MinervaCats Blog

Minerva material types & definitions

2011-03-03T09:23:00.007-05:00

a: printed material. Non-periodical monograph, monographic series, or serial publication in print form. Examples: printed monographs, annual publications such as yearbooks, annual directories and reports. Not including Large Type books or Graphic Novels.

b: periodical. Printed, electronic, or online publication that is issued more frequently than once a year and at regular intervals with each issue containing articles by several contributors. Examples: magazines, newpapers, newsletters, online continuing resources. Requires GMD “periodical”.

c: music scores. Printed and manuscript, vocal and instrumental. Requires GMD “music”.

e: maps. Printed maps, including atlases. Requires GMD “cartographic material”.

f: ms maps. Unpublished, hand drawn maps. Usually in archival collection. Requires GMD “cartographic material”.

g: Blu-ray. Videorecording disc requiring a Blu-Ray format player. GMD “videorecording”.

h: graphic novels. Printed book format that is a blend of text and illustrations, has a beginning and end, and uses visual images with or without text to tell a story. May be fiction OR nonfiction. (Collections of comic strips and monthly or other regularly published serialized comics are NOT graphic novels. Use material type “a” for these.) Do not use a GMD.

j: Blu-Ray/DVD Combo. DVD and Blu-ray digital videodiscs packaged together and circulating as one item. GMD "videorecording"

k: graphic material. Non-cartographic graphic materials to include art originals, art reproductions and prints, charts, flip charts, wall charts, flash cards, printed photographs, pictures, postcards, radiographs (X-rays), study prints, technical drawings, posters, film, filmstrips, slides. The use of the following GMDs is required for applicable material: “art original”, “art reproduction”, “chart”, “flash card”, “picture”, “slide”. Do not use for graphic novels.

l: large print. Printed books with larger size type for ease of reading for vision impaired. Requires GMD "[text (large print)]".

m: music Mp3-CD. Mp3 format musical sound recording on a disc requiring an Mp3 format player. GMD “sound recording

o: kit. An item comprised of 3 or more categories of materials, none of which is identifiable as the predominant constituent of the item. Further, a multipart item is defined as a kit when either none of the parts, or 3 or more parts, can be used independently. Requires GMD “kit”.

p: archival material. Items (usually unpublished) collected for historical purposes such as diaries, correspondence, albums, scrapbooks, clippings, records, ledgers, manuscripts, typescripts, etc. Manuscripts require GMD “manuscript”.

q: equipment. Library-owned hardware that may or may not circulate, such as headphones, ereaders, laptops, projectors, screens, dvd players, etc. Noncirculating equipment should have initials “n” (suppressed).

r: 3D object. 3-dimensional material such as models, dioramas, games, puzzles, sculpture, machines, clothing/costumes, toys, puppets, exhibits. Also includes realia and naturally occurring objects such as rocks, minerals, leaves, seeds, shells, mounted microscopic specimens, bones, skeletons, etc. Requires the following GMDs when applicable: “model”, “diorama”, “game”, “toy”, “realia”.

s: playaway. Preloaded digital audiobook, stored in electronic format in self-contained sound media player device. GMD: “sound recording”.

t: e-music. Downloadable or streaming music in electronic format such as Mp3, WMA, Mp4, etc. GMD “electronic resource”.

u: e-audiobook. Downloadable or streaming spoken word recorded book in electronic format such as Mp3, WMA, Mp4, etc. GMD “ electronic resource”.

v: spoken Mp3-CD. Mp3 format nonmusical sound recording on a disc requiring a Mp3 format player. GMD “sound recording”

w: microform. Miniature reproduction of printed or other graphic material which cannot be utilized without magnification. Material preserved on microfilm, microfiche, etc. GMD “microform”.

x: ebook. Non-periodical monograph, monographic series, or serial publication in electronic format e-pub, pdf, etc. May be downloaded onto an “ereader” device such as Kindle, Nook, etc. Includes electronic format Large Print and Graphic Novels. GMD “electronic resource”.

y: web resource. Integrating resource accessed remotely via a network, such as webpages, search engines, blogs, databases, online discussion group (“listserv”), OPACs. Also, newsletters, .pdf documents, wikis, online maps. GMD “electronic resource”

z: software. Electronically stored application, including CD-ROMs, designed for use in a computer, game console, or other electronic device. GMD “electronic resource”

1: music CD. Compact disc digital format musical sound recording. GMD “sound recording”.

2: music cass. Audio cassette tape format musical sound recording. GMD “sound recording”.

3: spoken CD. Compact disc digital format nonmusical sound recording.
GMD “sound recording”.

4: spoken cass. Audio cassette tape format nonmusical sound recording.
GMD “sound recording”.

5: dvd. DVD digital video disc. GMD “videorecording”.

6: vhs. Videotape cassette, VHS format. GMD “videorecording”.

7: phonodisc. A revolving disc or cylinder with a spiral groove carrying recorded sound that is reproduced by means of the vibration of a stylus or needle. Use this for vinyl LPs, “45s” etc. GMD “sound recording”.

8: Braille: Reading material for the blind, using the system of writing with characters made up of raised dots. GMD “Braille”.

Approved by Minerva Executive Board, January 27, 2011.
a complete list of approved GMD terms may be found at
http://www.maine.gov/infonet/minerva/cataloging/manual/ch4.htm#gmd

Minerva/Solar cataloging roundtable 2011 schedule

2011-01-16T14:59:00.003-05:00

The full schedule of meetings for the year 2011 follows below.

Friday, January 28 @ Maine State Library, Augusta

Tuesday, March 22 @ Falmouth Memorial Library

Friday, May 6 @ Husson University

Friday, June 24 @ Maine State Library

Tuesday, September 20 @ Falmouth Memorial Library

Friday, November 18 @ Husson University

Registration is required at http://evanced.info/maine/evanced/eventcalendar.asp

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

2011-01-16T14:54:00.001-05:00

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.

Minutes: Minerva/Solar cataloging roundtable, September 21, 2010

2011-01-16T14:49:00.003-05:00

Minerva/Solar Cataloging Roundtable Meeting Minutes
Tuesday, September 21, 2010
Falmouth Memorial Library

In attendance:

Michele Adams, YSC; Jane Babbitt, ROC; Linda Barnes, RKD; Shane Billings, BAI; Deborah Buker, BML; Doris Chapman, PMA; Ellen Conway, FML/Maine InfoNet ; Happy Copley, STM; Carin Dunay, SMCC ; Michelle Firmin, Kaplan Univ.; Valerie Frechette, CMCC; Nancy Johnson, RIC; Jennifer Lewis, ASD; Robin Lowell, PFL/ SMCC; Peggy Malley, LUD; Kathie Martin, MCA; Laurie McQuarrie, BTS; Denise Menard, SCA; Katherine Morgan, NOR; Anne Mosey, WEL; Kristen Murphy, MGM; Kim Myers, YPL; Nancy Noble, MHS; Mary Pinkham, BBH; Elizabeth Phipps, USM/ URSUS rep; Alisia Revitt, Maine InfoNet; Jim Roy, MSO; Simone Roy, RIC; Robin Sanford, LIT; Courtney Sparks, PFL; Suzanne Sullivan, APL; Annette Tanguay, YCCC ; Maryhope Tobin, SJC; Ginny Todd, RPL; Helen Tomer, TPL.

Maine InfoNet Report (Alisa Revitt)
Maine InfoNet (MIN) spent the last couple of weeks turning things on and getting things ready for the school libraries.MIN is still looking at moving MaineCat to a new server. This would allow faster communication between the different library systems, such as URSUS, Minerva, SOLAR, CBB, etc.MIN is beginning to purchase electronic books from Overdrive. These will be available to use any electronic reader device except the Kindle and possibly the iPad. Email James Jackson Sanborn if you have any questions about this service.Minerva Cataloging Standards Committee (Carin Dunay)

The Cat Standards Committee (Cat SC) met for a full day retreat in July to discuss material types, item types and a survey for Minerva catalogers and will meet again after today’s RoundTable meeting.An initial draft proposal for revising the material types was written up and the Cat SC will be discussing this again at their meeting this afternoon. (Some material types are being added and others are being combined.) The Cat SC will send their proposal out to the Minerva membership for comment in the next few weeks.The Cat SC is looking to get a snapshot of the current situation of Minerva Catalogers and so will be sending out a survey to each Minerva library. At least one response from each Minerva library will be required.A handbook to assist Minerva catalogers in cataloging electronic books is now complete and will be sent out the listserv and posted on the MinervaCats blog.
The next project that the Cat SC will be working on is reviewing and revising item types.

Updates from Maine InfoNet Cataloging Specialist (Ellen Conway)
Ellen will now be loading CatExpress records into Minerva. (The previous librarian who had done this has retired.) She will be doing this at least once a week on Tuesdays.

A number of new large print bibliographic records have been entered into Minerva without being properly edited. If you import large print bib records, please review the approved Standard for Large Print materials on the MinervaCats blog.

When cataloging annuals, use a monographic series bibliographic record and put the year of the annual in the item record’s volume field.Series & Subtitles

Based on a question that a Minerva Cataloger asked, Ellen opened a discussion of how Minerva should handle series titles. The original question was “When is it a series statement and when is it part of the title?”

Ellen presented a powerpoint presentation reviewing the definitions and rules of series statements and subtitles as per the AACR2 and showed examples.

One of the difficulties is that according to AACR2, you should only catalog what you have in hand. That is, if a series statement is not printed on the prescribed chief sources of information, it should not be entered into the bibliographic record.

However, many titles are commonly considered to be part of a series even if the item doesn’t state that it is. And library patrons do seek out titles in a particular series.

Searching for titles within a series in Minerva is problematic because of this. Patrons and librarians often have to go outside of Minerva to get definitive answers to this question.

Adding series statements to bib records without having the series statement on the item goes against AACR2 and may create problems in the future. Adding series statements to bib records regardless of whether an item mentions the series has many advantages and disadvantages. The consensus of the people at today’s meeting felt that the advantages for patrons would outweigh the disadvantages.

Ellen Conway will continue this conversation at the next Cat Roundtable Meeting in Bangor in November.

Monographic series: A group of separate items related to one another by the fact that each item bears in addition to its own title proper, a collective title applying to the group as a whole. The individual items may or may not be numbered. (AACR2)
To be considered a series, a word or phrase must appear with other titles that could be separately cataloged.Subtitle: wording found after the title that explains, expands upon, or limits the meaning of the title, including a “Series-like phrase”. (AACR2)

Series-like phrase: A character string (words, letters, combination of letters and numerals) not considered to be a series. (AACR2)

Series title page: Page physically opposite the monograph title page if series title found there, may or may not have more information. (LCRI 1.6A2)

If there is no series title page, look for series title elsewhere in resource.
Chief source of information for series
The title page(s) of an itemThe verso of the title page(s)Any pages preceding the title page(s)The cover (per LCRI: “cover” = p.1-4 of the cover, both flaps, and the spine.)In the absence of a series statement:
A series-like phrase that appears on the title page is recorded as “subsequent title information”, a.k.a. a subtitle.A series-like phrase that does not appear on the title page is not recorded in 4xx/8xx fields. Place this information in a 500 note.This information was taken from the power-point presentation.

Publishers and Imprints

Ellen presented a power-point presentation reviewing what information should be entered into a 260 field.

Mass Market paperbacks may be added to the hardcover bib if the content is exactly the same.

Scholastic books should receive their own bibliographic record as Scholastic has been known to change the content of books. This reverses a decision made a few years ago which said that Scholastic books can be added to another publishers bib.

If more than one name is mentioned on the title page, you must investigate.If the multiple names are the publisher and its imprint or subsidiary, give only one.If the title page gives the publisher’s name and its imprint, use the imprint name unless the parent name is first.If a subsequent printing uses a different imprint name (or no imprint) but the publisher is the same: Attach to existing bib record if it matches according to other established practices.Add a 500 note: “Imprint varies”.Investigate unfamiliar phrases. A phrase that is not an imprint is given in a 500 note.This information was taken from the power-point presentation.

“On Order” Records

Please use the most complete bibliographic record you can find when attaching order records. A problem has arisen where holds have been placed on really brief order records. So brief that another library cannot tell if the item they have in hand matches the bibliographic in the system. So then the 2nd library brings in a new bib and the holds do not get transferred over.

If you absolutely must use a brief record be sure to:
Put the title in all caps (so that Ellen can spot these bibs and not send them to Marcive for authority processing)Add an 020 field so that other libraries have something definite to match with.Disappearing Item Records

Some libraries have reported that their item and bibliographic records have been disappearing. Alisia Revitt is looking for a pattern to this problem so please send her any information you can about this. For example, item record number, patron record number, when this happened, etc.

Emails/MinervaCats

A librarian asked that emails meant for certain libraries only be sent to those libraries to cut down on unnecessary emails in our inboxes. Other members in the group felt it would be too time consuming to look up each individual email address and also that the contacts listed on the MaineCat Contacts page is not always accurate.

Minutes submitted by Carin Dunay

Minutes: Minerva/Solar cataloging roundtable, July 16, 2010

2011-01-16T14:39:00.003-05:00

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.

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

2011-01-16T14:35:00.002-05:00

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.

Minutes: Minerva/Solar cataloging roundtable, March 2010

2011-01-16T14:23:00.003-05:00

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 Cataloging 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 003 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” records (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 heading 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 and IMessage added which would direct these checked-in books to cataloging.

Minutes submitted by Charlotte Spear, South Portland Public Library
March 17, 2010

Withrrawing item records

2011-01-16T14:20:00.000-05:00

Owing to the proliferation of "empty" bib records (bibs with no attached item, order, or checkin records) in the catalog, I think it would be helpful to review withdrawing and item deletion procedures. It seems to me that these most of these empty bib records result when the only item, order, or checkin record that is attached to a bib is deleted, but the bib record itself is not.

This is not an issue if you are withdrawing items from your collection, and there is more than one library attached to a bib record. In this situation you simply delete your item record as usual, leaving the bib and all the other attached items alone. However, if you are the only library attached to the bib record, then you must delete that bib along with the item.

There are several ways to delete records in Millennium without leaving an "orphaned" bib record behind. First, you can go the bib record edit screen, and click on "file" in the upper left corner. Then select "delete bibliographic record" from the drop down menu. Doing it this way will eliminate both the bib record and your item in one step.

If you prefer it, a second method of deleting records is to change the status of your item record to "w" (withdrawn). This is a useful way to keep track of withdrawals if you like to keep a count for your statistics. After you have changed the item status then you can create a list of all your library's items marked "withdrawn" and then use that review list in the "Delete records" mode. This method allows you to globally delete all those "w" item records and the bibs they are attached to if no other libraries are attached. If you are unable to use the Delete records function, please let me know and I will do it for you.

Finally, if you choose to use the "scan/delete" in Delete records for withdrawing large batches of records, please be aware that this will delete your item records ONLY. It will leave empty bibs behind, so for that reason I don't recommend using it except when you really need to

Policy for cataloging theatrical DVD releases with bonus discs

2011-01-16T14:08:00.004-05:00

This policy refers only to non-episodic titles from a single package that contains the film itself and material not present in the theatrical release (interviews, deleted scenes, etc.) A DVD set of this description will be circulated as a single item.

Minerva Libraries will not create separate item records for bonus discs on bibliographic records for non-episodic DVD titles that contain bonus discs.

On a related note, the volume field of an item record must be used in the following circumstances:

1. Item is part of a series or set and is cataloged all on one bibliographic record.

2. Item is part of a multi part unit, as in a DVD series.

3. Item is missing a component or has some other characteristic that must be noted, such as a missing map.

Note: For episodic DVD series, always use a volume field. If the set is not broken up, use the phrase “Complete Set” in the volume field.

Note: When the bibliographic record uses a volume number in either the 245 title field or in a 490/8xx field, DO NOT use an item volume field.

Approved by the Minerva Executive Board 6/9/10

Minerva Electronic Books Policy

2010-10-17T12:18:00.003-04:00

Electronic Books

Definition: A digital version of a traditional print book designed to be read on a personal computer or an e-book reader (a software application for use on a standard-sized computer or a book-sized computer used solely as a reading device). Synonymous with digital book, e-book, ebook, and online book. (ODLIS)

Rules of the Road for Cataloging Electronic Books in Minerva:

• Kindles, Ipads, NOOK’s, and Rocket E-Readers are cataloged as equipment, not as electronic books.

• Electronic books are often licensed from vendors such as NetLibrary, Gale Virtual Reference Library, Rittenhouse R2 Library, etc.

• Electronic books need their own bibliographic record because the material type of the print counterparts are different. Print books have a material type of
“a PRINTED MTL” and electronic books have a material type of “x E BOOK”.

