Thursday, March 3, 2011

Minerva material types & definitions

a: printed material. Non-periodical monograph, monographic series, or serial publication in print form. Examples: printed monographs, annual publications such as yearbooks, annual directories and reports. Not including Large Type books or Graphic Novels.

b: periodical. Printed, electronic, or online publication that is issued more frequently than once a year and at regular intervals with each issue containing articles by several contributors. Examples: magazines, newpapers, newsletters, online continuing resources. Requires GMD “periodical”.

c: music scores. Printed and manuscript, vocal and instrumental. Requires GMD “music”.

e: maps. Printed maps, including atlases. Requires GMD “cartographic material”.

f: ms maps. Unpublished, hand drawn maps. Usually in archival collection. Requires GMD “cartographic material”.

g: Blu-ray. Videorecording disc requiring a Blu-Ray format player. GMD “videorecording”.

h: graphic novels. Printed book format that is a blend of text and illustrations, has a beginning and end, and uses visual images with or without text to tell a story. May be fiction OR nonfiction. (Collections of comic strips and monthly or other regularly published serialized comics are NOT graphic novels. Use material type “a” for these.) Do not use a GMD.

j: Blu-Ray/DVD Combo. DVD and Blu-ray digital videodiscs packaged together and circulating as one item. GMD "videorecording"

k: graphic material. Non-cartographic graphic materials to include art originals, art reproductions and prints, charts, flip charts, wall charts, flash cards, printed photographs, pictures, postcards, radiographs (X-rays), study prints, technical drawings, posters, film, filmstrips, slides. The use of the following GMDs is required for applicable material: “art original”, “art reproduction”, “chart”, “flash card”, “picture”, “slide”. Do not use for graphic novels.

l: large print. Printed books with larger size type for ease of reading for vision impaired. Requires GMD "[text (large print)]".

m: music Mp3-CD. Mp3 format musical sound recording on a disc requiring an Mp3 format player. GMD “sound recording

o: kit. An item comprised of 3 or more categories of materials, none of which is identifiable as the predominant constituent of the item. Further, a multipart item is defined as a kit when either none of the parts, or 3 or more parts, can be used independently. Requires GMD “kit”.

p: archival material.
Items (usually unpublished) collected for historical purposes such as diaries, correspondence, albums, scrapbooks, clippings, records, ledgers, manuscripts, typescripts, etc. Manuscripts require GMD “manuscript”.

q: equipment. Library-owned hardware that may or may not circulate, such as headphones, ereaders, laptops, projectors, screens, dvd players, etc. Noncirculating equipment should have initials “n” (suppressed).

r: 3D object. 3-dimensional material such as models, dioramas, games, puzzles, sculpture, machines, clothing/costumes, toys, puppets, exhibits. Also includes realia and naturally occurring objects such as rocks, minerals, leaves, seeds, shells, mounted microscopic specimens, bones, skeletons, etc. Requires the following GMDs when applicable: “model”, “diorama”, “game”, “toy”, “realia”.

s: playaway. Preloaded digital audiobook, stored in electronic format in self-contained sound media player device. GMD: “sound recording”.

t: e-music. Downloadable or streaming music in electronic format such as Mp3, WMA, Mp4, etc. GMD “electronic resource”.

u: e-audiobook. Downloadable or streaming spoken word recorded book in electronic format such as Mp3, WMA, Mp4, etc. GMD “ electronic resource”.

v: spoken Mp3-CD. Mp3 format nonmusical sound recording on a disc requiring a Mp3 format player. GMD “sound recording”

w: microform. Miniature reproduction of printed or other graphic material which cannot be utilized without magnification. Material preserved on microfilm, microfiche, etc. GMD “microform”.

x: ebook. Non-periodical monograph, monographic series, or serial publication in electronic format e-pub, pdf, etc. May be downloaded onto an “ereader” device such as Kindle, Nook, etc. Includes electronic format Large Print and Graphic Novels. GMD “electronic resource”.

y: web resource. Integrating resource accessed remotely via a network, such as webpages, search engines, blogs, databases, online discussion group (“listserv”), OPACs. Also, newsletters, .pdf documents, wikis, online maps. GMD “electronic resource”

z: software. Electronically stored application, including CD-ROMs, designed for use in a computer, game console, or other electronic device. GMD “electronic resource”

1: music CD. Compact disc digital format musical sound recording. GMD “sound recording”.

2: music cass. Audio cassette tape format musical sound recording. GMD “sound recording”.

