[MinervaCats] Cataloging Users meeting minutes, July 20, 2007

[Ellen Conway]

*Minerva Cataloging User's Meeting*

*July 20, 2007***

* *

*Present:*

*Maine** **State** Library*

Linda Barnes, Rockland PL; Shane Billings, Lithgow; Deborah Buker, Baxter
ML; Doris Chapman, PMA; Bonnie Collins, ME InfoNet; Ellen Conway, Falmouth
ML/ME InfoNet; Carin Dunay, SMCC; Rebecca Frances, Curtis ML; Deb Hensler,
ME InfoNet; Karen Jones, Lewiston PL; Kim Madden, Patten FL; Katherine
Morgan, Norway ML; Lynne Morgan, Topsham PL; Valerie Okrent, CMCC; Jim Roy,
MSL Outreach; Ann Russell, Lithgow PL; David Smith, KVCC; Mary Hope Tobin,
St. Joseph's College; Helen Tomer, Topsham PL.



*Bangor** ATM*

Pat Bishop, EMMC; Lynn Uhlman, Old Town PL; Joyce Wiebe, Orono PL; Holly
Williams, Pittsfield PL; Kathy Woodside, Jesup ML.



*Noble High School ATM*

Liz Reisz, York PS; Annette Tanguay, YCCC.



*Volume fields:*  Ann from Lithgow reported that several libraries added
volume fields to their item records containing copy number information for
the new Harry Potter book.  Doing this causes big problems with holds since
it forces patrons reserving the book to select a specific copy.  Volume
fields should never be used for this purpose; copy number info belongs in
the appropriate slot in the fixed field of the item record.



*Moratorium:*  Deb Hensler reported that the moratorium on new libraries in
Minerva was lifted at the July 18 meeting of the Executive Committee.  A new
procedure for joining Minerva has been put in place; libraries must now
complete an application process.  The applications will be ranked in order
of the applicants' readiness to join.  For more information go to
http://www.maine.gov/infonet/minerva/policies/join/index.htm.  Probably 4
new libraries will join Minerva in the current fiscal year; a total of
around 15 libraries are interested in joining.



*Calendar:*  Deb H. also reported that Maine InfoNet staff will now be using
a WebJunction calendar for InfoNet and Minerva events.  To access this
calendar go to the home page at http://www.maine.gov/infonet/ and click on
the calendar link.  The calendar can be customized and registration is not
required.



*WebJunction classes*:  Check out WebJunction for some great classes
including one on Excel that would be helpful for those who export lists.



*Slides:*  Material type 9 has been created to use for slides.  If you have
a large number of records that need to be changed to this material type,
please contact Ellen Conway or Deb Hensler to do this by rapid update.



*SOLAR:*  Deb H. provided a brief description of the SOLAR group of
libraries.  Like Minerva and Ursus, it is a collection of libraries under
the administrative entity of Maine InfoNet.  Membership in SOLAR is free,
but they have "stand-alone" systems instead of a shared catalog.  Most
members use Millennium for requesting, though some who are not automated use
MaineCat for requesting.



*Cataloging Standards Committee:* Chair Katharine Morgan reported that the
CSC submitted several recommendations to the Executive Committee, and all
were approved.  These new policies will be announced shortly on MinervaCats,
and eventually will be posted on the Minerva web page.



*Overnight Authorities:*  Ellen Conway described the process of periodically
sending new bib records to Marcive for authority processing.  This
processing will take place every 2 weeks, ideally on the 2nd and
4thTuesdays of each month.
She will send a notice on MinervaCats that will advise catalogers of which
bib records are being submitted and will ask catalogers not to edit these
records until after the time specified in the notice.  Normally the
processing will be completed within 24 hours.  When creating short, original
bibs remember to use proper cataloging procedures:  check authority records,
spelling, MARC fields and indicators.  Even if these bibs are suppressed
from the OPAC, they can result in adding incorrect authority records if they
are not accurate.  Karen Jones from LPL asked if ILL's authority processing
could be used instead of sending bibs to Marcive.  Ellen will check on this.



*Children's Headings:*  Because the Library of Congress is no longer
updating and supporting Childrens Subject headings, we need to return to
using regular LC headings for children's materials.  This has been discussed
at previous meetings, but now the Exec Comm has approved a proposal from the
CSC to begin converting existing records' headings by global process.  MeSH
headings will not be deleted in this process.    Once the global updates
have changed as many as possible, Ellen and the CSC will work on the
remainder individually.  This project will begin in August, and a notice
will be sent to MinervaCats.  If importing bibs for children's materials
please try to change headings as needed to comply with standards.



*521 field:*  This field is for "Target Audience notes" and most frequently
contains Lexile rankings.  Lexile is "a scientific approach to reading and
text measurement… The Lexile measurement is a reading ability or text
difficulty score."  (for more information see
www.lexile.com<http://mail.google.com/mail/www.lexile.com>
)  Many schools promote the use of Lexile scores and patrons may want to
search using these rankings.  If you see a 521 in a bib record, leave it in.
If you see the field duplicated in a bib you may delete one of them.  Compose
a Lexile note in this manner:  "440|bLexile", with no extra space between
the number and the subfield.



