Collection Maintenance Subcommittee Minutes

March 8, 2023 at 9:30 am

Phone/video conference

Action Items:

The CMS recommends the following changes to the Videorecordings Searching and Matching policy, under Multi-part Items:

a. Change “Television fiction mini-series and series” to “Television fiction and non-fiction mini-series, series, and documentaries”

b. Change “Non-fiction instructional, series, mini-series, and documentaries” to “Non-fiction instructional and travel”

Present: Molly Warren (MAD), Tina Marie Maes (MAD), Sarah Hartman (MID), Laura Schmiedicke (MRO), Amy Lawrence (MCF), Theresa Skov (VER), Alison Wirth (STP), Kate Hull (SUN), Nancy Kessenich (WAU), Kathy Baker (MFD), Eric Crow (MTH)
Absent: Amanda Payne (POR)

Excused: Sarah Bukrey (STO)
Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Amy Gannaway

2. Call to Order at 9:32 am

a. Introduction of guests/visitors

i. Keri Van Gorden (MAD) is replacing Kate Odahowski (MAD) on this committee.

b. Changes/Additions to the Agenda

i. None.

c. Requests to address the Committee

i. None.

3. Approval of previous meeting minutes: January 11, 2023

a. Motion: K. Baker moved approval of the January meeting minutes.  M. Warren seconded.

b. Discussion: none.

c. Vote: motion carried.

4. Action Items

a. Videorecordings Searching and Matching policy, under Multi-part Items:

i. Change “Television fiction mini-series and series” to “Television fiction and non-fiction mini-series, series, and documentaries”

ii. Change “Non-fiction instructional, series, mini-series, and documentaries” to “Non-fiction instructional and travel”

1. Motion: K. Baker moves approval of the proposed changes to the Videorecordings Searching and Matching policy.  L. Laura Schmiedicke seconded. 

2. Discussion: A. Gannaway reviewed the survey results.  Most libraries were in favor of these changes.  T. Maes wanted to remind everyone that libraries can shelve items where they want and use any Call Numbers they want.     

3. Vote: motion carried.  This will go to the IC for final approval in April.

5. Discussion

a. Updates from previous meeting

i. Discussion: This was already discussed in 3a.

b. Survey for retrospective cataloging

i. Discussion: A. Gannaway shared the draft with the group.  We want to find out what libraries are interested in as far as retrospective re-packaging for TV series DVDs.  T. Maes wants it made clear that they still need to follow the Linking Manual.  We could include this in the instructions. Would libraries be obligated to repackage if another library does?  No.  The original (separate) bibs will only be deleted if there are no items attached to them.  A. Gannaway will make the modifications in the introduction and she can send it back out to the group for feedback.  The group agreed that the survey should be sent out to libraries in mid-April. 

c. Meeting format (virtual vs in person)

i. Discussion: Everyone agreed that virtual is preferred.  However, the group thought we could do one in-person meeting.  It was suggested for the September meeting as SCLS hopes to be settled into the new building.  We could always meet at MAD too. 

d. Other Bibliovation questions and discussion

i. Discussion:  T. Maes mentioned there was an item with 40 holds where the bib needed to be deleted.  Patrons do not receive notifications their hold won’t be filled when this happens.  It also doesn’t show up in the patron’s account as a cancellation.  A. Gannaway mentioned there is a hold cancellation notice setting but it is not turned on by default.  This is on the known problems page and has been reported to LibLime.  Should MAD be doing something different since it hasn’t been fixed in 4 years?  A. Gannaway is not sure there is much we can do at this point and hopes it is not a huge deal for patrons.  The upgrade is in the sandbox and testing is ongoing.  There are still problems that LibLime is working on.  There are back end date changes that need to be made to reports because the upgrade switched to UTC time.  We are still working on MFD clean-up.  We have advertised an LTE cataloging assistant position to help with this.  Duplicate records should still be reported and merged. 

6. Plan for Next meeting:  May 10, 2023 at 9:30 am via phone/video conference

7. Adjournment at 10:07 am

For more information about the Collection Maintenance Subcommittee, contact Amy Gannaway.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

Collection Maintenance Subcommittee/Minutes/03-2023