[MinervaCats] Revised Minutes Minerva/SOLAR CUG 3/24/09

Wed Apr 8 14:41:25 EDT 2009

Hi Cats,
I sent revised minutes out on Monday but they have yet to be posted so  
here goes again. Please use the revised minutes. Sorry for the  
inconvenience if you receive them twice.  Please note that some  
attendees names had been omitted from my original minutes and they  
should now be on this version.

Deb

Deborah Buker
Technical Services Librarian
Baxter Memorial Library
71 South Street
Gorham ME 04038
207-839-5031
dbuker at baxter-memorial.lib.me.us
----

Minerva/SOLAR Cataloging Users meeting
Falmouth Memorial Library

March 24, 2009

Present: Deborah Buker, Baxter Memorial Library; Doris Chapman,  
Portland Museum of Art; William Chellis, C.M Bailey Library; Bonnie  
Collins, Gardiner Public Library; Ellen Conway, Falmouth Public  
Library and Maine InfoNet; Happy Copley,  St. Mary?s Regional Medical  
Center Library; Carin Dunay, SMCC Library; Michelle Firmin, Andover  
College Library; Rebecca Francis, Curtis Public Library; Valerie  
Frechette, CMCC Library; Brittany Harrington, Belfast Free Library;  
James Jackson Sanborn, Maine InfoNet; Nancy Johnson, Rice Public  
Library; Karen Jones, Lewiston Public Library; Robin Lowell, SMCC  
Library; Kimberly Madden, Patten Free Library; Kathie Martin, McArthur  
Public Library; Lorraine McQuarrie, Bangor Theological Seminary  
Libraries; Ulla Messerschmidt, Thomas Memorial Library; Marie Morey,  
Gray Public Library; Katherine Morgan, Norway Public Library; Anne  
Mosey, Wells Public Library; Kim Myers, York Public Library; Nancy  
Noble, Maine Historical Society Library; Marian Peterson, Walker  
Memorial Library; Mary Pinkham, Boothbay Harbor Memorial Library;  
Lenore Rapkin, Portland Museum of Art Library,; Jim Roy, Maine State  
Library Outreach services ;  Denise Simms, Scarborough Public Library;  
  Kim Slocomb, Rockport Public Library ; Donald Sommers, Wells Reserve  
Coastal Library ; Jean Sommers, Wells Reserve Coastal Library;  
Charlotte Spear, South Portland Public Library; Maryhope Tobin, St.  
Joseph?s College Library; Helen Tomer, Topsham Public Library; Nancy  
Viehmann, Wells Reserve Coastal Library.

Announcements:

Ellen Conway thanked Jim Roy for videotaping the meeting and welcomed  
all who attended including James Jackson Sanborn from Maine InfoNet.

Ellen announced the retirement of Bonnie Collins from Maine InfoNet.   
Bonnie was given a round of applause as a show of thanks for her  
service.  It was announced that Bonnie is now volunteering at Gardiner  
Public Library.

Reports:

Cataloging Standards Committee:

  Katherine Morgan gave the following  report :
  Changes in status code for In Tech Serv
1.  Change the item record status "e" ("In Tech Serv") to a
nonrequestable status.  This would prevent the requesting of items
that have various problems that prevent them from circulating.
Currently, the other item statuses that are nonrequestable are q- owns
(only Maine InfoNet staff can use this), $ - paid, z claims returned,
m  missing, l-lost, s- on search, n- billed, w- withdraw shelf, k
online, and o  library use only.

Change for material type d?
2.   Change the existing bibliographical material type "d" from "ms
music" to "Blu-Ray".  Ms music is a material type that is not being
used in the Minerva catalog.  Blu-Ray discs are growing in popularity,
and it is felt that a dedicated material type will help to distinguish
them from DVDs and VHS tapes.

Adding a material type for equipment?
3.        Add a new material type for "equipment".  We have noticed a growing
number of items being added to the catalog, such as MP3 players,
headphones, remote controls, etc., and believe that there should be a
material type for this general category of items.

We appreciate all the comments everyone sent to the committee and we
will use the comments and suggestions as we discuss changes in status
codes, and changes in material types.  In addition, the committee will
discuss defining the status codes and how they should be used by
libraries.

During their March meeting, the Executive Committee decided it would
be helpful to have the cataloging and circulation committees? work
together to avoid overlapping and conflicting procedures/best
practices. We will be working with the circulation committee to
implement this decision by the Executive Committee.

2. Maine InfoNet:

James Jackson Sanborn announced that Maine InfoNet has a new Mission  
Statement as well as a new vision statement which the board of  
directors of Maine InfoNet planned to ratify at their meeting on March  
25th.

He announced that they have hired someone to fill Jon Forest?s  
position to start mid April.  The name of the new hire will be  
announced at a later time.

