Now we are starting to receive the last 2012 issues on these orders and an issue has come up with how to process these since the holdings are MLAC. Our cancellation procedures require us to update the holdings records by adding the last volume to the holdings and changing the 'Receipt or Acquisition Status' in the 008 Fixed Field to '05' (Not Currently Received). The problem is that the holdings records are for MLAC and by updating the holdings it makes it appear that the issues are now in MLAC.

I have consulted with the staff over in St.Paul and they have notified me that we can handle these as we would with any of the other serials cancellations by updating the holdings record per the procedures even though the location will be listed as MLAC. Let me know if you have any questions and any problems can go to me.

Thanks,
Chris

Kim's students have been distributing the Level 2 full-marks among processors as Li Zhu is no longer working on them. I have asked Kim to have the students return to placing them on the full-mark shelf, and Amy will handle processing for the near future.

I'd like to give an update of the current status of updating the records for the EFW and Forestry Libraries as part of the Natural Resources Library (NRL) transfer in St.Paul.

As some of you might be aware the sub-library description for the sub-library codes TEFW, TFOR and TNRL is now displaying as "TC Natural Resources Library." Prior to the closure of the Forestry Library on May 13th the sub-library descriptions for TEFW and TFOR had reflected the former names of the branch libraries and TNRL had displayed as the EFW Library but now they are all displaying under the new name.

The holdings for the monograph records including the classified series have still not been updated from the TEFW or TFOR sub-library codes. The latest update I've received is that the staff in St.Paul are still reviewing and moving the books. They are trying to get this done soon but it might go into next week before the spreadsheets can go to Betsy to update the holdings. Please forward me any classified or cat sep items received on these records, I will hold them and process as soon as I know what the new locations are.

In the meantime I have updated the sub-library fields on the membership records to Magrath or NRL based on where the pieces received on the membership went. If you do run across any membership records the TEFW or TFOR sub-libraries let me know.

Finally, Scott Marsalis has just confirmed that the NRL and Plant Pathology unbound serials will no longer circulate which will bring them in line with Magrath and most other locations in the system. Chris Rose will be making global changes to the unbound item records to update the Item Statuses and I will need to have Michael Johnson run a macro to update the Item Statuses on all the Subscription Records for NRL, Plant Pathology and the transfered orders from Forestry & EFW to Magrath. Once the updates are made Scott will notify the staff in those locations that the new loan policy has taken effect. Let me know if you have any questions.

Some of us have recently discovered that some old issues of S type orders have never been claimed, despite the fact that their Exp. Arrival Dates had expired. After we looked into this further, it was found out that those issues never even appeared on the weekly S type claim list.

After I forwarded the info to Michael and Betsy, it was determined that the problem was caused by the Send Claims field on tab 3 of the subscription record set as "No". I always thought that field was for batch claiming, but obviously, it is not. Betsy/ET has started an SQL query to find the subscription records that say "No" in the Send Claims field. I have asked her to change all of them to "Yes", so this problem should not happen in future.

One important reminder: Choose the "Yes" radio button in the Send Claims field on tab 3 of the subscription record when you create new S type orders.

As you may be aware from Jerrie Bayer's announcement earlier this week the Forestry Library will be permanently closing this Sunday May 13, 2012 so I'd like to give an update of the current status of updating the former Forestry and EFW records.

Most of the periodicals orders have been updated to the correct locations of either Magrath or NRL but there are some problem items that we are trying to fix. Any periodicals received for which the order or subscription record still shows the TEFW or TFOR sublibrary can come to me to check on and fix.

The holdings for monographs have not been updated yet to their new sublibraries so I have not been able to update the order records for our standing orders to classified series and cat seps. I am assuming that they will get updated before this Monday so I'll be able to update the orders by the middle of next week but if that changes I will send out notice. There are some cat sep orders that will require the selectors to review to determine the new location so they will likely take longer to get updated. Any items received on these orders that don't have the new location can come to me.

The issues that were coming as gifts directly to the Forestry Library and sent up here for processing will be changed so they are sent and processed here at Wilson. I will be working on updating the orders and notifying the suppliers. The membership records will also need to be updated but they will be a lower priority so you may run across those for a bit longer.

If you have any questions or run across any unusual problems with these records let me know.

Please note changes in budget assignments announced in Monday Memo in Arts & Humanities area:

New Liaison Assignments
Thanks to all of you who attended the farewell reception for Laura Dale Bischof last week. With Laura's departure, we have reassigned some subject liaison responsibilities in Arts and Humanities. Gordon Anderson will serve as liaison to the German, Scandinavian, and Dutch Department. Susan Gangl will assume responsibility for Classical and Near Eastern Studies. Incoming Librarian Yao Chen will cover the Linguistics Department, in addition to Asian Languages and Literatures.
- Jennie Burroughs

Fariha

The first post is about an issue from back in December 2011 which may still be relevant and it's what to do with issues that come in for open (and/or recently cancelled) St.Paul subscriptions where the titles have been moved to MLAC or Printing Services (PS).

