Falcon Meeting
Date:
Present:
Aurora, Berkshire, Candor, Cato, Dryden, Groton, Homer, McGraw, Moravia, Newfield, Nichols, Owego, Poplar Ridge, Seneca Falls, TCPL, Trumansburg, Waterloo, Waverly, Kathy, Rex, Jan, Karen, and Robert from FLLS.
Absent:
Alternative,
Apalachin,
Minutes:
Minutes read. There were no corrections or additions. Approved.
Old Business:
1) A New User workshop has been set up for Aug 4th and Nov. 3rd. An Advanced User workshop is scheduled for Sept. 8th.
2) Rex discussed the new dot commands in Release 190, .cp, .cpl, .cpa, .cpm. These commands were intended to work when using the .c command from CKO to go into CKI. However they will ONLY work when you have gone into CKI from the ENTER SELECTION menu prompt. If you are in CKO and use the .c command to go into CKI, then these four commands do not work. This problem has been submitted to development. A copy of the explanation of these commands will be sent to all libraries. It was also requested to resend a copy of all the new functions available in Release 190.
New Business:
1) Kathy discussed the blue slips used for Transit Holds. Some libraries are making their own, which do need to be blue. This is very helpful as FLLS used to print 2,500. Now we provide slips for only 10 libraries. Kathy reminded everyone that the blue slip AND the receipt printer printout need to be sent in with each item, circling the owning library. If you are filling a hold with an item that is in a FLLS collection, then circle FLLS as the owning library.
2) Robert discussed the process forms and slips. A revised form is now being used to promote uniformity. When filling out the form, please match it to the information on the fast add you created. Be uniform; include the author’s last name or first significant word of the title in the call number. Information entered in a fast add holding is transferred to the permanent record. Pink and green slips will also be revised and include a space for the call number.
3) As you know new collection codes have been created for juvenile materials. Please use them. A handout was given explaining these codes and their corresponding call number prefixes. Each library will receive a printout of the new collection codes with their library specific item type to be used in conjunction with these codes. All existing records have been updated with the new codes. Robert did point out that there is no distinction in multimedia items between Adult and Juvenile because the majority of the multimedia items are juvenile. We have also set up a collection code for non book materials entitled Realia.
4) There was a discussion on compliance issues and how to deal with non-compliance. With 33 libraries now online non-compliance adds to the maintenance of the database. A suggestion was made that the libraries that do not come to cataloguing training sessions should not have access to the cataloging account. Some on the errors in holdings maintenance could be due to the number of libraries brought online for Cayuga Connect, Seneca Connect and Tioga Connect in such a short time. Perhaps regional training sessions will help those who could not make it to past training sessions. If we determine there is non-compliance we will come back to the Falcons group and determine what to do next. It was agreed that procedures need to be streamlined and cost effective using the new tools available. It was suggested that attendance be mandatory to the holdings maintenance workshop or those who do not attend will be prevented from using the cataloging module. Perhaps a poll should be taken regarding what day of the week is best for those who have not been able to attend in the past. There was also a suggestion that maybe each county could elect a representative to police any non compliant library in their own county. The libraries would like a list of the most frequent non-compliant issues. Karen also reminded everyone that training is an issue in any migration we do. We do have suggested topics for additional training on reports and PC Reliance. It also was suggested we do a questionnaire on procedures used by each library regarding maintenance on their database.
5) The USA Patriot Act was discussed. A handout was given explaining how Dynix records patron transactions. Items currently checked out are kept in the CIRC.OUT file. In the CIRC.HIS file, items that are checked in and have not been checked out again are kept for the time period determined by the purge last patron parameter set up in each libraries account. In the PURF and PURF.HIS file, both current and resolved blocks are kept. Resolved blocks are purged on a three year basis and specific blocks saved are determined by the individual library. Unfilled holds are kept in the HOLDS file and the TRACK file contains items that are in transit. We purge the resolved blocks in January preserving the last 3 years. Because the PURF file is shared by all libraries, resolved blocks can not be purged by individual library. Unresolved blocks stay in the PURF file until they are resolved. The minimum blocks recommended by Dynix are those that deal with lost items and also any block that deals with money. Please notify the Computer Services Department if you would like to change which blocks are saved in history. These network changes would NOT be retroactive.
Law enforcement personnel can not demand information regarding patrons without the proper legal documents. These could be in the form of a search warrant, administrative letter from the Attorney General or a subpoena. It also was suggested if you have to talk to a problem patron privately, have someone else in the room with you. Also have specific procedures in place in writing for all staff on how to handle any requests for information from law enforcement. It is also good to have the name of a local lawyer available or refer questions to FLLS.
Dynix is backed up every Monday morning and backup tapes are kept for five weeks. We also use TAP (Transaction Assurance Process) which backs up transactions every ten minutes.
It was also suggested to have the library policy posted notifying the patrons on what information is kept and what can be erased.
Meeting adjourned:
Next Meeting:
Aug.21, 2003