• Any url links and login instructions that do not pertain to all Minerva libraries must be put in the item record.

For example, Thomas College patrons have access to the e-book “The Encyclopedia of Survey Research Methods” and have added the following 856 to their item record:

856 40 |zThomas College Access|uhttp://galenet.galegroup.com//eBooks?ste=CX3733&q=thmscollib

Electronic Books

General Rules:
• Body of record (AACR areas 1-6; MARC 2XX, 3XX, 4XX) describes online document.
• Notes and added entries (AACR area 7; MARC 5XX, 7XX) note existence of related print version.

What to Notice:
Marc Leader:
• LDR/06 =” a” language material
• Material Type = “x” E Book
006: Field for Electronic Resources (additional coding for electronic/computer aspects of the resource)
• Typecode = “m” computer file electronic source
• File Type = “d” Document
007: Physical Description Fixed Field (Code for the electronic aspects of the resource)
• Mat Catg = “c” Electronic Resource
008: Fixed Field (Code for the continuing resource aspects of the resource)
• Form Item = “s” electronic
• Date Type = “s” single
245: Title and Statement of Responsibility
• Note the GMD |h[electronic resource]
260 |c: Single Date of Publication
• For non-serial (continuing) electronic resources subfield |c should represent the original print resource.
300: Physical Description
• No physical Description for remote access e-resources (internet resources)
533: Reproduction Note
• This note should describe the type of reproduction, place, publisher, date, notes about the reproduction.
• Electronic reproduction. |bFarmington Hills, Mi:|cGale, |d2008.|nAvailable via World Wide Web.
538: System Requirement Note / Mode of access
• Note special hardware/software requirements and means of access for this resource.
856: Electronic location and access
• URL and note should be placed in item record for Minerva records.
• 856 4 0 |zLibrary Access |uhttp://www.loc.gov

Electronic Books
Example of Electronic Book Bibliographic Record

LANG eng CAT DATE 05-16-2007 INITIALS d
SKIP 0 MAT TYPE x COUNTRY pau
LOCATION tcs INPUT LIBR d

MARC Leader #####nam 22#####Ia 4500

o 001 123539823
y 003 OCoLC
y 005 20070516105714.0
y 006 m d
y 007 cr cn ---unuuu
y 008 070426s2007 paua sb 001 0 eng d
i 020 9781429466424 (electronic bk.)
i 020 1429466421 (electronic bk.)
y 035 (OCoLC)123539823
y 040 N$T|cN$T|dM9Y
y 049 M9YA
y 050 1 4 RC954|b.A53 2007eb
y 060 1 4 2007 C-192
y 060 1 4 WY 152|bC27708 2007
y 082 0 4 618.97/0231|222
t 245 0 0 Caring for older adults holistically|h[electronic resource] /|c[edited by] Mary
Ann Anderson.
e 250 4th ed.
p 260 Philadelphia :|bF.A. Davis, |cc2007.
n 533 Electronic reproduction.|bKing of Prussia, Pa.|cRittenhouse,|d2008.|nMode
of access: World Wide Web.|nSystem requirements: Web browser.|nTitle from
title screen (viewed on Oct. 22, 2008).|nAccess may be restricted to users at
subscribing institutions.
n 504 Includes bibliographical references (p. 353-354) and index.
d 650 0 Geriatric nursing.
d 650 0 Holistic nursing.
d 650 1 2 Geriatric Nursing.
d 650 2 2 Aging|xphysiology.
d 655 7 Electronic books.|2local
b 700 1 Anderson, Mary Ann,|d1946-
b 710 2 R2 Library (Online service)

2010-05-18T13:56:00.000-04:00

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.

Approved Item Status Codes

2010-05-18T13:55:00.000-04:00

Code
Name Definition Requestable
- available Present or ready for immediate use Yes
o library use only item is used only on library premises; may not circulate outside; reference or held for library event No
f on display item is available, but “on display” rather than in usual location Yes
w withdrawn removed from collection, pending deletion from catalog No
r in repair item needs physical mending or repair and cannot be circulated in present condition No
a on order Yes
i Local faculty only Item may be used only by faculty of the owning institution
No
p in processing new item being prepared for circulation, needing cataloging and physical prep Yes
m missing not checked out and physically missing from the collection No
b at bindery item has been sent to an outside vendor for binding/repair No
e in tech serv item needs correction of bib/item record or other quick fix; prompt action is likely. Not a location. Yes
g ask librarian item is not stored in public location but may be circulated, ie. equipment Yes
k online resource found online only, not a physical copy No
q unavailable item is not available; not able to be used or obtained. This status may be assigned only by Maine InfoNet staff. No

Approved by Minerva Executive Committee, October 14, 2009

To be eliminated:

c: storage. This status is being used inappropriately as a location. It does not communicate to the patron whether or not the item is actually available. Suggested action: create new location(s) for these items

s: on search

j: staff suggests. Suggested action: use a specific location or featured list instead

d: storytime. Suggested action: use “library use only”

h: see lib info

Overlaying

2010-03-08T15:03:00.001-05:00

How to overlay in Millennium

Overlaying is the process of importing a new bib record from one of the remote databases, and actually applying it to a bib record that is already in the Minerva catalog.

You would do this if you find that a bib record in the catalog is missing important information or is otherwise incomplete, and you are not able or willing to actually insert that information manually. I frequently overlay records when I find that they are missing subject headings, physical information, OCLC numbers, etc. When you overlay, the data in the existing record will be completely replaced by the data in the new record.

If you are sure that your item is exactly the same as the one in Minerva, you can and should overlay the existing record with a better one imported from a z39.5 database. By doing this you and the other library will be attached to a better record and you will not create a duplicate.

Procedure:

1) have both the Minerva record and the one you are importing open on your screen. Do not save the new z39.5 record yet.

2) go to the "windows" tab and select "tile vertically"

3) edit your remote record as needed, and remember to verify the material type in the fixed fields. Change the location from zzzzz to your own library's 3 letter code.

4) If the existing record has a different ISBN, or any special local notes or subject headings, remember to copy these and paste them into the remote record before overlaying. Be sure to copy 545 Maine author notes, 791 fields and Accelerated Reader and Lexile ranks if they are present. MESH headings have 2nd indicator 2 and should be retained. Be sure to do this before saving.

5) When you are sure that the new record has been prepared completely, go to "edit", select "overlay", and select the exact bib number of the existing record. The overlay will be completed, then "save".

2010 Minerva/Solar Cataloging Users Group meetings

2010-03-07T20:14:00.001-05:00

Minerva/Solar Cataloging Users Group

2010 Meeting Schedule

1. Friday, January 29, Maine State Library, Augusta

2. Tuesday, March 16, Falmouth Memorial Library

3. Friday, May 21, Dyke Center, Husson University, Bangor

4. Friday, July 16, Maine State Library, Augusta

5. Tuesday, September 21, Falmouth Memorial Library

6. Friday, November 19, Dyke Center, Husson University, Bangor

** all meetings begin at 10:00 am and end by 12:30 pm

Registration is required. Go to http://evanced.info/maine/evanced/eventcalendar.asp

2010-03-07T20:08:00.002-05:00

Checklist: Importing records from z39.5

Do this only after searching the Minerva catalog by title first, then author, then ISBN, without finding a match.

1. double click “Location” fixed field and enter your library’s 3 letter code. DO NOT skip this step. Click Ok.

2. assign a material type if the item is not regular print material (for large print, audiovisual, graphic novels)

3. correct initials and input library if your library has a unique code. Otherwise use “-“ .

4. examine 001 and 003, verify OCLC number if needed
If the 001 is the OCLC number, retain this field
If the 001 is NOT the OCLC number, delete this field

5. Check ISBN in 020. ONLY keep the one that appears on your item; remove any others that do not apply.

6. Remove 09x call number fields (090, 092, 099). If you wish to retain this information in the record, change the 09x to 082, save, then change the Marc tag code from “c” to “y”, then save again. Be sure to do it in this order. LC call numbers go in 050 field, Dewey in 082.

7. verify 100 field main entry name authority

8. review 245 for appropriate GMD

9. remove 263 field if item is in hand

10. review 300 and supply missing information

11. if item is part of a series, examine 4xx field. Should be 490 0# or 490 1#

12. examine 5xx notes. For AV bibs, use 500 for “compact discs” or 538 for other media types. This should be first 5xx field in the record. (right click, move field to top of group). If the bib has a 504 field for bibliography, edit to include relevant page numbers.

13. review and verify 6xx subject headings

14. verify 7xx added entry authorities

15. Check 8xx series entry: 800 for author series, 830 for title series. If the bib has a series statement that is traced, it should also have a corresponding 8xx field.

16. 856 fields: change subfield 3 to z (alters display)

17. check 9xx fields. Keep ONLY 902, 907, and add 929 with your library’s initials if your library does not have “input library” 3 letter code. Delete all other 9xx fields.

Copying bib records

2010-03-07T20:02:00.003-05:00

Creating new bibliographical record based on another using Millennium.

open record to be copied

go to Edit, click “copy record”. This will “release” the record being copied and will not create a duplicate when the following editing is performed.

edit fixed fields: Change location, cat date, mat type, input, initials, country.

right click Marc leader, expand, make appropriate changes

remove 001-006

add or edit 007 and 008

remove all fields above main entry that are not applicable, add new ISBN in 020, and other publisher's or manufacturer's numbers in 024 or 028.

edit 245, adding GMD if needed

edit 260, 300, and the rest of the record

insert 929 field with your initials, ie. “fmlbemc”

Item Volume Fields

2010-03-07T20:00:00.001-05:00

When to use the Item Volume Field

1. item is part of a series or set cataloged all on one BIB record.
see b27185151 and b24238892, b2495150x

2. item is part of a multi-part unit, as in a DVD series, or single title film with “bonus disc”. see b26951721, b26443417

3. item is missing a component or has some other characteristic that must be noted, such as a missing map, or a disc missing from a book with cd. see b22002443, b2495150x

Note: When the bib record uses a volume number in either the 245 title field or in a 490/8xx field, DO NOT use a item volume field. see b26452625, b26795887, b24096994

Minutes: Minerva/Solar Cataloging Users Group meeting, January 29, 2010

2010-03-07T19:41:00.007-05:00

Minerva/Solar Users Group Meeting
Maine State Library
January 29, 2010

Present:

Sandra Abbott-Strout, Quimby Library, Unity College; Jane Babbitt, Rockport Public Library; Linda Barnes, Rockland Public Library; Pat Bishop, EMMC; Janet Bolduc, Central Maine Medical Center Library; Deborah Buker, Baxter Memorial Library; William Chellis, C.M. Bailey Public Library; Ellen Conway, Maine InfoNet/Falmouth Memorial Library; Richard Fortin, Bailey Public Library; Rebecca Francis, Curtis Memorial Library; Valerie Frechette, Central Maine Community College Library; Diane Hanscom, Husson University; Brittany Harrington, Belfast Free Library; Karen Jones, Lewiston Public Library; Jennifer Lewis, Augusta School Dept.; Laura Lowe, Ben Franklin Center Library; Debbie Lozito, Edythe Dyer Community Library; Marie Morey, Gray Public Library; Marian Peterson, Walker Memorial Library; Lynnie Ramsdell, Witherle Memorial Library; Alisia Revitt, InfoNet; Brian Richards, Thomas College; Myra Rosenbaum, Treat Memorial Library; Jim Roy, Maine State Library/Outreach Services; Ann Russell, Gardiner Public Library; Robin Sanford, Lithgow Public Library; Courtney Sparks, Patten Free Library; Charlotte Spear, South Portland Public Library; Maryhope Tobin, St. Joseph’s College; Ginny Todd, Rumford Public Library; Helen Tomer, Topsham Public Library; Joyce Wiebe, Orono Public Library; Nelson Eubanks, Maine InfoNet; Venice Bayrd, Maine InfoNet.

Announcements:

Jim Roy announced that Alisia has given him new DVDs to record the meetings on. This should improve the quality of the recordings. Also, we now have 5 copies of each meeting available for circulation.

1. Survey results & 2010 meetings:
Ellen went over the survey results and the questions that were on the survey.

She discussed some of the responses to the questions such as meetings are too long, travel time, summer meetings and repeat information at cataloging meetings. Ellen explained that we try for a location that is more central for most people and a mid-morning meeting. We repeat information by design as we often have new people and because we do have many mistakes in the catalog.

The meetings for 2010 are as follows:

March 16, Falmouth Memorial Library
May 21, Bangor, Dyke Center for Family Business, Husson University
July 16, Augusta, Maine State Library
September 21, Falmouth Memorial Library
November 19, Bangor, Dyke Center for Family Business, Husson University
All meetings begin at 10 am and end by 12:30 pm.

2. Maine InfoNet Report: Alisia announced that Innovative will be upgrading to Upgrade “B” which will customize notices. She is not sure if there will be cataloging enhancements in the update. She also announced that they will be advertising to fill Tim’s position which they hoped to fill within 6 weeks. Alisia introduced Venice Bayrd who has been hired by Maine InfoNet, replacing Jonathan Williams.

3. Minerva Cataloging Standards Committee Report: Ellen reported on her Status Code cleanup. Jim reviewed that the requirements of 3 meetings or more being attended or viewed on DVD must be met by each Minerva Library.

4. “How to” Review: Ellen reviewed how to Import a Record from Z39.5 She also reviewed how to create a new record by using an existing record that is in the system or by bringing one in from Z39.5 and editing them. Please note that step by step instructions for importing records will be posted on the blog at http://minervacats.blogspot.com/.

5. Ellen explained how to use World Cat to verify OCLC numbers and told us that an OCLC record is preferred as they match better going into MaineCat. She explained again that if the number in the 001 field is not an OCLC number, remove it. To find out if it is an OCLC number go to worldcat.org and search "accession number". If the title is not listed in WorldCat this means that the 001 field on your record is likely to be invalid and you should delete it. OCLC numbers are usually a minimum of 8 digits unless it is an older bib record.

6. DVDs and Digital copies: Ellen explained what a digital copy is and that it is a downloadable copy available only to one user. Usually it is accessed by a code number on the paper that comes with the hard copy of a DVD. She told us not to catalog it.

7. Volume Numbers: Ellen discussed Volume Numbers. Three reasons to use a Volume number:
1. If an item is part of a set cataloged all on one bib record, i.e. World Book Encyclopedia.
2. If Graphic Novel series where every Volume has the same title and Each Volume has a number, i.e. b24238892, b2495150x.
3. If a Serial Record you must add the Year in a Volume field to the Record.
4. MultiPart DVD unit or Movie with bonus disc, i.e.b26951721

New DVDs: Add Volume Note. Starting Now. Always add a Volume Field Note if there is more than one disc in the container. Let other libraries know if they need to add one to their item. Do this on the listserv or contact Ellen.

Other things:
Jim discussed Large Print items from Maine State Outreach are in Millennium but can’t be circulated in Millennium.

Respectfully submitted,

Deborah Buker
Baxter Memorial Library
Gorham, Maine
February 17, 2010

Minutes: Minerva/Solar Cataloging Users Group meeting,

2010-03-07T16:45:00.003-05:00

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

Minutes: Minerva/Solar Cataloging Users Meeting,

2010-03-07T16:23:00.008-05:00

Minerva/Solar Cataloging Users Meeting
September 15, 2009
Falmouth Memorial Library

Present:

Linda Barnes (Rockland), Shane-Malcolm Billings (Lithgow), Deborah Buker (Baxter), Cyndi Burne (Topsham), Doris Chapman (Portland Museum of Art), William Chellis (CM Bailey), Ellen Conway (Falmouth/Maine Infonet), Carin Dunay (SMCC), Michelle Firmin (Andover College), Valerie Frechette (CMCC), Brittany Harrington (Belfast Free), Nancy Johnson (Rice), Karen Jones (Lewiston), Peggy Malley (Ludden Memorial), Kathie Martin (McArthur), Lorraine McQuarrie (Bangor Theological), Ulla Messerschmidt (Thomas Memorial), Marie Morey (Gray), Katherine Morgan (Norway), Nancy Noble (Maine Historical Society), Marian Peterson (Walker), Mary Pinkham (Boothbay Harbor), Lenore Rapkin (Portland Museum of Art), Alisia Revitt (Maine InfoNet), Claudia Reynolds (Rumford), Anne Romans (Witherle Memorial), Jim Roy (MSL Outreach), Ann Russell (Gardiner), Robin Sanford (Lithgow), Denise Simms (Scarborough), Annette Tanguay (YCCC), Helen Tomer (Topsham).