On 12/21/11 Fariha forwarded us an email from the project manager, Mary Miller, explaining what to do in this situation:

"A number of you have asked about what to do with journal issues that are coming into TS, which are part of St. Paul titles that have gone to MLAC or Printing Services. They can be sent to their original destination, whether it be Forestry, EFW, or Magrath. Amy's group will either send them on to MLAC, or in the case of Printing Services titles, she has a few half-full boxes awaiting transfer to PS that will accommodate the issues."

We also wanted to make sure that if only one issue is received on a multi-copy subscription it is checked in on the same order each time so lapses are easier to catch so we established a hierarchy to decide which locations would be checked in first, second and if necessary, third. The location checked in first was assigned to the main account, CG2916500SR, those checked in second were assigned to account CG2916500TA and those checked in third were assigned account CG2916500EA. I have updated the Vendor Reference and Vendor Note fields of these orders to reflect the correct accounts. I have also added the following notes to the Check-in Note field in the Subscription Record:

CHECK IN FIRST [for the order under the main account CG2916500SR--or otherwise checked in first]
CHECK IN SECOND [used only for middle copy of three copy subscriptions]
CHECK IN LAST [used for second copy of 2 copy subscriptions or third copy of 3 copy subscriptions]

There were a few anomalies such as issues for the order on the main account not being checked in at all, so the note in the Check-in Note field trumps the account number in terms of processing.

The additional addresses and sub-account codes that Ebsco set up for us are as follows:

Alternative Address 1
Technical Services Subscriber code: TA
UNIV OF MINN LIBRARIES
309 19TH AVE S
MINNEAPOLIS MN 55455

Alternative Address 2
Elec Print Serials Sect Subscriber code: EA
UNIV OF MINN LIBRARIES
309 19TH AVE S
MINNEAPOLIS MN 55455

Alternative Address 3
EPSS Serials Acq Subscriber code: EB
UNIV OF MINN LIBRARIES
309 19TH AVE S
MINNEAPOLIS MN 55455

We did not have any four copy subscriptions so the sub-account under Subscriber Code EB was not used.

The hierarchy of locations that we used to establish the sub-account under which orders were assigned was as follows:

Wilson Library
Walter Library
Magrath Library
Branch Libraries (St.Paul branches, Journalism, Architecture, etc.)
Andersen Horticultural Library
Wilson Library binding copies

Recently we have been having a few problems with invoices being highlighted with a pink marker. This is a problem for us because when Sarah scans it, the items highlighted in pink don't show up and she then has to go in and manually type in what has been highlighted.

Can you please mention this to all of the people setting up invoices so that pink highlighters are no longer used?

Thanks

LaVon

http://blog.lib.umn.edu/uthink/

and log into UThink. serialsblog should appear in the list under 'My Blogs', click on that and then either click on 'Write Entry' at the top left of the page or run your mouse over 'Create' to get the drop down menu and select 'Entry'.

Check with me if you have any questions.

-Chris

I'm writing to alert you to several changes recently made to the Aleph500 Access and Security Policy, its related access and security request forms, and the Aleph500 Access and Security wiki page.

First, the Aleph500 Access and Security Policy and its related access and security request forms have all been given a new look with the incorporation of the Libraries logo and brand styling. At some point in the future, we also hope to make all forms interactive (i.e. you will be able to fill out the form by typing in the information online).

Second, due to recent revisions to the University's policies on data security and management, we have revised the references made to those policies in both our Aleph500™ Access and Security Policy (see "Basis of the Policy" section) and our Compliance Statement for Access to Patron Records and Patron Transactions in the Aleph500 System (see Section A).

Finally, the Aleph500 Access and Security wiki page has been completely revamped with improved information to help you better manage your employees' Aleph500 account access.

Because of these changes and the need to ensure that our agreements comply with University policies, we can no longer accept previous versions of the Aleph500 access and security request forms. The best way to ensure that you are using the most current forms is to download them directly from the Aleph500 Access and Security wiki page each time you need to submit a request.

Please take a moment to review this updated information and feel free to contact me with any questions.

Aleph500 Access and Security Wiki Page
Aleph500 Access and Security Policy
Agreement to Follow the University of Minnesota Libraries Aleph500 Security Policy
Aleph500 Permissions Request
Compliance Statement for Access to Patron Records and Patron Transactions in the Aleph500 System

Thank you,

Francine Dupont-Crocker
Your Friendly Neighborhood Aleph Security Administrator

Changes are being finalized with YBP and Blackwell. See the details below. As of June 26, 2010 LIND will be known as YBP-UK.

Let me know when you start seeing the new invoices. Lois and I are working to get the vendor records changed/created. We also need to change vendor codes on the records...when I have a complete list from YBP. Yumiko is working on the partial list we received.

Let me know you have any questions on this.

