Falcon Meeting

Date: 08/21/03

Present:

Candor, Cato, Groton, Homer, Newfield, Poplar Ridge, Port Bryon, Seneca Falls, TCPL, Trumansburg, Waterloo, Waverly, Weedsport, Kathy, Rex, Eric, Jan, Karen, and Robert from FLLS.

Absent:

Alternative, Apalachin, Auburn, Aurora, Berkshire, Cincinnatus, Dryden, Fair Haven, Interlaken, Lodi, Marathon, McGraw, Moravia, Newark Valley, Nichols, Ovid, Owego, Spencer and Union Springs.

Minutes:

Minutes could not be approved because there was not a quorum present.

Old Business:

1) Non-compliance issues. The term “non-compliance” was changed to “ongoing issues”. There was a list of ongoing issues handed out and suggestions on ramifications on failure to comply. Issues need to be identified as to which are training issues, work flow issues and ones that need attention

2) The 2004 budget was discussed and a draft of the proposed budget handed out. Rex explained each line of the budget and how the figure was derived.

3) Dynix will continue to support Classic Dynix but there will be no more enhancements or new programming. We will evaluate new products for possible migration from the user’s point of view including but not limited to functionality and affordability. Rex did point out that telecommunication expenses and bandwidth requirements may change because of the migration. He noted that the Cortland library will probably connect to what ever system we migrate to.

New Business:

1) Rex discussed using the .s command at Checkout and Checkin. Using the .s command at Checkin and then selecting the item WILL check the item in. This causes major problems, especially if the item does not belong to your library. Please do NOT use the .s command at Checkin. He also pointed out that using the .s command at Checkout can cause problems also if you have a patron’s name displayed. Searching for an item in CKO while a patron’s name is on the screen does check that item out to the patron. If you must use the .s command at Checkout, make sure there is NOT a patron’s name on the screen. If you do this accidentally, please notify the Computer Services Department immediately. If you would like the warning sound changed when Dynix prompts for user intervention (H, T or C, etc.) to a voice generated warning, let Rex know.

2) Kathy reminded all libraries present to be sure and check the condition of the receipt printer ribbon periodically. If the printing is faint it needs to be replaced. The ribbons can be purchased from FLLS Computer Network Services Department. Thanks to the libraries who are making their own blue slips. On deposit collections; FLLS changes the item type and owning agency when the collections are sent out. When the collection is returned those item types and owning agency are changed back to FLLS. The stragglers still in your library that have not been returned with the rest of the collection will look like an FLLS item. Please check your shelves and pay attention to the status when these items are checked in.

3) Kathy also discussed the problems arising from ILL’s lost to other libraries. A committee was formed to discuss how to deal with this issue. Once an item goes into “Lost” status it’s in a kind of “limbo”. Whose responsibility is it to collect the fees? We need to clarify whose responsibility it is, a timeframe for reimbursement and ways to collect from the patron. The borrowing library is ultimately responsible for the replacement cost of a lost item if the amount cannot be collected from the individual patron. Notices will print from the loaning library up to the point it was lost. The committee will discuss these problems and possible resolutions and report back to the Falcon group.

4) Robert discussed miscellaneous cataloging issues. Please make a distinction when requesting barcodes. There are single dumb or double dumb barcodes available from FLLS. He suggested the double dumb be used for books, with one affixed to the book and the other affixed to the shelf list card sent in to FLLS. They are referred as “dumb” barcodes because no information is listed on the barcode, such as author, title, etc. He also discussed the problems with multiple video cassettes and how they should be barcoded. If it is packaged as a two video set, only one barcode should be used for the entire set, i.e. the two cassette copy of the Titanic. Putting a barcode on each cassette causes problems when placing holds. If the item is part of a series and packaged individually, each series number should have its own barcode, i.e. the “Baseball” series.

He also reminded the libraries when adding a holding to an open entry record; make sure you include the year on your individual holding. If it’s a 2004 edition of the Guinness Book of World Records, include in field 4 the year 2004 on the holdings record in the copy/volume field.

If when adding a holding the only bib record you can find is a TCPL Acquisition record, you may use that record to attach your holding to. You may see the status of the TCPL holding as “on order” or “just received”. This is normal and does not affect your holdings. Also please do NOT add your holding to another libraries fast add.

5) Eric discussed the Windows update. Instructions were in the Spring/Summer newsletter. He also handed out copies of that newsletter. This update does NOT apply to those of you who have Windows NT or Windows ’98. It does apply to those of you who have Windows 2000 and Windows XP. Eric also suggested you update the Norton Antivirus program at least once a week. Windows updates should be done once a month and a virus scan on each PC once a month. Only Critical updates and Service Pack updates need to be done.

6) Jan discussed the Regional training sessions that have been given so far. 16 out of the 32 libraries, a total of 29 people, attended the Regional Training Workshop on PC Reliance and iPac.19 out of 32 libraries, a total of 26 people, attended the workshop on Holdings Maintenance. Networking issues were improved somewhat with the use of a new router. The next session will be on Reports and is scheduled for September.

7) No date has been set yet for the Universe upgrade. This is the database software Dynix runs on. Rex will give at least 30 days notice when this upgrade will occur. It will only take a couple of hours to complete.

Open Discussion:

1) The question was raised as to whether the libraries need a firewall installed on their server. Rex answered no unless you allow access to a web server in your building

2) Fran wondered if instructions could be provided for placing holds on multiple volumes for the patrons. Many are confused when they save an item to “My List”. “Save to List” is NOT a hold.

3) A question was raised as to whether we could change the time of the Falcon meeting to 9:30 instead of 9:00. Yes we can and will.

4) Rex also informed those present that FLLS will start to evaluate Internet filtering methods both server and client based for staff and public PC’s.

Meeting adjourned:

11:02 am

Next Meeting:

Nov. 20, 2003