3: spoken CD.
Compact disc digital format nonmusical sound recording.
GMD “sound recording”.

4: spoken cass. Audio cassette tape format nonmusical sound recording.
GMD “sound recording”.

5: dvd. DVD digital video disc. GMD “videorecording”.

6: vhs. Videotape cassette, VHS format. GMD “videorecording”.

7: phonodisc. A revolving disc or cylinder with a spiral groove carrying recorded sound that is reproduced by means of the vibration of a stylus or needle. Use this for vinyl LPs, “45s” etc. GMD “sound recording”.

8: Braille: Reading material for the blind, using the system of writing with characters made up of raised dots. GMD “Braille”.

Approved by Minerva Executive Board, January 27, 2011.
a complete list of approved GMD terms may be found at

Sunday, January 16, 2011

Minerva/Solar cataloging roundtable 2011 schedule

The full schedule of meetings for the year 2011 follows below.

Friday, January 28 @ Maine State Library, Augusta

Tuesday, March 22 @ Falmouth Memorial Library

Friday, May 6 @ Husson University

Friday, June 24 @ Maine State Library

Tuesday, September 20 @ Falmouth Memorial Library

Friday, November 18 @ Husson University

Registration is required at

Minutes: Minerva/Solar cataloging roundtable, December 10, 2010

Minerva Cataloging Round Table -- Husson University -- December 10, 2010

InfoNet Report - Alisia
- the issue continues with item records (and their bibs sometimes) mysteriously disappearing. We are now searching for examples of the item record number for such cases. If this happens regularly at your library (monthly?), and you are able to help, please contact Alisia. I'd like you to rul a list of all your checked out items, then export the title, barcode, item number, patron number, and out date to an Excel file that you save elsewhere. Then, if an item comes back and doesn't have a record, you can look it up there. With the record number, we can try to track down what happened to the record (since barcode doesn't tell us anything once the record is gone)
- Will be loading OverDrive bib records for audiobooks and ebooks into Minerva during December. These records will go into their own location, and will be visible only in the scopes of those libraries that subscribe to the service.

Cat Standards Report - Ellen
- Met in November
- Completed proposal for material types changes, waiting for approval from Exec Board (next meeting January)
- Next project is revising item types as there are too many, they are confusing, and not effectively used
- Another project is a standard/guidelines for cataloging ebook readers
- Survey of catalogers in Minerva will be out soon. Alisia has been holding that up--whoops!

* Non-print materials MUST HAVE a completed 007 field
* 008 field must always be checked and filled in.
* Always check your Author Authority records (right click on the author marc tag in your record, select chec authority from the list), and make sure you pick the right author if there are multiples! Example: Miller, Judith. Several, one is a novelist, one does antiques advice, but their names are on each others books!

SERIES STATEMENTS (more from last time)
It's really hard to tell what is a series title and what is a subtitle (or what is a note) e.g., "A Jack Reacher Novel" The conflict is that as catalogers, we are supposed to reflect the item in hand. However, being literal about this hurts the patron, which is silly. So do what helps the patron!

Probably a series statement if
- it's on a page inside the book other than the title page
- it's above the title on the title page

Probably a subtitle if
- it follows the title on the title page
- it goes with the title on the verso

If you think it really helps, you can include the subtitle and the series statement. Just keep in mind that wach access point you have will have a search result. So, if you put a Jack reach Novel in both subtitle and series statement, that one book will show up twice in the results page.

**See the minervacats blog for an outline on this, it's all there!**
001 field is for a control number. In Minerva, whenever possible, we try to use records with and OCLC number in theis 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, and search for the number. See if your item comes up, then check one of the holdings below and view THIER marc record to see if they have the number as an OCLC in the 001.

Please check for the serial record for titles that come out regularly, rather than adding a monographic record just for that item.
If the title is updated "regularly" look for the serial by title, not but the ISBN (which will be specific to each year). A Date in the title is a BIG hint that it's probably a serial.
Examples indluce: Guinness World Records, Miller's Collectibles, Master the Caseworker Exam

Empty bibs are a bib problem because even if there are no items attached to a record, patrons can still place a hold on the bib, even though there is no way they will get an item.
Every couple of weeks, Ellen runs a list of bibs with no associated records (no items, orders, checkins, etc)
These are created 2 main ways. Firstly, people bring in a new record, get distracted, forget they have brought it in,and then bring in another. Secondly, when deleting items, people delete an item where they are the only item attached to that particular bib, and leave the bib orphaned.