Reports:

Cataloging Standards Committee (Carin Dunay): The CSC will be meeting this afternoon and will finish the proposal for the standardization of status codes. The proposal will be sent to the Executive Board this week. We will also review compliance with the attendance policy and discuss what needs to be done next. The Committee is looking for another member. Please contact Carin if you are interested, cdunay@smccme.edu

Maine InfoNet (Alisia Revitt): If you see the following 979 field on a bibliographic record, ignore it. Alisia is working on clearing up all stuck holds and is using this note to help her keep track of things. The note will look something like this:

y 979 MIN arevitt bib holds 09-14-09.

Maine InfoNet will be upgrading Minerva’s Millennium software before the end of the December. Ursus has already been upgraded. Maine InfoNet will send out notices and instructions about what libraries need to do when this upgrade happens.

James Jackson Sanborn has converted Ellen Conway’s powerpoint presentation on the 245 field in graphic novel bibliographic records to a smaller file size and Ellen will email it to you if you’d like. You can send her a request at econway54@gmail.com. (I highly recommend viewing this if you catalog this type of material. It explains a lot! –Carin)

Cataloging Issues:

Item Price Field: Cyndi Burne, the Chair of the Circulation Standards Committee, is working on a proposal to streamline how Minerva Library to Minerva Library settle ups is handled. She explained that when Millennium bills are generated, the system uses the Price Field in the item record to determine the amount charged to the patron. In researching this, Cyndi learned that different libraries were entering different amounts in the Price Field for different reasons. Some libraries enter the retail price, others enter the actual cost, others enter a default price, others enter nothing, and still others enter different amounts.

Cyndi asked the Cataloging Standards Committee if they would gather information as to how all catalogers use this field. The Cataloging Standards Committee will put out a survey and share the information with Cyndi.

Minerva Acceptable Standards: Ellen Conway reminded catalogers that the Minerva Executive Board approved an Acceptable Cataloging Standards document. She is seeing some original records that do not meet this standard. Indicators and punctuation are important when cataloging as it can affect searching done in the opac. The Standard can be found at:

http://minervacats.blogspot.com/search/label/standards
(scroll all the way to the bottom of the page)

The Library of Congress webpage also has Marc21 documentation at:
http://www.loc.gov/marc/bibliographic/ecbdhome.html

Please use these resources when entering original cataloging in Minerva.

Cataloging Foreign Language Books: Robin Sanford asked for advice on how to catalog foreign language books. The suggestions were:
· For French items, search Amicus and the National Library of Canada
· Look at WorldCat (http://www.worldcat.org/)
· Search by author to find an English version to base your cataloging on
· Look at library opacs that may serve a population that speaks the language, such as a Texas library for Spanish language materials
· Minuteman consortium from Massachusetts has many foreign language bibs
· Ask your high school language department if they have a student who would be willing to help

Other reminders concerning foreign language materials:
· Appendix F of Library of Congress’s Marc 21 documentation has information on handling initial articles in foreign languages. (http://www.loc.gov/marc/bibliographic/bdapndxf.html)
· Half of the subject headings should be in English

Inserting Special Characters: Robin Sanford asked how to insert special characters (diacritics) in Millennium Cataloging.

First, preferences have to be set.
1. On the search screen, click edit
2. Click preferences
3. Click color and fonts
4. On the default code chart, from the menu of alphabets, choose Latin 1 – supplement

Then, in the bibliographic record
1. Place the cursor where you want to insert a character
2. Click tools
3. Click character map
4. Find the letter you want and click on it
5. Click insert
6. Click close
And there it is!

You can also check the authority file if the special character is in someone’s name.

LC Cataloging Errors: LC does make cataloging errors so check their bibs the same way you would check anyone else’s. And do correct any errors you see.
As Linda Barnes says, “You find it, you fix it.”

Publisher Change in Serials: Beginning September 1, 2009, the 260 in serial bibliographic records will be repeatable. For the nitty gritty, the following webpage gives the new guidelines.

http://www.loc.gov/catdir/cpso/260field.html

In a nutshell,
· The first 260 is the original publisher
· The second 260 is the new publisher
· The first indicator of the second 260 will be “3”
· The second 260 does not have a subfield “c”
· For an example in Minerva, look at VideoHound's golden movie retriever

This only applies to serial bibs. Monographs still require a new bibliographic record when the publisher changes. Special note: when cataloging monographs, if you are not sure if the publisher on the item is a new publisher or an imprint, try searching for it on Google. Imprints do not require a new bib. Just add a 500 note that says “Imprint varies.”

Subfield g in field 260 Date of Manufacture: Although this subfield is rarely used, it is still a legitimate subfield. It is usually found on older records that may lack a publishing or copyright date. If you find one and the information is not applicable to Minerva, do delete this subfield.

Marc Leader: Upon request, Ellen reviewed what to enter in the Marc Leader of a bibliographic record.

Series: Ellen will review the new series standard at the next Cataloging User Group meeting.

Electronic Resources: Minerva does not have a standard for electronic resources. The Cataloging Standards Committee was asked to look at this. However, some general reminders are:
· The GMD for ebooks, web resources and software is “electronic resource”
· However, each of the above has its own material type
· The GMD for playaways is “sound recording”

Next meeting
Friday, November 13, 2009
Husson University, Bangor

Minutes respectfully submitted by Carin Dunay

Minutes: Minerva Cataloger’s User Group Meeting, July 17, 2009

2010-03-07T15:47:00.010-05:00

Minerva Cataloger’s User Group Meeting
Maine State Library, Augusta, ME
July 17, 2009

Present:

Sandra Abbott-Stout (Unity College), Michele Adams (York Schools & MacArthur), Deborah Buker (Baxter), William Chellis (Bailey), John Clark (Hartland), Ellen Conway (Falmouth/MIN), Carin Dunay (SMCC), Diane Hanscom (Husson), Karen Jones (Lewiston), Debbie Lozito (Edythe Dyer), Laurie McQuarrie (Bangor Theological), Marie Morey (Gray), Katherine Morgan(Norway), Marian Peterson (Walker), Alisia Revitt (MIN), Brian Richards (Thomas College), Myra Rosenbaum (Treat Memorial), Jim Roy (MSL), Emily Scribner (Franklin Memorial Hospital), Courtney Sparks (Patten Free), Charlotte Spear (SPPL), Maryhope Tobin (St. Joseph’s College), Helen Tomer(Topsham Public), Meta Vigue (Waterville Public), James Jackson Sanborn(MIN).

Announcement

Ellen Conway introduced Alisia Revitt, the new Systems Training & Support Librarian for Maine Info Net.

Reports

Cataloging Standards Committee (Katherine Morgan, Chair):
The committee sent out a proposal of definitions for item status codes and which codes will be requestable or nonrequestable in MinervaCats in June. The circulation committee received a copy and a request for clarification on status codes lost, claims returned, and paid. On behalf of the committee thanks to everyone who sent in comments. The committee wants to remind catalogers that their comments are important as it helps us decide what needs to be done to benefit all of Minerva. The committee will meet today, July 17, 2009, to discuss comments from MinervaCats and the circulation committee on defining the item status codes.

Maine InfoNet
Alisia Revitt reported that after the recent Millennium upgrade, people are reporting that their sessions have been freezing and/or crashing. The solution to this problem is to uninstall and then re-install Millennium. (Directions to do so can be found at http://www.maine.gov/infonet/minerva/sysinfo/software/index.htm). Alisia noted that older computers may run into this problem regardless and that having multiple sessions open may make the problem worse.

MIN and the Minerva Executive Board are working towards creating a document that tells Minerva librarians how to handle holds during the delivery crisis. MIN has already disabled online requesting in the Minerva opac. The most important thing is not to cancel holds. Instead choose to ignore the hold when checking out items to patrons at the circulation desk. The document will be distributed on Meibs.

Cataloging Issues

Reminders:
GMD, remote material type, DVD viewing: When creating new bibliographic records or when importing bibliographic records, be sure that the GMD is placed in the correct location(245 h) and that the GMD is from the approved list. (http://www.maine.gov/infonet/minerva/cataloging/manual/ch4.htm#listgmd). This is important because incorrect GMDs cause searching problems for the patron and also cause problems when globally updating records.

Remote Material Type:
Whenever you import bibliographic records, be sure to check the Material Type field (located in fixed fields). All bibliographic records for print materials imported from z39 databases default to an “a” in the Material Type field. If the item is actually a large print book or graphic novel, the mat type must be changed to the appropriate code. Imported bib records for non-print material will have “-“ in the material type field; it is very important to remember to fill in this information. Also check the Material Type field when you are attaching to an existing bibliographic record as it might not be correct.

DVD Viewing:
Librarians have reported that it takes a really long time to get a copy of the Cataloging User Group Meetings on DVD. If you are watching the Cataloging User Group meetings on DVD, please view them as soon as possible and send them on to the next library. During the delivery crisis, please use the U.S. mail. DVDs can be copied or downloaded to PCs.

Authority Checking and Updates:
1. When editing bibliographic records, check to make sure that the author’s name in the 100 field is correctly entered. Instructions on how to do this are below. This is important because if a name is entered incorrectly, the Marcive Authority Process will not correct it.
How to check an author’s name in the authority file:

Place cursor anywhere on the name and right click your mouse.
Choose “Verify heading”.
In the results list, look for the entry that has the name and “Authority Record”.
Click on this name.
If this is the author you want, click “OK” and this correct form will automatically be entered.
If you need more information to decide, click“View”.
NOTE: This same process can be used for subject headings.

It has been noted that during the monthly Marcive Authority updating, only authority records and not bibliographic records were being updated. That is, if an authority record was changed to include a death date, this change was not being made to the existing bibliographic records using that name. To correct this, MIN staff ran a program called DeathFlip which retroactively updated all bibliographic records to conform with any updated authority records. Marcive is also adding “see also” notes to their authority records at no charge.

NOTE: Do not edit authority records. These records are owned by the Library of Congress and only they have the right to change them.

NOTE: When verifying headings, do not choose the authority record that has "DeathFlip" in the 667 field.

Question: What to do with an author who does not have an authority record in Minerva: Clicking “INN-View” allows you to search Innovative’s Authority database. If you find it there, click save. If not, don’t worry about it. Eventually Marcive will catch up with it.

Graphic Novels: Ellen gave a powerpoint presentation concerning the 245 field in graphic novel bibliographic records. The presentation was very well received. James Jackson Sanborn will see about getting it posted to the MSL website.

Subtitles v. Series: Be sure that what you are entering as a subtitle is really a subtitle and not a series title. If a series is entered in the bibliographic record as a subtitle, that record will not appear in the opac when a patron does a title search for a series title.

The following definitions are taken from Wynar’s Introduction to Cataloging and Classification by Arlene Taylor. Series: A number of separate works, usually related in subjector form, that are issued successively. They are usually issued by the same publisher, distributer, etc., and in uniform style, with a collective title. Example: Elm Creek Quilts Novel Subtitle: A secondary title, often used to expand or limit the title proper; considered to be one kind of “other title information.” Example: “a novel”

Question from Bill Chellis: How can I create a bibliographic record from an existing record? Answer:
1. Open bibliographic record you would like to copy.
2. Click “Edit”
3. Click “Copy Record”
4. Select a template
5. Click “OK”
NOTE: the same bibliographic record appears but above the fixed fields, it says “New BIBLIOGRAPHIC” instead the original bib # .
6. Edit the record how you want it, filling in all required fields
7. Click save

Item status codes: final comments? There were none.

Other: Catalogers need to change the MARC leader if a bibliographic record is updated. This is not done automatically. Keep the 001 if you know it is a OCLC number even if there is no 035 present in the bibliographic record. Punctuation in a bibliographic record is important and affects global updates. The following publications offer guidance in this issue: The AACR2, Cataloging with the AACR2 and MARC by Deborah Fritz, The LC MARC Standards Website at http://www.loc.gov/marc/ .

If you have permission to catalog, you are expected to fix errors in bibliographic records in the Minerva catalog.

Next meeting

Tuesday, September 15, 2009
10:00 am
Falmouth Memorial Library

Minutes submitted by Carin Dunay.

Minutes: Minerva/Solar Cataloging Users Group meeting, May 15, 2009

2010-03-07T14:37:00.012-05:00

Minerva/Solar Cataloging Users Group Meeting
Husson University
May 15, 2009

Present:

Ellen Conway (Maine InfoNet), Bonnie Collins (Gardiner), Nelson Eubanks (Maine InfoNet), Linda Barnes (Rockland Public), Pat Bishop (EMMC), Doris Chapman (Portland Museum of Art), William Chellis (CM Bailey Public), Frederick Gralenski (Pembroke), Linda Gralenski (Pembroke), Katie Greenman (EMCC), Brittany Harrington (Belfast Free), John Leavitt (WCCC), Lenore Rapkin (Portland Museum of Art), Jim Roy (Maine State Library), Kathleen Staples (Calais Free), Lynn Uhlman (Old Town Public), Joyce Wiebe (Orono Public), Holly Williams (Pittsfield Public), Kathy Woodside (Jesup Memorial).

Announcements:

Ellen introduced our new Maine InfoNet Systems Librarian, Nelson Eubanks.
Nelson comes to Maine InfoNet from Lithgow Memorial, replacing Jon Forest. [see his report below]

New Material Type: “q” for equipment such as Blu-Ray players, DVD players, MP3 players or any other type of equipment that does not fall under other categories.

Cataloging Standards Committee Report: Ellen presented the report from Katherine Morgan highlighting the following:

1. Blu-ray will not get a separate material type. Please use material type “5” same as dvd, with [videorecording] as the gmd. Blu-ray should appear in the 538 note.

2. Circulation and Cataloging Committee coordination will be managed by communication between committee chairs.

3. Item status codes: The committee is in the process of defining and eliminating codes and setting a policy to follow. Details to come later on.

Report from Nelson Eubanks:
Nelson will work from InfoNet's Orono office. Systems upgrade on Millenium in the next 4-6 weeks, version 2007, hopefully will fix some of the bugs.
Update on Deb Hensler’s position. 2-3 final interviews set before hiring her replacement. Full staff to be on board soon. Other projects after system upgrade. Nelson is looking forward to working with everyone. While he waits for official email address he is reachable through support system or by calling 581-3093 (office phone number). Travel and training budget has been cut for staff, so he’s learning on the job.

Cataloging Issues:

Some problem areas needing attention by catalogers:

Location Code:
“zzzzz” location in bib record with no items attached: double check remote record or OCLC downloads and be sure to insert library location code and delete records not used.

Item records attached to bib without adding item location in bib record. Problem: you can’t go back in and edit without the location code.

Ellen created list of several hundred “zzz” locations, sorted by location) first 5 digits of barcode, some were part of a test load. Some May 6, 2009 bibs kept for now, will be deleted if still there after a week without location code. List narrowed down to 21 bibs all recently added to Minerva.

GMDs (general material designation)--the descriptor in title field.
To check the accepted standards for gmds that we use in Minerva go to:
Maine InfoNet Home page, Minerva cataloging, How-Tos, General Material Designation or visit the MinervaCats Blog address: http://minervacats.blogspot.com/ Index of terms on right, 4 postings show up for gmd explaining what gmd to use.

Videorecording: dvd, vhs, blu-ray disc
Soundrecording: cassette, lps, compact disc, play-aways

Gmd should not include the terms "VHS" or "DVD". This could result in
confusion—patrons assuming that other videorecordings listed in Minerva are not dvds.

500 note Compact Disc
538 note for DVD, VHS, Blu-ray, computer software

Important: These notes should come at the top of the note fields.

On-going issues:

During Authority processing, Ellen has been correcting common errors:

1. Call Numbers:
New bib records, call number field in bib record….deleted or altered before record is saved.

Marc tag 090 or 092: change to 050 or 082 or remove them and change the
“c” code on left to “y” or the call number will override the item record call number. Please make sure these changes are made. Double check the changes. They don’t always stick the first time. To find out which codes are attached to which Marc tags click on “Insert” and review the drop-down menu where the codes are shown to the left of the tags.

2. Material types:
Often records come in with no material type. You can’t scope search by material type without it. “a” is for printed material, except “l” is used for large print books.

Ellen can change some of these, but if the problem is huge she will notify the cataloger to fix the records.

Question:
What if the number in the 001 field is different from the number in the 035 field? Leave as is if 003 OCoLC field is present. If not check out the validity of an 001 field number by searching WorldCat. If it does match the title then please add an 003 OCoLC field so other catalogers know it’s an OCLC number

Problem Marc Fields:

1. Recurring problem: 856 subfield 3 change to z to make the opac more user friendly: If left as 3 “Connect to” in opac shows the entire url. When changed to z “Connect to” reads what the link provides, i.e. “publisher description”. Most catalogers are doing this, but Ellen is still finding 3 not changed in some records.