*526 field:*  Schools are using this field to enter an Accelerated Reader
(AR) note.  AR is a "progress monitoring software assessment…that primarily
determines whether or not a student has read a book."  When overlaying
records, please preserve this field and the 521 field by cutting and pasting
into the new bib.  The Exec Comm has agreed to pay ILL to make this field
searchable.



*520 field:*  Ellen reviewed the ongoing discussion of the proper method of
composing summary notes.  The CSC had requested a "Cataloging tip" on this
topic since it was felt that many summaries are too long and/or contain
inappropriate material.  Representatives from KVCC objected to the
guidelines in the tip and distributed a packet of information for
evaluation.  Terminology was discussed, and the use of the "More about this
item" link in the OPAC was demonstrated.  Sometimes this link does not work
due to outdated URLs or pop-up blockers.  The CSC planned to examine this
issue in their meeting after the User's meeting.  (Please refer to the memo
from the CSC of July 26, 2007 for the resolution to this debate.)



*Unscoped Logins:*  The application for unscoped cataloging logins, giving
catalogers the ability to move other libraries' items, has been approved by
the EC.  Ellen will send it to the persons who requested it previously, and
it will be posted on the website.  If you have any questions about this
please contact Ellen.  Applications will be reviewed after Sept. 1.



*Annual serials:*  With the EC's approval work can now begin on identifying
annual publications and moving monograph bibs to serial bibs.  This will
make searching the OPAC easier and clearer.  The example used was "World
almanac and book of facts"; now there are 24 bibs for this title when
ideally there should be 1.



*Classes:*  Bonnie Collins announced that she has scheduled a cataloging
class that will meet at the MSL studio, 9:30 am-12:30 pm, on the following
dates:  Sept. 11 & 25, Oct. 9 & 23, Nov. 13 & 27, and Dec. 4.  Snow date:  Dec.
11.  Contact Bonnie to sign up.  The state library has 10 new laptop
computers for training purposes.  Bonnie also plans to hold a 3 hr. class on
Graphic Novels, the date to be announced.  This class will not be for
beginners. GuiCat to Millennium training classes were held in several
locations and have now ended.



*Printing:*  Deb H. noted that the new version of Millennium coming at the
end of the year will enhance our ability to print spine labels.  She has
actually changed a setting that will allow MilCat spine label printing now.



*CDs in books:*  CDs found inside books should be treated as accompanying
material.  Catalog the item as printed material and note the CD in the 300
field.  If the disc is missing, add a note to your item record in the volume
field.  Also remember there is an optional message field in the item record
that can be checked to read "includes CD".



*Audiobooks:*  Most new bibs for audiobooks include a note stating
"abridged" or "unabridged".  In response to a patron's request, it is
recommended that all bibs for recorded books include this information.  When
possible please insert this note into older records for books on tape or CDs
that are more likely to be missing it.



*Authoritative headings:*  Bonnie demonstrated how to verify name and
subject headings in a bib record.  Place the cursor over the field you wish
to check.  Right click and select "verify heading"; this will bring up the
matching field in the catalog.  To see it in detail, click "view".  If our
catalog does not have a matching authority record, click on "InnView".  This
will bring up Innovative's index of headings.  You may also go directly to
the Library of Congress and search authorities in their index; go to
http://authorities.loc.gov/

Remember that bibliographic MARC and authority MARC formats are not the
same.  For name authorities, 100 is for the correct form of the name, 400 is
for "used for/see from", 670 is notes and documentation, 500 is for
pseudonyms.  For subjects the correct form is found in the 150 field, etc.



*Reminder:*  a message from Ulla at Thomas PL asked that catalogers please
remember to remove 090 and 092 fields from imported records.  This is a
problem that continues to occur, and it will override the call number you
place in your item record.  Also, she reminds us to change the subfield code
in 856 fields from 3 to z.



*Vertical files:*  Kathy Woodside at Jesup ML is working on a project of
indexing historical material in vertical files, and linking this index to
the OPAC.  She is using an index found at

http://www.adamslibrary.org/newwebpage/Vertical%20File%20Index.html as a
model.



*Playaways:*  Deb Buker from Baxter ML asked for a review of cataloging
playaways.  Jim Roy brought examples of this format for catalogers to
examine.  The correct material type for playaways is "s", and the gmd is
"sound recording".  Subject headings would be:

655_7 Audiobooks (Playaway) and

655_7 Playaway.|2gsafd

When cataloging these pay close attention to the 300 physical description
field.  If it states that earphones and batteries are included, this
information should be removed since most Minerva libraries with playaways
have decided not to supply these items.  If your library does include
earphones or batteries, put this in a volume note on your item record.



*Remote databases:*  a number of libraries have been having difficulty
searching more than approx. 7 or 8 remote databases at one time.  Deb and
Jon are not sure why this is happening but suspect a problem with local
network connections.  If you continue to have problems with this please
contact them.



*Call numbers:*  Karen Jones asked if it is possible to have call numbers
appear on the first result screen when searching the OPAC.  Deb will look
into this.  She will also check on getting title subfields n and p to
display in search results.



*Next meeting:*

            Friday, September 21, 2007

            Maine State Library & Bangor PL ATM (Noble HS ATM ??)

            9:30 am-12:30 pm



Respectfully submitted,

Ellen Conway













-- 
Ellen M. Conway
Maine InfoNet Cataloging Consultant
247-3514, cell ph. 329-5443
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