What to do:
1. If another library is attached to the bib, you can delete your item and move on. You can also delete your location from the bib record, although it will be automatically removed.
2. If you are the only item attached to the bib, you can simply delete the bib first: while editing the bib, go to File --> Delete Bibliographic Record.
3. If you are the only item attached to the bib, when you go to delete the item, the pop-up box will include a check box for deleting the bibliographic record. Check it!
4. Instead of deleting the records right then, you can simply change the status to w and suppress the record. This will keep the record and the info for your reference. STILL, if you are the only attached library, you need to suppress both the bib and the item, otherwise the patron will still see the bib and potentially place a hold (and it looks bad in MaineCat as well). When you want to delete a bunch of these, create a review file/list of them, and then submit a ticket to have MIN staff delete the list all at once.
5. If you are using the scan to delete function, there is no way to delete the bib records, even if you are leaving them without any attachments. There isn't much you can do about that, but for that reason, I recommend that you only use scan to delete if you have a WHOLE lot of items to deal with, because it is not significantly faster than simply using the "Delete Item" mode.

If you're not sure if you're using a marc field correctly, there are a couple of things you can do
a) right click on the field number and use the marc info option to see a description of subfields and indicators
b) go online to the library of congress at and look up the field. The examples there will show how the fields should be used and also show examples of correct punctuation and formatting.
c) it is definitely worth it to have a desk reference of AACRII and Marc. Ask Ellen for recommendations.

If someone else has a template that you could use (with some changes), you can simply copy their template and save yourself some work.
1. go to Admin --> Setting --> Records Templates
If you see a template that you want your own copy of, select it
2. Click Edit
3. Got to Edit --> Copy Template
4. Give a short code which starts with your 3 letter library code
5. add a description
6. Modify fields so theyare right for you (location, initials, etc)
7. Save
Now the template shows up in your preferred list


If you are having problems with patrons finding titles because they come up WAY down the list due to a dub title (e.g., Room: a novel), you can add a 246 alternate title of just the main title (Room). Make sure to use the correct indidators in your new field (check them by right clicking on the number and picking the marc info)

If you find a very incomplete or poor record, you can either
1. Fix it, if you feel comfortable
2. Check Z39.50 and import a better record, to Overlay the current one (check the minerva cats blog for an entry about Overlaying for direction)
3. Email Ellen with the record number to let her know.

If you find a record that you can't identify/decide if it matches yours.
1. Ask the library specifically
2. Email Ellen to pursue

Sometimes when you try to delete checkin records, you get told about a whole bunch of attached items, and you have to click through bunches and bunches of error messages. It seems that you can avoid this by deleting the card before you delete the checkin record.
- view the card, right click on the card, pick delete card
- back in the record summary, select the checkin record (now marked as NO CARD), and delete

Example: Foungling's Tale and Monster Blood Tattoo
Bring to Ellen's attention - most technically, needs to be a new Authorlity record created for Foundling's Tale that points to Monster Blood Tattoo as a cross-reference so the user will be redirected.
Also, 500 note indicating the change/previous series is useful, since that would be found by a keyword search

Remember that it's not required, but is always helpful to have a very brief description in the 520 field.

Minutes: Minerva/Solar cataloging roundtable, September 21, 2010

Minerva/Solar Cataloging Roundtable Meeting Minutes
Tuesday, September 21, 2010
Falmouth Memorial Library

In attendance:

Michele Adams, YSC; Jane Babbitt, ROC; Linda Barnes, RKD; Shane Billings, BAI; Deborah Buker, BML; Doris Chapman, PMA; Ellen Conway, FML/Maine InfoNet ; Happy Copley, STM; Carin Dunay, SMCC ; Michelle Firmin, Kaplan Univ.; Valerie Frechette, CMCC; Nancy Johnson, RIC; Jennifer Lewis, ASD; Robin Lowell, PFL/ SMCC; Peggy Malley, LUD; Kathie Martin, MCA; Laurie McQuarrie, BTS; Denise Menard, SCA; Katherine Morgan, NOR; Anne Mosey, WEL; Kristen Murphy, MGM; Kim Myers, YPL; Nancy Noble, MHS; Mary Pinkham, BBH; Elizabeth Phipps, USM/ URSUS rep; Alisia Revitt, Maine InfoNet; Jim Roy, MSO; Simone Roy, RIC; Robin Sanford, LIT; Courtney Sparks, PFL; Suzanne Sullivan, APL; Annette Tanguay, YCCC ; Maryhope Tobin, SJC; Ginny Todd, RPL; Helen Tomer, TPL.