2. The only 900 fields that should be kept in a record are:
929 initials of library that imported the record—those that don’t already have codes.
949 in Authority Processing
902 & 907 inserted by Marcive when they process our records
Everything else irrelevant to our Minerva system, please delete them

Item volume notes:
Often inserted where not needed. Thanks to Ulla (Thomas Memorial) for making lists. If the title field includes a volume number, the volume field in item record not needed.
Correct:
Grove’s dictionary of music and musicians (example of publication in multiple volumes). Each volume does not have a separate title but each volume has an item record with a distinct barcode. Add a volume field to identify it as a unique part of this set. You need to have a volume field in order to have it requestable.

Question: Graphic Novel sets:
B19234429
No individual subtitles. Need volume fields to request specific volumes.

Example of when a volume field is not needed:
B21125277
Volume # note in title field, this bib record is for this specific volume.
Volume field # not needed in item record. Confusing to patron.
Don’t duplicate.

An exception: (see info on blog) When the title field includes a volume number and volume note is needed in item record. If a library catalogs a set of dvds together, “complete set” is added to the volume field.
TV series packaged and sold as complete season: 300 field would state “4 videodiscs”.
Some libraries loan complete set; others only loan 1 or 2 at a time. Problem for Circ people if the cataloging is not right.
Individual disc circulation, info in volume note : Ideally “disc 1” not just “1”.
Then the patron can select the exact disc that they want.

Ordering of Subfields in Title field:
h[GMD] precedes subfield “b” in title field
n & p subfields showing up on paging slips for ILL

Variations in titling from publishers…can affect how catalogers are entering the records. Reminder that it’s okay to put various versions of older movies on same bib.
These are correct:
Star warsh[videorecording] :bthe Empire strikes back. (If the material has ONLY a title and subtitle, subfield h is placed before subfield b.)
Star wars.npt.5pthe Empire strikes backh[videorecording]. (If the material has both a number and a subtitle, subfield n appears after subfield a, followed by subfield p, ending with GMD in subfield h.)

Temporary Records (another list from Ulla).
130 old bib records for loaners from MSL.
Need to be deleted? Not suppressed, visible in OPAC. Ellen will notify catalogers. Explanation from Belfast…uses same barcodes just changes titles of large print books. Discussion of various procedures for handling loaners.
Holly (Pittsfield) offered alternative to Belfast procedures: instead of creating temporary bib records, create temporary item records attached to bib records……Ellen is available for consulting on this.

Discussion of Status Codes being reviewed by Cataloging Standards Committee. Comment period before changes are made and recommendations will be sent to the Executive Committee for review. Some status codes such as Lost, paid, claimed returned, missing, IR recvd, requested are related to CIRC.

Ellen will be sending lists to libraries that use various codes that are in question. Goal is clear definitions for those kept and understanding of their requestability or nonrequestablility.

The Committee will propose:
“On Search”: over 200 items, definition unclear: eliminate.
“Online”: status is “available” wherever it can be found: eliminate.
“Staff suggests”: not used: eliminate with suggestion to assign location
or create featured list.
“See Lib info”: definition unclear: eliminate.
“Withdraw shelf”: change to Withdrawn: record to be removed from catalog.
“Missing”: physically not found.
“Storytime”: eliminate.
“On order”: no change.
“Ask librarian”: keep, i.e. kilowatt boxes that are behind desk, etc.
“Storage”: change to local item location code: eliminate storage as a status code.
“Library use only” vs “In house only”—8,000 items, circulate within a particular community. This will be further researched.
For reference works that don’t circulate use “Library use only”.
“On display”: no change.

Committee Suggestions:
“At the bindery”: nonrequestable due to unknown time to be returned to shelves.
“In processing”: new items being prepared for circulation, cataloging and physical prep: requestable.
“In Tech Services”: for existing items that need correction to bib records, quick turnover problems: requestable.
“In repair”: physically damaged, need to be assessed: nonrequestable.

Proposal will go out on listserv for comment.
Guide will be created, available to circ staff who often assign status codes.

Clarification for items with “in processing” status. Need to be checked in to pick up holds for ILL.

Maine InfoNet “unavailable” status code:
Please note that the status “Unavailable” used to be “owns”.
James Jackson Sanborn created the status “q” to mean unavailable which is nonrequestable. Only Maine InfoNet can assign this “unavailable” status.

Question from Holly (Pittsfield) concerning gmd to use for dvd game:
Use the gmd for electronic resource and material type “z” for software to keep separate it separate from movie formats. Create a 538 field to explain what it is and what you need to play the game called a system detail note; i.e. “DVD player required, not computer.”

Joyce (Orono): request for more available List slots (Create List function).
Nelson stressed need to purge old lists. Request for all libraries to review their lists. Make list and export it if you want to save info. Delete lists to make them available to others.

Instructions for sorting out your own library’s records from an existing list.
Item list example:
List #54 -- all item records with status “in house only”
Create review list.
Find empty slot. Using Jesup library as an example. Name it JML in house status 5/15/09.
Change “record type” to “item”
Left menu to “review”
“Review list”. Put in name of list to review.
Search terms to use: “Item location” “starts with” “jml”
Search “open” to look at or export to spread sheet
Empty file when done.

You can reuse search method by selecting “use existing search”.
Make changes as needed for another library.

Select “Show info” to find out how others have created their lists.

Nelson Eubanks elaborated on a variety of topics:

If curious what bugs the Millenium system upgrade will fix go to:
csdirect.iii.com -- however at present authorization & password are required to access the site. Nelson will be looking into this.
Once at the site select “search known issues”.

James Jackson Sanborn has signed a 1 year contract with Innovative, renewal option for 2 additional years. Positive feedback on downloadable book project. Marc Records for downloadables will be imported into Minerva and URSUS. Marvel collection maintained. Warren Library is closing, books donated to Walker, location codes changed. Lending on hold for now. Skidompha dvds etc. can be requested now and “q” unavailable status will be changed. With the Upgrade the command line functions won’t be in Telnet but available on patron side.

Loan rule difficulties:
Standardization within Minerva of loan rules will be addressed. Over 60 libraries to review.

Trouble Ticket submission: This is important for staff to track requests.
Librarians can email and phone, but ticket number needed for tracking; please reference ticket number when calling or emailing.
Directions:
Google:
“Maine InfoNet support center” --it will be at the top of the hits.
1. register to create new account
2. Submit ticket

Please resubmit requests if you submitted them 2 months or so ago and haven’t heard anything. Get a new ticket number.

Need for “other” in list of types of problems; for now choose one that is similar and add a note. Please include a phone number and your full name. Nelson will call if he needs further clarification of the problem.

Why does it take so long to get meeting dvd’s?
Recommendation: Please don’t hold on to them so long! Downloading recommended if dvd can’t be viewed immediately. Only 3 copies can be made due to budget factors. Suggestion: Increase speed a notch--it can still be viewed and understood at a reduced time!

A final note from Bonnie:
b field Elm Creek Quilts
A series title should not be entered as a subfield in the title field but as a 490 series field.

Respectfully submitted by
Katie M. Greenman
Eastern Maine Community College Library

Minutes: Minerva/SOLAR Cataloging Users Group, March 24, 2009

2010-03-07T14:07:00.008-05:00

Minerva/SOLAR Cataloging Users meeting
Falmouth Memorial Library
March 24, 2009

Present: Deborah Buker, Baxter Memorial Library; Doris Chapman, Portland Museum of Art; William Chellis, C.M Bailey Library; Bonnie Collins, Gardiner Public Library; Ellen Conway, Falmouth Public Library and Maine InfoNet; Happy Copley, St. Mary's Regional Medical Center Library; Carin Dunay, SMCC Library; Michelle Firmin, Andover College Library; Rebecca Francis, Curtis Public Library; Valerie Frechette, CMCC Library; Brittany Harrington, Belfast Free Library; James Jackson Sanborn, Maine InfoNet; Nancy Johnson, Rice Public Library; Karen Jones, Lewiston Public Library; Robin Lowell, SMCC Library; Kimberly Madden, Patten Free Library; Kathie Martin, McArthur Public Library; Lorraine McQuarrie, Bangor Theological Seminary Libraries; Ulla Messerschmidt, Thomas Memorial Library; Marie Morey, Gray Public Library; Katherine Morgan, Norway Public Library; Anne Mosey, Wells Public Library; Kim Myers, York Public Library; Nancy Noble, Maine Historical Society Library; Marian Peterson, Walker Memorial Library; Mary Pinkham, Boothbay Harbor Memorial Library; Lenore Rapkin, Portland Museum of Art Library,; Jim Roy, Maine State Library Outreach services ; Denise Simms, Scarborough Public Library; Kim Slocomb, Rockport Public Library ; Donald Sommers, Wells Reserve Coastal Library ; Jean Sommers, Wells Reserve Coastal Library; Charlotte Spear, South Portland Public Library; Maryhope Tobin, St. Joseph?s College Library; Helen Tomer, Topsham Public Library; Nancy Viehmann, Wells Reserve Coastal Library.

Announcements:

Ellen Conway thanked Jim Roy for videotaping the meeting and welcomed all who attended, including James Jackson Sanborn from Maine InfoNet. Ellen announced the retirement of Bonnie Collins from Maine InfoNet. Bonnie was given a round of applause as a show of thanks for her service. It was announced that Bonnie is now volunteering at Gardiner Public Library.

Reports:

Cataloging Standards Committee:
Katherine Morgan gave the following report on proposed changes in status codes. 1. Change the item record status "e" ("In Tech Serv") to a nonrequestable status. This would prevent the requesting of items that have various problems that prevent them from circulating. Currently, the other item statuses that are nonrequestable are q- owns (only Maine InfoNet staff can use this), $ - paid, z - claims returned, m - missing, l-lost, s- on search, n- billed, w- withdraw shelf, k - online, and o - library use only. Change for material type d?

2. Proposed: change the existing bibliographical material type "d" from "ms music" to "Blu-Ray". Ms music is a material type that is not being used in the Minerva catalog. Blu-Ray discs are growing in popularity, and it is felt that a dedicated material type will help to distinguish them from DVDs and VHS tapes.

3. Add a new material type for "equipment". We have noticed a growing number of items being added to the catalog, such as MP3 players, headphones, remote controls, etc., and believe that there should be a material type for this general category of items.

We appreciate all the comments everyone sent to the committee, and we will use the comments and suggestions as we discuss changes in status codes, and changes in material types. In addition, the committee will discuss defining the status codes and how they should be used by libraries. During their March meeting, the Executive Committee decided it would be helpful to have the cataloging and circulation committees work together to avoid overlapping and conflicting procedures and best practices. We will be working with the circulation committee to implement this decision by the Executive Committee.

Maine InfoNet:
James Jackson Sanborn announced that Maine InfoNet has a new Mission Statement as well as a new vision statement which the Board of Directors of Maine InfoNet plan to ratify at their meeting on March 25th. He announced that they have hired someone to fill Jon Forest's position to start mid April. The name of the new hire will be announced at a later time. He also announced that they now have permission to begin the search for a replacement for the position that Deb Hensler left. The position, however, will be a new staffing model. The new position will work with all of Maine InfoNet and will provide systems training and support in URSUS as well as MINERVA. Look for ads for the position in the near future.

Maine InfoNet download library: 62 libraries were live as of last week. James announced that of the first 6 or 7 days there were 850 checkouts with a low of 47 checkouts on one day (Sunday). This was all with NO publicity. He plans to do publicity in the summer.

EBSCO Trial: Last week James sent out a message through MELibs to announce a trial of EBSCO with the possibility that it could replace GALE. A Survey Monkey was sent out. He will be sending one out again. Please send feedback!

Circ: Verizon.net emails are not supported and will now be changed to myfairpoint.net emails. James will be globally flagging all Verizon.net patron emails and a flag will pop up to say check email.

Cataloging news:
Ellen told us that she has set up a Minerva Blog where she has posted most of the standards passed by the Cataloging Standards Committee and guidelines which Bonnie has given us. She has also posted the minutes from the past three CUG meetings as well. Ellen encouraged us to look at the blog and give her feedback. http://minervacats.blogspot.com/

Series note changes:
Update on 440 Field: Library of Congress has changed the series notes. All series now go as a 490 and you need to have an 800 if the series is traced. Please see the blog for the update on the 440 field for the full explanation. It was asked if we were going to go back and update all of the records to reflect the new 490 and Ellen said that we would not. We will just be doing so with all new records going forward. Bonnie suggested that all of our How-to materials need to be updated to reflect the changes.

Cataloging Issues: Ellen puts together about 1,700-1,800 bib records for Marcive every 2 weeks. She looks at problems with them before she sends them out and she is seeing things that should not be there. Please check for material type, 092 call number field links that should not be there, 263, and 900's that should not be there. Subfield "3" in 856 fields should be changed to subfield "z". This makes the OPAC display more user-friendly.
Ellen said that the reason that she believes that we need a new material type for equipment is that it would allow her to remove those items from the database and not send them to Marcive. It is costly to send items to Marcive.
She is finding problems with items brought in from remote sites. She went through bringing a record in and showed the correct way to do so. Remember that the record that you are bringing in has data that is relevant to the site that made it and may not be relevant to Minerva, such as 900 fields and 263 fields.
Remove prices in ISBNs.
Duplicates: If you find dupes & do not have the ability to edit please let Ellen know and she will correct them.
Scholastic: If a Scholastic record is exactly like the original pub record, the name of the original publisher appears on the inside of the item and the only difference is the Scholastic ISBN, it is ok to attach the Scholastic item to the record. If you adjust a prepub record remember to edit the marc leader from "prepub" to "full". Also edit marc leader to "increase from prepub".
Please, when you bring records in remove all ISBNs except the one which is on your item. Even if you see all of the ISBN's on the verso of your book do not put them all on the record. Use only the ISBN that applies to the material in hand when importing a bib.
001 field: Due to Minerva Admin functions OCLC records are preferred over LC records when bringing in new records. If you do bring in a LC record and it has a 001 field remove it. 035 field: You may leave the 035 field even though it shows red. It is fine. If it bothers you that it is red you may change the b to a 6 and the red will go away and the field is still fine.
092 field: Remove this field or change to 082 and change the (c) to a (y).
Reminders: Occasionally finding Volume numbers where they do not belong. Please see how-to on web page for correct way. Ellen also discussed proper ways to use Graphic Novels and mult-part records.
Review: We discussed what constitutes a Kit. It was noted that a kit is 3 or more different types of items, therefore a book and a tape or a book and a CD is not a kit.
Ellen discussed Marcive authority processing and monthly notification files.

Discussion topics:

We discussed BluRay discs and MP3s. It was stressed that a 300 field is very important as well as a 538. Librarians suggested lots of labeling on the actual item--DVD, CD, etc, to let patrons know what the item actually is. Ellen asked for emails to the list with comments on this topic.

Ellen discussed Playaways and that the MIINERVA gmd differs from what some other systems use. We use "sound recording". Other systems may use "electronic resource". If you bring in a record, the gmd will need to be edited to show "sound recording".

We now have an exception to the rule in that we can attach (VHS only) editions to the same bib record. As long as it is the same movie, same cast, same everything, just different publisher.

James Jackson Sanborn noted that CS Direct Millennium client has a new client that is not compatible. If you download please DO USE Release 2006, 150 Version. Do not use 160 version.

Next meeting:

May 15, 2009
Husson College, Bangor

Respectfully submitted,
Deborah Buker
April 8, 2009
Baxter Memorial Library
Gorham, Maine

Inserting Special Characters

2009-09-09T15:09:00.002-04:00

To set your preference for diacritics, do the following (you should only have to do this once):

Start with the search screen, and in the upper left corner click "edit", then select "preferences". On the "colors & fonts" page, go to the bottom and click "default code chart". Open the drop down menu, find and select "Latin-1 supplement", then click OK. This should set your preference for any future sessions.

To enter a diacritic character, place the cursor in the desired spot, click "tools", then "character map". This will bring up the Latin-1 chart which will have your most commonly used characters. Select the one you need, click "insert", and then close. If you don't find the character you want you can search for it by looking through the other code charts, but you will rarely if ever need to do that.

Series Notes

2009-03-22T15:37:00.003-04:00

The Library of Congress recently changed its policy regarding series statements in bibliographical records. The Marc 440 note formerly used for series title is now obsolete and will no longer be used.

Rebecca Francis from Curtis Memorial Library prepared the following summary of the changes and explains how the 490 and 8XX fields should be used:

Update on 440 Field

The 440 field is now obsolete and should no longer be used. Previously, it was used for a series title that appears on an item in the same way it is traced (i.e., made searchable as an added entry in the OPAC; it will generally have an authority record).

