[MinervaCats] Minutes Calalogers Meeting Feb. 2 2007

Mon Feb 12 16:18:17 EST 2007

Minerva Cataloging

 Users Group Meeting

February 2, 2007

Present

In Augusta:  Linda Barnes (rkd), Deb Buker (bml), Bonnie Collins (Minerva),
Melanie Taylor Coombs (Bailey Mem Lib Winthrop), Ellen Conway (fml), Rebecca
Frances (cml), Deb Hensler (Minerva), Anne Holmes (ski), Jared Leadbetter
(cml), Jennifer Lewis (asd), Kim Madden (pfl), Ulla Messerschmidt (tml),
Cindy Mitchell (tho), Katherine Morgan (nor), Valerie Okrent (tcc), Susan
Preece (Topsham PL), Jim Roy (mso), Anne Russell (lit), Kim Slocomb (roc),
Heler Tomer (tpl), Diane Hanscom (hus), Doris Chapman (Port. Museum of Art),
Lenore Rapkin (Port. Museum of Art), Cathy Perkins (Waterville), Melora
Ranney Norman (msl).

In Bangor:  Anne Berleant (wit), Pat Bishop (mmc), Candy Emlen (swh), Jon
Forest (Minerva), Kate McMullin (swh), Fred Gralenski (Pembroke), Linda
Gralenski (Pembroke), Katie Greenman (tce), Debbie Lozito (edl), Lynn Uhlman
(otp), Joyce Wiebe (opl), Holly Williams (pit), Kathy Woodside (jml).

At Noble HS:  Michele Adams (ysc), Sudie Blanchard (ypl), Nancy Johnson
(ric), Sharon Mrowka (mca), Liz Reisz (ycs), Annette Tanguay (tcy), Chip
Shrager (ric). 

Jon Forest was introduced.

New libraries:  Deb Hensler reported that Rice Public Library in Kittery is
the only library left in the "pipeline," and it will go online later this
month.  Numerous other libraries have expressed interest in joining Minerva
once the moratorium is lifted.  Among these are Machias, Kennebunk,
Kennnebunkport, Windham, Walker (Westbrook), Wilton, and Presque Isle.
Scarborough Public Library, currently in SOLAR, is considering joining
Minerva.

Cataloging Standards:  Katherine Morgan reported that on 1/17/2007 the
Executive Committee gave the Cataloging Standards committee (CSC) a "go
ahead" to work on establishing guidelines for cataloging special materials,
revising the handbook, and other plans aimed at training and improving
Minerva cataloging practices.  The "deduping" project has been put on hold.

Authorities project:  Bonnie Collins reported that some unforeseen problems
with Marcive slowed the progress of this project, but it is now certain that
the records will come back in 2-3 weeks.  It will take several weeks to
reload the records since only 70,000 records may be loaded at one time.  New
bib records created after 11/25/2006 will not be affected.

Bonnie Collins announced that she is retiring on March 30, 2007.  She will
join us for one more meeting.

Cataloging Issues

Serials:  Libraries that are not using serials records and volume fields are
causing problems with holds.  Please start to use serial records; this will
make processing much easier and will improve the consistency in the OPAC.
Jon Forest mentioned that some find serials cataloging confusing; however,
training materials are available.  He and Deb will work on revising these as
needed.

Deleting:  It was noted that the process of deleting items from serials
records takes much too long.  Valerie Okrent described a "work around" that
she uses:  1) change the status of the item to "to be withdrawn", 2) make a
list of all your items with this status, 3) contact Deb or Jon and request
that the listed items be deleted.  Deb suggested that changing the item
status to "withdrawn" is better because the items would not be requestable.
Jon thinks that the slowness of this process may be a hardware problem and
suggested adding more RAM to the computer.

Bonnie said that we should also be using serials to catalog annual
publications such as the Physician's Desk Reference.  With so many libraries
using a shared catalog there are too many individual records.  Please work
on eliminating these unnecessary records.  When using serials for annuals it
is best to create a check-in card.

Series:  the CSC is currently developing guidelines on cataloging series.

Playaways:  this is a fairly new type of material that some libraries,
especially MSL Outreach are lending.  It is an audiobook in MP3 format,
circulated in a container.  The proper material type for playaways is "s"
and searching the OPAC may be limited to this format.  The GMD is "sound
recording"; the record should include a 500 note stating "digital audio
device".  Remember to add an 007 field if missing and make sure that the
MARC leader is correct (record type "nonmusical sound recording").  See
record b23675007 for an example of proper cataloging of playaways.

