen Kokx, George
Machovec, Christina Martinez, Franca Rosen, Nancy Sensel, Mary Sponsel, Sarah
Vaughn, Kathy Zipp
Via Conference Call: Jan Tankersley, Shelley Walchuk
Conference call attendees
were connected and introductions made.
1. The minutes from the April 16 meeting were approved.
2. News from George Machovec:
Regis will be going live on
III on December 15, 2003. There may be
some difficulties relating to Prospector with the migration of their records
from Carl to III, due to circulation information attached to Carl records. More information will be available as the
change draws nearer.
There is still a problem with
the item loader for Endeavor libraries.
As a result, all of the bibliographic records from Colorado School of
Mines have been loaded, but most don’t have item records.
The CARL tandem was moved to Denver
Public Library in May. The CARL
circulation system for Denver Public was moved to DPL during the week of July 7th,
which caused a brief period of downtime.
Mesa State has started
loading records, and will start testing Prospector circulation with Fort Lewis
once all the records have been loaded.
Alliance staff finished the
programming that enables CARL sites to produce their own Long Overdue reports
for the reconciliation process.
Advanced Searching has been
ordered for Prospector, though no date is set yet for implementation. This will involve a reindexing of the
Prospector system, so George will let everyone know when the change will be
made. The cost for AVS will be included
in each institution’s next bill for Prospector maintenance.
George has met with members
of the PLUS system to consider an idea to merge PLUS libraries into
Prospector. The discussions are in a
preliminary stage.
DU Law Library is moving, and
currently off line. The library closed
on July 17th and will reopen on August 11th. During the closure, DU Law items can still
be sent as normal via the courier.
3. Past Topics
The group discussed ideas for
dealing with lost and paid or billed items that have already gone through the
reconciliation process. No one has found
an easy procedure to address these items.
The enhancement requests relating to these items were not included on
the enhancement request list that came out of the Innovative Users’ Group
meeting in April. Jim Farmer will
contact members of other Inn-Reach systems to find out how their groups deal
with these records.
There may be new hold
parameters available which can stop Prospector holds on items due too far in
the future, due too far in the past, or that have too many holds already. Christina Martinez will send more thorough
information to the group and possibilities will be discussed at the next
committee meeting. Clarification was
also given that we do not have the function turned on that stops a renewal if
there is a hold on the item.
CSU has suggested that
Returned Too Long items no longer be included in the reconciliation
process. These items were problematic
for the reconciliation process last year because they were sometimes duplicates
of items on other lists, and required a lot of research. The group decided to include RTL items in
this year’s reconciliation, then evaluate the process for future years.
4. Enhancements:
Those items that Prospector
supported but were voted down at the IUG were reviewed. For a complete list of the approved
enhancement requests, go to: http://mco.mobius.missouri.edu/~mcogh/ir/
5. Reconciliation:
For items that are damaged or
lost on the courier, the group agreed to change the best practice to recommend
that the owning library file a claim with the courier. Jim will change Best Practice 10, and any
other relevant items, to reflect this recommendation. The group also agreed that the borrowing library can still
circulate a damaged item with the owning library’s approval.
Differences between
system-generated Long Overdue lists and review files created by committee
members were discussed. The differences
were due to the “@” symbol’s location in the item records, and did not indicate
a system problem.
Reconciliation packets were
handed in by those who had them ready.
Others should send them to Jim via the courier as soon as possible.
6. Round Robin & Best Practices:
A question was raised about
whether committee members look at the Requested Too Long reports. The answer varied depending on the size and
philosophy of the library. Denver
Public noted that their system does not allow holds on any items, so a DPL item
on a Requested Too Long list is definitely a problem item.
Fort Collins Public Library
is still experiencing problems with requests from Denver Public Library, and
with hold cancellation notices. Other
libraries were asked to test (and report to III if appropriate) whether the
system generates a hold cancellation notice when the hold is cancelled from the
patron’s account.
7. Next Meeting:
Denver Public volunteered to
host the next committee meeting at the new Blair-Caldwell African American
Research Library, at 24th and Welton. Directions will be provided via the listserv.
Dates for upcoming
meetings: August 20th,
September 24th, October 15th, November 19th.
Meeting adjourned.
Minutes submitted by Sarah
Vaughn, UNC.