Access Services Minutes - October 16, 2018

Outcomes:  To discuss topics/tasks related to Access staff to ensure that staff and customers have a consistent experience across the system.

Agenda Topics:

FYI: 

Last Meeting Summary-Risa

Risa gave a summary of the last Meeting.  This is the first meeting where the Access Manager I’s are attending if scheduling at each location permits.

Hiring Updates-Risa

Risa met with HUM and the following are recommendations from them to help the process go faster when hiring Access staff.  Have one point of contact from each Library when hiring. This will mostly likely be the Library Manager. Make sure when interviewing that a cart score is included. For the present time ,Elizabeth will be handling the Access positions to be filled. 

TLC Updates and Magazine Holds Info-Risa

Risa thanked Access staff for clearing out older magazine records.  When testing magazine holds there are some problems.  TLC is working on this, and fixing this is a priority for them. We want to make sure the problem with magazine holds will not carry over to other materials, prior to upgrading the live system. The TEST system has been upgraded to the next available version, but the live system will not be upgraded until we learn more about the magazine holds problem. The new version of CARL.X has a few small cosmetic changes, but CARL.Connect has more noticeable changes that improve usability and the user experience. The test side of the catalog has also been upgraded to a FRBR (Functional Requirements for Bibliographic Records) view.  This means there will be one record that will show all the formats. This test catalog is not live at any Library yet and is in very early testing stages with TLC.

Action Items:

• Watch for magazines on the hold list, making sure we are pulling them and checking the router as needed.
• Scenario in which to notify Risa or Anne:
  
  • A customer has placed a hold on material that they know is on shelf. The customer comes in or calls after holds would have been run (at least the day after the hold was placed) and asks about the item and why it has not been pulled.
    • If this scenario were to occur, we would suspect that the item did not make it onto the holds list to be pulled. Please call Anne or Risa directly to let them know to check the holds list for all libraries. You must call them BEFORE filling the hold or checking the item out to the customer.

Digital Library Cards-Meghan

As more customers are using their cell phones and not carrying Library cards, this was a reminder that showing a photo of a customer’s Library card is acceptable.  Identifying questions can be asked if necessary.

Discussion:

Replacements Process-Sarah/Janeal

Collection Anywhere has several methods they use to decide what material needs to be replaced and they were presented.  This information will be added the 2^nd Collection class and a handout will be created with this information.

Time Sensitive Processes-Meghan

After small group discussion, the top three Time Sensitive Processes were listed as 1. Delivery/Mail; 2. Shelf Reading and Inventory; 3. Pulling and Processing Holds.  We will start reviewing the first process-Delivery/Mail to get an estimated amount of time, over several locations with and without sorters, as to how long the process takes, including checking in of materials and up to pre-shelving of materials.

Action Item: Vanessa (BI) has already created a form, showing a standard of what we are going to count, and she will send to Risa for review.  The following Libraries during the week of October 29, 2018, from Monday to Saturday, November 2 will gather information: AL, BI, DN, ED, NW, VI, and SO.  The information gathered will be given to a workgroup comprised of Access Managers from DC, NW, and BI.

Shelving Order Guide-Kiley

The purpose of this guide is to be an easy to use resource for staff and provide consistency across the System. 

Action Item: More examples will be added to the Graphic Novel section for clarity. Kiley will discuss Feature Films with Collection Anywhere staff.

Email Addresses-Risa

The number of paper notices sent out is up. Ways to get customers to give us their email address were discussed. 

Action Item: Continue to ask customers for their email addresses, while reassuring them we will keep their emails safe.

Meeting Summary

Everyone shared what things from the Meeting they will take back to their Libraries and share with staff.