[SOLAR-L] Minerva/Solar cataloging users minutes 1/25/08

Wed Mar 12 09:33:04 EDT 2008

Minerva/Solar Cataloging Users Meeting

Maine State Library

January 25, 2008

*Present:*  Michele Adams, mca & ysh; Pauline Angione, Dorcas Library; Linda
Barnes, rkd; Shane Billings, lit; Pat Bishop, emmc; Chris Boynton, mso;
Deborah Buker, bml; Bonnie Collins, Maine InfoNet; Ellen Conway, fml & Maine
InfoNet; Happy Copley, St. Mary's RMC; Colleen Crowley, bai; Rebecca
Francis, cml; Valerie Frechette, tcc; Mary Gibson, Maine Maritime Museum;
Jim Haddock, Maine Maritime Museum; Diane Hanscom, hus; Deborah Hensler,
Maine InfoNet; Anne Holmes, ski; Karen Jones, lpl; Cindy Levesque, bai;
Jennifer Lewis, asd; Kimberly Madden, pfl; Joanne Messer, Ricker Library;
Ulla Messerschmidt, tml; Marie Morey, gpl; Virginia Nichols, gar; Brooke
Palmer, gpl; Rita Premo, war; Brian Richards, tho; Jim Roy, mso; Ann
Russell, lit; Tyla Schaefer, spp; Emily Scribner, Franklin Memorial
Hospital; Denise Simms, sca; Kim Slocomb, roc; Charlotte Spear, spp; Annette
Tanguay, tcy; Helen Tomer, tpl; Lynn Uhlman, otp; Joyce Wiebe, opl; Holly
Williams, pit; Jen Leo, wlk.

*Announcement from Bonnie Collins*:

   - If you plan to attend meetings, workshops, or other events that will
   be presented by Maine InfoNet please remember to *register* well in
   advance.  You may do this by going online to the InfoNet calendar at
   http://evanced.info/maine/evanced/eventcalendar.asp.  Be sure to check
   for the closing date for registration.  If you must cancel a
   registration you may do so online as well.

*Minerva Cataloging Standards Committee:*

   - Chair Katherine Morgan was unable to attend the meeting and her
   report was given by Bonnie Collins.  The committee has launched a
   trial mentoring program, working with Rice Public Library and the South
   Portland schools libraries.  The trial will run approximately 2
   months, and the committee will then evaluate the program.
   - A new bibliographic material type has been created for Minerva.  Type
   "u" will be used for films and filmstrips.  Please change the material
   type to u for any of these materials in your library.
   - The committee is compiling a list of titles of annual publications
   that should be cataloged as monographs rather than serials due to the nature
   of their contents.  An example is "Best American short stories".   By
   cataloging this as a monograph you will be able to specify the titles and
   authors in a contents note.

*Report from Deb Hensler:*

   - 2 new libraries will be joining Minerva within the next few months:
   Walker Memorial Library in Westbrook, and Scarborough Public Library.
   Unity College will be coming in after these 2.**
   - Minerva libraries are continuing to have major problems with dropped
   sessions etc.  Unfortunately so far Deb has not been able to replicate
   this problem, but she and Jon Forest are actively working with Innovation
   and UNET to resolve this.**
   - The new scopes for juvenile collections are now functioning, but
   several libraries have reported various problems with the way they work.
   Jon is working to solve this problem ASAP.**
   - After a long wait, the subfields p and n (number and name) in 245
   (title) fields are now searchable.  Hooray!  The question was asked if
   these fields will now appear on paging slips, but the answer was not known.
   **

*Report from Bonnie Collins:*

   - Bonnie announced that future Cataloging Users Meetings will provide
   more opportunities for training.  A workshop will be offered after
   each meeting.  After the next meeting on 3/18 at Falmouth Memorial
   Library there will be a training session on Creating Lists in Millennium.
   The following meeting in May in Bangor will include a Graphic Novels
   workshop.**
   - In addition, Bonnie has scheduled Graphic Novels workshops for Feb.
   5 and April 2 at the Maine State Library, and on March 4 in Falmouth.
   These are all scheduled on the InfoNet calendar and registration is
   required.**
   - Graphic Novels cataloging procedures will be published and
   distributed as soon as they are completed.**
   - Bonnie will offer a Name Authority Control and LC Subject Heading
   workshop on April 30 at the Maine State Library.  Registration is
   required.**
   - A cataloging class for Solar libraries is scheduled to begin on May
   7.  You need to register for the 1st week only. **

