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

Minerva/Solar Catalogers Round Table
Meeting Minutes
5/21/2010

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)

Reports
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: http://www.loc.gov/marc/organizations/)

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: http://www.slc.bc.ca/cheats/marcpunc.htm.
· 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: http://www.waterborolibrary.org/MWI_home.php
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 - http://www.waterborolibrary.org/MWI_detail.php?authID=161

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: http://www.loc.gov/bibliographic-future/rda/.

RDA Toolkit: http://www.rdatoolkit.org/
RDA Test Partners: http://www.loc.gov/bibliographic-future/rda/test-partners.html

Other

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.