[SOLAR-L] Cataloging users meeting minutes 11/30/07

Sun Jan 13 14:31:26 EST 2008

Minerva/Solar Cataloging Users Meeting

November 30, 2007

Present:

*Maine State Library*:  Linda Barnes, rkd; Shane Billings, lpl; Lynn Bivens,
wlk; Deborah Buker, bml; Bonnie Collins, Maine InfoNet; Ellen Conway,
fml/Maine InfoNet; Darcel DeVou, gpl; Carin Dunay, tcs; Rebecca Frances,
cml; Valerie Frechette, tcc; Katie Greenman, tce; Deb Hensler, Maine
InfoNet; Karen Jones, lpl; Jennifer Lewis, asd; Marie Morey, gpl; Myra
Rosebaum, tre; Jim Roy, mso; Ann Russell, lpl; Kim Slocomb, roc; Charlotte
Spear, spp; Jonathan Williams, ursus; Katherine Morgan, nor.

*Noble High School*:  Nancy Johnson, ric; Anne Mosey, wel; Liz Reisz, ysc;
Don Somers, wrl; Annette Tanguay, tcy; Nancy Viehman, wrl; Kathie Martin,
mca.

***Bangor*:  Diane Hanscom, hus; Joyce Wiebe, opl; Pat Bishop, emm.

** Note that the ATM link with Bangor was not functioning.  The attendees at
the site participated by speaker phone.

*Report from Deb Hensler*:

   - Deb and Jon are currently working on bringing 3 new libraries into
   Minerva:   Walker Memorial Library in Westbrook, Scarborough Public
   Library, and Unity College.
   - The Solar summit on November 9 was well attended, with most Solar
   libraries represented.   Issues that were discussed included loading
   Solar records into Maine Cat and cataloging.  One result of this
   meeting was the conclusion that Solar cataloging methods are basically the
   same as Minerva's, so in future the Minerva cataloging users meetings will
   be open to Solar catalogers as well.
   - Deb has been very busy visiting new libraries, and giving list
   creation and statistics training workshops.   She was asked to offer
   another list workshop after the new year; the date will be announced.

*Report from Ellen Conway*:

·         Catalogers continue to see duplicate bib records being created for
new publications.   Remember when looking for a record to attach to in
Minerva to search by title or author first and second before searching on
the ISBN.  The same publication may have more than one ISBN.   Please
overlay inferior records with improved ones instead of creating a duplicate
bib.  If your library receives books from MSL outreach that are not
cataloged, do not create new short bibs, especially if a matching bib
already exists in Minerva.   The cataloging for these items must be up to
standards even if temporary.

   - Ellen is still working on converting monograph bibs to serial bib
   records for continuing resources such as most annual publications.
 Examples
   of this are Chase's encyclopedia, Peterson's college guides, the Old Farmers
   Almanac, etc.  When cataloging this type of publication, please look
   for serial records to attach to before creating a new monograph bibs.
   - Many new records continue to carry a 090, 092, or 099 field which
   needs to be deleted when imported from Z39.5.  Please remember this
   important step.
   - If your library has records that need to be suppressed, the way to
   do this is to set the bib "initials" at "n".   Icode 2 also should be
   "n".  There is a difference between "suppress" and "non-contributing".
   Non-contributing means that the record does not appear in MaineCat.
  Suppressed
   means that it does not appear in the Minerva OPAC.

*Minerva Cataloging Standards Committee*:

   - Chair Katherine Morgan reported the committee is working on a
   mentoring program for new libraries joining Minerva.   An experimental
   project aimed at cleaning up short records is underway.  The committee
   is also working on developing standards for cataloging  graphic
   novels.

*Report from Bonnie Collins*:

   - The Cataloging Users meetings schedule for 2008 will be announced
   shortly.   It will be necessary to register for these meetings using
   the new Maine InfoNet calendar online,
http://evanced.info/maine/evanced/eventcalendar.asp

   - Bonnie will offer a cataloging class in April for Solar libraries.
   If any spaces are left it may be opened to Minerva, but this is not
   likely.  The next Minerva cataloging class will be offered in fall
   2008.
   - Millennium training will be offered in the spring 2008, but not
   before March.   The dates will be posted in January.
   - Bonnie plans to hold a series of workshops on graphic novels,
   possibly at Falmouth ML, Thomas College, and maybe Bangor.   Dates
   will be announced.  Other possible topics for workshops include LCSH
   and continuing resources.  She welcomes suggestions for other
   subjects.