Maine InfoNet Report (Alisa Revitt)
Maine InfoNet (MIN) spent the last couple of weeks turning things on and getting things ready for the school libraries.MIN is still looking at moving MaineCat to a new server. This would allow faster communication between the different library systems, such as URSUS, Minerva, SOLAR, CBB, etc.MIN is beginning to purchase electronic books from Overdrive. These will be available to use any electronic reader device except the Kindle and possibly the iPad. Email James Jackson Sanborn if you have any questions about this service.Minerva Cataloging Standards Committee (Carin Dunay)

The Cat Standards Committee (Cat SC) met for a full day retreat in July to discuss material types, item types and a survey for Minerva catalogers and will meet again after today’s RoundTable meeting.An initial draft proposal for revising the material types was written up and the Cat SC will be discussing this again at their meeting this afternoon. (Some material types are being added and others are being combined.) The Cat SC will send their proposal out to the Minerva membership for comment in the next few weeks.The Cat SC is looking to get a snapshot of the current situation of Minerva Catalogers and so will be sending out a survey to each Minerva library. At least one response from each Minerva library will be required.A handbook to assist Minerva catalogers in cataloging electronic books is now complete and will be sent out the listserv and posted on the MinervaCats blog.
The next project that the Cat SC will be working on is reviewing and revising item types.

Updates from Maine InfoNet Cataloging Specialist (Ellen Conway)
Ellen will now be loading CatExpress records into Minerva. (The previous librarian who had done this has retired.) She will be doing this at least once a week on Tuesdays.

A number of new large print bibliographic records have been entered into Minerva without being properly edited. If you import large print bib records, please review the approved Standard for Large Print materials on the MinervaCats blog.

When cataloging annuals, use a monographic series bibliographic record and put the year of the annual in the item record’s volume field.Series & Subtitles

Based on a question that a Minerva Cataloger asked, Ellen opened a discussion of how Minerva should handle series titles. The original question was “When is it a series statement and when is it part of the title?”

Ellen presented a powerpoint presentation reviewing the definitions and rules of series statements and subtitles as per the AACR2 and showed examples.

One of the difficulties is that according to AACR2, you should only catalog what you have in hand. That is, if a series statement is not printed on the prescribed chief sources of information, it should not be entered into the bibliographic record.

However, many titles are commonly considered to be part of a series even if the item doesn’t state that it is. And library patrons do seek out titles in a particular series.

Searching for titles within a series in Minerva is problematic because of this. Patrons and librarians often have to go outside of Minerva to get definitive answers to this question.

Adding series statements to bib records without having the series statement on the item goes against AACR2 and may create problems in the future. Adding series statements to bib records regardless of whether an item mentions the series has many advantages and disadvantages. The consensus of the people at today’s meeting felt that the advantages for patrons would outweigh the disadvantages.

Ellen Conway will continue this conversation at the next Cat Roundtable Meeting in Bangor in November.

Monographic series: A group of separate items related to one another by the fact that each item bears in addition to its own title proper, a collective title applying to the group as a whole. The individual items may or may not be numbered. (AACR2)
To be considered a series, a word or phrase must appear with other titles that could be separately cataloged.Subtitle: wording found after the title that explains, expands upon, or limits the meaning of the title, including a “Series-like phrase”. (AACR2)

Series-like phrase: A character string (words, letters, combination of letters and numerals) not considered to be a series. (AACR2)

Series title page: Page physically opposite the monograph title page if series title found there, may or may not have more information. (LCRI 1.6A2)

If there is no series title page, look for series title elsewhere in resource.
Chief source of information for series
The title page(s) of an itemThe verso of the title page(s)Any pages preceding the title page(s)The cover (per LCRI: “cover” = p.1-4 of the cover, both flaps, and the spine.)In the absence of a series statement:
A series-like phrase that appears on the title page is recorded as “subsequent title information”, a.k.a. a subtitle.A series-like phrase that does not appear on the title page is not recorded in 4xx/8xx fields. Place this information in a 500 note.This information was taken from the power-point presentation.

Publishers and Imprints

Ellen presented a power-point presentation reviewing what information should be entered into a 260 field.

Mass Market paperbacks may be added to the hardcover bib if the content is exactly the same.

Scholastic books should receive their own bibliographic record as Scholastic has been known to change the content of books. This reverses a decision made a few years ago which said that Scholastic books can be added to another publishers bib.

