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

Present: Jane Babbitt (roc), Linda Barnes (rkd), Janet Bolduc (cmm), Deborah Buker (bml), Doris Chapman (pma), William Chellis (cai), Ellen Conway (FML/Me Infonet), Cora Damon (mgm), Carin Dunay (tcs), Michelle Firmin (and), Valerie Frechette (tcc), Anne Holmes (ski), Karen Jones (lpl), Joan Kolias (wrl), Laurie McQuarrie (bts), Denise Menard (sca), Ulla Messerschmidt (tml), Marie Morey (gpl), Katherine Morgan (nor), Anne Mosey (wel), Sharon Mrowka (mca), Kristen Murphy (mgm), Ginni Nichols (gar), Nancy Noble (MHS), Mary Pinkham (bbh), Leonore Rapkin (pma), Jim Roy (mso), Ann Russell (gar), Robin Sanford (LPL), Don Somers (wrl), Jean Somers (wrl), Charlotte Spear (spp), Suzanne Sullivan (apl), Maryhope Tobin (SJC), Helen Tomer (TPL), Nancy Viehmann (wrl), Kimberly Madden (PFL).

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 Catalog 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. www.minervacats.blogspot.com

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 300 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 (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 originated. For more info go to the LC web site www.loc.gov , 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 http://alcme.oclc.org/gsafd 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: www.minervacats.blogspot.com , 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 amazon.it 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 an IMessage added which would direct these checked-in books to cataloging.