[MinervaCats] Minerva/SOLAR Catalogers Users Group Jan 23 2009 Notes

[Katherine R. Morgan]

Minerva/SOLAR Catalogers Users Group Meeting
January 23, 2009 Maine State Library




Attendance:
Michele Adams, Linda Barnes, Deb Buker, Doris Chapman, William  
Chellis, Bonnie Collins, Carin Dunay, Valerie Frechette, Katie  
Greenman, Barbara Harness, Brittany Harrington, Anne Holmes, Karen  
Jones, Jennifer Lewis, Kimberly Madden, Peggy Malley, Marie Morey,  
Katherine Morgan, Virginia Nichols, Lenore Rapkin, Jim Roy, Ann  
Russell, David Smith, Courtney Sparks, Charlotte Spear, Annette  
Tanguay, Helen Tomer, Rebecca Francis, Ellen Conway, Deb Hensler,  
Sharon Mrowka, MaryHope Tobin.


Cataloging Committee Report ? Katherine Morgan

Attendance policy
      The new attendance policy goes into effect this month. Briefly,  
each library must send a cataloger to three meetings or view three  
meetings in a calendar year. If a library does not send a cataloger to  
three meetings, or view meetings the following year the library will  
not be allowed to bring in records from Z39.5 or create new records.  
The policy was sent out on MinervCats, but if you need the policy  
please email at
norcat at norway.lib.me.us.

Meetings on DVDs
      So far, this seems to be working for everyone. We are aware that  
taping and watching the meetings are ?not just like being at the  
meetings.? Therefore, we are trying to remember to repeat the question  
asked, and speak clearly. If anyone has a question from the meeting or  
the notes, please ask. The best way is to use MinervaCats for your  
questions.  These meetings are for your benefit.

MARC 791
We are evaluating the use of this field because it was felt that the  
OPAC display for these records is confusing from the view of patrons.  
An example is Life on Earth, b24616692. When looking at the unscoped  
results you see that copies belonging to Curtis and Lewiston have  
individual note that state ?this book is a Cornerstones of Science  
nominee.? Click either note, and you redirected to the Cornerstone  
information page hosted by Curtis.  The reason is both have the same  
URLs.  Again, looking at the OPAC, you see two local special  
collections notes, one for Curtis and one for Lewiston. Click on one  
of these notes, and you are taken to an author entry generated by an  
authority record. Authority records for many of the collections so  
noted are nonexistent. This is one example of many complicated  
displays patrons look at when searching the OPAC.

The committee is looking into this as many questions have risen such  
as ?is there a less complicated and more efficient way to employ the  
special fields?, ?should each item record have the same URL causing  
redundant notes?, ?should the URLs be in bib.?  The committee will be  
discussing this and wants input for libraries using MARC 791.  I will  
post this on MinervaCats after I return to work for feedback.

There is an application for libraries wanting to use this MARC field.  
You can e-mail me at, norcat at norway.lib.me.us for the application. The  
application is needed so that the committee can record and archive  
information on the use of MARC 791, and hopefully to prevent random or  
inappropriate use.

CSC statement to Circulation policy
    The circulation committee had sent out a proposal for a new  
policy. When reading the proposal the cataloging committee members  
thought that, the wording in the second paragraph seemed to imply that  
no one could improve or move item records as some catalogers do to  
improve the overall quality of the OPAC.  The sentence that caught our  
eyes is ?In order to preserve the integrity of records, and to  
facilitate the movement of materials across the network, no member may  
edit or otherwise alter item or patron records belonging to another  
member??  I e-mailed the circulation chair, Kevin Davis, and told him  
of our concerns.
    He replied, ??had received similar feedback before your email,  
from other Minervans.  I had tweaked the wording to clarify that the  
policy is for circulation activities. Since my committee's scope is  
Circulation issues, the intent of the policy is to address Circulation  
activity.  We certainly see the value of what the catalogers do with  
records and the policy is not meant to impede that in any way.  We are  
only concerned about overriding of holds, clearing of fines, altering  
"billed" items, etc.?  Catalogers can continue to alter, or change  
item records only when it improves the overall quality of the OPAC.

Thank-you to Deb
The committee thanks Deb Hensler for all the work she has done for the  
committee, and wishes her the best in Pittsburgh. She will be missed.

Report from Deb Hensler

Deb?s last day is January 30, and she wants to thank everyone for the  
well wishes she has received. Maine InfoNet is working on an exemption  
for the two positions that are open. Maine InfoNet staff will be  
taking over the Minerva/SOLAR tickets.  There is a backlog of tickets  
now, so if you have an open ticket, go into the back ticket and reply,  
?I would like a status update.? Deb also reminded people that one  
person is not answering the tickets. For some catalogers, their  
Internet security is so high that they cannot use the tickets, use  
maineinfonet at maine.edu instead if you are at one of these places. This  
information will be posted on the web site, but please if you can use  
the tickets that are the best way to get help. If you need to contact  
a Maine InfoNet staff person, please go to the Maine InfoNet page, and  
then contact us. This page has the list of staff names, telephone  
numbers, and e-mails.

Another cost cutting measure coffee will no longer be served at the  
Maine State Library site for these meetings. However, for a fee you  
can purchase water, soft drinks, and other beverages in the kitchen.  
Ellen Conway said that there will be free water and coffee at the  
Falmouth meeting site in March. Deb announced that Minerva is keeping  
Syndetics and received a 10% discount for the new contract.