If more than one name is mentioned on the title page, you must investigate.If the multiple names are the publisher and its imprint or subsidiary, give only one.If the title page gives the publisher’s name and its imprint, use the imprint name unless the parent name is first.If a subsequent printing uses a different imprint name (or no imprint) but the publisher is the same: Attach to existing bib record if it matches according to other established practices.Add a 500 note: “Imprint varies”.Investigate unfamiliar phrases. A phrase that is not an imprint is given in a 500 note.This information was taken from the power-point presentation.

“On Order” Records

Please use the most complete bibliographic record you can find when attaching order records. A problem has arisen where holds have been placed on really brief order records. So brief that another library cannot tell if the item they have in hand matches the bibliographic in the system. So then the 2nd library brings in a new bib and the holds do not get transferred over.

If you absolutely must use a brief record be sure to:
Put the title in all caps (so that Ellen can spot these bibs and not send them to Marcive for authority processing)Add an 020 field so that other libraries have something definite to match with.Disappearing Item Records

Some libraries have reported that their item and bibliographic records have been disappearing. Alisia Revitt is looking for a pattern to this problem so please send her any information you can about this. For example, item record number, patron record number, when this happened, etc.


A librarian asked that emails meant for certain libraries only be sent to those libraries to cut down on unnecessary emails in our inboxes. Other members in the group felt it would be too time consuming to look up each individual email address and also that the contacts listed on the MaineCat Contacts page is not always accurate.

Minutes submitted by Carin Dunay

Minutes: Minerva/Solar cataloging roundtable, July 16, 2010

Minerva/Solar Users Group/Round Table Meeting Minutes
July 16, 2010

Present: Sandra Abbott-Stout(uni), Jane Babbitt(roc), Janet Bolduc(cmmc), William Chellis(bai), John Clark(Hartland P.L.), Ellen Conway(fml, ME Infonet), Cora Damon(Mainegeneral Medical Center), Carin Dunay(tcs), Myra Ellrich(apl), Richard Fortin(bai), Brittany Harrington(bfl), Laurie McQuarrie(bts), Marian Peterson(wlk), Brian Richards(tho), Myra Rosenbaum(Treat Memorial Library), Robin Sanford(lit), Elaine Smith(Treat Memorial Library), Courtney Sparks(pfl), Charlotte Spear(spp), Kathleen Staples(cfl), Holly Williams(pit), Maryhope Tobin(sjc), Alisia Revitt(Maine Infonet), Mary Saunders(msl)

Maine InfoNet report:
Alisia was happy to report that Maine InfoNet is getting air conditioning. The new upgrade was accomplished with relatively few bumps for what was an extensive upgrade. Please let them know if you see something that is not working. We now have a new feature: delete records. Go to delete records on the left hand toolbar, hit scan/delete in the upper right of the screen. Alisia believes that the feature will ask if this is the last item and the record needs to be deleted. You may need to have your local permissions updated before using this. Also, the first time you use this check the bib record to see if your location has been removed. The overnight processing removes 99% of deleted records and adds 99% of new records, but catalogers should add the location to the bib record when cataloging.
As an aside (from circulation investigations), if an item is deleted its circulation history will be deleted IF you run year end statistics through the statistics report. If yearend stats are run from the web it will count that items circ.
The upgrade will hold the preference placed in record view properties (do you wish to see the bib record or the item record come up first in a search).

Ellen reports a rash of “unable to edit” records after the upgrade and Alisia stated that some permissions may have moved out of scope. Please notify Maine Infonet if you have a problem.

Minerva Cataloging Standards Committee report Carin stated that the CSC has
1. Worked with the Circulation Standards Committee and resolved two issues. Bonus discs will not be circulated separately from feature films and retail price should be placed on each item. Two libraries have discovered problems with the limits on bonus discs but the Committee is working with them to resolve them.
2. On the 27th of July the Cataloging Standards Committee will have a daylong workshop to condense and possibly add Item and Material types and discuss a Cataloger’s survey.
3. The survey will go out to all libraries asking questions such as: what do you need for training? suggestions,etc.

Duplicate records: Ellen states that duplicate records are still showing up. She did find one where 2 catalogers seemed to have imported a record within a short time period. Another likely culprit is the very short on-order records libraries are creating. If you are doing this please use an ISBN! If a cataloger sees a short order record, it can be overlayed with a correct record. Distraction is another problem. Ellen’s method is: if she is working on a bib to import and is interrupted and she has not saved it yet, she will leave the record and not import it. If she has saved it, she will come back and check on it.

