[MinervaCats] Minerva July 2008 catalogers user meeting minutes

[Katherine R. Morgan]

Hi All
   Here are the minutes from the July 18, 2008 meeting at the Maine  
State Library.

           Minerva/Solar Cataloger Meeting
               July 18, 2008 at MSL


Maine InfoNet Report

      The cataloging meetings will be taped and will be available for  
catalogers unable to attend meetings. This meeting was the first one  
to be taped, and the van delivery service will be used to circulate  
the tapes.  More information will be posted on MinervaCats on whom to  
contact to receive a tape, how long you may keep the tape, etc.
      Maine InfoNet has hired a new CEO, James Jackson Sanborn. He  
will start on August 20th.
      The job that Jon Forest held has been posted and will not be  
filled until after the new CEO starts.
      There has been a change in cataloging support hours due to  
budget cuts. Bonnie Collins and Ellen Conway will each work five hours  
a week (a total of ten hours a week). The cut includes Bonnie?s  
?How-to? classes such as how to catalog a graphic novel. One of the  
reasons the classes were cut was due to low registration during the  
summer. Ellen and Bonnie will continue to work on cleaning up the  
database, support questions concerning MilCat module along with  
Minerva standard questions. Ellen still will do the authority  
processing. If you see duplicates e-mail Bonnie or Ellen, and in the  
subject line ?dups?, and send the bib numbers in the body of the  
e-mail. To contact Bonnie or Ellen please go to the Maine InfoNet page  
to find their e-mail addresses.
    Bibliography of Cataloging Resources document was handed out  
during the meeting. Bonnie has a list of resources available in print  
or nonprint materials. This will be on the web site. To request a copy  
please send an e-mail to Bonnie at bhcollins at gwi.net.

Cataloging Standards Committee Report

Attendance policy
      The committee released the attendance policy through MinervaCats  
for feedback before bringing the policy to the executive committee for  
approval in August.
      The policy includes an alternative to attending the meetings:  
requesting a tape. The catalogers? user meetings will be available on  
DVDs.

MARC 791
      The committee is still working on this
In order for a library to use MARC 791 field they need the approval of  
the cataloging committee. This field contains local special collection  
information such as ?Cornerstones of Science.?   As of now there are  
6000 plus records with a 791 field and some of the bibliographic  
records have multiple 791s. In addition, many records that have a 791  
field also have an 856 field giving a URL in their item records. This  
results in a cluttered and confusing OPAC display. The committee is  
revising the rules for using the 791 and working on an application.




Acceptable cataloging standards
    This is a general guideline for all libraries to improve their  
records, help when fixing records, and when doing original cataloging.

Multiple DVDs
      Libraries that break up multiple DVD sets to are to use the  
wording on the container that explains the second disc. An example is  
?Hoosiers? the second disc is ?special features.? Add ?special  
features? the volume field. The intent is to make online requesting  
easier for patrons.

How-to Reviews

Tips from Ellen
      The acceptable cataloging standards were handed out, and will be  
posted to the web page.  All catalogers were asked to review this  
policy as it will help when importing new records, or doing original  
cataloging.
     Due to reduced hours, Ellen will no longer be making corrections  
on the authority processing records. She will send corrections via  
MinervaCats of libraries that need to make the corrections on their  
records. Ellen is continuing to work on cataloging annuals as serials.  
A lot of work has been done previously on travel guides (example is  
Fodor?s). When cataloging an annual please search by title, as there  
have been a few bibs popping up in Millennium as a monographic record.  
One-way to know if the book is a serial is check the title ? if there  
is a year then that book is an annual. Please include the year in the  
volume field in the item record. This is a Minerva standard (the  
executive committee approved in 2007).
    Ellen reports seeing a lot of duplicate records and incomplete  
records for nonprint materials.  She would like catalogers to check  
the Minerva cataloging web page for helpful information at  
http://www.maine.gov/infonet/minerva/cataloging/howto/index.htm. The  
cataloging ?how to? page has a link to the ?standards? page. Ellen  
would like everyone to look at this page as she has noticed many  
mistakes in the bib records that could be avoided if catalogers used  
this resource. The standards page includes information on Maine  
authors and Maine imprints.  In addition, you can find the Minerva  
cataloging manual and you can search Maine InfoNet now and get results.
    Another reminder is to leave the following 9XX fields 902, 907,  
929, and 949. When you have an 856 field, please change the subfield 3  
to ?z? as this will be more user-friendly in the OPAC.
    When overlaying a record check to make sure you transfer any  
unique subject headings such as MeSH (medical subject heading),  
Lexile, and Accelerated Reader. To transfer unique headings copy and  
paste them to the new bib record.
Subject headings ? Minerva uses Library Congress not Sears headings,  
delete local headings.

