Minerva Cataloging Permissions Policy • Maine InfoNet

Policy

Note: Links to other pages and documents referenced herein are at the end of this policy
The Minerva Consortium is committed to coordinating a database of high-quality bibliographic records for collective use by member libraries. These bib records are the shared property of the consortium. Maintaining the quality and integrity of each bib record is a responsibility shared by all member libraries. The Minerva Cataloging Standards Committee (MCSC), along with a part-time Cataloging Specialist, oversees quality assurance and approves levels of permissions for catalogers of varying backgrounds and experience.

With recommendations from the MCSC, the Minerva Executive Committee endorses cataloging standards which are outlined in Minerva Policies (1) and in documents posted on the relevant Maine InfoNet pages (2).

The Cataloging Permissions Policy incorporates existing cataloging and Minerva standards (3) and clarifies, to ensure the integrity of the shared catalog, that all members of Minerva, concerning cataloging, agree to:

have at least one staff member who monitors the MinervaCats listserv and who is capable of identifying acceptable bib records before permissions are granted for loading imported records into or creating original records for the shared catalog.
operate under the level of cataloging permissions (4) granted by the MCSC which will be dependent upon a staff person’s on-the-job experience, knowledge, training, skills, and ability. Assessments of skills may take place informally or formally and a system for movement to higher levels of cataloging permissions is outlined in the Paths to Advancement document (5)

All staff assigned cataloging responsibilities by their director will receive a unique Sierra login from Maine Infonet with cataloging-specific permissions only. This initiative aims to eliminate shared logins for cataloging and ensure that each login clearly identifies the library where the staff member is employed. The new standardized login will be the library’s 3 letter code followed by “cat” and the first initial and last name of the staff member (example “abccatjdoe”). This login will be configured with permissions tailored to the individual’s on-the-job experience, knowledge, training, skills, and abilities related to cataloging tasks.

Minerva Cataloging Permission Standards

All Minerva catalogers are expected to have a good understanding of MARC bibliographic records and be familiar with current cataloging standards in use by the Library of Congress along with RDA components pertinent to Minerva bib records.

Levels of training must be achieved in order to perform various cataloging tasks.

(Level 1) Cataloging staff must be trained by a Level 2 or 3 Cataloger. Staff at this level can check in periodicals, attach or delete items from an already existing bib record and may add appropriate volume fields to item records. Level 1 catalogers should be aware of minimal Minerva bib record attributes and alert appropriate staff of records needing attention which do not meet the minimal standards.

(Level 2) Level 2 catalogers may edit bib records, need to have a working knowledge of authority records and know how to verify records and may import authority records from INNVIEW. Catalogers at this level may edit/delete serial/periodical Checkin cards and can transfer items from one bib record to another. To move to Level 2, catalogers should complete all training outlined on the Paths to Advancement document (5).

(Level 3) Level 3 catalogers can overlay records, import records and create original records for both published and pre-pub titles. To achieve this level of permissions catalogers will be asked to complete all the training outlined on the Paths to Advancement document (5) and demonstrate their skills using examples of their work which will be evaluated for accuracy by the MCSC.

The MCSC recommends that member libraries have, at minimum, a Level 2 cataloger on their staff. If a library has no in-house Level 2 or 3 staff, the Minerva Cataloging Specialist can do the training. Minerva- specific training material is available from the Cataloging Rules and Instruction page (2) to move a staff member from Level 2 to Level 3 without incurring any cost to member libraries except paid staff training time. In the meantime, Libraries without a Level 3 cataloger can make arrangements for occasional importation of records or original cataloging needs via the MCSC while a staff member is working to gain Level 3 permissions.

Directors at new Minerva libraries must ensure all cataloging staff complete the Minerva Cataloging Questionnaire (6) provided by the MCSC to receive a unique cataloging login with the appropriate permission levels.

Directors assigning new cataloging duties to any staff should also ensure these staff complete the questionnaire and coordinate with MCSC to grant permissions as per policy. Directors and staff should not request cataloging permissions directly from Maine InfoNet; instead, make these requests through the MCSC (minerva.cataloging@gmail.com).

This policy will be reviewed annually by the Minerva Cataloging Standards Committee (MCSC) to ensure it remains up-to-date and reflective of best practices. Changes or updates to the policy will be approved by the Minerva Executive Committee and communicated to all member libraries via the MinervaCats email list. Significant updates will be added to the Minerva Cataloging Rules and Instruction page on the Maine InfoNet website.