[MinervaCats] Cataloging Users Group minutes for March 18 2008

Fri May 2 10:10:59 EDT 2008

Minerva/Solar Cataloging Users Meeting

March 18, 2008

*Present:*  Marjorie Anderson, Mercy Hospital; Barbara Bibro, Me InfoNet
intern; Chris Boynton, msl; Deborah Buker, bml; Doris Chapman, pma; Bonnie
Collins, MIN; Ellen Conway, fml/MIN; Happy Copley, smrmc; Colleen Crowley,
bai; Carin Dunay, tcs; Valerie Frechette, tcc; Katie Greenman, tce; Deborah
Hensler, MIN; Karen Jones, lpl; Jennifer Lewis, asd; Carol Lord, cml;
Kimberly Madden, pfl; Laurie McQuarrie, bts; Ulla Messerschmidt, tml; Marie
Morey, gpl; Katherine Morgan, nor; Anne Mosey, wel; Ginni Nichols, gar;
Martha Ott, and; Lenore Rapkin, pma; Claudia Reynolds, rpl; Ann Russell,
lit; Tyla Schaefer, spp; Denise Simms, sca; Kim Slocomb, roc; Charlotte
Spear, spp; Annette Tanguay, tcy; MaryHope Tobin, sjc; Helen Tomer, tpl;
Karen Valley, wlk; Susan Winch, sca.

*Cataloging Standards Committee:*  Chair Katherine Morgan reported the
committee is discussing the current requirements for Cataloging Users
Meeting attendance.  A recommendation will be made and submitted to the Exec
Committee.  The CSC is evaluating the mentoring program that began earlier
this year.  Some of the libraries that are involved at this time are Lithgow
and Bailey, So. Portland Public & SP Schools, and CMCC and Rice.  Deb
Hensler and Ellen Conway are working on updating the cataloging webpages on
the Maine InfoNet site.

*Report from Deb Hensler: *  Deb advised that of the 3 new Minerva
libraries, Scarborough Public and Walker hope to go live for online
requesting this week.  Unity College hopes to be live after March 24.  The
library in Unity is both the college library and the town of Unity's public
library.

Deb reminded us to use the appropriate listserv for postings.  Solar members
can subscribe to MinervaCats for valuable cataloging information; just
ignore what is not relevant to Solar.  Also, when adding an 856 field to a
record, remember that site-specific links belong in the item record.  If an
856 is located in the bib record it gives the impression that it is
accessible to all users.

            Deb also reported that people have done a good job of using the
Evanced calendar (http://evanced.info/maine/evanced/eventcalendar.asp) for
meeting and workshop registration.  Remember that if you need to cancel a
registration, do so by using the calendar instead of emailing Deb or Bonnie.
This was demonstrated.  However in the event that registration for an event
has closed and you need to make a change please notify Bonnie.

*Report from Ellen Conway:*  Catalogers are doing a good job in general with
new records.  I have been examining new records for problems.  The usual
errors keep being repeated:  missing material types, incorrect GMDs, 09x
fields that have not been deleted, incomplete bibs, etc.   I also am
concerned about the vast number of incomplete records in the Minerva
catalog.  List 233 holds approx. 46000 bib records with material types a or
l, no ISBN and no 300 field.  I will start contacting libraries with a
reminder to clean up these records as much as possible.

            Minerva has a new material type for graphic novels, "h".  Please
use this from now on.  Older records have been globally updated but it is
likely that some were missed.  If you find these please let me know.

            Please be courteous and respond to emails from other catalogers
about discrepancies in your records.

            If you ever need to measure a book but can't find a metric
ruler, check out this website for an inches to cm conversion calculator:
http://www.manuelsweb.com/in_cm.htm  (thanks to John Clark)

                If you should encounter a record to which Scaborough PL is
attached that has a 961 field, please *do not* delete this field.  It
contains important information that must be transferred to their item
record.  If you are unable to do this, contact Susan Winch or Denise Simms
at SCA or Ellen Conway.

*Report from Bonnie Collins:*  Bonnie distributed a handout outlining the
cataloging training classes and workshops that will be offered in
Spring/Summer 2008.  If you did not receive one check on the Evanced
calendar or contact Bonnie.  She has taught the workshop on graphic novels 3
times so far this year, with a total attendance of 21.  With 63+ libraries
in Minerva, this is not a great rate of participation.  All catalogers are
encouraged to take these workshops; they are open to Solar as well.