Thanks,
Fariha

-------- Original Message --------
Subject: L&C name/payment address change
Date: Fri, 11 Jun 2010 13:11:12 -0400
From: Ann-Marie Breaux
To: Lois J Christian , , ,

Hi Lois, Fariha, Betsy, and Charles,

As part of the Blackwell transition project, there will be some changes to Lindsay & Croft. Back in December 2009, when Baker & Taylor bought Blackwell-US and James Bennett, there was a corresponding change in the UK. Blackwell-UK acquired Lindsay & Croft from YBP. Shortly thereafter, L&C's Bicester office was closed, the L&C staff were integrated into Blackwell-UK's Oxford office, and L&C Customer Service responsibility was transitioned to the YBP Customer Service Bibliographers. Since that time, we have continued to send UK shipments on L&C invoices and accept payments at a Bicester payment address.

All of that is about to change. As of June 26, Lindsay & Croft will be known as YBP UK Library Services. From that point onward, shipments will be under the YBP-UK name, and invoices will reflect the new name and payment address. The shipments will be sent from Blackwell-UK's warehouse, but on a YBP-UK invoice and in a YBP box. I've attached a copy of a stuffer that is going out in this week's L&C shipments which has more details about the payment address change.

You'll notice that the payment addresses are now the same for YBP's US and UK operations. Despite that, we ask you to continue to identify YBP as two separate vendors in your local systems. We continue to maintain a distinction between US and UK ordering subaccounts within a library's YBP account structure. Those distinctions affect which warehouse generates a particular invoice and shipment, the native currency of the invoice, and whether the title is billed at a standard discount or with an import service fee. Additionally, the YBP US and YBP UK GST and SAN numbers remain distinct.

YBP continues to maintain a UK presence, via our partnership with Blackwell-UK. In addition, the mechanics of YBP's UK approval plans, notification plans, and standing orders will operate as before. The only differences will be the changes to our UK name and payment address. In the coming weeks and months, you will begin to see the name change reflected in other printed documents, approval profiles, technical specifications, and GOBI. We're also planning some additional communications about this in the next few weeks.

In the meantime, I wanted to go ahead and be sure you had the information ASAP. If you have any questions about these changes, please let me know.

Thanks,
A-M

Ann-Marie Breaux
Vice President, Academic Service Integration
YBP Library Services
Phone/fax: (678) 445-5720 vmail: (800) 258-3774 x3504
e-mail: abreaux@ybp.com

In the past, we have left the order open, but extended the claim date for titles that were reported as being "inactive". I would like you to close the order record in these cases using CLS status. Sometimes the vendors keep the order open, sometimes they close, so better to have these closed off. And if the title ever becomes active again and we receive any issues, we can always open up the order again and notify serials cataloging if the record needs to be reopened or notes need to be made on the bib record.

Thanks,
Fariha

[Edited slightly from Fariha's email dated 3/4/10]

U:\Divisions\AccServ\TechServ\Procedures\Sections\EPSS

There are four different spreadsheets (O-Type, S-Type, S-TypeOpenOrders, M-Type). In each spreadsheet, you will be able to find a tab with your name at the bottom of the sheet. Every Monday, Kim will collect the problematic claims from her students and will add additional/new problematic claims on each spreadsheet and tab. Kim will send a note to all of you with the link as a reminder.

You can work from these lists and highlight the lines for those items you are able to resolve. Do not delete any of the lines, just highlight them, because that gives a nice visual representation of resolved claims. Once you start working on these regularly, you might be able to suggest some categories of claims that can be handled by students. We can discuss at our monthly meetings.

If you have any questions, please let me or Kim know.

Thanks for your help!

Fariha [via email 11/16/09]

The new vendor codes, BNA and BUK, have already been created in Aleph, but please note that the active orders still have the old vendor codes, BBS and BBSUK. That is because the changes are effective with their invoices dated October 1, 2009 onwards and the invoices dated September 30, 2009 and earlier should still be processed under the old vendor codes, BBS and BBSUK. Once we are certain we will not receive any more invoices dated before October 1, 2009, we will ask Michael Johnson to run a macro to change the vendor code on the active orders from BBS and BBSUK to BNA and BUK. That will most likely happen around mid-October. Until that time, if you receive any invoices from Blackwell on your shelf, please forward them to Marie Thayer. Bill, I believe you get some Blackwell invoices together with level 2 full-mark items. Marie and Bill, please follow the instructions below to process Blackwell invoices:

* Invoices dated September 30, 2009 and earlier: Process with the old vendor codes, BBS and BBSUK. Do not make any changes on orders.

* Invoices dated October 1, 2009 onwards: First, change the vendor code on orders from BBS to BNA and BBSUK to BUK. Process the invoices under the new codes, BNA and BUK.

Please let me know if you have any questions. I will contact you again once the vendor code on all active orders has been changed to the new ones by macro.

Thanks,

Yumiko

[From email dated 9/22/09]

---------------------------------------------------------------------------------------------------------------------

Update from Yumiko 11/4/09:

The vendor code on all of active orders has now been changed to the new ones, BNA and BUK (formerly BBS and BBSUK).