Difference between revisions of "Effective communication protocols"

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[[Category:Commons]]
[[Category:CCS]]
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==E-mail==
==E-mail==
===General guidelines===
===General guidelines===


Remember who your audience is.
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.


When sending to cats or cat-l, put the affected libraries' codes in the subject line when the intended audience is fewer than 15 libraries.
If the intended audience is 5 or fewer libraries, consider emailing only those libraries rather than the full group.


When forwarding or replying to a message, trim down the original post or quote appropriate passages.
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.
 
Follow standard listserv etiquette, such as the [http://olacinc.org/drupal/?q=node/56 OLAC-L Netiquette].


===Whom to contact when===
===Whom to contact when===


; CCS general membership
; Catalogers (for general announcements, discussion, record merges/splits, etc.)
: Use the shelp mailing list, shelp-l@ccs.nsls.lib.il.us
: cats@lists.ccslib.org


; Catalogers for general announcements
; [[SCRAP|SCRAP]] committee (for policy questions, suggestions, etc.)
: Use the cats alias, cats@ccs.nsls.lib.il.us
: scrap@lists.ccslib.org
: 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
; Specific library technical services departments (for issues affecting 5 or fewer libraries)
: Use the cats-l list, cats-l@ccs.nsls.lib.il.us
: xxxtech@ccslib.org, using the old [[Library codes|NSLS codes]] (e.g., alktech@ccslib.org)
: This is a listserv, which means that replies go to the list, which means everyone subscribed to the list.


; Specific technical services issues
; A specific person
: Use the xxxtech aliases, formed by using the old [[Library codes|NSLS codes]], such as alktech@ccs.nsls.lib.il.us
: Use that person's individual email address.  (List not maintained on this wiki.)
 
; SCRAP committee
: 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
: Use that person's individual email address.  (List not maintained on the wiki.)


===Forward vs reply vs reply all===
===Forward vs reply vs reply all===
* ''Forward'' requires you to specify your recipient.
* ''Forward'' requires you to specify your recipient.
* ''Reply'' automatically replies to the original sender or the entire list (see above).
* ''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.
* ''Reply all'' replies to the sender and all of the recipients, including CC: and BCC: recipients.


{{reviewbox|text=
==Checking items==
==Checking ISBNs when splitting up records==
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.
When an existing record must be split up, especially when ISBNs need to be removed from an existing bibliographic record, send an e-mail to Cats-L describing the situation and begin the subject with '''ISBN VERIFY:''', so that those libraries can check their holdings and decide to which record their copies should be attached.
 
As with other Cats-L correspondence, when fewer than 15 libraries are attached to the affected record(s), also include the libraries' three-letter codes in the subject line.
 
When fewer than 5 libraries are attached to the affected record(s), consider sending the e-mail only to those libraries, using the ''xxx''<code>tech@ccs.nsls.lib.il.us</code> e-mail aliases.
 
<s>
==Bulletin Boards==
Bulletin boards are a way to communicate information without receiving email, unless you set your account to receive email notification of activity on the board.  The threads of discussion topics are kept together, and it is easy to see which discussion topics you have read.
 
Anyone can view the posts.  Only registered users can post to the forums.  To register, contact the CCS Database Manager, the bulletin board administrator.
 
Subscribing to a forum will generate an email notification the first time someone posts to the forum after you have logged in to view the forum.  Only registered users can subscribe to the forums.  To subscribe to a forum, log in.  Scroll down to the bottom of the page, and check the box in the lower left hand side of the screen between board index and subscribe forum.
 
Currently there are three bulletin boards maintained for cataloging issues on the [http://ccslib.org/forum/ CCS Bulletin Board].
 
; New Paperback Records
: Use this forum to post new paperback bibliographic records brought into the database when removing those ISBNs from an existing bibliographic record.


; CATALOGING forum
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 this forum to discuss various cataloging issues.


; SCRAP forum
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].
: While anyone can view the discussion topics, only SCRAP members can post to this forum.
</s>
}}

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.