Voyager Access Services Committee
Minutes, Meeting, May 15, 2000

Present: Howard Raskin, Pat Schafer, Carmen Blankinship, Diane Hillmann,
Linda Miller, Susan Currie

The main topic of the meeting was to make some final decisions on templates to be used for Reserve. Reserve template set up can be found in the Misc folder labelled "circbib.cfg file". We hope to have this as part of the installer program being developed by Amy Blumenthal.

In addition to the fields already specified, we will use:

1. 720s for all (personal and corporate) authors. 720 fields are specifically for non-standardized authors. Authors must be entered "last name, first name" in the 720

2. 245 |c for the second author. If we're adding a second author, we could put a "/" at the end of the title, and should enter the second author, "first name and last name".

Linda and Howard will pursue getting the 720 indexed so that it appears in the brief view in the catalog and is indexed for searching. They will continue to test the reserve templates and processing procedures.

Designated reserve staff will access to cataloging bibs for corrections to reserve bib records. The Security Committee is addressing this need in the meetings with each unit.

Reserve staff making these changes will need to be fully aware that they should never update a record that wasn't created for reserve. We will need to organize a special training session for reserve/cataloging procedures. Since session preferences can be retained in cataloging sessions, unlike the circulation sessions which must be set each time the operator signs on, training reserve staff for correct session preferences

Diane has put together a proposal about how to use the 948 and 949 fields for statistics and other management issues at Cornell including the "sun setting" mark for on-the-fly reserve records. Diane suggested using some of the subfields for reserve in the 948 field, including the field (|h) that would mark the record as a "reserve" record. We also agreed that using the 948|c would be good. This will have the date the record was input or the date the record could be automatically deleted. We agreed that using "Fall 2000" or "Spring 2001" would be best here. If there is a way to run a program to remove all the reserve items based on this,it would be a much easier, faster way of de-reserving than taking each item on or off reserve.

Reserve records will appear ONLY in the course reserve indexes in WebVoyage. Each unit has a specific convention for creating call numbers and we will keep this procedure. Diane suggested testing the use of spaces, commas,etc. as they appear in catalog records.