He also announced that they now have permission to begin the search  
for a replacement for the position that Deb Hensler left.  The  
position, however, will be a new staffing model.  The new position  
will work with all of Maine InfoNet and will provide systems training  
and support in URSUS as well as MINERVA.   Look for ads for the  
position in the near future.

Maine InfoNet download library:

62 libraries were live as of last week.  James announced that of the  
first 6 or 7 days there were 850 checkouts with a low of 47 checkouts  
on one day (Sunday).   This was all with NO publicity.  He plans to do  
publicity in the summer.

EBSCO Trial:

Last week James sent out a message through MELibs to announce a trial  
of EBSCO with the possibility that it could replace GALE.  A Survey  
Monkey was sent out.   He will be sending one out again.  Please send  
feedback!

Circ:

Verizon.net emails are not supported and will now be changed to  
myfairpoint.net emails.  James will be globally flagging all  
Verizon.net patron emails and a flag will pop up to say check email.

Cataloging news:

Ellen told us that she has set up a Minerva Blog where she has posted  
most of the standards passed by the Cataloging Standards Committee and  
guidelines which Bonnie has given us.  She has also posted the minutes  
from the past three CUG meetings as well.  Ellen encouraged us to look  
at the blog and give her feedback.

http://minervacats.blogspot.com/

Series note changes:
Update on 440 Field
Library of Congress has changed the series notes.  All series now go  
as a 490 and you need to have an 800.  Please see the blog for the  
update on the 440 field for the full explanation.

It was asked if we were going to go back and update all of the records  
to reflect the new 490 and Ellen said that we would not.  We will just  
be doing so with all new records going forward.

Bonnie suggested that all of our How-to materials need to be updated  
to reflect the changes.

Cataloging Issues

Ellen puts together about 1,700-1,800 bib records for Marcive every 2  
weeks.   She looks at problems with them before she sends them out and  
she is seeing things that should not be there.  Please check for  
material type, 092 call number field links that should not be there,  
263, 856?s and 900?s that should not be there.

Ellen said that the reason that she believes that we need a new  
material type for equipment is that it would allow her to remove those  
items from the database and not send them to Marcive.  It is costly to  
send items to Marcive.

She is finding problems with items brought in from remote sites.  She  
went through bringing a record in and showed the correct way to do so.  
  Remember that the record that you are bringing in has data that is  
relevant to the site that made it and may not be relevant to Minerva,  
such as 900 fields and 263 fields.  Remove prices in ISBNs.

Duplicates: If you find dupes & do not have the ability to edit please  
let Ellen know and she will correct them.

Scholastic:  If a Scholastic record is exactly like the original pub  
record, the name of the original publisher appears on the inside of  
the item and the only difference is the Scholastic ISBN, it is ok to  
attach the Scholastic item to the record.

If you adjust a prepub record remember to edit the marc leader from  
?prepub? to ?full?.  Also edit marc leader to ?increase from prepub?.

Please when you bring records in remove all ISBNs except the one which  
is on your item.  Even if you see all of the ISBN?s on the verso of  
your book do not put them all on the record.  Use only the ISBN that  
applies to the material in hand when importing a bib.

001 field:  Due to Minerva Admin functions OCLC records are preferred  
over LC records when bringing in new records.  If you do bring in a LC  
record and it has a 001 field remove it.

035 field:  You may leave the 035 field even though it shows red.  It  
is fine. If it bothers you that it is red you may change the b to a 6  
and the red will go away and the field is still fine.

092 field: Remove this field or change to 082 and change the (c) to a (y).

Reminders: Occasionally finding Volume numbers where they do not  
belong. Please see how-to on web page for correct way.    Ellen also  
discussed proper ways to use Graphic Novels and mult-part records.

Review:

We discussed what constitutes a Kit.  It was noted that a kit is 3 or  
more different types of items, therefore  a book and a tape or a book  
and a CD is not a kit.

Ellen discussed Marcive authority processing and monthly notification files.

Discussion topics:

We discussed BluRay discs and MP3s.  It was stressed that a 300 field  
is very important as well as a 538.   Librarians suggested lots of  
labeling on the actual item--DVD, CD, etc, to let patrons know what  
the item actually is.

Ellen asked for emails to the list with comments on this topic.

Ellen discussed Playaways and that the MIINERVA gmd differs from what  
some other systems use.  We use ?sound recording?.  Other systems may  
use ?electronic resource?.   If you bring in a record, the gmd will  
need to be edited to show ?sound recording?.

We now have an exception to the rule in that we can attach (VHS only)  
editions to the same bib record. As long as it is the same movie, same  
cast, same everything, just different publisher.

James Jackson Sanborn noted that CS Direct Millennium client has a new  
client that is not compatible.  If you download please DO USE Release  
2006, 150 Version.   Do not use 160 version.

Next meeting: May at Husson College, Bangor.  Jim Roy will videotape.

Respectfully submitted,

Deborah Buker

April 8, 2009

Baxter Memorial Library
Gorham, Maine