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

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

REPORTS
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!

GENERAL REMINDERS/TIPS
* 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.


OCLC NUMBERS (001)
**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 worldcat.org, 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.


ANNUAL EDITIONS OF SERIAL TITLES
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


DELETING ITEMS AND EMPTY BIBS
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.


HOW TO CHECK ON MARC
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 www.loc.gov/marc 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.


TEMPLATES
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


QUESTIONS AND ANSWERS:

SUBTITLES AND SEARCHING
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)


SKETCHY OR UNCERTAIN RECORDS
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


DELETING CHECKIN RECORDS
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


WHAT DO YOU DO WHEN A SERIES CHANGES NAME?
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


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