[MinervaCats] minutes: Minerva/Solar Cataloging meeting November 7 2008

[Ellen Conway]

*Minerva/SOLAR Cataloging Users Meeting*

Husson University

November 7, 2008



*Present:* Sandra Abbott-Stout, Unity College; Anne Berleant, Witherle
Memorial; Pat Bishop, EMMC; Doris Chapman, Portland Museum of Art; John
Clark, Hartland Public; Bonnie Collins, Maine InfoNet; Valerie Frechette,
CMCC; Katie Greenman, EMCC; Diane Hanscom, Husson; Brittany Harrington,
Belfast Free; Deb Hensler, Maine InfoNet; Karen Herrick, Calais Free; John
Leavitt, WCCC; Jim Roy, MSLO; Kim Slocomb, Rockport Public; Lynn Uhlman, Old
Town Public; Joyce Wiebe, Orono Public; Holly Williams, Pittsfield Public;
Kathy Woodside, Jesup Memorial; Brian Richards, Thomas College; Candy Emlen,
Southwest Harbor Public.

*Announcements:*

*Kudos to Jim Roy* for his hand-held videography for today's meeting due to
tripod malfunction.

*Husson's name change* from College to University was noted. [the name
change became official on Oct. 15]

*Deb announced that there is a* *state hiring freeze* including the hiring
of Jon Forest's replacement, at least through the end of the fiscal or
calendar year.  The University of Maine will be able to hire a 20 hour/week
student worker to help with the online support system ticket requests.
Official news to come later.

*Ellen said she will accept emails concerning duplicate records* and will
work on cleaning up. Going through the ticket procedure is not necessary for
duplicates that need to be merged.  Ellen's email is econway54 at gmail.com

*2009 Schedule*

Deb Hensler questioned participants about meeting scheduling preferences for
2009. Consensus reached to continue with 3 locations, 2 meetings each. If no
southern location other than Falmouth is available, meetings in Falmouth
will be held on Tuesdays.  All others will be held on Fridays. Snow dates
will be included for winter meetings.

Deb Hensler presented the *Cataloging Standards Committee Report* to the
Executive Committee in Katherine's absence:

*Attendance Policy:* all were familiar with the policy sent out on
minervacats for review and feedback.

*Marc 791 field*: This field is used by libraries with special permanent
collections that they want to be searchable in opac, such as Cornerstones of
Science. Featured Lists might be a better option for temporary collections
such as the Camden Conference. The Executive Committee will be reviewing the
proposal for an application process for the use of the 791 field for a
special collection. The simple application requesting the estimated number
of records, nature of the collection (permanent or temporary) etc. would be
submitted to the Standards Committee for approval.

Deb stressed that the 590 field is not to be used and suggested a featured
list on a library website as an alternative way to make a collection
accessible to patrons.  If a college in Maine, such as Unity, wants books by
faculty to be searchable, creating a 545 Maine author field or adding to an
existing one with a subfield |b note that this person teaches at Unity
College is the best way to do this.

*Blu-Ray Disc cataloging* (a new but not common videorecording requiring
special players) :

Use the gmd [videorecording], material type 5 for dvd, and 538  BLU-RAY disc
followed by format description. It was noted that new formats may require
new material types in the future and further discussion may be necessary.

*Playaways:*  In response to requests for a standard since libraries have
different policies concerning inclusion of battery and earphones, it was
decided that those interlibrary loaning playaways would not expect them to
be included and that a 538 field be added to the bib record stating
"Requires earphones and AAA battery." This will prevent libraries that
provide these from being inundated with ILL requests and playaways will be
cataloged consistently.  It will be up to each library to decide if they
want to provide a battery and earphones to their own patrons.

*How-To's and Reviews *

1.       *Publish/Street Date* [Deb]: To circulate a book before its
publishing or street date is in violation of publisher- vendor contracts. It
could affect our SCOOP discount contract. Packing slips note the
publish/street date when applicable and catalogers need to hold these items
from circulation until that date. It was recommended that book processors be
reminded to check packing lists and inform the catalogers of any street
dates found.

2.       *Use of Volume Field* [Ellen]: In order to prevent ILL problems,
catalogers are reminded to use the volume field to identify individual discs
*IF *an entire set of dvds is *not *being circulated as one item. It will be
assumed that all others circulate as a "complete set". This applies to
programs in a series or movie and feature discs.  Consistency was stressed
for the sake of the patron requesting these av materials.  If a library
breaks up their set of dvds and attaches to a bib with no volume fields
(indicating they are complete sets) then the cataloger can notify other
libraries on the cat listserv or Ellen so that "complete set" will be added
to the volume fields for their item records so the patron can make item
level holds.

*Also noted that multiple items with separate barcodes* attached to the same
bib need to have # put in volume field, i.e. graphic novels that publish
under one title with only volume # changes.

*[NOTE: that the standard policy affects cataloging aspects. It's up to the
circ people to decide whether or not dvd sets can be broken up into
individual items.]*

*Post meeting note from Deb: *In the discussion about using the volume
field, I said I had been asked if the volume field could be listed in it's
own column in Millennium to prevent people placing bib requests on items
that need an item-level request. While I was correct in saying that the
screen, when in "View: Holdings/Bookings" can't be changed to allow that,
it's in a separate column when on the "View: Item" screen. So if questioning
whether or not a vol. or date at the end of the call number is actually in a
separate volume field, just switch the view to Item and you'll be able to
see if it is or not.



