[SOLAR-L] Minutes: Cataloging Users Group meeting May 15, 2009

[Ellen Conway]

*Minerva/Solar Cataloging Users Group Meeting*

May 15, 2009



*Present:* Ellen Conway (MaineInfoNet), Bonnie Collins (Gardiner), Nelson
Eubanks (Maine InfoNet), Linda Barnes (Rockland Public), Pat Bishop (EMMC),
Doris Chapman (Portland Museum of Art), William Chellis (CM Bailey Public),
Frederick Gralenski (Pembroke), Linda Gralenski (Pembroke), Katie Greenman
(EMCC), Brittany Harrington (Belfast Free), John Leavitt (WCCC), Lenore
Rapkin (Portland Museum of Art), Jim Roy (Maine State Library), Kathleen
Staples (Calais Free), Lynn Uhlman (Old Town Public), Joyce Wiebe (Orono
Public), Holly Williams (Pittsfield Public), Kathy Woodside (Jesup
Memorial).



*Announcements:*



Ellen introduced our new Maine InfoNet Systems Librarian, Nelson Eubanks.

He comes to Maine InfoNet from Lithgow Memorial, replacing Jon Forest.  [see
his report below]



New Material Type: “q”  for equipment such as Blu-Ray players, DVD players,
Mp3 players or any other type of equipment that does not fall under other
categories.



Ellen presented the *Cataloging Standards Committee Report* from Katherine
Morgan highlighting the following:



1. Blu-ray will not get a separate material type. Please use material type
“5” same as dvd, with [videorecording] as the  gmd. Blu-ray should appear in
the 538 note.



2. Circulation and Cataloging Committee coordination will be managed by
communication between committee chairs.



3. Item status codes: The committee is in the process of defining and
eliminating codes and setting a policy to follow. Details to come later on.





*Report from Nelson Eubanks:*

Orono will be home base. Systems upgrade on Millenium in the next 4-6 weeks,
version 2007, hopefully will fix some of the bugs.

Update on Deb Hensler’s position. 2-3 final interviews set before hiring her
replacement. Full staff to be on board soon. Other projects after system
upgrade.

Nelson is looking forward to working with everyone. While he waits for
official email address he is reachable through support system or by calling
581-3093 (office phone number).

Travel and training budget has been cut for staff, so he’s learning on the
job.



*Cataloging Issues: *



Some problem areas needing attention by catalogers:



*Location Code:*

“zzzz” location in bib record with no items attached: double check remote
record or OCLC downloads and be sure to insert library location code and
delete records not used.



Item records attached to bib without adding item location in bib record.
Problem: you can’t go back in and edit without the location code.



Ellen created list of several hundred “zzz” locations, sorted by location)
first 5 digits of barcode, some were part of a test load.

Some May 6, 2009 bibs kept for now, will be deleted if still there after a
week without location code.

List narrowed down to 21 bibs all recently added to Minerva.



*GMDs* (general material designation)--the descriptor in title field.

To check the accepted standards for gmds that we use in Minerva go to:

Maine InfoNet Home page, Minerva cataloging, How-Tos, General Material
Designation or visit the MinervaCats Blog  address:
http://minervacats.blogspot.com/

Index of terms on right, 4 postings show up for gmd explaining what gmd to
use.



Videorecording:  dvd, vhs, blu-ray disc

Soundrecording: cassette, lps, compact disc, play-aways



Gmd should not include both videorecording and dvd. This could result in

Confusion—patrons assuming that other videorecordings listed in Minerva are
not dvds.



500 note  Compact Disc

538  note for DVD, VHS, Blu-ray, computer software



Important: These notes should come at the top of the note fields.



*On-going issues:*

During Authority processing, Ellen has been correcting common errors:



*1. Call Numbers:*

New bib records, call number field in bib record….deleted or altered before
record is saved.



Marc tag 090 or 092:  change to 050 or 082 or remove them and change the

“c” code on left to “y” or the call number will override the item record
call number.

 Please make sure these changes are made. Double check the changes. They
don’t always stick the first time.

To find out  which codes are attached to which Marc tags click on “Insert”
and review the drop-down menu where the codes are shown to the left of the
tags.