      Catalogers have reported seeing 690 fields, local headings,  
please delete.

       Also, delete 012 field (this is from a serial program LC used).
       When searching please search by all three: author, title, and  
ISBN before going to Z39.5

How to tell when need bring in new record

      There is an online manual from ALA titled ?Difference between  
changes within.? This manual shows the differentiation between major  
and minor differences. Ellen encouraged people to print out the  
manual, as she refers to it when answering questions.

      An example is: same title, and author but publisher is different  
then a new bib needs to be used. However, check with the publishers?  
web site as publishers may have imprints.

      Another example: if the book you have has a few more (or less  
pages) attach to bib and add the ISBN. But if paging difference is 10  
or more a new bib records is needed.  The page difference is 3-4, not  
10, as per previous discussions.

      Never attach a large print item to a regular print bib record.

      When adding a videotape remember that it may be a remake of the  
original and you can add it to the existing record just make sure to  
add your ISBN. DVDs are a different story and will probably need a new  
record because of the extras (director?s cut, interviews, etc.) that  
are included.

      When importing a record delete all ISBNs except the one that is  
in the book.

       When bringing in a record from URSUS please add the 003 field.  
All records from URSUS are OCLC records.


Discussions from the floor

When is a book a sequel and how to add that to the bib record?
      A book is a sequel when it pickups up the previous story. Add a  
500 note with the following ?sequel to (fill in the title)?.  For more  
information if a book is a sequel use the ?more about this item?  
button in the OPAC, or check Novelist.
      If a book has the same characters but plot is stand alone than  
the book is not a sequel. If there are recurring characters add a  
subject heading. Example ?Pitt, Thomas ? Fictitious character.?

     A reminder: OPAC is to show that the library holds a unique  
record and not a place for long biographical information, summary  
notes, etc.

     If the verso page has copyright 1998, but also shows ?pub data  
2001? behind the LC number ? use copyright ?1998.?

      When using Z39.5 and ?MaineCat? you are searching URSUS, Solar,  
Minerva, Portland Public, Colby, and Bates database.

      If bringing a record that is OCLC, do not delete the 001 field.

Minerva attendance policy (policy was sent out on MinervaCats before  
the meeting)

      The attendance policy says catalogers must attend at least three  
meetings per a calendar year (there are two meetings at three sites  
MSL, Falmouth, and Bangor). Since the ATMs were not successful, the  
cataloging committee is trying an alternative: taping the catalogers?  
users meetings. Catalogers unable to attend meetings can request a  
DVD. Ellen Wood will transfer the tape to DVD. How many copies, and  
who to contact for a DVD will be posted on MinervaCats as soon as the  
cataloging committee gets the
details done.

      This is aimed for libraries at remote sites. The cataloging  
minutes will continue to be posted and archived.

      Carpooling was suggested ?people can post to MinervaCats with  
request for rides or to offer rides.


Next meeting

September 23, 2008  10:00 am at Falmouth Memorial Library.

Katherine R. Morgan
Technical Services/Administrative Assistant
Norway Memorial Library
207-743-5309