New MARC coding for traced and untraced series:

If a series is traced, the 490 field should contain the series as it appears on the item, whether or not this matches the way it is traced. The 1st indicator should be ‘1’. The 8XX field should contain the authorized form of the series name.

e.g.
(Series as it appears on the item is different from how it is traced: )

490 1_ Time warp trio
800 1_ Scieszka, Jon.tTime warp trio.

(Series as it appears on the item is the same as how it is traced: )

490 1_ Time Life Books your money matters
830 _0 Time Life Books your money matters.

Previously, the 440 field would have been used in this case.

(Please note, there is no ‘.’ at the end of the 490 field.)

If a series is NOT traced, use a 490 field with 1st indicator ‘0’. Do not add an 8XX field.

e.g.
490 0_ Penguin books

FMI:
MARC Bibliographic Standards 4XX Series Statement Fields: http://www.loc.gov/marc/bibliographic/bd4xx.html

PCC Guidelines for Field 440
http://www.loc.gov/catdir/pcc/Field440.pdf

3/11/09

Thank you Rebecca!

Maine Authors

2009-03-22T12:57:00.007-04:00

"Maine Author" Headings

The subject heading "Maine Author" is not used in the Minerva catalog. The heading "Authors, American--Maine" may only be used for books about a Maine author. It should not be used for books that are written by Maine authors.

The correct way to indicate that bibliographical material was created by a Maine author is to use a 545 field to convey this information.

The note should be formulated to contain the phrase "Maine author" for keyword searching, as well as the name of the author and the author's connection to Maine, for clarity. For example:
545 0_ Maine author.bHarriet Beecher Stowe lived in Brunswick, Maine from 1850-1852. (The explanatory information should be placed in a "b" subfield.)

Use the same method when a "Maine note" is used for an illustrator, editor, composer, etc. Instead of "author", use the term that is used in the material itself.

For detailed documentation about the 545 field, go to
http://www.loc.gov/marc/bibliographic/ecbdnot2.html#mrcb545

Playaways

2009-03-22T12:00:00.007-04:00

The following is a quick review of the guidelines for cataloging playaways in Minerva:

Playaways are self-contained MP3 format sound recorded books.

The correct material type for playaways is "s", and the gmd is "sound recording".

The item is described in the 300 field as a "sound media player". When cataloging playaways pay close attention to the 300 physical description field. Please be aware that many if not most of the remote bibs for playaways include subfield e, listing accompanying materials (batteries, headphones) in the 300. This subfield should be removed. Some libraries circulate playaways with the batteries, etc. and some do not. This is a local decision, so these items should not appear in the bib record.

The bibliographic record must contain a MARC 538 field note stating “requires earphone and AAA battery" since this equipment is required for the operation of the item.

The bibliographical record should include the subject headings:
655_7 Audiobooks (Playaway) and
655_7 Playaway.2gsafd

For a more detailed review of playaway cataloging, check out the report published by the "Playaway Cataloging Joint Task Force". This gives specific instructions and examples. However, please note that the task force recommends using the GMD "electronic resource" but the Minerva practice is to use "sound recording." The report is available online at:
http://ublib.buffalo.edu/libraries/units/cts/olac/capc/playawaysWEB.html

GMD Review

2009-02-16T13:00:00.010-05:00

The following is a general review of the GMD (General Material Designation). The GMD is required in bib records for most non-print materials as well as special print types such as braille, microform, and Large Print.

Placement of GMD:

GMD should be placed in an "h" subfield of the 245, directly after the title as in
The departedh[videorecording] /

If the item has a "b" subtitle, the gmd is placed after the title proper but before the subtitle.

If the 245 includes "n" and "p" subfields for number and name of part or section, the gmd is entered after the "p" subfield. See the following examples:

Titleh[gmd]
Title.nNumber,pParth[gmd]
Title, or, alternative titleh[gmd]
Titleh[gmd] =bparallel title
Titleh[gmd] :bsubtitle
Titleh[gmd] ;bsubsequent title
Titleh[gmd] /cstatement of responsibility

The correct form of GMD:

for material type b: [periodical]
material types e and f: [cartographic material] (use this for any maps or atlases)
material type l: [text (large print)]
material type o: [kit]
material type w: [microform]
material types x, y, and z: [electronic resource]
material types 1,2,3,4, 7, and s: [sound recording] *** not "compact disc"!
material types 5 and 6: [videorecording] *** not "DVD"!
material type 8: [braille]
material type 9: [slide]

Remember also that not only should the GMD match the material type designated in the fixed field, but it should also match the record type in the MARC leader, the 007 if applicable, and the 008.

Cataloging Resources Bibliography

2009-02-13T11:22:00.023-05:00

The following document is a bibliography of essential cataloging resources that are available in print and online. It was compiled in 2008 by Bonnie Collins, Maine Infonet Cataloging Specialist.

Cataloging Resources

The following general cataloging tools include information on cataloging monographs and continuous resources in both print and non-book format. Dates and edition information for print resources frequently updated with new editions are not included here. Please check for the most recent edition before borrowing through interlibrary loan or ordering.

General Cataloging Tools

Print Resources

Anglo-American Cataloging Rules. Chicago: American Library Association.

Fritz, Deborah A. Cataloging With AACR2 and MARC 21: For Books, Electronic Resources, Sound Recordings, Videorecordings, and Serials. Loose-leaf ed. Chicago: American Library Association.

Gorman, Michael. The Concise AACR2. Chicago: American Library Association.

Haynes, Elizabeth and Joanna F. Fountain. Unlocking the Mysteries of Cataloging : A Workbook of Examples. Westport, CT: Libraries Unlimited, Inc., 2005.

Intner, Sheila S. and Jean Weihs. Standard Cataloging for School and Public Libraries. Westport, CT: Libraries Unlimited, Inc.

Maxwell, Robert L. Maxwell's Handbook for AACR2R: Explaining and Illustrating the Anglo-American Cataloguing Rules through the 2003 Update. Chicago: American Library Association, 2004.

Mortimer, Mary. Learn Descriptive Cataloging. Basic Library Skills, No. 3. Lanham, MD: Scarecrow Press, Inc., 2000.

Task Force on an Appendix of Major and Minor Changes Committee on Cataloging: Description and Access Cataloging and Classification Section. Differences between Changes within: Guidelines on When to Create a New Record. Chicago: Association for Library Collections & Technical Services a division of the American Library Association, 2004.

Taylor, Arlene G. Introduction to Cataloging and Classification. Westport, CT: Libraries Unlimited, Inc.

Internet Resources

American Library Association. Chicago: American Library Association.
http://www.ala.org./ Home page for the American Library Association; provides access to the ALA store

Association of American Publishers. New York: Association of American Publisher, Inc. http://www.publishers.org/ Current information about publishers and publishing including copyright resources

Bibliographic Services. Hattiesburg, MS: University of Southern Mississippi Libraries.
http://www.lib.usm.edu/techserv/redirect.html Includes information on acquisitions, cataloging, authority control, serials and preservation

Cataloger’s Reference Shelf. The Library Corporation. http://www.itsmarc.com/crs/ “A component of the help systems in ITS for Windows and the Library Solution integrated online library system, is published in web format and is available for free use by any cataloger with a web browser.”

Cataloging, Classification, Authority Work. Lewiston, ME: Bates College. http://abacus.bates.edu/~ssaunder/homepage/cataloging.shtml Cataloging guides and manuals

Cataloguer’s Tool Box. Memorial University of Newfoundland. http://staff.library.mun.ca/staff/toolbox Useful cataloging tips and web links

OCLC Bibliographic Formats and Standards. Dublin, Ohio: OCLC. http://www.oclc.org/bibformats/en/ Tagging conventions, input standards and guidelines for entering information

University of Buffalo Central Technical Services. Buffalo, NY: University of Buffalo Libraries.
http://ublib.buffalo.edu/libraries/units/cts/olac/ University of Buffalo’s cataloging manuals

Authority Control

Print Resources

Ferguson, Bobby. MARC/AACR2/Authority Control Tagging: A Blitz Cataloging Workbook. Westport, CT: Libraries Unlimited, Inc.

Internet Resources

Library of Congress Authorities. http://authorities.loc.gov/ Library of Congress authority files including cross references, genre terms and children’s headings; search for names, subject, titles, and names/titles

Children’s Collections

Print Resources

Cataloging Correctly for Kids: an Introduction to the Tools edited by Sheila Intner, Joanna F. Fountain, and Jane E. Gilchrist. Chicago: American Library Association.

Karpuk, Deborah. KidzCat: A How-to-do-it Manual. New York: Neal-Schuman, Inc., 2007.

Dewey Decimal Classification

Internet Resources

Dewey Decimal Classification Home Page. Dublin, Ohio: OCLC. http://www.oclc.org/dewey/ Includes information on the latest editions of Dewey Decimal Classification Schedules as well as weekly lists and other pertinent data about DDC.

Graphic Novels

Print Resources

Goldsmith, Francisca. Graphic Novels Now: Building, Managing and Marketing a Dynamic Collection. Chicago: American Library Association, 2005.

Gorman, Michele. Getting Graphic! : Using Graphic Novels to Promote Literacy with Preteens and Teens. New York: Linworth Publishing, 2003.

Miller, Steve. Developing and Promoting Graphic Novel Collections. New York: Neal-Schuman Publishers, 2005.

Pawuk, Michael. Graphic Novels: a Genre Guide to Comic Books, Manga, and More. Westport, CT: Libraries Unlimited, 2007.

Internet Resources

Cataloging Graphic Novels. University of Illinois at Urbana-Campaign. http://www.library.uiuc.edu/techserv/CatalogingDocumentation/Cataloging Graphic Novels.doc

Gatley, Randy, Christine Wallace and Donna Waye. Boom: Graphic Novel Explosion @ Your Library. http://www.slais.ubc.ca/COURSES/libr517/04-05-wt2/projects/booom/print.html

Gorman, Michele. What Teens Want: Thirty Graphic Novels You Can't Live Without. School Library Journal. http://www.schoollibraryjournal.com/article/CA236064.html

Lewis & Clark Library System. Cataloging Graphic Novels. http://www.lcls.org/content/cataloging/general/Cataloging_Graphic_Novels.pdf

Hankins, Laura, compiler. LRS Field Initiated Study: Graphic Novels in Public Libraries. Boulder Colorado Library. http://www.lrs.org/documents/field_stats/graphic_novels.pdf.

Tarulli, Laurel. Cataloguing Graphic Novels and Graphic Non-Fiction, Part I and Part II. http://laureltarulli.wordpress.com/2007/10/24/cataloguing-graphic-novels-and-graphic-non-fiction-part-i/

International Standard Book Number (ISBN) and International Standard Serial Number (ISSN)

Internet Resources

ISBN Check Digit. Kingston, ON: School of Computing, Queen’s University. http://www.cs.queensu.ca/home/bradbury/checkdigit/isbncheck.htm Simple tool for validating ISBNs.

ISSN is for Serials. Washington, DC: Library of Congress, National Serials Data Program. Last update 04/08/2003. http://www.loc.gov/issn/issnbro.html Fact sheet on ISSN

National Serials Data Program. Library of Congress. Last update 06/19/2007 http://www.loc.gov/issn Information on ISSNs and serial publishing

MARC Format

Print Resources

Fritz, Deborah A. Cataloging With AACR2 and MARC 21: For Books, Electronic Resources, Sound Recordings, Videorecordings, and Serials. Loose-leaf ed. Chicago: American Library Association.

Internet Resources

Marc 21 Concise Format for Bibliographic Data. Washington, DC: Library of Congress. Last update 03/12/2008. http://www.loc.gov/marc/bibliographic/ecbdhome.html MARC 21 tables and information for bibliographic records

Non-book Materials

Print Resources

Cataloging Internet Resources: A Manual and Practical Guide. Nancy B, Olson, editor. Dublin, Ohio: OCLC.

Ferguson, Bobby. Cataloging Nonprint Materials: Blitz Cataloging Workbook. Workbook ed. Westport, CT: Libraries Unlimited, Inc., 1998.

Hsieh-Yee, Ingrid. Organizing Audiovisual and Electronic Resources for Access : A Cataloging Guide. 2nd ed. Westport, CT: Libraries Unlimited, Inc., 2006.

Mitchell , Anne M. and Brian E. Surratt. Cataloging and Organizing Digital Resources: A How-to-do-it Manual. New York: Neal-Schuman, Inc., 2005.

Weber, Mary Beth. Cataloging Nonprint and Internet Resources: A How-to-do-it Manual for Librarians, No. 113. New York: Neal-Schuman Publishers, Inc., 2002.

Internet Resources

Allmovie Guide. Ann Arbor, Mich.: All Media Guide, c2008. http://www.allmovie.com/ Up-to-date information including director, genre/type, flags, MPAA rating, themes, tones, production/release data, plot synopsis and web links

Guide to Cataloging DVDs Using AACR2 Chapters 7 and 9. Created by the DVD Cataloging Task Force Cataloging Policy Committee Online Audiovisual Catalogers, Inc. Last update 10/15/2002. http://www.olacinc.org/capc/dvd/dvdprimer0.html Tool for cataloging DVDS.

Online Audiovisual Catalogers, Cataloging Policy Committee. Buffalo, N.Y.: University of Buffalo Libraries. Last update 06/23/2008. http://ublib.buffalo.edu/libraries/units/cts/olac/capc/ Cataloging information and website linksCovers a verity of topics including cataloging, authority control and serials

Useful Web Sites for AV Catalogers. Buffalo, NY: OLAC Web Site, last update 11/28/2007. http://ublib.buffalo.edu/libraries/units/cts/olac/websites.html Online resources for cataloging AV material

Summary notes (MARC 520)

Internet Resources

The following Internet resources are recommended by Minerva members as possible sources of summary information that may be used in the 520 field of bibliographic records.

For brief summaries of fiction try Novelist from Marvel. This source provides succinct abstracts of most titles. Novelist K-8 is very helpful for children's items; look for the "KIDS!" logo on the Marvel page.

Both www.mln.lib.ma.us (Minuteman Library Network) and http://sfpl.lib.ca.us/ were recommended as useful.

For series information, check out www2.kdl.org/libcat/WhatsNextNEW.asp.

For mystery series information try www.stopyourekillingme.com.

For hard to find hard to find children’s items http://infohiocat.infohio.org/html/welcome.html may be useful.

Subject Headings

Print Resources

American Library Association. Guidelines on Subject Access to Individual Works of Fiction, Drama, Etc. Chicago: American Library Association, 2000. (Currently out of print but available from Amazon.com)

Chan, Lois Mai. Library of Congress Subject Headings: Principles and Application. Library and Information Science Text Series. Westport, CT: Libraries Unlimited, Inc.

Ganendran, Jacki. Learn Library of Congress Subject Access: Library Basics, No. 4. Lanham, Maryland: Scarecrow Press, Inc., 2000.

Library of Congress, Library Policy and Support Office. Free-floating Subdivisions: an Alphabetical Index. Washington, D.C.: L C Cataloging Distribution Service. Available from the Library of Congress. (http://www.loc.gov/cds/lcsh.html#free)

Internet Resources

Library of Congress Authorities: http://authorities.loc.gov/ http://www.loc.gov/aba/

Library of Congress weekly lists of new headings: http://www.oclc.org/dewey/updates/numbers/ OCLC list of DDC and LC subject headings.

GSAFD Terms. Dublin, Ohio: Powered by OCLC’s OAIcat. http://alcme.oclc.org/gsafd/OAIHandler?verb=ListIdentifiers&metadataPrefix=z39_19 List of GSAFD genre terms.

Internet sites listing useful Web subject heading resources:

http://www.itcompany.com/inforetriever/cat_subj.htm Internet Library for Librarians, a list of web addresses related to subject headings and classification. This is great site.

Web resource on Free Floating Subdivisions: http://www.itcompany.com/inforetriever/form_subdivisions_list.htm A partial list of free floating subdivisions.

Minutes: Minerva/SOLAR Cataloging Users' Meeting January 23, 2009

2009-02-13T10:58:00.000-05:00

Minerva/SOLAR Cataloging Users Meeting
Maine State Library
January 23, 2009

Present:
Michele Adams, Linda Barnes, Deb Buker, Doris Chapman, William Chellis, Bonnie Collins, Carin Dunay, Valerie Frechette, Katie Greenman, Barbara Harness, Brittany Harrington, Anne Holmes, Karen Jones, Jennifer Lewis, Kimberly Madden, Peggy Malley, Marie Morey, Katherine Morgan, Virginia Nichols, Lenore Rapkin, Jim Roy, Ann Russell, David Smith, Courtney Sparks, Charlotte Spear, Annette Tanguay, Helen Tomer, Rebecca Francis, Ellen Conway, Deb Hensler, Sharon Mrowka, MaryHope Tobin.

