Collection Maintenance Subcommittee Minutes

May 10, 2023 at 9:30 am

Phone/video conference

Action Items:

The CMS recommends creating the following new Collection Codes:

·         CAA, CASSETTES AD (Books on Cassette)



·         PBJFISP, PICTURE BOOKS JU FIC SPANISH (Español/Spanish Picture Books)

The CMS recommends creating the new Shelving Location SAND, Sanderson Room.

The CMS recommends deleting the following low use Collection Codes:

·         ELRV (Electronic Resource Video)

·         DAPAID (Digital Audio Players (SCID))

·         CAAFI (Books on Cassette, Fiction)

·         CAAMS (Music Cassettes)

·         CAANF (Books on Cassette, Non-Fiction)


Present: Amanda Payne (POR), Molly Warren (MAD), Tina Marie Maes (MAD), Keri Van Gorden (MAD), Sarah Hartman (MID), Amy Lawrence (MCF), Sarah Bukrey (STO), Kate Hull (SUN), Nancy Kessenich (WAU), Kathy Baker (MFD), Eric Crow (MTH), Laura Schmiedicke (MRO)

Absent: Allison Wirth (STP)

Excused: Theresa Skov (VER)

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Amy Gannaway, Kayla Linke


1.      Call to Order at 9:32 am

a.      Introduction of guests/visitors

                                                              i.      Holly Stork-Post (MAD).

2.       Previous meeting minutes

a.      Motion: T. Maes moved approval of the March meeting minutes.  K. Baker seconded.

b.      Discussion: none.

c.       Vote: motion carried.

3.      Action Items

a.      New Collection Code: CAA, CASSETTES AD (Books on Cassette)

                                                              i.      Motion: A. Payne moved to add CAA, CASSETTES AD as a new Collection Code.  T. Maes seconded.

                                                             ii.      Discussion: K. Linke mentioned that the clean-up project of cassette collection codes was good because a fair amount of CDs had a cassette code.  There are barely any music cassettes left and records these could still be mistakes.  Any remaining CAAFI, CAANF, or CAAMS codes will be collapsed into the new CAA code.

                                                           iii.      Vote: motion carried.

b.      New Collection Code requests:

                                                              i.      MPL: BKJNFGNSP​, BOOKS JU NFIC GRAPHIC NOVEL SPANISH (Español/Spanish Graphic Novels, Non-Fiction)

                                                             ii.      MPL: PBJFIBBSP, PICTURE BOOKS JU FIC BOARD BOOKS SPANISH (Español/Spanish Board Books)

                                                           iii.      POR: PBJFISP, PICTURE BOOKS JU FIC SPANISH (Español/Spanish Picture Books)

1.      Motion: L. Schmiedicke moved approval of adding the new Collection Codes BKJNFGNSP, PBJFIBBSP, and PBJFISP.  E. Crow seconded.

2.      Discussion: H. Stork-Post is here to talk about what MAD plans to do with the Spanish language materials.  She said they decided to switch over to Spanish Language collection codes instead of World Language.  There is also more demand from patrons to group things by age.  POR also requested a new picture book collection code for Juvenile Fiction Spanish.  L. Schmiedicke asked if we should add similar codes for World Language.  We have world language collection codes for picture books and graphic novels already.  We usually add World Language first and then later on as the collection grows we add a separate Spanish collection code.  The group didn’t see a need to add one for Board Books until a library has a specific need for it in the future. 

3.      Vote: motion carried.

c.       New Shelving Location request from POR: SAND, Sanderson Room

                                                              i.      Motion: S. Hartman moved approval to add a new shelving location SAND, Sanderson room.  S. Bukrey seconded.

                                                             ii.      Discussion: POR will begin cataloging their local history collection.

                                                           iii.      Vote: motion carried.

d.      Low use collection codes / shelving locations to delete

                                                              i.      ELRV (Electronic Resource Video) – 0 items

                                                             ii.      DAPAID (Digital Audio Players (SCID)) – 0 items

                                                           iii.      CAAFI (Books on Cassette, Fiction) – (items will be changed to CAA)

                                                           iv.      CAAMS (Music Cassettes) – (items will be changed to CAA)

                                                             v.      CAANF (Books on Cassette, Non-Fiction) - (items will be changed to CAA)

1.      Motion: T. Maes moved to delete the collection codes ELRV, DAPAID, CAAFI, CAAMS, and CAANF.  K. Baker seconded. 

2.      Discussion:  A. Gannaway reviewed the codes to be deleted.  We don’t have streaming video available in the catalog.  M. Warren reported we no longer purchase any digital audio players with SCIDs money because the demand has decreased in recent years.  The Cassette codes would be removed as we shift all items into CAA. 

3.      Vote: motion carried.

4.      Discussion

a.      Updates from previous meeting

                                                              i.      Videorecordings Searching and Matching Policy updates

1.      Approved by ILS Committee 4/5/23

b.      Survey for retrospective cataloging

                                                              i.      Discusssion: A. Gannaway reviewed the results with the group.  A. Gannaway will follow up on the questions submitted.  The next step is to figure out the parameters.  She spoke to the catalogers yesterday about this.  Instructions/guidelines would need to be written for library staff.  ILS staff would need to create a report libraries can run to help them determine the potential titles to do retroactive repackaging on.  We also need to create a form for libraries to notify catalogers they would like to combine a set.  MAD Catalogers want to do a limit of 5 per month per library.  (One set per form.)  There is a list of full set record and libraries can work on repackaging those titles without having to notify the catalogers.  Libraries can reuse the barcode from disc one to keep the past statistics.  We can begin working on the on demand report, instructions and then a draft of the form.  We will review this at our July meeting.    

c.       Other Bibliovation questions and discussion

                                                              i.      Discussion: A. Gannaway mentioned we are hoping we can do the upgrade next week due to the upcoming office move.  Please be on the lookout for more information. 

5.      Plan for Next meeting:  July 12, 2023 at 9:30 am via phone/video conference

6.      Adjournment at 10:04 am


For more information about the Collection Maintenance Subcommittee, contact Amy Gannaway.


SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.


Collection Maintenance Subcommittee/Minutes/05-2023