May 2001 Monthly Report

MEMORANDUM

TO: Dale Irwin

FROM: Nancy Hall

RE: Monograph Acquisitions Monthly report May 2001

DATE: June 1, 2001

1. Marsha Hall: During May, Marsha weeded 324 Steacie titles from storage. As part of the weeding process, she deleted 293 records from Yorkline and 102 from A-G Canada. Frost has begun their summer weeding project and boxes have started to arrinve to be weeded. Marsha will begin work on these when she returns to begin full-time on June 11.

2. Copy Cataloguing. Along with cataloguing YBP books, copy cataloguers are also cataloguing a number of LC copy items from the cataloguing backlog. Monograph Acquisitions staff catalogued a total of 1644 items this month. (1 staff member was on vacation for the entire month)

3. Ordering. We began ordering for the new fiscal this month, concentrating on getting overseas orders out early in the year. Orders continue to trickle in depsite the large numbers outstanding. On the up-side, this has allowed mongraph acquisitions staff to do more cataloguing.

4. Vendors. I met this month with Mr. Elmer Fernandez from the Asian Development Bank, Office of External Relations. Mr. Fernandez was very interested in our library system and had many questions about classification and records for their items in our system. He seemed pleased with what he saw. He also was able to answer questions about co-published items, videos and other special items not included as part of our depository status with ADB.

5. This year is the 30th anniversary of the CPM Association at York. As part of the AGM this year, certificates of recognition were presented to various members who had demonstrated leadership and service to the association and the York community. Nancy Hall was a recipient of this certificate.

6. Meetings. Dale Irwin and Susan Callum met with Technical Service staff to discuss concerns over the budget cuts. Facts and figures were presented and quesstions resulting from this addition information were answered. Monograph Acquisitions had a staff meeting as well to discuss measures to help with the workload as our staff will be reduced by two positions. As well we discussed plans for training over the summer.

7. Inventory. Steacie will begin its inventory next week. Reports were run by H. Fraser. There was a problem in that some discarded items are still in SIRSI in the shadow catalogue. The problem with the inventory report is that

when it encounters a discarded item, no copy information appears on the list only the title even though there may be other legitimate copies in SIRSI. These discarded items cannot be deleted because there are bills attached. n Steacie encounters these items they will have to search SIRSI for the correct copy information. When we did a qualified search in SIRSI, we found there to be approximately 89 of these records out of more than 4000.

8. Smartport. Heather Fraser and Nancy Hall have been working with staff in LCS to configure and test Smartport. Work is progressing nicely and documentation is being created for training.