Cataloging Committee Report: Katherine Morgan
Attendance policy: The new attendance policy goes into effect this month. Briefly, each library must send a cataloger to three meetings or view three meetings in a calendar year. If a library does not send a cataloger to three meetings or view meetings, the following year the library will not be allowed to bring in records from Z39.5 or create new records. The policy was sent out on MinervaCats, but if you need the policy please email norcat@norway.lib.me.us.

Meetings on DVDs: So far, this seems to be working for everyone. We are aware that taping and watching the meetings are "not just like being at the meetings." Therefore, we are trying to remember to repeat the question asked, and speak clearly. If anyone has a question from the meeting or the notes, please ask. The best way is to use MinervaCats for your questions. These meetings are for your benefit.

MARC 791: We are evaluating the use of this field because it was felt that the OPAC display for these records is confusing from the view of patrons. An example is Life on Earth, b24616692. When looking at the unscoped results you see that copies belonging to Curtis and Lewiston have individual notes that state "this book is a Cornerstones of Science nominee." Click either note, and you redirected to the Cornerstone information page hosted by Curtis. The reason is both have the same URLs. Again, looking at the OPAC, you see two local special collections notes, one for Curtis and one for Lewiston. Click on one of these notes, and you are taken to an author entry generated by an authority record. Authority records for many of the collections so noted are nonexistent. This is one example of many complicated displays patrons look at when searching the OPAC.
The committee is looking into this as many questions have risen such as "is there a less complicated and more efficient way to employ the special fields", "should each item record have the same URL causing redundant notes", "should the URLs be in bib records?" The committee will be discussing this and wants input for libraries using MARC 791. I will post this on MinervaCats after I return to work for feedback.

There is an application for libraries wanting to use this MARC field.You can e-mail me at, norcat@norway.lib.me.us for the application. The application is needed so that the committee can record and archive information on the use of MARC 791, and hopefully to prevent random or inappropriate use.

CSC statement to Circulation policy: The circulation committee had sent out a proposal for a new policy. When reading the proposal the cataloging committee members thought that, the wording in the second paragraph seemed to imply that no one could improve or move item records as some catalogers do to improve the overall quality of the OPAC. The sentence that caught our eyes is "In order to preserve the integrity of records, and to facilitate the movement of materials across the network, no member may edit or otherwise alter item or patron records belonging to another member". I e-mailed the circulation chair, Kevin Davis, and told him of our concerns. He replied, "had received similar feedback before your email, from other Minervans. I had tweaked the wording to clarify that the policy is for circulation activities. Since my committee's scope is Circulation issues, the intent of the policy is to address Circulation activity. We certainly see the value of what the catalogers do with records and the policy is not meant to impede that in any way. We are only concerned about overriding of holds, clearing of fines, altering "billed" items, etc." Catalogers can continue to alter or change item records only when it improves the overall quality of the OPAC.

Thank-you to Deb: The committee thanks Deb Hensler for all the work she has done for the committee, and wishes her the best in Pittsburgh. She will be missed.

Report from Deb Hensler
Deb's last day is January 30, and she wants to thank everyone for the well wishes she has received. Maine InfoNet is working on an exemption for the two positions that are open. Maine InfoNet staff will be taking over the Minerva/SOLAR tickets. There is a backlog of tickets now, so if you have an open ticket, go into the back ticket and reply, "I would like a status update." Deb also reminded people that one person is not answering the tickets. For some catalogers whose Internet security is so high that they cannot use the tickets, use maineinfonet@maine.edu instead if you are at one of these places. This information will be posted on the web site, but please if you can, use the tickets that are the best way to get help. If you need to contact a Maine InfoNet staff person, please go to the Maine InfoNet page, and then contact us. This page has the list of staff names, telephone numbers, and e-mails.
Another cost cutting measure: coffee will no longer be served at the Maine State Library site for these meetings. However, for a fee you can purchase water, soft drinks, and other beverages in the kitchen. Ellen Conway said that there will be free water and coffee at the Falmouth meeting site in March. Deb announced that Minerva is keeping Syndetics and received a 10% discount for the new contract.

Report from Ellen Conway

Reports that everyone is doing a great job, she hasn't received many questions about using the system. If you do have questions about the system or see strange records and do not have the ability to fix, please e-mail her at econway54@gmail.com. She does have a backlog of duplicate records that need to be fixed. Ellen noted that in the last two weeks, new bib records have a small percentage of fixes. A reminder: if bringing new A/V remote records you need to change the Mat Type manually. Ellen will send out a list of records that need their material types changed.

There have been some problems using wrong GMD (general materials designator). DVD is not a GMD; use "videorecording", and use the 538 field to note the material is a DVD (remember that the 538 field is the first note field listed in the bib record). On the web page there is a list of GMD's that are approved for Minerva. (http://www.maine.gov/infonet/minerva/cataloging/manual/ch4.htm#gmd)

Please remember when bringing in remote records to remove the 9xxfields. The only 9xx fields that should be in a bib records are: 929 for libraries' initials, 902 and 907 that are used for noting records processed by Marcive, and 949 that note records in authority processing.
If you are bringing in a remote record and need to change the 300 field, yes that is a major change and then you need to: delete 035,040, 043, 049, 050. Delete or change the 010 and 020, and change the date entry. If it is a minor change, examples are pre-published bib records, and subtitles changed then only change "p" for increased encoding level in the MARC leader. Do not include prices in the ISBN.

When catalogers post to MinervaCats asking to check page numbers,verify title, fix something, etc. please respond even if you cannot get to it that day; just say "I will check as soon as I can."

Lists from Ulla: Ellen will be working on these and posting to MinervaCats or individual libraries to fix. The list includes bib records that have wrong GMDs such as "serial" and "mass market", wrong material types, and locations zzz. Ellen stated that one list has 1200 A/V records with the incorrect material type and no 007 field.

Ellen will be starting a blog to post resources and minutes from the meetings. The blog should be easier to search the archives (there will be no search button). Ellen will notify everyone once the blog is ready to go. Deb Hensler said that she asked that MinervaCats be switched to the university listserv system to make it easier to search archived materials. Once this happens, people will be notified.

Ellen has asked catalogers what would make cataloging easier? something that has not been done or something that we do not have. If you have any suggestions or comments about this please e-mail Ellen at econway54@gmail.com.

Report from Bonnie Collins

A reminder to please respond to people when they send out e-mails asking fellow catalogers to check for pagination, titles, etc and make sure you are signed up to receive MinervaCats postings.

Older records: In addition, Bonnie is finding items attached to wrong records. She asks to check author, title, ISBN before bringing in new records from the remote. If you do see duplicate records you can merge them, or if you are uncomfortable or do not have the ability to merge e-mail Bonnie.

001 fields: All URSUS records are OCLC records even though they do not have 003 or035 fields. Please add a 003 OCoCL field to any URSUS record you bring into Minerva. [see minutes from July 18, 2008]

Verifying a heading: It is very important that the form of a name or a subject heading be correct. The Library of Congress has established the form of entry of many personal and corporate names as well as subject headings. Millennium uses Library of Congress subject headings and medical headings known as MeSH. To verify that a single heading in a bib record is correct place the cursor in the field where the heading is located; right click the mouse. Select Verify heading from the dropdown menu. A list will appear including the heading being verified. If there is an authority file record double click on the entry. A window will appear offering an opportunity to replace the existing heading with the correct form. Click OK at the bottom of the window and the heading in the record will automatically be changed. This process changes the heading only. MARC tags and indicators must be changed manually.To verify all headings in the bib record, click on the Verify heading icon. The search results are based on entries already in Minerva including Library of Congress Authority records. Click on the word Tools at the top of the screen and select Explain Verification Codes for information about the letters that appear to the far left. For more information please use this link http://www.maine.gov/infonet/minerva/cataloging/milcat/holdings.htm#verifyheader

Do not add the death date unless it appears in the authority record.

Created by and text by in the 100 field: An example is the Arthur series that has "created by Marc Brown, text by Stephen Krensky."The author is Krensky and use 490 and 800 fields. An example: 100 1 0 Krensky, Stephen490 _ 1 Marc Brown Arthur chapter book v20. 800 1 _ Brown, Marc Tolon.tMarc Brown Arthur chapter book v20

From the floor

Graphic novels: There was a question about the difference between cataloging graphic novels and comic books. A Graphic novel has beginning and end, and is illustrated in comic book fashion, but is graphically telling a story. Use "h" for the material type. A comic book does not tell a story, it is a collection of comics like Garfield and is not a graphic novel. Use material type "a" for comic books. There is a manual on graphic novels and Ellen will post this on the blog. You can search graphic novels in the OPAC. There is a list of graphic novels with the wrong material type and Ellen will post for libraries that need to correct material types for graphic novels.

In addition, there are some unneeded volume fields in item records of graphic novels. If each title in a series has its own title, a separate bib record is needed. If all titles are the same for all in the series there is no need for a separate bib record.

Kill-a-Watt kits: Use Itype 97 in the item record or 197 if you do not want holding shared in MaineCat. If your library has the kits from Efficiency Maine then the loan period is one week. However, if your did not receive the kits from Efficiency Maine then note that in the note section of your item record.

Next meeting is March 24 Tuesday at Falmouth Memorial Library (snowdate is March 31).

Katherine R. Morgan
Technical Services/Administrative Assistant
Norway Memorial Library
207-743-5309

Minutes: Minerva/SOLAR Cataloging Users' Meeting, November 7, 2008

2009-02-13T10:56:00.002-05:00

Minerva/SOLAR Cataloging Users Meeting
Husson University
November 7, 2008

Present:
Sandra Abbott-Stout, Unity College; Anne Berleant, Witherle Memorial; Pat Bishop, EMMC; Doris Chapman, Portland Museum of Art; John Clark, Hartland Public; Bonnie Collins, Maine InfoNet; Valerie Frechette, CMCC; Katie Greenman, EMCC; Diane Hanscom, Husson; Brittany Harrington, Belfast Free; Deb Hensler, Maine InfoNet; Karen Herrick, Calais Free; John Leavitt, WCCC; Jim Roy, MSLO; Kim Slocomb, Rockport Public; Lynn Uhlman, Old Town Public; Joyce Wiebe, Orono Public; Holly Williams, Pittsfield Public; Kathy Woodside, Jesup Memorial; Brian Richards, Thomas College; Candy Emlen, Southwest Harbor Public.

Announcements:

Kudos to Jim Roy for his hand-held videography for today's meeting due to tripod malfunction.

Husson's name change from College to University was noted. [the name change became official on Oct. 15]

Deb announced that there is a state hiring freeze including the hiring of Jon Forest's replacement, at least through the end of the fiscal or calendar year. The University of Maine will be able to hire a 20 hour/week student worker to help with the online support system ticket requests. Official news to come later.

Ellen said she will accept emails concerning duplicate records and will work on cleaning up. Going through the ticket procedure is not necessary for duplicates that need to be merged. Ellen's email is econway54@gmail.com

2009 Schedule:
Deb Hensler questioned participants about meeting scheduling preferences for 2009. Consensus reached to continue with 3 locations, 2 meetings each. If no southern location other than Falmouth is available, meetings in Falmouth will be held on Tuesdays. All others will be held on Fridays. Snow dates will be included for winter meetings.

Deb Hensler presented the Cataloging Standards Committee Report to the Executive Committee in Katherine's absence.

Attendance Policy: all were familiar with the policy sent out on minervacats for review and feedback.

Marc 791 field: This field is used by libraries with special permanent collections that they want to be searchable in opac, such as Cornerstones of Science. Featured Lists might be a better option for temporary collections such as the Camden Conference. The Executive Committee will be reviewing the proposal for an application process for the use of the 791 field for a special collection. The simple application requesting the estimated number of records, nature of the collection (permanent or temporary) etc. would be submitted to the Standards Committee for approval. Deb stressed that the 590 field is not to be used and suggested a featured list on a library website as an alternative way to make a collection accessible to patrons. If a college in Maine, such as Unity, wants books by faculty to be searchable, creating a 545 Maine author field or adding to an existing one with a subfield b note that this person teaches at Unity College is the best way to do this.

Blu-Ray Disc cataloging (a new but not common videorecording requiring special players) : Use the gmd [videorecording], material type 5 for dvd, and 538 BLU-RAY disc followed by format description. It was noted that new formats may require new material types in the future and further discussion may be necessary.

Playaways: In response to requests for a standard since libraries have different policies concerning inclusion of battery and earphones, it was decided that those interlibrary loaning playaways would not expect them to be included and that a 538 field be added to the bib record stating "Requires earphones and AAA battery." This will prevent libraries that provide these from being inundated with ILL requests and playaways will be cataloged consistently. It will be up to each library to decide if they want to provide a battery and earphones to their own patrons.

How-To's and Reviews

Publish/Street Date [Deb]:
To circulate a book before its publishing or street date is in violation of publisher- vendor contracts. It could affect our SCOOP discount contract. Packing slips note the publish/street date when applicable and catalogers need to hold these items from circulation until that date. It was recommended that book processors be reminded to check packing lists and inform the catalogers of any street dates found.

Use of Volume Field [Ellen]: In order to prevent ILL problems, catalogers are reminded to use the volume field to identify individual discs IF an entire set of dvds is not being circulated as one item. It will be assumed that all others circulate as a "complete set". This applies to programs in a series or movie and feature discs. Consistency was stressed for the sake of the patron requesting these av materials. If a library breaks up their set of dvds and attaches to a bib with no volume fields (indicating they are complete sets) then the cataloger can notify other libraries on the cat listserv or Ellen so that "complete set" will be added to the volume fields for their item records so the patron can make item level holds.

Also noted that multiple items with separate barcodes attached to the same bib need to have # put in volume field, i.e. graphic novels that publish under one title with only volume # changes. [NOTE: that the standard policy affects cataloging aspects. It's up to the circ people to decide whether or not dvd sets can be broken up into individual items.]

Post meeting note from Deb: In the discussion about using the volume field, I said I had been asked if the volume field could be listed in it's own column in Millennium to prevent people placing bib requests on items that need an item-level request. While I was correct in saying that the screen, when in "View: Holdings/Bookings" can't be changed to allow that, it's in a separate column when on the "View: Item" screen. So if questioning whether or not a vol. or date at the end of the call number is actually in a separate volume field, just switch the view to Item and you'll be able to see if it is or not.

List #385 Contains bib level holds that need to be changed to item level holds. Please ask circ to look at this list and if your library is attached please cancel the bib level hold and change to an item level hold.

MP3s-how to catalog [Deb]: In response to a request for a new material type. No material type exists for MP3s. These are compressed files which can only be played on a compatible MP3 player or computer. They are sound recordings on cd. Discussion among participants and review of sample records. The following bib record was highlighted as an example to follow: b2602259x. Note material type 3, gmd [sound recording] and 300 field to include subfield b digital, MP3 format.

Discussion of use of 650 Audiobooks in bib records:
It is no longer an appropriate 650 field. Items can be searched by limiting to material type 3 [sound recording]. A global deletion of the Audiobooks subject heading might delete the heading from a book about audiobooks.

Library of Congress Authorities:
Reminder to search this tool accessible from the Maine InfoNet page of Internet Resources when in doubt about subject headings. < http://authorities.loc.gov/>

Questions from participants:

Bonnie Collins on merging older records: Bonnie raised the question of merging records for older titles such as DeepHaven by Sarah Orne Jewett. They are similar versions with varying editions but pagination and content (no additional material) matches. Editions historically may have just meant a reprinting. Bonnie will forward the request to the Cataloging Standards Committee.

Valerie Frechette on unusual ILL records in the opac: In a random keyword search Valerie discovered old interlibrary loan records were showing up in the opac. They need to be deleted. This is really a circulation issue—other libraries that are requesting materials can be put into the system as patrons to avoid having individual ILL records. If a Library borrowing materials is not part of MaineCat create a patron record for that library with full contact info. Ellen will remove the old records. A reminder that such records should be suppressed or deleted when no longer needed.

Remote Z39.5 Libraries - Removals and Additions [John Clark]
John recommended adding several libraries such as the Milwaukee Public Library, National Library of Western Australia. Consensus reached that the following libraries would be removed from Z39.5 listing: Australian National Library, Duke, Maricopa, Bedford, and Salt Lake City. John also recommended using SOLAR suppressed resource records that were downloaded by Karl Beiser some years ago. They don't show in the opac; nor do they have item records, but they are accessible in cataloging module.

Brittany Harrington on cataloging short story collections and adding 505 field so that the titles of stories are searchable. Consensus reached that this is very important and Brittany's willingness to add this field to those she's cataloging was much appreciated.