*2. Material types: *

Often records come in with no material type. You can’t scope search by
material type without it. “a” is for printed material, except “l” is used
for large print books:



Ellen can change some of these, but if the problem is huge she will notify
the cataloger to fix the records.



*Question: *

What if the number in the 001 field is different from the number in the 035
field?

Leave as is if 003 OCoLC field is present. If not check out the validity of
an 001 field number by searching WorldCat. If it does match the title then
please add an 003 OCoLC field so other catalogers know it’s an OCLC number



*Problem Marc Fields:*



1.       Recurring problem:

*856 subfield* |3   change to |z   to make the opac more user friendly:

If left as |3   “Connect to” in opac shows the entire url.

When changed to |z  “Connect to”  reads what the link provides, i.e.
“publisher description”.

Most catalogers are doing this, but Ellen is still finding |3 not changed in
some records.



       2. The only *900 fields* that should be kept in a record are:

929  initials of library that imported the record—those that don’t already
have codes.

949   in Authority Processing

902 & 907   inserted by Marcive when they process our records

Everything else irrelevant to our Minerva system, please delete them



*Item volume notes*:

Often inserted where not needed.

Thanks to Ulla (Thomas Memorial) for making lists.



If the title field includes a volume number, the volume field in item record
not needed

Correct:

Grove’s dictionary of music and musicians (example of publication in
multiple volumes)

Each volume does not have a separate title but each volume has an item
record with a distinct barcode. Add a volume field to identify it as a
unique part of this set. You need to have a volume field in order to have it
requestable.









* *

*Question: Graphic Novel sets:*

B19234429

No individual subtitles.  Need volume fields to request specific volumes.



Example of when a volume field is not needed:

B21125277

Volume # note in title field, this bib record is for this specific volume.

Volume field # not needed in item record. Confusing to patron.

Don’t duplicate.



*An exception:*   (see info on blog) When the title field includes a volume
number and volume note is needed in item record. If a library catalogs a set
of dvds together, “complete set” is added to the volume field.

TV series packaged and sold as complete season: 300 field would state “4
videodiscs”.

Some libraries loan complete set; others only loan 1 or 2 at a time.  Problem
for Circ people if the cataloging is not right.

Individual disc circulation, info in volume note : Ideally  “disc 1”  not
just “1”.

Then the patron can select the exact disc that they want.



*Ordering of Subfields in Title field:*

|h[GMD] precedes subfield “b” in title field

n & p subfields showing up on paging slips for ILL

Variations in titling from publishers…can affect how catalogers are entering
the records. Reminder that it’s okay to put various versions of older movies
on same bib.

These are correct:

Star wars|h[videorecording] :|bthe Empire strikes back.  (If the material
has ONLY a title and subtitle, subfield h is placed before subfield b.)

Star wars.|npt.5|pthe Empire strikes back|h[videorecording]. (If the
material has both a number and a subtitle, subfield n appears after subfield
a, followed by subfield p, ending with GMD in subfield h.)



BREAK



*Temporary Records*  (another list from Ulla).

130 old bib records for loaners from MSL.

Need to be deleted? Not suppressed, visible in OPAC. Ellen will notify
catalogers.

Explanation from Belfast…uses same barcodes just changes titles of large
print books

Discussion of various procedures for handling loaners.

Holly (Pittsfield) offered alternative to Belfast procedures.

Instead of creating temporary bib records, create temporary item records
attached to bib records……Ellen is available for consulting on this.





*Discussion of Status Codes* being reviewed by Cataloging Standards
Committee. Comment period before changes are made and recommendations will
be sent to the Executive Committee for review.



Some status codes such as Lost, paid, claimed returned, missing

IR recvd, requested are related to CIRC.



Ellen will be sending lists to libraries that use various codes that are in
question.

Goal is clear definitions for those kept and understanding of their
requestability or nonrequestablility.



The Committee will propose:

“On Search”:  over 200 items, definition unclear: eliminate.

“Online”:   status is “available” wherever it can be found:  eliminate.

“Staff suggests”:  not used: eliminate with suggestion to assign location

           or create featured list.

“See Lib info”: definition unclear: eliminate.



“Withdraw shelf”:  change to Withdrawn:  record to be removed from catalog.

“Missing”:  physically not found.

*“Storytime”:* eliminate.

*“On order”:* no change.