Sometimes a pre-pub record has not been checked and corrected. If the encoding level in the MARC leader is 8, it means it is a pre-publication record and should be thoroughly checked. If the 001 field does not have an 003 OCoLC, or a notation of OCoLC in the 035 the 001 should be deleted. Remove the 263 if you have the item in hand. Make sure the 300 field is totally filled in.

Overlaying: Ellen gave a quick review on overlaying. It is permissible to search Z39.50 by ISBN first. Bring up the record to be overlayed with the new record, tile the two vertically. Check the MARC leader, the OCLC# and then check all the ISBN#s listed with the ISBN #s in the book. Make sure there are no 09 fields, check the 300 field. Check the subject headings in the record to be overlayed and copy and paste any that are missing into the new record. Select record # to overlay. After overlaying check any changes to author or subject heading in verify headings, then save. Directions are on the Minerva cats blog.

Incomplete (short) records: On order short records should have the titles in caps and the ISBN. Anyone finding these records should overlay them with a complete record. Make sure material type matches the item (ex. L for large type, 5 for DVD). Ellen demonstrated several incorrect items and corrected them.

Z39.50 C.W. Mars and Marin are gone and the Denver Schools sometimes locks up the search. One possiblility for losing libraries is that as of August 1st OCLC has a new agreement with the libraries that discourages record nabbing. There are some questions as to the legality of the agreement. For more information you may Google – World Cat rights and responsibilities. Please let either Ellen or Alisia know which databases are consistently not working and they will remove them. Yale University is a good location to search for classical music.

RDA Resource Description and Access was created to try to address cataloging of newer materials (online, etc.) One big issue is that there are no plans to publish a hard copy and the on-line version will be expensive to access. It is available for a free trial at . No one is sure if it will be widely accepted as LC has not made a decision on utilizing this yet. There is a possibility catalogers will see records with unusual fields.

The next question concerned the 505 field. If the contents are not complete, an indicator will show this. 0 = complete contents 1=incomplete contents. Enhanced content notes will make titles in the 505 searchable by preceding each title with a t| (even the first).

If two items are distinctly different, but have the same ISBN, when should a new bib with the 2nd ISBN be added? Ellen stated that after it has been determined that the items are distinct, catalogers may add their item in a new bib with the same ISBN. One way to show that this is a questionable ISBN, is to precede the ISBN by a |z

The next Minerva/Solar Users Group Round Table will be Tuesday, September 21st at Falmouth Memorial Library.

Submitted by Charlotte Spear, South Portland Public Library.

Minutes: Minerva/Solar catalogers roundtable, May 21, 2010

Minerva/Solar Catalogers Round Table
Meeting Minutes

Submitted by: Brian Richards, Thomas College

In Attendance
Jane Babbitt (Rockport Public Library), Linda Barnes (Rockland Public Library), Pat Bishop (EMMC), Bill Chellis (CM Bailey Library), Ellen Conway (Maine InfoNet/Falmouth Public Library), Candy Emlen (SWHPL), Diane Hanscom (Husson), Brittany Harrington (BFL),Judy Leighton (Bangor Public), John Leavitt (WCCC), Debbie Lozito (Edythe Dyer), Lynnie Dall Ramsdell (Witherle Memorial Library), Brian Richards (Thomas College), Jim Roy (MSL-Outreach), Robin Sanford (Lithgow), Kathleen Staples (Calais Free Library), Lynn Uhlman (Old Town Public Library), Joyce Wieb (Orono Public Library), Kathy Woodside (Jesup Memorial Library)

Maine InfoNet Report:

Alisia announced that the 2009B millennium upgrade is now available. Maine InfoNet will be installing this upgrade on the Minerva server June 11, 2010. Libraries must install the latest millennium environment on their local machines for the Millennium environment to work after this upgrade (this can be downloaded from the cs direct website).

Libraries needing the cs direct login credentials, assistance upgrading the millennium environment or enhancement information about the 2009B upgrade should contact Maine InfoNet.

Cataloging Standards Committee Report:
Ellen stated that there was no CSC report due to the fact that it was just given at the Minerva Users Council on Wednesday (May 19th).

Ellen stated that the CSC is working on:
· A Standard for electronic resources
· Will begin a formal review of material types

She also reminded catalogers to send their cataloging questions and concerns to the cataloging standards committee.