001 field Continued: to answer requests for clarification. Always include URSUS in remote searches for quality bib records. If URSUS provides the best one leave the 001 field in since all URSUS libraries are OCLC libraries. BUT please follow these two steps:

1. If unsure verify the number in WorldCat: http://www.worldcat.org . Enter the 001 number in the URSUS record (or other uncertain record) into the first search box on the main page. It should pull up records for the correct title. . [see minutes from May 16, 2008]

2. Add an OO3 field to the record: 003 __OCoLC so that all catalogers adding to this record in the future know that this number is a valid OCoLC number . [see minutes from July 18, 2008] If the record comes from URSUS, the 001 control number should be left in so that a duplicate record isn't created in URSUS. [Deb Hensler] The 001 in Ursus is almost always OCLC and it should be left in unless it's something incomplete like "99ilps" or "abcd". 001 fields in SOLAR resource records (no item records attached) should be removed unless they match the number in an 035 OCLC field. Note SOLAR resource records need to be unsuppressed.

Question about Duplicate records and how OCLC numbers (our chosen control #s) function in Millenium…what are the match points? Request for presentation since most of us don't understand how matchpoints affect duplicate records. Participants wanted to know which fields in a bib record are indexed. Deb Hensler will add this to her to do list.

Millenium Serials Module review : A quick review of sample records. Deb received little response to the offer of a serials module workshop in the past. Bonnie's workshop on serial cataloging was cancelled this fall. Ellen was reassuring that the module is user friendly!Remember to suppress filled cards and item records (if created for periodicals that circulate)Review opac displays "periodically" to make sure all filled cards have been suppressed and are not showing up in the opac.

Maine Info net how-to guides for serials are out of date and need to be removed. A participant suggested contacting Amber Tatnall , York County Community College. She has cataloging resource guides and may have one on serials cataloging/serials module training that could be added to the website.

Reminder to use MinervaCats listserv or Maine InfoNet support tickets to request help.

Submitted by Katie Greenman
Eastern Maine Community College Library
207-974-4640/kgreenman@emcc.edu

Minutes: Minerva/SOLAR Cataloging Users Group Meeting July 18, 2008

2009-02-13T10:27:00.012-05:00

Minerva/Solar Cataloger Meeting
July 18, 2008 at MSL

Maine InfoNet Report

The cataloging meetings will be taped and will be available for catalogers unable to attend meetings. This meeting is the first one to be taped, and the van delivery service will be used to circulate the tapes. More information will be posted on MinervaCats on whom to contact to receive a tape, how long you may keep the tape, etc.

Maine InfoNet has hired a new CEO, James Jackson Sanborn. He will start on August 20th. The job that Jon Forest held has been posted and will not be filled until after the new CEO starts. There has been a change in cataloging support hours due to budget cuts. Bonnie Collins and Ellen Conway will each work five hours a week (a total of ten hours a week). The cut includes Bonnie's "How-to" classes such as how to catalog a graphic novel. One of the reasons the classes were cut was due to low registration during the summer.

Ellen and Bonnie will continue to work on cleaning up the database, support questions concerning MilCat module along with Minerva standard questions. Ellen still will do the authority processing. If you see duplicates e-mail Bonnie or Ellen, and in the subject line "dups", and send the bib numbers in the body of the e-mail. To contact Bonnie or Ellen please go to the Maine InfoNet page to find their e-mail addresses. Bibliography of Cataloging Resources document was handed out during the meeting. Bonnie has a list of resources available in print or nonprint materials. This will be on the web site. To request a copy please send an e-mail to Bonnie at bhcollins at gwi.net.

Cataloging Standards Committee Report

Attendance policy: The committee released the attendance policy through MinervaCats for feedback before bringing the policy to the executive committee for approval in August. The policy includes an alternative to attending the meetings: requesting a tape. The catalogers' user meetings will be available on DVDs.

MARC 791: The committee is still working on this. In order for a library to use MARC 791 field they need the approval of the cataloging committee. This field contains local special collection information such as "Cornerstones of Science". As of now there are 6000 plus records with a 791 field and some of the bibliographic records have multiple 791s. In addition, many records that have a 791 field also have an 856 field giving a URL in their item records. This results in a cluttered and confusing OPAC display. The committee is revising the rules for using the 791 and working on an application.

Acceptable cataloging standards: This is a general guideline for all libraries to improve their records, help when fixing records, and when doing original cataloging.

Multiple DVDs: Libraries that break up multiple DVD sets to are to use the wording on the container that explains the second disc. An example is "Hoosiers". The second disc is "special features". Add "special features" in the volume field. The intent is to make online requesting easier for patrons.

How-to Reviews

Tips from Ellen: The acceptable cataloging standards were handed out, and will be posted to the web page. All catalogers were asked to review this policy as it will help when importing new records, or doing original cataloging. Ellen is continuing to work on cataloging annuals as serials. A lot of work has been done previously on travel guides (example is Fodor's). When cataloging an annual please search by title, as there have been a few bibs popping up in Millennium as a monographic record. One-way to know if the book is a serial is check the title. If there is a year then that book is an annual. Please include the year in the volume field in the item record. This is a Minerva standard (the executive committee approved in 2007).

Ellen reports seeing a lot of duplicate records and incomplete records for nonprint materials. She would like catalogers to check the Minerva cataloging web page for helpful information at http://www.maine.gov/infonet/minerva/cataloging/howto/index.htm. The cataloging "how to" page has a link to the standards page. Ellen would like everyone to look at this page as she has noticed many mistakes in the bib records that could be avoided if catalogers used this resource. The standards page includes information on Maine authors and Maine imprints. In addition, you can find the Minerva cataloging manual and you can search Maine InfoNet now and get results.

Another reminder is to leave the following 9XX fields 902, 907, 929, and 949. When you have an 856 field, please change the subfield 3 to "z" as this will be more user-friendly in the OPAC. When overlaying a record check to make sure you transfer any unique subject headings such as MeSH (medical subject heading), Lexile, and Accelerated Reader. To transfer unique headings copy and paste them to the new bib record.

Subject headings: Minerva uses Library of Congress, not Sears headings, delete local headings. Catalogers have reported seeing 690 fields, local headings, please delete. Also, delete 012 field (this is from a serial program LC used).

When searching please search by all three: author, title, and ISBN before going to Z39.5 How to tell when need bring in new record: There is an online manual from ALA titled Difference between, changes within. This manual shows the differentiation between major and minor differences. Ellen encouraged people to print out the manual, as she refers to it when answering questions. An example is: same title, and author but publisher is different then a new bib needs to be used. However, check with the publisher's web site as publishers may have imprints. Another example: if the book you have has a few more (or less pages) attach to bib and add the ISBN. But if paging difference is 4 or more a new bib record is needed.

Never attach a large print item to a regular print bib record. When adding a videotape remember that it may be a remake of the original and you can add it to the existing record just make sure to add your ISBN. DVDs are a different story and will probably need a new record because of the extras (director's cut, interviews, etc.) that are included. When importing a record delete all ISBNs except the one that is in the book. When bringing in a record from URSUS please add the 003 field. All records from URSUS are OCLC records.

Discussions from the floor

When is a book a sequel and how to add that to the bib record? A book is a sequel when it pickups up the previous story. Add a 500 note with the following "sequel to (fill in the title)". For more information if a book is a sequel use the "more about this item" button in the OPAC, or check Novelist. If a book has the same characters but plot is stand alone then the book is not a sequel. If there are recurring characters add a subject heading. Example "Pitt, Thomas, (Fictitious character)".

Reminders: the OPAC shows that the library holds a unique record and is not a place for long biographical information, summary notes, etc. If the verso page has copyright 1998, but also shows "pub data 2001" behind the LC number, use copyright 1998. When using Z39.5 and MaineCat you are searching URSUS, Solar, Minerva, Portland Public, Colby, and Bates databases.

If bringing a record that is OCLC, do not delete the 001 field.

Minerva attendance policy: (policy was sent out on MinervaCats before the meeting) The attendance policy says catalogers must attend at least three meetings per a calendar year (there are two meetings at three sites MSL, Falmouth, and Bangor). Since the ATMs were not successful, the cataloging committee is trying an alternative: taping the cataloging users meetings. Catalogers unable to attend meetings can request a DVD. Ellen Wood will transfer the tape to DVD. How many copies, and who to contact for a DVD will be posted on MinervaCats as soon as the cataloging committee gets the details done. This is aimed for libraries at remote sites. The cataloging minutes will continue to be posted and archived. Carpooling was suggested. People can post to MinervaCats with request for rides or to offer rides.

Next meeting:
September 23, 2008, 10:00 am at Falmouth Memorial Library.
Katherine R. Morgan
Technical Services/Administrative Assistant
Norway Memorial Library
207-743-5309

Kits

2009-01-29T08:40:00.004-05:00

The Minerva standards policy for cataloging "kits" follows below:

Kits

Definition: AACR2 rules define a kit as an item comprised of 3 or more categories of materials, none of which is identifiable as the predominant constituent of the item. Further, a multipart item is defined as a kit when either none of parts, or 3 or more parts, can be used independently.

How to identify a Kit: If an item contains parts that belong to different GMD categories, for example a DVD with accompanying text, or a book with an inserted CD or CD-Rom, examine it closely to determine which part is predominant. In most cases the DVD would be defined as a "videorecording" with the accompanying material noted in the 300 field. The book would be considered "text", again noting the acc. material in the 300. A CD or cassette recording of a book, with a copy of the text accompanying it would be assigned the GMD "sound recording".

Example A
t 245 10 Dr. Andrew Weil's mind body tool kith[kit] /cAndrew Weil.
r 300 2 sound discs (2.5 hr.) :bdigital ;c4 3/4 in.;+ e1 guidebook (52 p.) + 25 training cards.
This item is composed of 2 sound discs, a guidebook, and 25 cards. Presuming each of these entities may be used independently, this item should be identified as a kit.

Example B
t 245 00 English for new Americans.pEveryday lifeh[kit].
r 300 1 video disc (60 min.) :bsd., col. ;c4 3/4 in. +e1 sound disc (60 min. : digital ; 4 3/4 in.) + 1 workbook (122 p. : ill. ; 23 cm.) + 1 audio script (56 p. ; 16 cm.). The video, sound disc, and audio script are each designed to be used with the workbook. None of the components is meant to be used alone. For this reason, this item is identified as a kit.

Example C
t 245 04 The story of movies: to kill a mockingbirdh[videorecording] :ba middle school teaching kit.
r 300 2 video discs :bsd., col. ;c4 3/4 in. +e(3 supplemental materials)
n 500 Supplemental materials include student activity booklet, teacher's guide and graphic organizers, and DVD all encased in one container. This item is correctly described as a "videorecording", because the DVD stands alone and may be viewed without reference to the accompanying materials, but the other components are not meant to be used independently.

Important points to remember:

The material type for kit is o. The bib record's fixed field must have this entered correctly.
The Marc leader should have "rec type" o.
Kits that include non-book material such as DVDs or CDs should have a 007 field for each component.

The 008 field must include "type mat" b.
In the 245 field, the GMD must be included as the subfield h[kit] in its proper order after the a and before the b subfields.

Prepared by Minerva Cataloging Standards Committee
Approved by Minerva Executive Committee, July 18, 2007

DVD/VHS TV series

2009-01-27T11:28:00.004-05:00

The Minerva standards for cataloging multi-part DVD or VHS television series follow below.

DVD/VHS Multipart TV Series

Although a television program is commonly referred to as a “series”, the word is not used in the same sense as when describing a series of printed volumes. TV series are not cataloged in the same manner as a print series; the series title is not given in a 400 field.

Material Type: In the bib record’s fixed fields, the correct material type is “5” for DVDs and “6” for VHS.

MARC leader: In the box named “Rec type”, the correct code is “g” for projected medium.

007 field: All bib records for DVDs and VHS must have an 007 field. Expand this field and be sure that the “Mat catg” is “v” for both formats. “Spec mat” is “d” for DVDs and “f” for videocassettes. All other codes must be entered correctly in these boxes as well.

008 field: All bibs for DVDs and VHS must have an 008 field. Expand this field and check that the “Type mat” is correctly set as “v” for videorecording.

028 field: This field contains information from the publisher such as a catalog or product number that is found on the item, for example “028 02 14603bSony Pictures Home Entertainment”.

245 field: Most DVDs and VHS are of mixed responsibility and are entered under title. However, the main entry may be a person or corporate body. The GMD is entered in an “h” subfield, following subfields a, n and p, but before subfield b or c. The correct GMD for both DVDs and VHS is “videorecording.” The series may be released as a complete unit consisting of all episodes, as in:
245 04 The Sopranos.nThe complete first seasonh[videorecording] /

or it may be packaged in single units of individual episodes:
245 00 Dragon tales.pLet’s be brave!h[videorecording] /cSesame Workshop and Sony Pictures Television.
Note that the title of the television series is stated first, and is followed by the episode title in the p subfield.

246 field: The title of the episode may be entered as an alternate form of title added entry in a 246 field, as follows: 246 30 Let’s be brave

260 field: The publisher of a DVD or VHS will usually not be the company that is responsible for the production of the original film. Use the actual publisher of the reproduced material in both the 260 and 028 fields. For publication date use the date on the item, but if you find a bib record that matches in every other way you may use that record.

300 field: The correct term to describe a DVD in the 300 field is “videodisc”. For VHS tapes, use “videocassette.”

538 field: The system requirements note is given as a 538. This should always be the first note.

Misc. fields: Closed captioning is noted in a 546.
MPAA ratings or lack of rating is noted in a 521.
Contents may be noted in a 505.
Examples:
n 538 DVD, region 1; Dolby Digital.
n 546 Closed-captioned.
n 521 8 Not rated.
n 505 0 Calling Dr. Zak -- The big sleepover -- Stormy weather -- Sounds like trouble.

Item Records:

DVD (or videocassette) items may come packaged together or separately. If there is an ISBN for the entire set, it is preferable to catalog the DVDs under the one record. They may circulate as one item or be broken down into separate items and be differentiated in the volume field.

If other libraries are circulating the DVDs together and your library wishes to circulate each DVD separately (with the disc number noted in the volume field of the item record), it is suggested that you notify all other attached libraries as a courtesy. They may then wish to amend their item records in such a way as to indicate that their copy is lent as a single unit (by adding a volume field stating “entire season”, or “Discs 1-12”, for example. When adding volume fields to item records, patrons requesting these items through the OPAC will need to select the specific copy they wish to receive.

Use the same identifying terminology that is used on the item itself or on the physical carrier (vol. 1, disc 1, first word of subtitle, etc.) when labeling items in a volume field.

Prepared by Minerva Cataloging Standards Committee
Approved by Minerva Executive Committee, July 18, 2007

Large Print Books

2009-01-27T10:58:00.004-05:00

The following is the standard approved by the Minerva Executive Committee for the cataloging of Large Print books.

Large Print

A Large Print item should never be attached to the regular print record of the same material. A Large Print item must have its own specific bibliographic record.

Material Type: The material type in the fixed field at the top of the bib record should be "l" for large type.

008 field: To expand this field, go to “Edit” and select “Expand Field” or press Ctrl-R. The position “Form Item” should contain the code “d” for large print.

245 field: Insert the proper general materials designator (“gmd”) in the 245 field in the this manner: 245 10 All Aunt Hagar's children h[text (large print)] /cEdward P. Jones. Note the following:
a. The gmd is h[text (large print)].
b. The gmd follows the main part of the title; it comes before :b and /c. If the 245 field includes an n or p subfield, the h subfield follows these.
c. There is no punctuation before the h.
d. There are no spaces on either side of the h.

300 field: Be sure to remove the phrase “(large print)” from the physical description field if it is present.

Subject headings: The correct subject heading is “650 0 Large type books”. Do not use the phrase “Large print” in the subject area.

Subdivisions: “Large type books” should not be used as a subdivision after the subject heading.

Prepared by Minerva Cataloging Standards Committee
Approved by Minerva Executive Committee, July 18, 2007

Multi-volume sets

2009-01-27T10:45:00.007-05:00

Multi-volume sets should be cataloged in Minerva according to the guidelines described in the following document.

Multi-volume Sets

Definition: A monograph complete, or intended to be completed, in a finite number of separate parts. Such as the Encyclopedia of Psychology, or Handbook of the American Frontier.

Things to be aware of when cataloging a multi-volume set:

008 Field: Date Type should be “s” if all volumes were published in one year.
Date 1 should be date of publication.
Date Type should be “m” if volumes were published over a span of years.
Date 1 should be beginning date of publication
Date 2 should be ending date of publication if set is complete, or “9999” if set is incomplete. Note: The “9999” must be corrected when the set is completed.

