[MinervaCats] Cataloging Users Meeting minutes 5/16/08

[Ellen Conway]

Sorry to anyone I may have missed in the attendance.

Valerie Frechette
Interlibrary Loan Department
Central Maine Community College
(207)755-5335
vfrechette at cmcc.edu

Minerva/Solar Cataloging Users Meeting
Husson College
May 16, 2008

Present: Anne Berleant, Witherle Memorial; Barbara Bibro, Maine InfoNet; Pat
Bishop, EMMC; Deborah Buker, Baxter Memorial; Bonnie Collins, Maine InfoNet;
Ellen Conway, Falmouth Memorial and Maine InfoNet; Mae Corrion, Jesup
Memorial; Valerie Frechette, tcc; Katie Greenman, tce; Debbie Hensler, Maine
InfoNet; Diane Hanscom, Husson; Brian Richards, Thomas College; Jim Roy,
mso; Kim Slocomb, Rockport; Joyce Wiebe, Orono; Holly Williams, Pittsfield.

Announcements from Bonnie Collins:

      There will be no more refreshments provided by Minerva for future
meetings.
Bonnie will be sending an email to library directors asking them to come to
meetings with emphasis on the next three meetings. She suggested that
catalogers ask their directors for feedback and suggestions on problems they
see in the catalog and what changes they think are needed.
Future name authority / subject authority workshops taught by Bonnie will be
changed to subject heading workshops only. Check the Maine State Library
calendar for dates.
Graphic novel guidelines were handed out to those in attendance. Bonnie says
she will post them to the website.
Minerva Cataloging Standards Committee:

Chair Katherine Morgan was unable to attend the meeting so Bonnie Collins
presented her report. A handout was provided for the attendees outlining
what the Standards Committee is recommending to the Executive Committee on
May 21, 2008, clarifications, and what the Standards Committee is working on
now. The Committee welcomes suggestions from catalogers.

Recommendations to the Executive Committee include requiring that each
library send a cataloger to at least three meetings a year. The Standards
Committee is considering using Web Junction for web based meetings in the
future to cut down on travel.

Ellen Conway is recommending to the EC an Acceptable Standards Policy. Ellen
will provide a copy of here proposal on MinervaCats and welcomes
suggestions.

·         Two clarifications provided concern Maine authors and DVD sets.
The MARC 545 field is used for noting a Maine author's or illustrator's
responsibility for a work. Bonnie reminded the group that Subject Headings
should only be used in cases where a book is about a Maine author not when a
book is written by a Maine author. Example: 545 0_Maine author. Kate
Braestrup is a chaplain for the Maine Game Wardens.

·         The Standards Committee is asking catalogers who break up DVD sets
to note in their volume fields the disc number. Example: disc 2. If there is
a bonus DVD included in a set that is circulated separately then "bonus
disc" should be used in the volume field. If you plan to circulate an entire
DVD set then you should add "complete set" to the volume field.

The Standards Committee is working on revising rules for using MARC 791,
which is used for Special Collections. The Committee is also evaluating a
trial mentoring program. Any cataloger who wishes to be a mentor or mentee
should contact Katherine at norcat at norway.lib.me.us or Ellen at
econway54 at gmail.com. Carin Dunay from SMCC also offered her services for
anyone who is interested.

Report from Deb Hensler:
When bringing in records from remote, Deb said it would be a good idea to
use MaineCat records if they are available. This will help limit the number
of duplicates in the MaineCat.
Maine InfoNet is discussing having centralized cataloging. Libraries would
be able to opt in or opt out. It will probably be fee based.
The Maine InfoNet Board wants to set up statewide mentoring programs for
cataloging, serials, circ., etc. Deb said to email her for non-cataloging
training.
Deb asked that people try to get help using the list serves and the help
manual for problems first before contacting her.
Deb reported from IUG on the new 2007 III release. She said that we would
probably upgrade sometime in the summer. The new release will allow
librarians to print spine labels using templates. Another feature is that
changes to bib records can be tracked using login initials. She does not
recall any major changes effecting Solar.

Report from Ellen Conway:
Ellen says that she is seeing some improvement in the state of the catalog.
Ellen reminded people to take out the 001 field if it contains non-OCLC
numbers. If there is a DLC in the 003 field than the 001 probably contains a
Library of Congress number that should not be there. To verify whether a
number is an OCLC number you can use the World Cat site:
http://www.worldcat.org. You can enter the OCLC number into the first search
box on the main page.
Ellen also reminded people to remove all 090 and 900 fields from records
except, 929, 949, 907, 902.

MARC 400 fields:
Bonnie gave some brief instruction on the proper use of the 440 and 490
series fields.
440 is used for a series that has no author.  Examples:  "The Library of
America" or "Penguin Lives Series".  These series are composed of many books
by many different authors.

The LC documentation for the 490 field says "A series statement is recorded
in field 490 when either it is given no added entry in the record (an
untraced series) or is given an added entry in a form that differs from the
series statement appearing on the item. One of fields 800-830 (Series added
entries) is used in conjunction with field 490 when the series is to be
traced differently."

In other words, the 490 field is used 2 different ways:
1)  for a series that is not traced (indexed) in the OPAC.  For this, use
first indicator 0 and second indicator is blank.
2)  for a series that is traced differently than the series title as it
appears on the material.  Example:  a book that is part of Stephen King's
series will give the series title simply as "Dark Tower".  However, checking
LC authorities shows that the authority record names the series as "King,
Stephen,|d1947-|tDark tower".  When using the 490 in this manner, the first
indicator is 1 and the second is blank.

Therefore the bib record for Wastelands, vol. 3 of the Dark Tower series has
the following 490:
490 1   The Dark tower ;|v3. It must also then give the series title
correctly in an 800 field as follows: 800 1   King, Stephen,|d1947-|tDark
tower ;|v3.

Submitted by Valerie Frechette
Central Maine Community College
vfrechette at cmcc.edu



-- 
Ellen M. Conway
Maine InfoNet Cataloging Consultant
797-9464, cell ph. 329-5443
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