The 040 MARC Field

Ellen spoke about the purpose of the 040 in the bib record, and why it is frequently seen in records brought into the catalog from remote locations. The 040 field identifies the creating agencies as well as any agency that edits the records. The 040 field is related to the 008 field and it is important that in these two fields match. (For more information on the 040 marc organization codes please see:

Ellen stated that Minerva libraries should leave the 040 field in the imported records.

MARC Leader encoding levels
There was a question and discussions about what level should libraries indicate the encoding level.
Ellen stated that for pre-publication records the MARC leader encoding level should be #8. For all other materials that are cataloged with the material in hand, the encoding level should be denoted as “Full Level”.
The importance of the information in the 008 field was also reviewed. Ellen suggested that libraries using templates when cataloging should check the information in the template for accuracy when performing original cataloging. Alisia mentioned that when this field is populated with accurate information the 008 acts as an excellent access point for dates within the Millennium create lists function.
Cornerstones of Science
Ellen stated that there has been a change in how to catalog the cornerstones of Science. However, since there were no representatives from any of the libraries that use this program present, Ellen stated she would contact them directly.
Importing and Editing Bib Records
(“How-To” review)
Ellen reminded catalogers of the proper steps to take when importing and editing remote database bib records. Ellen said she is still finding many mistakes and duplicates among bib records that have been imported into the Minerva catalog.

General reminders:
· Material Type needs to be correct – if using a template to catalog, check preset fields for accuracy.
· Use the correct and approved GMD.
· Adhere to AACR2 punctuation rules – incorrect punctuation affects global updating. Examples of correct punctuation can be found at MARC Bibliographic examples at the Library of Congress or the SLC MARC Punctuation cheat sheet:
· Subject Headings need 2nd indicator
· Catalogers should use the authority record and verification tools that are built into Millennium.
· Catalogers can read explanations of verification codes by clicking on the tools /explain verification codes in Millennium.

Importing record Reminders
· z39.50 imports all print materials as item type “a”, and all non-print items come in “-“ so it is especially important to verify non-print item material types.
· Check for duplicate/identical records.
· Check for an OCLC number in the 001 field
· Enter the correct “input library/initials’ information.
Bloomberg Businessweek

The periodical “Business Week” has a new publisher and title. The numbering and ISSN remain the same despite the change in title and publisher. Ellen stated that the changes in Publisher and Title should warrant a new record for this publication; however, a look at remote sites revealed that few sites have made this change.

Ellen suggested that we take a wait and see approach for finalizing a decision about Bloomberg Businessweek. For the time being libraries may catalog it the old way, or they may attach to the new record brought in by SMCC.

Post Meeting Note Concerning Businessweek:
Since the meeting, Ellen has learned that the LC serials section, as a result of conferring with Businessweek's new publisher, has agreed to retain the older bib record for the magazine, so the new Bib will need to be deleted. Ellen will notify the catalogers of this arrangement via the MinervaCat listserv.

Maine Writers Index

The Maine Writer’s index has a new URL. This means that most of the records in the catalog with a link to this resource will no longer work. The link to the new index page is:
If you come across one of the old links and wish to direct it to the new author URL please add the following to the url: [?authID=(# from index)]
Example: Tess Gerritsen -

Ellen said she would be updating all of these links – it may take some time (Please feel free to lend a hand)
RDA – Resource Description and Access

Ellen gave a brief overview of some of the stated goals of RDA and what impact it may have on cataloging practices. RDA is currently undergoing a limited testing period. For more information on RDA please visit the LOC at:

RDA Toolkit:
RDA Test Partners:


1. Bib records for temporary MSL loaner books MUST be SUPPRESSED.
2. A question was asked about how to catalog a series within series – Ellen stated that she did not have time to investigate this fully; she will look into this further. Ellen did remind us that both the 490 and 800/830 fields were repeatable; she suggested that a series statement could be added for both the parent and the sub-series.

Minutes: Minerva/Solar cataloging roundtable, March 2010

Maine InfoNet report - Alisia had nothing new to report on technical issues. There is no news on the mysterious Millenium update. Maine InfoNet will be interviewing for the Marvel support person. When that person is hired they will be back to full staffing.

Maine Cataloging Standards committee report – Carin Dunay reported that the Cataloging Standards attendance policy seems to be working. She and Brian Richards have been working on standards for cataloging electronic resources. She will share their report with the Cataloging Standards committee later today.

