SerialBidCallOctober2008

Meeting Notes (Original Agenda questions are at the bottom of the page)
October 17
Serial Bid List
Attending: Suzanne (SIL), Michelle (MoBot); Matthew P. (MBL/WHOI); Erin (SIL); Diane R (MBL/WHOI); Joe (Harvard, MCZ); Don W. (NYBot); Kevin (NYBot); Doug H. (MoBot); Bernard (NH)

View Items your library has bid:

• Bernard will add to the wiki a place that records each libraries ID in the Serial Mash up.
• Using the Serial Mash Up, there is a menu option to view bids by ID

Range of bids:

• Some workflow bid on serials before looking at the physical pieces.
• Remember you can do more than one partial bid
• Agenda Item for Woods Hole:
  • Define Full Bid
  • Define “Full run” with dates included
    • Different for NH
    • Different for US
    • Different with permissions
  • Intention to scan full run
    • Through IA
    • Supplementing with other workflows (other scanning vendors or in-house)
  • Return to Bid List and Correct bid
    • Feasible?
    • BHL Portal automatic updating?
    • Notes field
      • Is this too much of a mix of data
      • Should we introduce a way to record “lacking”
      • Broadcast what needs still to be scanned

Duplication of material:

• Contact the bidding library if you have issues.
• Should we record in the Serial bid list when we know there is duplication
• Should we record in the BHL Portal when we know there is duplication

Merging of Records on the Mash Up:

• No records are lost. One record is “chosen” to be the one to show with the others “merged in” in name only
• Does not really matter which one is chosen unless we think the BHL Portal will need to interact in some way.
• Does the Bid List need to show more data to help people decipher duplication and merge titles?
• You should be able to see all the records that are merged together.
  • ACTION ITEM: Bernard will look to see if that is working properly
• ACTION ITEM ALL: For those who have not merged any titles, check out the function. It is rewarding to merge obvious duplication.
• ACTION ITEM: Don will check with John M. about merging of titles and talk to Bernard for any questions that might come up.

Bid List Fields

• Note Field is helpful for explanation. Possibly we need to devise more structured ways to record information if we want to report out data.
• Start
• Scanning Complete Status
• Manually people need to return after material appears in the BHL Portal and mark things as completed and edit notes for any missing or gaps or lacking. Are people doing this?
• Date that the bid was placed would be a nice thing to indicate – with a date stamp of some sort.
  • Action Item: Bernard will investigate date stamping bids
• Do we want to record volume ranges like we currently record date ranges? Would that be helpful in submitting multiple partial bids? Would a “lacking” box on one partial bid be easier?
• ExLax box (Thanks Joe!) was suggested as a potential source for later “Mop Up” (Thanks Bernard!) ß Phrases of the day!!

BHL Portal delivery of Serials

• It needs work
• How and what can be done with the metadata that it has
• What do we feel we can either indicate as a known problem or fix
• Do we want to spend time fixing things in the Bid List when the Portal is the real delivery mechanism?
• Traveling serial names – former, merged, became titles
• Single word titles that need qualifications
  • Should we make recommendations on how to qualify titles?
  • Are there standard data fields that could be used?
  • Do we manually create the qualifier in a standard format?
• Current Portal is exact on the 245 $a. Abbreviations in the title, not complete titles, simple worded titles are all a problem

Bibliographies and Prioritized Literature:

• Sample bibliography is on the Wiki – Decapods. This is a vetted bibliography. Analysis was done to see which titles was highest priority for sited species. Includes both monographs and serials.
• Workflow for prioritized literature – bibliographies or permission (copyright approved) materials – how do we make this simple and not “yet another place to review and bid”?
• What do we do with other scanning operations like California Digital Library that have scanned materials that we could as well, or have scanned too.

Working Agenda:
Serial Bid List:

• Are there questions anyone begining to work with the bid list would like to ask?
  • How can I see a list of all the bids I have placed?
  • Should I over estimate (bid all) and then return?
  • Should I place a bid for all when there is a partial bid I don't understand?
  • How do we choose which record to keep and have all the others "merge" into? "Choose this one"?

• Can the notes field of the bid list be used to state what you have/have not successfully scanned of what you have bid per title? - any suggestions of how to approach this once a library has completed much scanning?
  • Should this be in a fielded space for potential matching up with the portal and our systems?
  • Formatted the same for everyone

• How should libraries approach the discovery of duplicate bid situations?
  • How should libraries approach the need for help in fulfilling bid

• Should we discuss latest entry vs. successive entry record cataloging of serials titles as reflected in the BHL Mashup?
  • Do we merge records to one if our individual cataloging done that way?
  • How are libraries addressing / not addressing this issue relative
  • Is there a group consensus of how we feel such titles should appear in the BHL?

• There are some titles with the single word title "Proceedings.", or, "Bulletin." - can BHL portal searching parameters accommodate parallel titles, or should we craft a cataloging solution in these instances which creates a clearer BHL record?
  • Is publisher a good qualifier to use to help these out?
  • Standards in serial cataloging or break out of the "standards" and provide more information in the title field

• What type of issues have people faced when devoting efforts to "merging" records?
  • Do you merge as you go?
  • Do you merge as a specific project?
  • Is there a way to look at titles that have been merged?
  • What if you don't agree with some one elses "merge"?