*Report from Ellen Conway*

   - Ellen mentioned that frequently she creates lists of problem records
   and sends an email to Minervacats listing line numbers for specific
   libraries to check.   If you are asked to fix records on one of these
   lists, please *do not *remove the record after you have worked on it.
   This causes the numbering to be changed.
   - Ellen demonstrated the procedure for searching a Millennium list to
   find those records that belong to a specific library only (creating a
   "review list"):

   1. Usually the original list is composed of bib records.  Make a note
   of the name of the list.
   2. Find an empty list slot of appropriate size and select "search
   records".  This opens up the list set-up menu.
   3. Name the list with your library's initials and add the date.
   4. "Store record type" should be "item".
   5. Click on the box labeled "range" and select "review".
   6. Click on "review file".  In the box that opens find the name of the
   original list and select it.
   7. Set up your search.  Choose type: item, field: barcode, condition:
   begins with, value: enter the 5 numeral prefix to your library's barcodes,
   ie. "34105".
   8. Click on "search".   The resulting list should be composed only of
   your library's records from the original list.

*Other topics*:

   - *Why are there so many new duplicate records in the catalog??*  When
   searching for an existing record in the catalog, never scope to your own
   library.  Do not search the catalog by ISBN first.  Begin with title,
   then author.  If you fail to find a matching record in this way, you
   may search the remote databases by ISBN.  When importing a record from
   remote, delete all ISBNs except for the one you have in hand.  Remember,
   mass market and trade paperbacks are not the same.  The size and
   paginations will usually be quite different.  Note on pagination:  if
   a book starts with for example Roman numerals "i – v" and then the numbering
   begins again with 1, this should be noted in the 300.  If the books
   starts with "i – v" and then continues with 6, put the total of pages in
   only.**
   - Remember, if an older record in the catalog is so bad that you do
   not want to attach to it, you should overlay it with a better one instead of
   creating a new record.  Copy and paste important fields from the old
   record into the new one you will use to overlay, such as 791 fields for
   special collections, 520 summaries, AR and Lexile info, etc.  (Ellen
   passed out a worksheet about overlaying.  If you did not get one,
   please contact Ellen, econway54 at gmail.com for a copy.)**
   - The document "Differences between, changes within" is a great
   resource to consult if you are not sure whether or not a new record is
   required.  You can download this from
   http://www.ala.org/ala/alctscontent/pubsbucket/webpublications/cataloging/newrecord/differences.cfm
   **
   - Discussion continued on the issue of required attendance at
   Cataloging Users meetings.  The standards committee will be working on
   this and will make a recommendation. **
   - Denise Simms asked about the proper use of material types for
   atlases, maps, etc.  These are all considered "cartographic material"
   and material type "e" should be used.  The GMD "cartographic material"
   should be added to the 245 field in an h subfield.  Hand drawn maps
   and other items of a similar historical nature are the exception here and
   should be assigned material type "f" for MS (manuscript) map.**
   - Brian Richards asked about proper placement of 856 fields.  If the
   item in question is an online resource that is available only by purchased
   subscription, the 856 should be placed in the *item* record.  See
   record b24399930 for an example of the proper use in this case.  However,
   if the link in the 856 field is to a resource that open and accessible to
   all, the field belongs in the bib record.**
   - Cataloging webpages:  Please send Bonnie and/or Deb Hensler your
   suggestions for things that you would like to see on the webpages.
Currently
   both a guide to cataloging in Millennium and a how-to catalog handbook are
   available on line at
   http://www.maine.gov/infonet/minerva/cataloging/index.htm
   - *When I download Millennium software to my computer, what is the IP
   address I should use? *Use: minerva.maine.edu**
   - Ulla M. reminded catalogers to please remember to use the correct
   material types for their A/V records.**

Next meeting:  Tuesday, March 18, 2008 (snow date: Tuesday, March 25)

                          10 am – 12:30 pm

                          Falmouth Memorial Library

                          * 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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