Carin also discussed the new recommendations from the Circulation Standards Committee. They have suggested that the price field in item records be filled in with the full retail price (exact or rounded up to the nearest dollar amount) to ensure consistency across Millenium. This policy (if and when it is passed) will not require retroactive changes. Although the MSRP is not the usual price most libraries pay, this difference would help to defray processing time and material costs. Alisia added that the new suggested billing policy sent out contains a chart, showing what other libraries are doing.

The Circulation Standards committee is also opposed to the practice of splitting up the features/bonus disc from the movie disc and circulating them independently. This applies to non-episodic DVDs of a single title with supplementary material. These DVDs should be circulated as a single item.

Ellen stated that catalogers should continue adding volume fields on multi-disc performance items (even if they will be circulated in one case and no one else is on the record). Do not add volume fields for bonus discs. Notations for missing pieces to a multi-piece item should continue to be added in the volume field. When you do this send an e-mail out to the other libraries on the record and let Ellen know.

Charlotte mentioned that items with the volume in the title (ex. Adventures of Jim Smith. |nSeries two, volume 1) should not have that information in the volume field.

Ellen reminded catalogers that the Minerva cat’s blog has volume field information step-by-step if you need to review.

Alisia said the Circ Standards Committee is checking to see if the libraries at the beginning of the alphabet are getting more requests when a patron must choose an item to place a hold.

There was a question on procedure if a Book on CD must be broken up. Ellen stated that anyone breaking up a BCD should notify either the other libraries or her. BCDs should not routinely have the volume field filled in.

Carin reminded everyone that any issues that come up, those libraries would like the Cataloging Standards Committee to deal with, please let anyone on the Committee know.

While looking at examples, Ellen suggested that libraries might remove the 037 from records, if possible. Since it does not show in the OPAC it is not vital.
Duplications - There are STILL duplicate records being created. Ellen showed some examples. Ulla suggested that more catalogers could get unscoped permissions in order to help merge duplicate records. Ellen stated that there is an application for these permissions, just contact her and she will send one.

Ellen also reminded catalogers not to remove valid OCLC #s. Lately there have been records with a 003 field and an 035 field indicating a valid OCLC #, but the number has been removed.

Ellen reviewed some new records and reiterated areas to be checked:

Material types – Make sure there is a correct material type in the header and if there is a GMD that it is also correct

Call #s in the bib – All 09X fields should be deleted

All “on order” records (as well as regular items) should verify the author to avoid adding incorrect authors to the authority files. Directions: Place the cursor in the author field. Right click. Scroll down to verify heading. This will pull up the authority list. If you are not sure which heading is correct click on the author to see what else they have written. Let Ellen know if two authors seem to be inter-mixed.

Encoding level in the MARC leader – After right clicking on the MARC leader change any Encoding level that shows as 8 (prepublication level) to blank (full level). Then change the Rec Stat to p (increase in encoding level from prepublication). Take out any 263 and make sure the 260 is filled in.

Original cataloging - When doing original cataloging watch for the need for indicators. Under the words MARC leader are blue columns. If part of the blue columns is white, indicators are needed. To find the correct indicators right click on the field and choose MARC tags. Select the correct indicator and click on it. (If there is an author the 1st author indicator will be 1 and the 2nd title indicator will be 0). In the 650 field the 2nd indicator must be filled in to indicate where the subject heading originated. For more info go to the LC web site , pick Resources for librarians, MARC21-documentation (top right side), Bibliographic (top left) and contents. If you need information on gsafd (655 genre headings) go to or Google gsafd.

MP-3 sound recordings - These are currently cataloged as GMD sound recording. OCLC recommends GMD electronic resource. Group thinking was that electronic resources could be confusing and people are happy with GMD as a sound recording. The Cataloging Standards committee will discuss this further, but Ellen suggested we wait for the RDA change as that will also change the handling of media. RDA is a new cataloging method in testing to replace AACR2.

A question arose on where to get help for original cataloging. Ellen suggested the blog: , the books AACR2 and cataloging with LC and AACR2 and the III web site with How to catalog (that is a difficult site).

There was a question on cataloging foreign language materials. Places for some help might be World Cat, the Z39.50 location Amicus for French and for Italian. Catalogers should try to identify fields for a brief record (i.e. author, title, etc.)

Ellen issued a reminder that all short records created for ILLs must be suppressed. To suppress a record, go to the fixed fields initials (top right on the bib record) and change the initials to “n”.

Ulla requested that her list for questionable LTE/regular books have and IMessage added which would direct these checked-in books to cataloging.

Minutes submitted by Charlotte Spear, South Portland Public Library
March 17, 2010