Difference between revisions of "Effective communication protocols"

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==E-mail==
===General guidelines===


==General guidelines==
When emailing the full Catalogers group, if the intended audience is fewer than 15 libraries, include the affected libraries' [[Library codes|NSLS codes]] in the subject line.


Remember who your audience is.
If the intended audience is 5 or fewer libraries, consider emailing only those libraries rather than the full group.


When sending to cats or cat-l, put the affected libraries' codes in the subject line when the intended audience is fewer than 75% of all libraries.
Follow the [https://www.ccslib.org/listserv-guidelines CCS listserv guidelines] and standard listserv etiquette, like [http://olacinc.org/olac-l OLAC-L Netiquette].  For example, when forwarding or replying to a message, trim down the original post or quote appropriate passages.


When forwarding or replying to a message, trim down the original post or quote appropriate passages.
===Whom to contact when===


Follow standard listserv etiquette, such as the [http://olacinc.org/drupal/?q=node/56 OLAC-L Netiquette].
; Catalogers (for general announcements, discussion, record merges/splits, etc.)
: cats@lists.ccslib.org


==Whom to contact when==
; [[SCRAP|SCRAP]] committee (for policy questions, suggestions, etc.)
: scrap@lists.ccslib.org


; CCS general membership
; Specific library technical services departments (for issues affecting 5 or fewer libraries)
: Use the shelp mailing list, shelp-l@ccs.nsls.lib.il.us
: xxxtech@ccslib.org, using the old [[Library codes|NSLS codes]] (e.g., alktech@ccslib.org)


; Catalogers for general announcements
; A specific person
: Use the cats alias, cats@ccs.nsls.lib.il.us
: Use that person's individual email address. (List not maintained on this wiki.)
: This is an alias (forward group), which means that replies go only to the sender, not everyone subscribed to the list, unless you choose to reply to all.


; Catalogers when discussion is needed
===Forward vs reply vs reply all===
: Use the cats-l list, cats-l@ccs.nsls.lib.il.us
* ''Forward'' requires you to specify your recipient.
: This is a listserv, which means that replies go to the list, which means everyone subscribed to the list.
* ''Reply'' replies to the original sender or the entire list.
* ''Reply all'' replies to the sender and all of the recipients, including CC: and BCC: recipients.


; Specific technical services issues
==Checking items==
: Use the xxxtech aliases, formed by using the old [[Library codes|NSLS codes]], such as alktech@ccs.nsls.lib.il.us
When an existing record must be split up, especially when ISBNs need to be removed from an existing bibliographic record, or when there is some question as to whether the libraries all own the same thing, send an e-mail to the Catalogers describing the situation and begin the subject with '''VERIFY:''', so that those libraries can check their holdings and decide to which record their copies should be attached.


; SCRAP committee
If library staff discover that other libraries' item records have volumes that do not match the dominant pattern, the individual can correct the volume designation in the item records for the other libraries. After correcting this field, they must contact the library to inform them that the change has been made.  
: Use the scrap alias, scrap@ccs.nsls.lib.il.us
: This is an alias (forward group), which means that replies go only to the sender, not everyone subscribed to the list, unless you choose to reply to all.


; For a specific person
As with other correspondence, when fewer than 15 libraries are attached to the affected record(s), also include the libraries' codes in the subject line. When 5 or fewer libraries are affected, consider emailing only those libraries. Department email addresses can be found on the [https://www.ccslib.org/training/technical-services-department-information Technical Services Department Information page].
: Use that person's individual email address.  (List not maintained on the wiki.)
 
==Forward vs reply vs reply all==
* ''Forward'' requires you to specify your recipient.
* ''Reply'' automatically replies to the original sender or the entire list (see above).
* ''Reply all'' replies to the sender and all of the recipients, including CC: and BCC: recipients.

Latest revision as of 16:38, 16 December 2022

E-mail

General guidelines

When emailing the full Catalogers group, if the intended audience is fewer than 15 libraries, include the affected libraries' NSLS codes in the subject line.

If the intended audience is 5 or fewer libraries, consider emailing only those libraries rather than the full group.

Follow the CCS listserv guidelines and standard listserv etiquette, like OLAC-L Netiquette. For example, when forwarding or replying to a message, trim down the original post or quote appropriate passages.

Whom to contact when

Catalogers (for general announcements, discussion, record merges/splits, etc.)
cats@lists.ccslib.org
SCRAP committee (for policy questions, suggestions, etc.)
scrap@lists.ccslib.org
Specific library technical services departments (for issues affecting 5 or fewer libraries)
xxxtech@ccslib.org, using the old NSLS codes (e.g., alktech@ccslib.org)
A specific person
Use that person's individual email address. (List not maintained on this wiki.)

Forward vs reply vs reply all

  • Forward requires you to specify your recipient.
  • Reply replies to the original sender or the entire list.
  • Reply all replies to the sender and all of the recipients, including CC: and BCC: recipients.

Checking items

When an existing record must be split up, especially when ISBNs need to be removed from an existing bibliographic record, or when there is some question as to whether the libraries all own the same thing, send an e-mail to the Catalogers describing the situation and begin the subject with VERIFY:, so that those libraries can check their holdings and decide to which record their copies should be attached.

If library staff discover that other libraries' item records have volumes that do not match the dominant pattern, the individual can correct the volume designation in the item records for the other libraries. After correcting this field, they must contact the library to inform them that the change has been made.

As with other correspondence, when fewer than 15 libraries are attached to the affected record(s), also include the libraries' codes in the subject line. When 5 or fewer libraries are affected, consider emailing only those libraries. Department email addresses can be found on the Technical Services Department Information page.