*Other topics*:

   - Anne Mosey, wel, asked why saving an item record leads to a prompt
   to create another item record.   Unfortunately this is an annoying
   quirk of Millennium.  There is no setting to prevent this, however
   some find that it will stop if you answer "no" to this prompt several times
   consecutively.   Anne also asked why when checking for duplicate
   titles she gets a list of supposed duplicates that have only the first few
   letters in common.  Jonathan from URSUS says they have seen a similar
   problem.
   - Lyn Smith, pit, asked about cataloging standards for playaways.   This
   will be put on the standards committee's agenda.  To review proper
   cataloging of this media type, remember that the material type is "s" and
   the gmd is "sound recording".   Subject headings are:  655_7
   Audiobooks (Playaway) and 655_7 Playaway.|2gsafd.  Pay close attention
   to the 300 field.   If it states that earphones and batteries are
   included, this information should be removed since most Minerva libraries
   have decided not to supply them.   If your library does supply
   earphones and batteries, put this information in a volume note on the item
   record.
   - Ulla, tml, sent a request for people to look at her list 305.   This
   contains video item records that are attached to bib records for print
   materials.
   - Katherine Morgan asked what the left side buttons in the cataloging
   module are for, specifically the ones labeled "Delete records", "URL
   checker", "Headings reports", etc.   These are modes that require
   permission to use.  These buttons can be removed if you wish; let Deb
   Hensler know.
   - Responding to questions about checkin records for periodicals
   (available only in Minerva), there was a discussion of what to do when the
   checkin card is filled.   First open the filled card and right click.
   From the card menu, select "archive card".  This will open a new
   window, "edit new checkin card…", select "save".   This automatically
   creates a new card, and you must choose "extrapolate boxes" or "create card
   from scratch".  If your newly archived card was a good one, choose the
   first option and the numbering will be continued.   If you then wish
   to prevent the archived card from appearing in the OPAC, go to the summary
   screen, select the record, open the record, and change the icode 2 to "n"
   for suppressed.
   - When old issues of a closed serial or a periodical you no longer
   receive are withdrawn, be sure to delete the checkin record when all the
   item records have been deleted.
   - If you need to circulate a periodical that has not been cataloged,
   create an "on the fly" record that will prompt you to either delete or add
   to your catalog when it is returned.
   - Catalogers were asked to share sources for cataloging aids.   Jim
   Roy, mso, demonstrated several that he likes to use.  For brief
   summaries of fiction he often uses Novelist from Marvel since they provide
   succinct abstracts of most titles.   Novelist K-8 is very helpful for
   children's items; look for the "KIDS!" logo on the Marvel page.  It
   was mentioned the future may bring a non-fiction "novelist" database.
   For series information, check out *ww2.kdl.org/libcat/WhatsNextNEW.asp
   *     Deb suggested *www.stopyourekillingme.com *for mystery series
   info.  Jennifer Lewis, asd, uses
   http://infohiocat.infohio.org/html/welcome.html for hard to find
   childrens items.  Ulla suggested www.mln.lib.ma.us (Minuteman Library
   Network) and http://sfpl.lib.ca.us/
   - *Maine** authors* :  the correct way to include the "Maine author"
   note in a bib record is to use a 545.  Example:  "545 0_ Maine author.
     Lyn Mackenzie lives in Falmouth."  Do not use the subject heading
   "Authors, American -- Maine."  For information about Maine authors
   check the Waterboro PL website,
   http://www.waterborolibrary.org/MWI/MWI_home.php
   - Deb was asked to demonstrate printing spine labels from Millennium.  This
   is available only to Minerva, and works only on continuous feed call number
   and pocket label forms.  Some libraries including tce, lit, and fml
   find that using MS word templates work well with 8.5 x 11 inch label
   sheets.
   - Ann Russell, lit, asked why keyword searching in Mil. Cat. does not
   work as well as in an OPAC search.   Jonathan from URSUS answered that
   this is because an OPAC search covers many more access points than does
   Millennium.  He will take a closer look at this.

Next meeting:  Friday, January 25, 2008

                          10 am – 12:30 pm

                          Maine State Library studio room

                       * Please register at
http://evanced.info/maine/evanced/eventcalendar.asp

Minutes submitted by Ellen Conway

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