Cataloging Standards Committee

Minutes

September 26, 2008

 

 

Present:  Sheila Bearor, Chair (LEG), Gretchen Brissette (PI), Kang Cao (ORO), Kathryn Donahue (FK), Sharon Quinn Fitzgerald (ORO), James Jackson-Sanborn (MIN), Peggi Loveless (AUG), Judie Leighton (BPL), Lanny Lumbert (USM), Beth Masterson (FAR), Elizabeth Phipps (USM), Mary Saunders (MSL), Marianne Thibodeau (MAC), Lynn Wilcox (LAW),  Jonathan Williams (SYS)

 

Absent: Beth Addison (PPL), Sarah Campbell (PPL)

 

1.   Call to order

The meeting was called to order at 10:02 am by chair Sheila Bearor

 

2.    Assignment of secretary for the meeting

MAC representative, Marianne Thibodeau, accepted assignment of secretary.

 

3.    Introductions

The committee members introduced themselves and welcomed new members, Kathryn Donahue, Beth Masterson, and Maine InfoNet CEO, James Jackson-Sanborn.

 

4.    Acceptance of minutes of the May meeting

Minutes of the May 2, 2008 meeting were approved with the correction of the typo itmes to items in the first sentence under New Business number 4.

 

5.    Maine Infonet update (SYS)

James Jackson-Sanborn updated the committee on the following issues:

  • The Maine InfoNet (MIN) staff will be housed for the most part on the UM campus.
  • All MIN information and contact information has been updated on the MIN Website http://maine.gov/infonet/  solidifying MIN’s web presence
  • The search for the vacant MIN Systems Librarian position, a state position, is now closed.  The review of applicants is about to get underway.
  • MIN Executive Board waiting to hear on state of Innovative Interfaces (III) contract.  It is anticipated that the new contract will be significantly higher than the past contract and renewals. The current III contract has expired and had been renewed on a year to year basis with static costs.  It is anticipated that III wants to capture 8 years of increases with new contract.  The new contract is being negotiated by Gary Nichols, State Librarian for Minerva, URSUS, and Solar libraries.
  • The new contract will affect URSUS cataloging.  To save on anticipated costs of the new III contract, Minerva will consider dropping Syndetic Solutions and use Library Thing to supply book cover images.
  • MIN c/o Bangor Public Library has received a New Century Grant in the amount of $40,000 to fund a project titled Audiofile Duplication, which will provide downloadable audio books for Maine Libraries from OverDrive the only audio book service which provides content for IPods.  The grant will cover set up costs.  Libraries will be assessed a fee of between $100-1500 based on headcount.  It is anticipated that the contract with OverDrive will be signed soon, with an 8 week set up, it is anticipated that the go live date will be in December 2008. Cost per title is anticipated to be in the range of $35-$45.
  • Cataloging issues with downloadabes:  Access through local catalog via ebook portal; MARC records from OCLC available; 856 field will have the download and checkout process; authentication process will be similar to MARVEL authentication process; renewals, due dates controlled by DRM and advanced DRM licenses; location in URSUS will be cyber; Once MARC records are downloaded and before “live” date those who wish can take a look at the records; See OverDrive website for a demo at http://www.overdrive.com/products/dlr/demos/salesdemo.htm
  • Comments: “The issue of downloadable books touches on the future of libraries and technology” – (J.Williams); “Fiction subheading for these titles will dilute the academic flavor of the URSUS catalog” – (?)
  • Open Source ILS – there is a small test pilot being conducted by Hartland PL with a consortial ILS.  Funding through a $12,000 King Grant allows for this exploration - won’t affect URSUS.  Open Source ILS such as Evergreen and Koha provide mature WEB PAC, Circ, and Patron Management modules.  Acquisitions soon to follow now in beta.