ISBN:  we should now be using ISBN-13 in the 020 field.  020 is repeatable,
so it is acceptable to have more than one in a bib record.  After the
authority project is completed a global removal of 024 is possible.

Material types and gmd should agree.  If an item is a "kit", all components
will be described in the a subfield of the 300.

To put item records in order by library, click the "location" tab on the
summary screen, go to "edit", and select "preserve sort."

Importing remote records:  remember to delete any 090, 092, or 099 fields,
or they will override your call number.  If you see a call number appearing
at the top of the summary screen, you should go back to the edit screen and
remove it.  The only 900 field a bib record should have is 092 followed by
the initials of the importing Minerva library.  If you modify a record that
was brought in by another library it is appropriate to add a subfield z with
your initials, ie. 092 cml|zfml.

Records imported from Noble often have a 035 with a red b.  Change the b to
a 6 and the red will go away.

OCLC:  keep 001 if it is followed by 003 "OCLC", otherwise delete it.
Likewise, if the record has 003 but no 001, delete that as well.  Remember
that Amicus and other non-US records will not be OCLC records.

Look:  Remember to look at the book and the record.  Sometimes a
prepublication record (LC cataloging-in-print) will not have correct titles,
subtitles, authors, or physical descriptions.  It is imperative that these
errors be corrected.

A 263 field is an expected publication date.  This may be deleted.

Searching:  too many duplicate records are being added to the catalog.  If
your ISBN search fails to find a match in Minerva, you should also search by
title and author before going to a remote search.  Remember that your
failure to find a match could be the result of a typo, and make sure that
your search is not limited to your location.

Suppressed records:  Ulla M. created a list, #170, of over 2300 bib records
that have initials "n" in the fixed field, which suppresses records so they
do not appear in the OPAC.  Please check this list for your library's
records.  If a record is a good one, change the initials to your 3 character
code or "-". 

How to search a list:  if you wish to search a list like #170 for the
records that belong to your library, do the following:  1) select an empty
list slot of appropriate size

                2) click on "search records"

                3) for store record type, select "bibliographic"

                4) change "range" to "review"

                5) click on the right hand box and find the name of the list
you are searching [in this case it would                be
"SUPPRESSED/um/1-9-07"] 

                6) on the "term 1" line under "type" enter "item", for
"field" select "location", for "condition" select                "has", and
"value A" enter your library's 3 character code.  

                7) select "Search"

Overlaying:  a review of how to overlay existing Minerva records was given.

               1) have both the Minerva record and the one you are importing
open on your screen

               2) go to the "windows" tab and select "tile vertically"

               3) edit your remote record as needed, and remember to change
the location from zzzzz

               4) go to "edit", select "overlay", select the exact bib
number of the existing record

If the existing record has any special local notes or subject headings
(medical), remember to copy these and paste them into the remote record
before overlaying.

Same ISBN, different material.  If you have a book that is identical to
those in the catalog, but it has a CD or DVD included that the others don't
have, create a separate bib record.

GuiCat:  don't use it.  Everyone should be using Millenium Cataloging.
GuiCat instructions will be removed from the Minerva homepage.

Input and initials no longer default to "cml" when importing a record.  The
new default is "-".  Remember that input and initials should match.

Marc codes:  don't change or enter the marc code (letters on the far left of
each field).  These will be assigned automatically.

Duplicate DVDs:  we are seeing duplicate records for DVDs when discs are
identical in every respect except for a difference in distributor, date, or
"publisher".  These records may be combined into a single one.  Add any
additional ISBNs, 024 and 028 fields.  037 fields (source of acquisition)
may be deleted.  Remember that widescreen and full screen formats are not
the same and should have separate records.

Item editing:  Deb Buker reported a problem with not being able to edit on
the item screen without having to delete and insert new fields.  Deb H. will
investigate this.

Size difference:  if 2 editions of a book (for example a hardcover and a
paperback) have the same publisher and pagination, and less than 3 cm
difference in size, they may use the same bib record.

Circ. log ins should not have cataloging permission.  If this is happening
at your library, send the username to Deb/Jon.

Meeting feedback:  using the 2 ATM sites was successful in spite of some
technical difficulties.  We hope that next time we will have a full screen,
sharp focus, and better sound.

Next meeting:  Friday, March 16, 2007, 9:30 am, snow date March 23.

Apologies for any misspelled names!  Please send corrections to
econway at fml.lib.me.us

Submitted by

Ellen Conway

Falmouth Memorial Library

February 12, 2007

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