Draft Cataloging Standards Committee Meeting Minutes

Meet me call

November 16, 2004

 

Present:  Sheila Bearor, LEG; Gretchen Brissette, PI; Sharon Fitzgerald, ORO; Laura Gallucci, SYS; Leslie Kelly, FK; Judie Leighton BPL; Peggi Loveless, AUG; Elizabeth Phipps, USM; Mary Saunders, MSL; Judy Steere, FAR; Lynn Wilcox, LAW

 

I.                    Call to order

The meeting was called to order by the Chair, Leslie Kelly (FK). 

 

II.                 Choose recorder of the day. 

Gretchen Brissette was chosen as recorder for the day.

 

III.               Approval of Sept. minutes:

The acceptance of the minutes for the September meeting was tabled until Feb. 05

 

IV.              Update on updates to Standards Document: 

The Standards document on the Library Support page is the latest updated version as of September 24, 2004.  Thank you to Sharon (ORO) and her staff for maintaining this document in the past.  The systems office is now in the position to maintain our Standards Document.  The Standards document sub-committee will be having a meeting soon.

 

V.                 Serials Solutions Update:

a.      Problem – how to handle the 001 field in SS records; Maine Infonet is indexed on the 001 field; as of this date SS records are being suppressed in Maine Infonet because the 001 field has the #1 in the field.  This process shut down the indexing for Maine Infonet!  We will have further discussion on SSJ vs. Maine Infonet at our Feb. meeting.  Questions:  Do we need consensus between Colby, Bates and UMS on how SS records are handled? What happens to originals without the 001 field?  Are they on Maine Infonet?

 

b.      Suppressing 856 links in print serial records (update)  USM, AUG, LAW and ORO have started suppressing the 856 link in print serial records.  This topic will be revisited at our Feb. meeting.

 

 

c.      Monthly maintenance (handout).  Each library, please experiment with running lists and updating SS records after the next load.  A template will be needed for an item record.  Please call Laura for this. 

 

d.      Other

                                                               i.      MSL, BPL and LEG cannot enter titles in system wide client center due to scope of patronage.  The solution is in our Standards Document (or will be!).  These will be handled the old way.  See Standards document IE2f1b – the converse of this needs to be added to our document.  Laura will write something.

                                                             ii.      ORO & FAR are in test mode until our Feb. meeting for editing the SS records on a temporary basis.  This is to cover loss of access to a title after the deadline for updates has passed.   This is to remove pressure from the Public Services staff.  This is not required for anyone else to do!  

 

VI.              Update on 505 field and changing Marc label tags:

See record Black freedom fighters in steel in public access to see the Contents note.  Laura can now edit MARC tag labels.   Laura will collect a review file of the 505 field with the word “Contents” in the body of the note for all of us to check.

 

VII.            Dividing the Sound Recording Material type

a.      Vote:  It was voted unanimously by the committee to divide the Sound Recording Material type (handout) into R-Sound (Music) and A-Sound (Nonmusical). 

 

b.      Migration plans:  Our Standards document will need to be updated.  The questions on the handouts need to be looked at and this topic will be revisited in February.  In the meantime we need to look at Review files 254 and 255 (sorted by itypes) to see if there is an “easy” way to separate the music from the non-music bibs.

 

 

VIII.         Order records* -- Unfinished business from May 04 – order record section for document. (handout):  The Order records document needs to be reviewed.  This was tabled until our February meeting.

 

IX.              Connexion training:  There is no money in the budget for Connexion training.  At the last director’s meeting Laura suggested each library be responsible for their own training.  It is available two ways: online and at the NELINET office in Massachusetts.

 

 

X.                 Authority Control:  No longer provided by OCLC.  This was sold to Backstage Library Works, who will be honoring our contract in full.  The last update in October was done by OCLC.  The next update is scheduled for Jan.  Please let Laura know if there is anything strange in our catalog after the update. 

 

XI.              Other:

a.      Yankee records – the decision was made in May 2002 that the records received from Yankee would not contain an 001 field because the LC# and the OCLC were matching and causing numerous duplicates to be reported.  There are 20,000 records with 001 & 010 records with LC# is both fields and 2,000 records with no 001 field present.  Laura has created a process to overlay these records with an OCLC #.  Orono will be migrating to Promptcat.  Hopefully, this problem will be handled with the move.

 

b.      Duplicate reports are functional again.  We will be asked soon to go to Headings Report in MilCat and look at our own duplicates.  Laura will create an on-line tutorial so we may accomplish this task

 

 

c.      Our next meet-me call is tentatively scheduled for February 8, 2005 from 9-11 a.m.

 

Happy Holidays to everyone. 

 

Gretchen Brissette, Recorder