2007 Sept. 28 Cataloging Standards Minutes

Absent: Sharon Quinn Fitzgerald (ORO), Lanny Lumbert (USM), Judy Leighton (BPL), Beth Addison (PPL), and Sarah Campbell (PPL)

1 – Peggy called to order

2 – Leslie Kelly assigned to be secretary

3 - Peggi asked for motion to accept minutes. Note to correct Tim’s name, Marianne moved to accept, Shelly made second motion. All were in favor to accept the minutes.

4 – Update on Acadian Archives – Jonathan explained that Archives staff has left. The records are loaded but there doesn’t seem to be any standards issues. Currently a low priority to update the records until staff is hired in the Archives.

5 – Reducing the down time during authority control – At IUG meeting learned that can create a load file to protect the files, the profile does not change anything in the record except what we ask the authority control vendor to process. Deleted records would get loaded back, so still need to keep track of these files. Load profile has been changed to address additional fields to protect. 040 field is currently protected and shouldn’t be. Local 500 is protected. 9xx protected How are you protecting open records? Doesn’t overwrite any field except heading fields. Does it still fix marc tagging? That shouldn’t be affected. Workflow recommended by III.. If someone adds something to a preexisting record they need to do the authority work. Reduced down time to a week turn around time. Seems to be an improvement.

6 – MyMillennium is turn on. Created a generic system staff ptype. Test environment ursus.maine.edu:2082. Cataloging looks very different. Designing a new catalog. Things are changing still under development. Generic ptype is ????

7 – Clickable http links. Do we want to change the standards doc. to address http links. Is anyone using them? Lynn is testing. Maybe too early until we experiment more. Added right in the serials check-in card. Needs to be getting more use before we address it. Should this be on the agenda for next time to give folks time to try?

URLs can be placed in vendor records. Lynn will be doing it in all their records. Part of the drop down.

Maryann had a question about OCLC record which loads the publisher, table of contents are we adding all those links? As long as value added

Lynn explained LAW’s use of the Link Checker tool. Located on the menu under go, URL Checker. 856, no serial solutions, no Marcive, not table of contents.

Lynn talked about the vendor link, makes sharing info. about the vendors easier then a rolodex.

We should be removing the links to pricing info.

URL to 949? Not all libraries are moving but it’s o.k. if some who want to move URL’s to 949.

No changes to be made of the standards document until we all review links in check-in records. We will add a phrase to standards document about “Deletion of Advertisement in 856” section 1. Bibliographic Records C. Modifications, replacements… 2 Permitted Changes

Will be added to the agenda for next time.

8 – Updates from IUG conference – Jonathon recommended others to go to the conference. April 27 through April 30 in Washington, DC. Most of time in introductory sessions, the protection for load file came from conference, circ. issues, chances to talk with others, 2007 Release of Mil. includes some helpful changes. Mostly around circ. and the OPAC, WEBPC pro and citation display, show more about item in the results list, customization of notices J, Long term future, what will look like, Encore III newest product, Interface to library records or to the catalog, metasearch tool, compliment to control subject headings, user contribute reviews, some libraries are implementing, very expensive product, Check it out and let Jonathon what you think. 2007 release sometime in November. Probably upgrade during Christmas break. Current features we can still use and wont be forced to use new features. The system has a membership, we should be able to attend base on that membership.

Products we actually own? Send specific questions about product and Jonathan will find out. Released in last 3 years probably we don’t have. Legacy contract makes it hard to determine exact products. Jonathan may try but concerned about the billing.

9 – Cooperation with Minerva libraries and other Maine InfoNet Libraries – Invite people to our meetings and send some from our group to their meetings. Is anyone from this group interested in attending the Cataloging Users Group and the Cataloging Standards Document. Good idea to start attending these groups. Lynn offered to meet in Portland area. Jonathan will send out an email when the next meeting is and look for volunteers. Would like to invite someone from Minerva to meet with us. If have ideas, How can we be working more closely send thoughts to Barbara Mcdate and Jonathan. Try to facilitate communication between libraries through out the state (listservs, forums) Roll may serve both Administrative and technical. Autocat lots of traffic.

What is status of PPL? PPL administratively has joined URSUS. They are an associate member. Practically it will not work to combine system. It is currently cost prohibited but will still try to work closely and will consider them part of the group.

10 – Encoding level for abbreviated records – John Clark problems with brief records overriding full records from smaller libraries when records are contributed to MaineCat. If we don’t include encoding level in records URSUS records will overlay a full record put in by solar libraries.

Translation table from OCLC to III.

MARC Leader - Right Click on MARC Leader, expand field, right click ENC LEVL.Marc leader

If includes ISBN (match point) it will overlay.

Keyed in order records are the issue

Jonathon will email the instruction.

Keyed in brief records will also need encoding level added.

Maybe able to use the initials field in bib. record that may mark it to not include may address the issue.

Blank (Full Record) and 3 (Brief Record)

How often does this happen? What happens if we forget?

The best solution would be to all use a “special initial” in the Bib. Jonathon will need to check if technically this is possible.

Overlay happens in real time.

If records are suppressed it wouldn’t get loaded.

Does a quick and dirty record get moved over? It depends on the mat.type, not all mat.types get contributed. Not exactly sure the problems that we are causing by our practices and the impact on each system. We will try to fix it and find a streamline way to deal with it.

Jonathan will look at the display option in the serials holding; grouping campus entries together.

11 – Item status for items that should not be requestable in MaineCat – Items in our own system that are requestable by MaineCat but not our own patrons. This should not be happening. No way of limiting request by location. Thought of doing it by item types but would have to change items and circ. parameters. Status of local circulation only (status field) One problem Certain statuses will revert back on check-in. Will work for URSUS and INNREACH. Reek habbit with law school, In –House only. Everything says available but means just not checked-out.

There is a collection that really should never be requested. Currently the system doesn’t let the rule be define. So requests continue from Minerva and need to be cancelled and the patron gets frustrated.

Ask the Librarian works well for LEG

12 – OCLC Z 39.50 connections – Ability now to connect to WorldCat through OCLC Z39.50. Could search a title in URUS, add an item, then through URSUS click remote and upload the record. For copy cataloging would not have to go to OCLC. Works with one authorization may be a downside. Not anyway to limit location to certain login, it is based on the honor system.

Discussion on who’s printing spine labels where.

13 – Series Authority control – Law school is following the OCLC policy in continuing to authenticated series statements. Attached to a record with a series statement transcribed from book not authenticated series statement. Is it o.k. to go in a fix the field? Should there be something in the manual? Should we be using authenticated records? Law can update field.

The manual will need to be updated to reflect change.

I. Bibliographic Records

B Creation of New Bibliographic Records

1. Downloading

c. Modifications

Series Authority Work

14 – Possible to reorder Search Key index in MilCat to mirror MilAcq – Peggy asked if MilCat and MilAcq by indexed the same. Jonathan will ask III to make cataloging mirror acquisitions.

OCLC determines what gets indexed; doubt OCLC indexes the OCLC number.

15 – Passing of the Chair to Law & Legislative – Next meeting Sheila will be in charged.

16 – Announcement of Maine InfoNet cataloging listserv

17 – WorldCat profile registry – http://worldcat.org/registry/institutions (Will talk about next time)

Next meeting date February 1, 2008

Snow Date February 8, 2008