[MinervaCats] Minerva/Solar Cataloging Users Meeting Minutes 9/23/08

Tue Oct 14 16:36:19 EDT 2008

*Minerva/Solar Cataloging Users Meeting*

*Falmouth** Memorial Library*

*September 23, 2008 *

* *

*Present:*  Linda Barnes, Rockland PL; Doris Chapman, Portland Museum of
Art; Bonnie Collins, Maine InfoNet; Ellen Conway, Falmouth ML & Maine
InfoNet; Colleen Crowley, CM Bailey PL; Carin Dunay, SMCC; Rebecca Francis,
Curtis ML; Valerie Frechette, CMCC; Katie Greenman, EMCC; Nicole Harkins,
Warren ML; Deborah Hensler, MSL/Maine InfoNet; Nancy Johnson, Rice PL; Robin
Lowell, SMCC; Kimberly Madden, Patten FL; Kathie Martin, McArthur PL; Laurie
McQuarrie, Bangor Theological Seminary; Katherine Morgan, Norway PL; Anne
Mosey, Wells PL; Nancy Noble, Maine Historical Society; Martha Ott, Andover
College; Marian Peterson, Walker ML; Frances Pollitt, Maine Historical
Society; Jim Roy, MSL Outreach Services; Ann Russell, Lithgow PL; Denise
Simms, Scarborough PL; Courtney Sparks, Patten FL; Charlotte Spear, South
Portland PL; Annette Tanguay, YCCC; MaryHope Tobin, St. Joseph's College;
Helen Tomer, Topsham PL; Joyce Wiebe, Orono Public Library.

* *

*Maine** InfoNet report:*

  Deb Hensler reminded those in attendance to speak loudly and clearly and
to repeat questions from the group for the benefit of those viewing the
meeting DVDs.  The new director of Maine InfoNet, James Jackson Sanborn,
started in his new position on August 20, 2008.  He and his family recently
moved from North Carolina to Orono.  The InfoNet staff have moved into new
offices on the UM Campus in Orono, in the York Village apartments.  Deb will
continue to work out of the Maine State Library in Augusta, but has a
cubicle in the Orono office.

The InfoNet contact webpage has been revised to reflect these changes; all
staff information may now be found at http://maine.gov/infonet/contactus.htm

The staff position Agency Technology Officer-Library Automation Manager,
formerly held by Jon Forest, is still open; candidate interviews should take
place in the near future.

All requests for technical support should now be submitted to the web-based
support site at http://espresso.ums.maine.edu:8088/  Your request will open
a "ticket" which should expedite the handling of your issues.  Please
include your phone number with your request.

Annette Tanguay asked for a review of how to register for the web-based
support system.  Deb advised that Tim Pellett (UM Orono) is in charge of
this program.  If you don't receive an email validating your registration,
check your spam folder and/or make sure that the website is not blocked by
your computer system.  If you are unable to access the webpage, contact your
IT department.

Cataloging questions may be submitted in this manner; use this for specific
questions rather than those that can be circulated via the MinervaCats list
serv.

A promising feature of the web-based support system is the "Knowledge Base".
This will offer tips and answers to FAQs, and eventually the "how-tos" from
the web pages will be moved here.  This will probably not happen before the
Library Automation Manager position is filled.

*Cataloging Standards Committee:*

Katherine Morgan reported on the Users Group's first effort to record and
circulate meetings for those libraries unable to attend in person.  The
Users meeting in July 2008 was the first to be recorded.  The recording was
transferred to DVDs which then were cataloged and processed by Ann Russell.

To view these DVDs you must place an item level hold through Millennium
because the bib record is suppressed from public view.  Remember, you must
request the discs by the specific date found in the volume note.  Search for
the title "Minerva/SOLAR Cataloger's Meeting". There will be 3 DVD copies
for each meeting.  Because of the large number of catalogers requesting the
DVDs, Deb suggested that as soon as you receive one, copy it to your
computer or to another disc of your own.  Move it along to the next library
on the list as soon as possible.

If the proposed meeting attendance policy is approved, Minerva libraries
will be expected to either attend in person or view the DVD, or some
combination of both, a minimum of 3 meetings per calendar year.

Anne Mosey mentioned that her copy of the DVD did not work properly; it was
suggested that she try viewing it on another computer or player.

Written minutes of the Users Group meetings will continue to be circulated.

*Bonnie's report:*

Bonnie has compiled a new list of resources for catalogers that has been
posted online at
http://maine.gov/infonet/minerva/cataloging/resources/index.htm  If you see
any problems or have suggestions for additional resources please send her a
note.  This list can be printed out for easy reference.

