Minerva/Solar Cataloging Round Table — 03-11-16

Maine State Library, Augusta. March 11, 2016

Attendance

Maine State Library

Pat Bishop, Eastern Maine Medical Center – Ellen Conway, Falmouth Memorial Library/Maine InfoNet – Myra Ellrich, Auburn Public Library – Valerie Frechette, Central Maine Community College – Wynter Giddings, Lithgow Public Library – Peggy Malley, Ludden Memorial Library – Denise Menard, Scarborough Public Library – Laura Meservey, Rockport Public Library – Katherine Morgan, Norway Public Library – Ann Russell, Gardiner Public Library – Lindsey Ryer, South Portland Public Library – Tyla Schaefer, South Portland Public Library – Liz Soares, Augusta School District – Marie Stickney, Camden Public Library – Joyce Wiebe, Orono Public Library – Holly Williams, Pittsfield Public Library – Kathy Woodside, Jesup Memorial Library – Cynthia Young, Eastern Maine Community College – Joanna Breen, Boothbay Harbor Memorial Library – Lucy Emerson, Skidompha Public Library – Debbie Buker, Baxter Memorial Library – Carin Duay, Southern Maine Community College – Cora Damon, Maine General Medical Center

Lewiston Public Library

Bernadette Boisvert, Lewiston Public Library – Karen Jones, Lewiston Public Library

York Public Library

Kim Erickson Myers, York Public Library – Sharon Mrowka, McArthur Public Library – Kate Jacobs, Kennebunk Free Library – Greta Evans, Rice Public Library – Amy Roberson, York High School

Reports

Lynn:

Training:

March 30 Statistics training.

April 6 Create lists training.

April 13 Cataloging Basics Training. This will not be how to catalog but how to use Sierra cataloging.

In the Fall facilitators will be teaching how to catalog using the OCLC standards.

Technical:

If items say that they are “out of scope” you should submit a ticket to let MeInfoNet know. Please don’t email them.

Ellen: Ellen’s website and blog will be taken down. All of the information on those sites have been moved over to the Maine InfoNet Website

Strange records have been created for items with multiple discs. Follow the rules we have for cataloging DVD sets.

From Katherine:

I am going to mention a few things that I have been noticing in the past few months when cataloging in Sierra. We have discussed these issues over the past several years, since I keep seeing the same problems and with new catalogers coming into Minerva I thought it best to go over the problems. If you have any questions about cataloging in Minerva please email or submit a ticket to Maine InfoNet (MIN) cataloging consultant Ellen Conway or email members of the cataloging committee. You can find a list of committee members by going to MIN web page; click Governance, then cataloging committee. Our contact information is on the MaineCat contacts page. That is on MIN web site as well.

Wrong mat types

DVD & Blu Ray

This is still an issue when bringing in a record from Z39.5. The default mat type is “g” which is Blu Ray in Minerva. When bringing in a new DVD check the mat type and change it to “5” before saving the bib record.

Print & large print

When bringing in large print from Z39.5 change the mat type to “l” for large print books.

001 field

It is extremely important that the number in the 001 field is an OCLC. If 001s are incorrect then it causes problems in the MaineCat Statewide Catalog. In Minerva, whenever possible, we try to use records with an OCLC number in this field.

How can you tell??

  • Usually OCLC records will have a number in the 001 and in the 003 have OCoLC in this field.
  • Sometimes the 035 will have a number and OCLC or OCM as a subfield. If this matches the 001, then you are all set. If they don't match, the 001 is usually wrong, and you should remove it. If you go on and check the OCLC number, you can put that into the 001 if you like.
  • DLC in the 003 means it is NOT an OCLC number, it's a Library of Congress number. Delete the 001
  • If the 001 starts with a date, it's not an OCLC number. Delete it.
  • If the 003 has other acronyms other than OCoLC, it's not OCLC. Delete the 001.
  • If you are willing to do another step, you can copy the number in the 001, go to worldcat.org, and search for the number. See if your item comes up, then check one of the holdings below and view THEIR marc record to see if they have the number as an OCLC in the 001.
  • 040 subfield |erda needs to be in this field

245 field not complete some missing subfield /|c with the author(s) names and illustrator(s)

700 field not added to bib record for additional author, illustrator that are in the 245 field
020 field only the ISBN do not use a subfield for price, hardcover, paperback, etc. Ebook ISBNs should be removed unless the item you are cataloging is an ebook. Removing ISBNs from a bib record should be done only by the cataloger that originates or imports the bib. Those attaching to an existing bib can add ISBNs when applicable.

Sierra Basic Cataloging Course

Some of the things Lynn will touch upon are how to identify the various sections of bib and item records and how to properly create them. It will show the tools available to indicate holdings, validate headings and verify correct MARC indicators, etc. However, it will not go deeper into the nuances of cataloging. April 13, 2016.

Attendance for 2016

This year all Minerva libraries need to attend or view three meetings by January 15, 2017. If your library hasn’t met the requirements by January 15, 2017 then the ability to bring in records from Z39.5 or create new records will be taken away until the library meets the required three meetings. The Executive Board approved of this deadline in November of 2015.

My goal this year is to have all catalogers monitor their library’s attendance and if there is a discrepancy to bring to my attention or Carin’s so we can take care of it immediately. Doing this at the end of the year is frustrating and causes confusion for us and for the library involved.

Everyone can keep track of their library’s attendance

  • Go to Maine InfoNet web site https://www.maineinfonet.org/
  • In the search bar type “Attendance Worksheet”
  • Click on heading Cataloging Attendance Policy
  • Scroll down to heading the heading Attendance
  • Click on Worksheet here (it will be highlighted in blue)

Lynn Uhlman for MIN will announce when a videostream is ready for viewing on MinervaCats. To find the link to the videostream:

Inventory – Lynn

There are inventory instructions online, but they aren’t easy to use so Lynn has created a new method.

Inventory with Count Use – webpage with directions, pdf and word documents

Inventory Powerpoint  – Inventory PowerPoint presentation

Statuses

In Repair – non-requestable

In Tech Services & In Processing – requestable

Holds

Check on old holds and delete them. If you are the last library on a bib record and you are deleting the item delete the bib record as well.

More links from the meeting:

MarcEdit features – a free utility to help clean up marc data before importing into Sierra…especially useful for electronic resource records or large loads of records.

Electronic Resources – Minerva cataloging standards for electronic resources

ebooks & ereaders – Minerva cataloging standards for ebooks & ereaders