Minutes: Minerva/Solar Cataloging Users Group meeting,

Minerva/Solar Cataloging Users Group meeting
Husson University, Bangor, ME
November 13, 2009

Present:

Sandra Abbott-Stout, Quimby Library, Unity College; Jane Babbitt, Rockport Public; Linda Barnes, Rockland Public; Anne Berleant, Witherle; Janet Blood, EMCC; Janet Bolduc, CMMC; William Chellis, Bailey; Ellen Conway, Falmouth Memorial/Maine InfoNet; Diane Hanscom, Husson U; Brittany Harrington, Belfast; John Leavitt, WCCC; Debbie Lozito, Edythe Dyer; Lorraine McQuarrie, Bangor Theological; Robin Sanford, Lithgow; Cara Sileo, Calais Free; Kathleen Staples, Calais Free; Lynn Uhlman, Old Town; Kathy Woodside, Jesup; Jim Roy, Maine State Outreach; Candy Emlen, Southwest Harbor; Nelson Eubanks, Maine InfoNet.

Cataloging Standards Committee report:
The Executive Committee approved the purchase of additional blank video recording tapes and DVDs, in order to increase the number of circulating meeting DVDS. Starting with this one there will be 5 DVDs available for each meeting. To check if your library has fulfilled its annual requirement of attending/viewing meetings, contact Jim Roy, jroy@mestate.lib.me.us. Also, the committee is developing a new standards policy for electronic resources.

Maine InfoNet report:
Nelson reported that Venice Bayrd has been hired as a Library Systems Manager, replacing Jonathan Williams. Venice will start in 2010. Also, Technical and Customer Support Coordinator Tim Pellett has resigned and taken another position in the University of Maine system. A search is underway for Tim’s replacement. Millennium software will be upgraded in January 2010. Details to follow. If your library is adding Kindles or other e-readers, contact Maine InfoNet to provide circulation details. Take a look at Camden Public Library and Curtis Memorial Library for examples of good bib records for Kindles.

Survey:
The link to a survey will be emailed on MinervaCats next week, inviting catalogers to state their preferences regarding future meeting schedules. Results to be announced at a later date.

Leased/rental items:
Ellen was asked to review procedures for cataloging leased or rented items. These should be handled the same way as any other item, with complete bibliographical and item records. If a full bib record already exists in the catalog you may attach to it. Special details about your loan or rental terms can be noted in the item record. Simply delete the records when the items are returned to their supplier, just as you would delete a withdrawn item.

Lists and cleanup files:
A library reported that their cleanup file, created several years ago, had been erased without their knowledge. Some suggestions on how to prevent this and about list “etiquette” in general:
If you need to keep a list for an extended period, every month or so you should select the list, and “rename” it with the current date.
You may “own” the list if it holds your complete collection. (Initials in red indicate that the list is owned.)
Don’t empty someone else’s list; if you need a larger sized slot and none is available, contact Maine InfoNet.
Empty your lists if they are no longer needed.
If you accidentally empty someone else’s list, contact InfoNet.
The procedure for creating review files of large lists was demonstrated.
For more information about lists, contact Ellen Conway, econway54@gmail.com

Serials checkin cards:
It was asked what to do about “filled” checkin cards. Should they be “archived”? Minerva does not have a standards policy about this. Filled cards can be archived at each library’s discretion. Archived cards are not visible in the OPAC, but the card and attached item records may still be viewed in Millennium. Also, most libraries suppress their serial item records, meaning that requests for specific issues must be placed by library staff in Millennium.

Unauthorized headings:
There are many records appearing in the catalog using unauthorized and inappropriate subject headings such “Camden conference” and “Maine International Film Festival”. This information should not be given in a 6xx subject field unless the work is about these events. It should be treated as an added entry, such as:
711 2_ Maine International Film Festivaln(12th d2009)
This will be searchable by author or keyword. Ellen will be working on cleaning these up.

Item status codes:
The Cataloging Standards committee has worked on revising and defining these codes. The final proposal was approved by the Exec. Committee. (Please refer to MinervaCats posting of Dec. 15, 2009 for details.)

Cataloging file folders:
It was asked how to catalog genealogy files. These can be treated like any other archival material. Maine Historical Society’s catalog is online in Minerva, and their records are good examples of how to do this. Also, it was suggested that Peggy O’Kane is a good resource for this information.

Agendas:
It was suggested that meeting agendas be emailed prior to the meeting. They can be useful when viewing a meeting on DVD.

DVD series:
What can be done to prevent the wrong disc being sent out to fulfill a patron’s request? Please be sure that circ staff are aware of the need to use item level holds for multidisc sets. Follow the Minerva standards that require item volume notes for sets that are broken up. Please note: after the recording of this meeting ended, Robin Sanford and Jane Babbitt explained that failing to add this information to new bibs will lead to bib level holds being filled with the wrong discs. It was suggested that libraries circulating complete sets should always add a volume note stating “complete set”.

Many thanks to Anne Berleant for taking the notes for this meeting.

Next meeting: Friday, January 29, 2010
Maine State Library studio room
10 am – 12:30 pm

Submitted by Ellen Conway
12/15/2009