Report from Ellen Conway

Reports that everyone is doing a great job, she hasn?t received many  
questions about using the system.  If you do have questions about the  
system or see strange records and do not have the ability to fix,  
please e-mail her at econway54 at gmail.com. She does have a backlog of  
duplicate records that need to be fixed. Ellen noted that in the last  
two weeks, new bib records have a small percentage of fixes. A  
reminder: if bringing new A/V remote records you need to change the  
Mat Type manually. Ellen will send out a list of records that need  
their material types changed.

There have been some problems using wrong GMD (general materials  
designator). DVD is not a GMD use videorecording, and use the 538  
field to note the material is a DVD (remember that the 538 field is  
the first note field listed in the bib record).  On the web page there  
is a list of GMD?s that are approved for Minerva.

Please remember when bringing in remote records to remove the 9xx  
fields. The only 9xx fields that should be in a bib records are: 929  
for libraries initials, 902 and 907 that are used for noting records  
processed by Marcive, and 949 that note records in authority processing.

If you are bringing in a remote record and need to change the 300  
field, yes that is a major change and then you need to: delete 035,  
040, 043, 049, 050. Delete or change the 010 and 020, and change the  
date entry. If it is a minor change, examples are pre-published bib  
records, and subtitles changed then only change ?p? for increased  
encoding level in the MARC leader. Do not include prices in the ISBN.

When catalogers post to MinervaCats asking to check page numbers,  
verify title, fix something, etc. please respond even if you cannot  
get to it that day just say ?I will check as soon as I can.?

List from Ulla ? Ellen will be working on these and posting to  
MinervaCats or individuals libraries to fix. The list includes bib  
records that have wrong GMDs such as ?serial? and ?mass market?, wrong  
material types, and locations ?zzz.? Ellen stated that one list has  
1200 A/V records with the incorrect material type and no 007 field.

Ellen will be starting a blog to post resources and minutes from the  
meetings. The blog should be easier to search the archives (there will  
be no search button). Ellen will notify everyone once the blog is  
ready to go. Deb Hensler said that she asked that MinervaCats switched  
to the university listserv system to make it easier to search archived  
materials. Once this happens, people will be notified.

Ellen has asked catalogers what would make cataloging easier?something  
that has not been done or something that we do not have. If you have  
any suggestions or comments about this please e-mail Ellen at  
econway54 at gmail.com.


Report from Bonnie Collins

A reminder to please respond to people when they send out e-mails  
asking fellow catalogers to check for pagination, titles, etc and make  
sure you are signed up to receive MinervaCats postings.

Older records
In addition, Bonnie is finding items attached to wrong records. She  
asks to check author, title, ISBN before bringing in new records from  
the remote. If you do see duplicate records you can merge them, or you  
are uncomfortable or do not have the ability to merge e-mail Bonnie.

001 fields
All URSUS records are OCLC records even though they do not have 003 or  
035 fields. Please add a 003  OCoCL field to any URSUS record you  
bring into Minerva.  [see minutes from July 18, 2008]


Verifying a heading
It is very important that the form of a name or a subject heading be  
correct. The Library of Congress has established the form of entry of  
many personal and corporate names as well as subject headings.  
Millennium uses Library of Congress subject headings and medical  
headings known as MeSH. To verify that a single heading in a bib  
record is correct place the cursor in the field where the heading is  
located; right click the mouse. Select Verify heading from the drop  
down menu. A list will appear including the heading being verified. If  
there is an authority file record double click on the entry. A window  
will appear offering an opportunity to replace the existing heading  
with the
correct form. Click OK at the bottom of the window and the heading in  
the record will automatically be changed. This process changes the  
heading only. MARC tags and indicators must be changed manually.
To verify all headings in the bib record, click on the Verify heading  
icon. The search results are based on entries already in Minerva  
including Library of Congress Authority records. Click on the word  
Tools at the top of the screen and select Explain Verification Codes  
for information about the letters that appear to the far left. For  
more information please use this link  
http://www.maine.gov/infonet/minerva/cataloging/milcat/holdings.htm#verifyheader

Do not add the death date unless it appears in the authority record.


Created by and text by in the 100 field
  An example is the Arthur series that has ?created by Marc Brown,  
text by Stephen Krensky.? The author is Krensky and use 490 and 800  
fields. An example:
      100 1 0 Krensky, Stephen
490	_ 1  Marc Brown Arthur chapter book ;|v20.
800 1 _ Brown, Marc Tolon.|tMarc Brown Arthur chapter book ;|v20


 From the floor

Graphic novels
There was a question about the difference between cataloging graphic  
novels and comic books. Graphic novels have beginning and end, and is  
illustrated in comic book fashion, but is graphically telling a story  
use ?h? for the material type. A comic book does not tell a story, it  
is a collection of comics like Garfield and is not a graphic novel.  
Use material type ?a? for comic books.  There is a manual on graphic  
novels and Ellen will post this on the blog. You can search graphic  
novels in the OPAC. There is a list of graphic novels with the wrong  
material type and Ellen will post for libraries that need to correct  
material types for graphic novels.

In addition, there are some unneeded volume fields in item records of  
graphic novels. If each title in a series has its own title, a  
separate bib record is needed. If all titles are the same for all in  
the series there is no need for a separate bib record.

Kill-a-Watt kits
Use Itype 97 in the item record or 197 if you do not want holding  
shared in MaineCat. If your library has the kits from Efficiency Maine  
than the loan period is one week. However, if your did not received  
the kits from Efficiency Maine than note that in the note section of  
your item record.


Next meeting is March 24 Tuesday at Falmouth Memorial Library (snow  
date is March 31).

Katherine R. Morgan
Technical Services/Administrative Assistant
Norway Memorial Library
207-743-5309