 

6.    Support Center / New support ticketing system (how is it working?) (SYS)

  • Lack of context in the communications generated by the system is confusing and requires the user to log in.
  • Difficulty communicating priority through this system leads to slower response than through email or phone.  Jonathan suggested contacting him by telephone for emergencies, and by email or telephone for items that need to be resolved within the next two days.
  • Menu of ticket types is skewed toward access services/circulation issues.  Other issues are lumped under general categories.
  • The ability to see the tickets of other users from the same institution would be helpful.
  • Summary: It was mentioned that there is not a great deal of context derived from the message/subject line since this is simply a ticket number.  It was also suggested that one person from a library submit tickets on issues which may arise, but all in library should be able to view responses. History file  is helpful.  Some issues – lack of timely response - issue was not perceived as high priority.  Other issues are endemic to system design and some to new system.  If the issue needs to be resolved today or tomorrow call or email Jonathan.  If Jonathan starts with email respond via email not through ticketing system.  Telephone calls elicit fastest response for emergency issues.

7.     Update from Indexes and Databases subcommittee

The I&D Committee, consisting of K. Donahue, L. Wilcox, L. Kelley, J. Williams, and L. Lumbert met twice via telephone.  See report appended to minutes.  It is the opinion of the committee that the thesaurus has grown to a point where it does not meet the needs of its users. It is recommended that some subject headings be combined under a broader heading.  Users should not be adding new terms to the thesaurus; if a new term is needed, send to sub-committee. Orono's separate interface for their indexes and databases may be affecting the thesaurus. Do not add any subject headings at this time.  Priority issues: Get interface to work and freeze thesaurus. Date for freeze will be announced and discussed at next I&D committee meeting.  It was suggested that the subcommittee meet with Tim Pellett to discuss the workflow for adding databases.

 

Interim procedure for adding new databases to Mariner:

Catalog database first

Send Tim Pellett information to set up

Tim Pellett will notify when he’s added the database

Do subject heading.

   

8.    WorldCat Registry use (ORO)

The use of the WorldCat Registry when populated facilitates resource discovery.  Positive outcomes are as follows: provides interconnectedness with ILL, Link Resolver, and is an aid in selection/collection management.

 

9.     Review file ownership / Locking Create Lists ranges (UMA)

Some have reported that their Review Files have been overwritten.  The solution lies in training new staff to use properly – i.e. staff must choose a file, not rely on default, which is first file in the list.  If larger review files are necessary, contact Jonathan.  On a slightly different note it was mentioned that OCLC’s Connexion Client has a built in new titles list creator.

 

10.   Serials Solutions display of non-owning libraries in extended display (UMPI)

Passed – no one remembered submitting this item.

 

11.   WEB PAC display questions (LAW)

  • The duplicate identity display is due to a workaround for a bug that is exposed due to our cataloging practice.  Because we use both MARC and non-MARC cataloging for this field, Jonathan had to include two entries in the identity line for the config file that controls this, otherwise identity fails to display at all in some records.  If we cataloged it the same way in all records, we could remove the second line, but the bug would still remain.
  • With regard to the call numbers being indexed from both bib and item records, Jonathan can confirm that any call number field that is labeled 'c' will be indexed in the call number index.  Call numbers for many older records are not indexed, because they are not labeled with the field group tag 'c'.  If we want to take the bib call number out of the index, we have to pay to change the indexing rules, or we can change all of the call numbers in the bib records to the field group tag 'x' so they won't be indexed.  In cases where multiple identical call numbers are indexed, they are not being deduped.  Jonathan is not sure whether they should be or not.  If this is due to a bug, the fix probably won't come until at least the next release, but he dosen't know for sure whether this is a bug or normal system behavior.  He’s checking with III on that question.
  • Holdings display in Title list to replace the old Extended Display.  With approval from Public Services staff, Jonathan will add.

 

12.  Other – Cancelled Records (ORO)

Sharon indicated a problem where some of their order records that have been closed are still allowing payments against them.  This should not happen.  There is now a ticket open to address this problem.

 

13.               Next meeting

Friday, February 6, 2009.  Snow Date – Friday, February 13, 2008.