*Discussion:*

·        Maine authors:  the correct way to note a Maine author is described
on the webpage
http://www.maine.gov/infonet/minerva/cataloging/howto/standards.htm  The
subject heading "Maine Author" may not be used in the catalog.  The heading
"Authors, American--Maine" may only be used for books about a Maine author.
It may not be used for books that are written by Maine authors.   Instead, a
note field (545 0_ ) may be used for information about an author.  The note
should be formulated to contain the phrase "Maine author" for keyword
searching, as well as the name of the author and the author's connection to
Maine, for clarity. For example: *545 0_ **Maine** author. Harriet Beecher
Stowe lived in Brunswick, **Maine** from 1850-1852.  *You may also add a
link to the Maine Writers Index from the Waterboro Public Library at
http://www.waterborolibrary.org/maineaut/ as described on the cataloging
webpage previously mentioned.**

   - 586 field:  This is used in the bib record to note awards given to a
   particular work.  One award per field; the field is repeatable.
   - On order records:  whenever possible please put the title in brief,
   temporary on order bib records in all capitals.  This helps Ellen
   identify incomplete bibs that should not be sent to Marcive for processing.
   - Numerous bib records were displayed and various errors were pointed
   out.  These included missing material types, missing or incorrect GMDs,
   09x field that were not removed, lack of pagination and other physical
   information, and incorrect information in the 001 and 003 fields.  These
   issues have been discussed at many meetings yet the errors still
occur.  Procedures
   and standards for these details may be found online at
   http://maine.gov/infonet/archives/minerva/cataloging/compStandards.htm
   - REMEMBER:  The ONLY number that is allowed in the 001 field in the
   Minerva database is the OCLC number.  If the 003 field below it *does not
   * say OCoLC this should be a clue to you that the 001 needs to be
   removed. If you import a new bib record but are not sure if the 001 field
   actually contains a legitimate OCLC number, you can check this by going to
   www.worldcat.org and searching on the number.  If the search yields the
   correct item the number is correct.  (thanks to Carol Lord for that tip)
   **
   - Do not continue to add bib records for new editions of annual
   publications such as almanacs, travel guides, college guides, etc., without
   checking first to see if there is a good serial record that can be used.
   Ellen is still working on converting multiple monograph records into
   serials; if you find ones that need to be updated please let her know.**
   - 2 new options for item "i messages" have been created.  Choose "r" for
   "repair needed" or "a" for "to cataloging".  The latter can be used when
   lending an item that must be routed to tech services after return.
Inserting
   an "m" message in the item record is another way to add info that is visible
   to circ staff.**
   - Try selecting Solar when searching remote databases.  The Solar catalog
   owns thousands of good "resource records" that were added before Karl Beiser
   retired.**
   - What is the best procedure for deleting item records?  Because deleting
   can be very time consuming this depends on the number of records you want to
   delete.  Item records can be deleted one by one.  If you have a lot of
   them, try changing the item status to "withdrawn", then create a list of
   records with this status.  The list can then be used for a global
   deletion process.**
   - ISBN and edition statements:  Bonnie reminded us that if the only
   difference between an existing bib record and the item in hand is a
   differing ISBN, add your ISBN to the record and attach your item to it.  If
   the bib notes a 1st edition statement but your item is a later printing
   this is not important.  However if your book includes a reader's
   discussion guide that was not part of the original publication a new bib
   record is needed.**
   - Cataloging date:  If an existing bib record has a cataloging date in
   the fixed field, do not change it.  If it has no date, do not add
one.  Imported
   and overlaid records will have the new date added automatically.  Do not
   change the date in the 008 field when importing a record.  When creating
   an original cataloging record, you must enter the date manually.**

*Next meeting:*

Friday, May 16, 2008

10 am – 12:30 pm

Husson College

Center for Family Business meeting room

Bangor, ME

Registration is required:
http://evanced.info/maine/evanced/eventcalendar.asp

Graphic Novels Workshop for Minerva & Solar Catalogers will be held after
the meeting, 1:30 – 3:30 pm

Register separately for the workshop on the Evanced calendar.

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