Doris asked for directions to the cataloging information webpages.  They are
found at http://maine.gov/infonet/minerva/cataloging/index.htm  Remember,
too, that you can use the Google search function on this page to locate
specific information.

Bonnie discussed the use of the MinervaCats listserv when seeking
information about specific materials or bib records.  If you send out a
question for other catalogers please list the libraries in your query.  If
your library is asked for further information by one of these emails, please
respond in some way in a timely manner.   If you don't get the answers you
need from other catalogers try contacting the publisher.

Katherine Morgan asked for clarification of the sequence of subfields on
Marc 856 fields that contain URLs.  As long as the URL is given in subfield
|u and the description is in subfield |z, it does not matter which order
they are in.  When importing remote records, remember that any subfield |3
should be changed to |z.

Denise Simms asked about the use of the 545 Maine author note.  Bonnie
explained that if the Maine author's full name is given in the 100 field,
the full name does not need to be repeated in the 545.  The full name can be
used in the 545 if he is an editor, etc.  The note should be composed with
the phrase "Maine author" first.  This is followed by the explanation in a
|b subfield.  Example (for Tess Gerritsen):  "545 0  Maine author. Gerritsen
lives in Camden, Me."  The |b subfield must be used.  (This information is
omitted on the cataloging webpage and will be corrected.)

The 545 may be used in this manner for cartographers, editors, illustrators,
poets, etc.  Do not use it for books about these persons.   Likewise, do not
use the heading "650 0 Authors, American – Maine" unless the book is ABOUT
that person.

The 545 field is repeatable.  It was suggested that the Cat. Standards
committee should compile a list of permitted designations for this field.

*Ellen's report:*

Maine Historical Society said that they are removing some maps from the
books they were published in and storing them in a physically separate
location.  The maps and books are being cataloged on separate bib records.  MHS
catalogers asked if it would be appropriate to use Marc 773 and 774 linking
fields to connect these bib records.

Although these are valid fields, using them for this purpose may be
problematic.  Deborah Fritz says in her Marc/AACR2 guide that these fields
normally link to each other using a control number, commonly an OCLC number.
Such a number would not be found in the original cataloging records for
unique items.  In addition, Deb said she would have to investigate whether
our Millennium package supports this function.

Bonnie suggested that MHS use a 590 note (for local content) for this
linking information.  They agreed to try this out.

Ellen reviewed cataloging "playaways".  Playaways are self-contained MP3
format sound recorded books that require batteries and headphones for
operation.  Minerva does have a unique material type for playaways, "s".  The
proper GMD for a playaway is "|h[sound recording], and the item is described
in the 300 field as a "sound media player".  Please be aware that many if
not most of the remote bibs for playaways include subfield |e, listing
accompanying materials (batteries, headphones) in the 300.  This subfield
should be removed.  Some libraries circulate playaways with the batteries,
etc. and some do not.  This is a local decision, so these items should not
appear in the bib record.  Remember, too, that playaway bib records should
include a 538 field that lists the equipment required for the operation of
the item.

*Graphic novels:*

Bonnie reminded catalogers that graphic novels and comic strip collections
are not the same material type.  A graphic novel tells a story using both
narrative and pictures, and should be given material type "h".  Many serial
comics have been reissued as graphic novels.  However, compilations of
Garfield or Calvin & Hobbes strips, for example, are not graphic novels, and
should have material "a".  If your library chooses to shelve comic
collections and graphic novels together, it's OK to use a special graphic
novel location or call number specific to you, but do not use the graphic
novel material type or subject/genres headings inappropriately.

Remember the phrase "graphic novel" refers to both fiction and nonfiction
content.

Bonnie's guide to cataloging graphic novels will be posted online.

*Other:*

* *

There was a discussion of how long items with the status "billed" should
remain in the system, and if these items should be suppressed.  There was no
definite answer to this question although it was agreed that these items
might stay in the catalog for up to 2 years.  Deb will refer this question
to the circulation committee.

Bonnie mentioned that she has been working on updating and correcting
records that use the 545 "Maine author" note.

*Special thanks* to Jim Roy for his videorecording services!

*Next meeting:*  10 am., November 7, 2008 at Husson College, Bangor

Register at http://evanced.info/maine/evanced/eventcalendar.asp

Submitted by

Ellen Conway

-- 
Ellen M. Conway
Maine InfoNet Cataloging Consultant
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