3.       *List #385 Contains bib level holds that need to be changed to item
level holds. Please ask circ to look at this list and if your library is
attached please cancel the bib level hold and change to an item level hold.*

4.       *MP3s-how to catalog* [Deb]: In response to a request for a new
material type. No material type exists for MP3s.   These are compressed
files which can only be played on a compatible MP3 player or computer. They
are sound recordings on cd. Discussion among participants and review of
sample records. The following bib record was highlighted as an example to
follow: b2602259x. Note material type 3, gmd [sound recording] and 300 field
to include subfield |b digital, MP3 format.  Discussion of use of 650
Audiobooks  in bib records. It is no longer an appropriate 650 field.  Items
can be searched by limiting to material type 3 [sound recording]. A global
deletion of the Audiobooks subject heading might delete the heading from a
book about audiobooks.

5.       *Library of Congress Authorities: *Reminder to search this tool
accessible from the Maine InfoNet page of Internet Resources when in doubt
about subject headings. < http://authorities.loc.gov/>

*Questions from participants:*

1.       Bonnie Collins on *merging older records*: Bonnie raised the
question of merging records for older titles such as DeepHaven by Sarah Orne
Jewett. They are similar versions with varying editions but pagination and
content (no additional material) matches. Editions historically may have
just meant a reprinting. Bonnie will forward the request to the Cataloging
Standards Committee.

2.       Valerie Frechette on *unusual ILL records* in the opac: In a random
keyword search Valerie discovered old interlibrary loan records were showing
up in the opac. They need to be deleted. This is really a circulation
issue—other libraries that are requesting materials can be put into the
system as patrons to avoid having individual ILL records. If a Library
borrowing materials is not part of MaineCat create a patron record for that
library with full contact info.  Ellen will remove the old records.  A
reminder that such records should be suppressed or deleted when no longer
needed.

3.       *Remote Z39.5 Libraries - Removals and Additions* [John Clark]

                John recommended adding several libraries such as the
Milwaukee Public Library, National Library of Western Australia. Consensus
reached that the following libraries would be removed from Z39.5
listing:  Australian
National Library, Duke, Maricopa, Bedford, and Salt Lake City

John also recommended using SOLAR suppressed resource records that were
downloaded by Karl Beiser some years ago. They don't show in the opac; nor
do they have item records, but they are accessible in cataloging module.

4.       Sandra Abbott-Stout (?)  on *cataloging short story
collections*and adding 505 field so that the titles of stories are
searchable.
Consensus reached that this is very important and Sandra's willingness to
add this field to those she's cataloging was much appreciated.

*5.       **001 field Continued:  to answer requests for clarification*

Always include URSUS in remote searches for quality bib records. If URSUS
provides the best one leave the 001 field in since all URSUS libraries are
OCLC libraries. *BUT please follow these two steps:*

1.       If unsure verify the number in WorldCat:
http://www.worldcat.org.Enter the 001 number in the URSUS record (or
other uncertain record) into
the first search box on the main page. It should pull up records for the
correct title. . [see minutes from May 16, 2008]

2.        Add an OO3 field to the record:  003 __OCoLC  so that all
catalogers adding to this record in the future know that this number is a
valid OCoLC number .  [see minutes from July 18, 2008]

If the record comes from URSUS, the 001 control number should be left in so
that a duplicate record isn't created in URSUS. [Deb Hensler]

The 001 in Ursus is almost always OCLC and it should be left in unless it's
something incomplete like "99ilps" or "abcd".  001 fields in SOLAR resource
records (no item records attached) should be removed unless they match the
number in an 035 OCLC field. Note SOLAR resource records need to be
unsuppressed.

*Question about Duplicate records and how OCLC numbers (our chosen control
#s) function in Millenium…what are the match points?*  Request for
presentation since most of us don't understand how matchpoints affect
duplicate records.

Participants wanted to know which *fields in a bib record are indexed*. Deb
Hensler will add this to her  to do list.

*6.       **Millenium Serials Module review :  A quick review of sample
records. Deb received little response to the offer of a serials module
workshop in the past. Bonnie's workshop on serial cataloging was cancelled
this fall. Ellen was reassuring that the module is user friendly!*

Remember to suppress filled cards and item records (if created for
periodicals that circulate)

Review opac displays "periodically" to make sure all filled cards have been
suppressed and are not showing up in the opac.

Maine Info net how-to guides for serials are out of date and need to be
removed.  A participant suggested contacting Amber Tatnall , York County
Community College. She has cataloging resource guides and may have one on
serials cataloging /serials module training that could be added to the
website.

Reminder to use MinervaCats listserv or Maine InfoNet support tickets to
request help.



Submitted by

Katie Greenman

 Eastern Maine Community College Library

207-974-4640/kgreenman at emcc.edu




-- 
Ellen M. Conway
Maine InfoNet Cataloging Consultant
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