*“Ask librarian*”: keep, i.e. kilowatt boxes that are behind desk, etc.

*“Storage”:* change to local item location code: eliminate storage as a
status code.

*“Library use only”*  vs *“In house only”—*8,000 items, circulate within a
particular community. This will be further researched.

For reference works that don’t circulate use “Library use only”.

*“On display”:* no change.



Committee Suggestions:

*“At the bindery”:*  nonrequestable due to unknown time to be returned to
shelves.

*“In processing”:* new items being prepared for circulation, cataloging and
physical prep:  requestable.

*“In Tech Services”:* for existing items that need correction to bib
records, quick turnover problems:  requestable.

“*In repair”:* physically damaged, need to be assessed:  nonrequestable.



Proposal will go out on listserv for comment.

Guide will be created, available to circ staff who often assign status
codes.



Clarification for items with “in processing” status. Need to be
checked into pick up holds for ILL.



*Maine** InfoNet “unavailable” status code:*

Please note that the status “Unavailable” used to be “owns”.

James Jackson Sanborn created the status “q” to mean unavailable which is
nonrequestable.

*Only Maine InfoNet can assign this “unavailable” status*.



*Question *from Holly (Pittsfield) concerning *gmd to use for dvd game:*

Use the gmd for electronic resource and material type “z” for software to
keep separate it separate from movie formats.

Create a 538 field to explain what it is and what you need to play the game
called a system detail note; i.e. “DVD player required, not computer.”



Joyce (Orono): *request for more available* *List slots (Create List
function)*.

Nelson stressed need to purge old lists.  Request for all libraries to
review their lists.  Make list and export it  if you want to save info.
Delete lists to make them available to others.



*Instructions for sorting out your own library’s records from an existing
list*.

Item list example:

List #54 -- all item records with status “in house only”

Create review list.

Find empty slot.     Using Jesup library as an example. Name it JML in house
status 5/15/09.

Change “record type” to “item”

Left menu to “review”

“Review list”. Put in name of list to review.

Search terms to use: “Item location” “starts with”  “jml”

Search “open” to look at or export to spread sheet

Empty file when done.



You can reuse search method by selecting “use existing search”.

Make changes as needed for another library.



Select “Show info” to find out how others have created their lists.



*Nelson Eubanks elaborated on a variety of topics:*



If curious what bugs the Millenium system upgrade will fix go to:

csdirect.iii.com  --  however at present authorization &  password are
required to access the site. Nelson will be looking into this.

Once at the site select “search known issues”.



James Jackson Sanborn has signed a 1 year contract with Innovative, renewal
option for 2 additional years.

Positive feedback on downloadable book project.

Marc Records for downloadables will be imported into Minerva and URSUS.

Marvel  collection maintained.

Warren Library is closing, books donated to Walker, location codes changed.
Lending on hold for now.

Skidompha* *dvds etc. can be requested now and “q” unavailable status will
be changed.

With the Upgrade the command line functions won’t be in Telnet but available
on patron side.





*Loan rule* *difficulties:*

Standardization within Minerva of loan rules will be addressed.

Over 60 libraries to review.



*Trouble Ticket submission:*  This is important for staff to track requests.

Librarians can email and phone, but ticket number needed for tracking;
please reference ticket number when calling or emailing.

*Directions:*

Google:

“Maine InfoNet support center”  --it will be at the top of the hits.

1. register to create new account

2. Submit ticket



*Please resubmit requests* if you submitted them  2 months or so ago and
haven’t heard anything. Get a new ticket number.



Need for “other” in list of types of problems; for now choose one that is
similar and add a note. Please include a phone number and your full name.
Nelson will call if he needs further clarification of the problem.



*Why does it take so long to get meeting dvd’s?*

Recommendation: Please don’t hold on to them so long!  Downloading
recommended if dvd can’t be viewed immediately.

Only 3 copies can be made due to budget factors.

Suggestion: Increase speed a notch--it can still be viewed and understood at
a reduced time!



*A final note from Bonnie:*

|b field  Elm Creek Quilts

A series title should not be entered as a subfield in the title field but as
a 490 series field.





Respectfully submitted by

Katie M. Greenman

Eastern Maine Community College Library


-- 
Ellen M. Conway
Maine InfoNet Cataloging Specialist
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