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 http://accessrdatoolkit.org . 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.