020 Field: Give ISBN for the set and/or individual volumes.

260 Field: If the set is complete, close the imprint.
Example: 260 Cambridge [Eng.]bUniversity Press,c1957-79.

If the set is incomplete, record the beginning publication date and leave the imprint open.
Example: 260 Metuchen, N.J. :bScarecrow Press,c1987-

If the set has various publishers, use the information on the first volume.

300 Field: If the set is complete, record the total volumes even if your library does not own every volume. Each library’s actual holdings will be reflected on item records.
Example: 300 4 v. ;c29 cm.

If the volumes in a set are continuously paged, give the preliminary paging of the first volume only and the number of the last page of the last volume.
Example: 300 4 v. (xxiv, 892 p.) ;c29 cm.

If the number of bibliographic volumes differs from the number of physical volumes, give the extant in the form, “# of bibliographic volumes in # of physical volumes.”
Example: 300 8 v. in 5 c29 cm.

If the set is incomplete, the field remains open. Do not record the intended number of volumes if they have not yet been published.
Example: 300 v. :bill. (some col.) ;c39 cm

If the 300 field of an imported record contains this: v. <1-10,>, retain the v. and delete the bracketed information.

If the volumes of a set vary in size, state the range from smallest to largest.
Example: 300 5 v. : bill. ; c22-27 cm.

505 Field: Multi-volume sets may have titles for the individual parts that are independent of the monograph title. If the volume titles are not distinctive and likely to be searched for by the library user, list them in a contents note. If the set is complete, the first indicator should be “0.”
Example: 505 0 v. 1. 1884-1933 -- v. 2. 1933-1938

If the set is incomplete, the first indicator should be “1.”
Example: 505 1 v. 1. The origins of technological civilization.--v. 2. The first stages of mechanization.--v. 3. The expansion of mechanization, 1725-1860 *(Remember to
to update the indicator when the set is completed.)

500 Field: Use to denote variations in publishers, editors or title.
Example: 500 First volume originally published: London : J. Cape, 1995.
or
500 Imprint varies.

Example: 500 Vol. 2-4 edited by Michael Avi-Yonah and Ephraim Stern
or
500 Editors vary.

Example: 500 Vol. 1 has title: The comedy of Neil Simon.

Item Records: Use individual item records to show the library’s actual holdings if all volumes of a set are not owned.
Example: c 090 AE 5 E363 2007
v v.2
b 36978001068415

c 090 AE 5 E363 2007
v v.4
b 36978001068431

Prepared by Minerva Cataloging Standards Committee
Approved by Minerva Executive Committee, July 18, 2007

Graphic Novels

2009-01-27T09:28:00.027-05:00

The following document was prepared by Bonnie Collins, Maine InfoNet Cataloging Consultant. It describes the correct method of cataloging graphic novels for Minerva libraries.

Guidelines for Cataloging Graphic Novels

The nature of graphic novels

The following aspects of the nature of graphic novels should be taken into consideration.
1. Catalog all graphic novels as monographs. This includes single volumes as well as multiple volume sets.
2. The term “graphic novel” designates the format of a book that is a blend of text and illustrations used to tell a story. This is comparable to large type books, sound recordings and video recordings.
3. Do not confuse graphic novels with serialized comics that are usually published monthly. Comic books are typically 32-page pamphlet size publications. They may be self-contained or part of an ongoing story. A collection of individual comics reprinted as an ongoing story is considered a graphic novel and is treated as a monograph.

Publication information

Graphic novels are published worldwide. It is important to list any available information about the publication history in the note area of a cataloging record. Following is a list of some Asian and North American designations.
1. Japanese manga = Graphic novels originally published in Japan. Manga is a general name in Japan for comic books. Publishers include: TOKYOPOP, ADV Manga and VIZ Media, LLC.
2. Korean manhwa = Graphic novels published originally in Korea. Publishers include: TOKYOPOP, ADV Manga and CPM Manga.
3. Chinese manhua = Graphic novels originally published in China. Publishers include: DrMaster Publications, Inc. and HK Comics.
4. Neo-manga = North American graphic novels created so they appear almost identical to the Japanese manga format. Some of the publishers include: TOKYOPOP, VIZ Media Antarctic Press, Random House and Seven Seas Entertainment.

Classification

Individual libraries must decide where to class the graphic novels in their collections based on patron need.
1. The suggested Dewey Decimal Classification number is 741.5. Some libraries use this number for all graphic novels while others class nonfiction graphic novels in 741.5 and fiction graphic novels in Fiction.
2. Another option is to shelve all graphic novels in one place for the convenience of patrons. A notation above the classification number to indicate graphic novel format is frequently added to the call number.
3. A third option is to interfile graphic novels into the regular collection.

Item records

Please keep the following in mind as you add item records to graphic novel bib records.
1. If you are adding an item record to a graphic novel bib record which is for a multiple volume set be sure to include the volume number in the appropriate field of each item record. If the item record is being attached to bib record for a single volume do not add a volume number even if that number is included in the 245 field. See page 4 for more details.
2. The I Type for graphic novels is either 96 or 196 (Non-reg).

Searching Minerva and SOLAR databases

Using the proper searching strategy is an important aspect of good cataloging practices.
1. Search Minerva or SOLAR local databases by the principal title of the graphic novel rather than the subtitle or ISBN. If a search is done limited to the ISBN, you may miss a record that is a match to your book because it lacks the ISBN found in your item.
2. Searching as in Figure 1 also allows you to see all the different records already in the database for a specific title. This type of search makes it easier to avoid adding duplicate records and helps to insure uniform cataloging. For example Ragnarok is a multiple volume set. Each volume also has its own title. Searching by Ragnarok allows the cataloger to view the search results for all the volumes already in the databases. See Figure 1 below.

Figure 1 Display resulting from search by primary title.

2. Search remote Z39.50 databases by ISBN whenever possible.
3. If a record cannot be found that follows Minerva/SOLAR rules, select the best available record and make changes according these guidelines.

Working with existing Minerva/SOLAR records

Please avoid adding duplicate records to the database. Finding a poor record that does not meet your cataloging standards is not justification for adding a duplicate to the system.
1. An incomplete or poor quality record should be either corrected or overlaid with a new and improved remote record. All catalogers are authorized to perform these procedures. If you are not sure that the record is a match to your item, you may add a new record on the condition that any library or libraries attached to the questionable record be notified so that they may move their item record or records, if appropriate, and delete the “bad” record.
2. It is very important that any library notified about such records responds promptly to emails. If we are to maintain quality databases correcting and/or deleting poor or incomplete records should take priority over all other cataloging tasks.
3. If you are not authorized to make needed changes or are uncertain as to the correct procedure to follow, please contact a Maine InfoNet staff member.

Cataloging procedures

To be sure only quality bib records for graphic novels are added to the databases the following guidelines need to be followed. This may mean making a number of corrections to each new record you add or correcting existing records, but the benefit to both patrons and library staff will make this a worthwhile endeavor.
Fixed fields
There are three specific fixed fields that need to be examined.
1. Verify that the areas of the fixed field at the top of the bib record are completed correctly. The material type for graphic novels is “h.”
2. Expand the MARC leader by placing the cursor in the field; right click on the mouse and select “Expand field” from the dropdown menu. The REC STAT should be “c” if changes are made in the bib record. REC TYPE is “a.” It is very important that the BIB LEVL is “m.” If it is “s” for serial be sure to change it to “m” for monograph. This change will affect the display in the 008 field. The ENC LEVL is blank and the CAT

FORM is “a.” See Figure 2 below.

Figure 2. MARC leader for a graphic novel

2. Expand and review each area of the 008 field. If the MARC leader originally had “s” in the BIB LEVL several changes will be needed. When the last volume of a multiple volume set is received the date for that volume is entered in the Date Two area of the 008 field. If you double click on most areas a dropdown menu will display the options for that area. You do not need to change the existing Date Ent area.

Figure 3. Typical 008 field for a graphic novel

ISBN (MARC 020 field)
Follow these guidelines when adding an ISBN to a bib record.
1. All ISBNs that appear in the graphic novel you are cataloging should be entered in separate 020 fields in the bib record for that book.
2. If the item being cataloged matches a bib record with the exception of the ISBN, add the new ISBN in a 020 field in the existing record. Do not create a new record.
3. If each volume of a monograph set has an ISBN, add each number in a separate 020 field followed by the volume number in parenthesis. If there is a 10 digit and a 13 digit ISBN include both in separate 020 fields.

020 1591163323 (v.11)
020 9781591163336 (v.12)
Figure 4. ISBNs for a multiple volume set

Main Entry (MARC 1XX field)

The main entry for a graphic novel is selected by following the same standards used for any format of material. The rules governing the choice of main and added entries are found in Chapter 21 of AACR2 (Anglo American Cataloging Rules). Usually the name of the person or corporate body responsible for the creation of a work is entered in the 1XX field. The form of the name should be verified in the Library of Congress authority files. If there is already an authority record in the database for a name use the form that appears in the 1XX field. See Figures 5 and 6 below.

100 1 Smith, Jeff,d1960 Feb. 27-
Figure 5. 100 field from authority record for Jeff Smith author of “Bone”

100 1 Smith, Jeff,d1960 Feb. 27-
245 10 Bone.n[3],pEyes of the storm /cJeff Smith.
Figure 6. Jeff Smith entered as main entry in a bib record

Graphic novels that are adaptations

Keep in mind that some graphic novels have been adapted from another format. The name of the adapter should appear on the title page. Because the adapter has changed the text of the original work his or her name is entered in a 100 1 field as the main entry and the original author is entered in a 700 field. See Figure 7 below.

Figure 7. Adapter as main entry

Translation of graphic novels

If a graphic novel is a translation of material previously published in graphic novel format use the original author as the main entry.
1. If the name of a translator is on the title page include it in the “c” section of the 245 field. Make an added entry in a 700 1 field if you think patrons might search by that name.
2. If an adapter’s name is listed on the verso or some other place in the book he or she is probably an editor who made the translation more compatible with the illustrations. InuYasha is an example. “English adaptation by Gerard Jones” appears in some of the volumes but not on the title page. His name should be not be added to the bib record as his function is not considered of major importance.

Title and statement of responsibility (MARC 245 field)

Selecting the form of the title of a graphic novel to enter in the 245 field can often be challenging. Many lack formal title pages and the covers frequently are so creative that determining the title is difficult.
1. Be sure to look through the item carefully. Check the end of the book as the publisher’s choice of the title proper may be there.
2. One helpful tool is Graphic Novels : a Genre Guide to Comic Books, Manga and More by Michael Pawk (see Works Cited on p. 11). This publication includes the title proper for many graphic novel sets as well as subtitle information.
3. There are three types of graphic novels to consider:
a. Those complete in one volume
b. Multiple volume sets with only one title on each volume (separate volumes do not have subtitles)
c. Multiple volume sets with one title for the set as well as a separate title for each volume.
4. Please note that even though “graphic novel” is considered a specific format, no general materials designator (gmd) subfield is added to the 245 field.
245 field for a graphic novel complete in one volume
If the graphic novel being cataloged is self-contained in one physical volume, enter the title proper in the 245 field the same as you would for any single volume book.
See Figure 8 below.

Figure 8. A graphic novel complete in one volume

245 field for a graphic novel published in multiple volumes

1. A multiple volume set without subtitles for individual volumes is cataloged as follows. See Figure 9 below.
a. The main title (title proper) is entered in the 245 field.
b. There is no 4XX or 8XX field added to the record as this is not considered to be a series.
c. The statement of responsibility is entered following the title.
d. Do not indicate any volume numbers in the 245 field.

Figure 9. Multiple volume with no subtitles on individual volume

2. A multiple volume set with individual titles that look like subtitles for each volume is cataloged as follows. See Figure 10 below.
a. Enter the main title (title proper) for each set in the first subfield of the 245 field followed by a period.
b. Add the volume number if there is one in the subfield “n.” The first word for this subfield is capitalized, e.g. “nVolume one,” and the number of the volume is followed by a comma.
c. Next enter the subtitle preceded by “p”, e.g. “pOrigins”; subfield p is followed by the statement of responsibility.
d. Do not add a 4XX or 8XX field. When the number and name of the part of an item are entered in the 245 field it is not appropriate to also enter this information as a series.

Figure 10. Volume with both a set title and individual title

Variant titles (MARC 246 fields)

It is very important that variant forms of the title as it appears in the 245 field be entered in a 246 field. Initial articles should be omitted. There is no punctuation at the end of this field. Graphic novels may have variant titles in several places: on the spines, title page, cover, in subtitles, etc. Fans of this format may search any of these variations. Check “MARC tag info” for possible indicators. See Figure 10 above for examples.
Note: If a title begins with the author’s name, enter the title proper in the 245 field and the title with the author’s name in a 246 field.

Figure 11. 246 field with author’s name at the start of the title

Edition statement (MARC 250 field)

Enter information about the edition in a 250 field as in Figure 11 above. Please note that the publisher Viz Media tends to use different names for the same edition. This publisher of InuYasha used 2nd edition in the first 12 volumes of the set; switched to Action edition for volumes 13 – 26 and then changed the edition statement to Viz Media edition in the most recent volumes. Other sets by Viz Media have been done in the same way. In this case, do not make a new bib record for each different designation but combine all volumes on one record with an explanatory note in a 500 field.

500 Volumes 1-12 carry 2nd ed. designation, volumes 13-26 have the Action edition designation and Vol. 27-, Viz Media edition.
Figure 12. Edition irregularities in a 500 note

Publication, distribution, etc. (MARC 260 field)

If the graphic novel is a set that is not yet complete, the date is entered as still open. See Figure 13 below.

260 San Francisco :bViz Communications,cc2003-
Figure 13. 260 dates for an incomplete set

When the last volume of the set is published the closing date is added to the 260 field.

260 San Francisco :bViz Communications,cc2003-2008.
Figure 14. 260 dates for a completed set

Physical description (MARC 300 field)

Enter the physical description for graphic novels as you would for any book materials.
1. If the graphic novel is self-contained and complete in one volume, enter the paging as for any book. The illustration area should include “chiefly ill.” The size is given in centimeters. See Figure 15 below.

300 186 p. :b chiefly ill. ;c23 cm.
Figure 15. Physical description for a self-contained graphic novel

2. If the graphic novel is part of a set that is still being published only “v.” is entered with no number of volumes preceding.

300 v. :b chiefly ill. ;c23 cm.
Figure 16. Physical description for an incomplete set

3. When the set is completed the total number of volumes is entered.

300 43 v. :b chiefly ill. ;c23 cm.
Figure 17. Physical description for a completed set

Note area (MARC 5XX fields)

Notes are added to graphic novel bib records to insure that the patron will have access to important information not included in the previous fields. Examples are as follows:
1. If the title is taken from a source other than the chief source of information a 500 note is added.

500 Cover title.
Figure 18 Source of title added in a 500 note

2. Information about the original publication is important and should be added in a 500 note.

500 Originally published: Japan : ADV Magna, 1998.
Figure 19. 500 note about the original publication

3. Graphic novels are often compilations of individual issues of comic books. Include this information in a 500 note.

500 Originally published in magazine form as Tom Strong. #8-14.
500 “This book collects issues 1-7 of the Dark Horse comic-book series Classic Star Wars.”—T.p. verso.
Figure 20. Form of original material in 500 notes

4. Add a 500 note if the book reads from right-to-left.

500 This book is printed “manga-style,” in the authentic Japanese right-to-left format.
Figure 21. Right-to-left format note

5. If the intended audience is noted on the item add the information in a 521 note with the first indicator of 8. There are other indicator choices but those indicators are designed to automatically produce a phrase such as “Grade Level.” However, this function does not work in Millennium and the words do not appear in the OPAC. Enter the correct phrase followed by the intended information. See Figure 22 below for examples.

521 8 Grade level: 5 – 7.
521 8 Rated: T+ for older teens.
521 8 Age level: 5 – 8.
Figure 22. Intended audience notes

6. A brief summary of the contents may be added in a 520 note. See Figure 9 above.
7. A contents note may be added to the bib record for a single volume when appropriate. Important: Do not add a contents note to a record for a multiple volume set.

Subject headings (MARC 6XX fields)

Subject headings for both content and format should be added to graphic novel bib records. Two headings should be used consistently.
1. Graphic novels – The MARC tag is 650 because the heading “Graphic novels” denotes a format not a genre. The original country of publication and translation information should be added if known. See Figure 23 below.

650 0 Graphic novels.
650 0 Graphic novelszJapanvTranslations into English.
Figure 23. “Graphic novels” as a subject heading

The term “Graphic novels” is never used as a subdivision. There is a scope note in Library of Congress Authorities under the heading Graphic novels that states: the subdivision vComic books, strips, etc. is used after names of individual persons; individual sacred works, e.g.; BiblevComic books, strips, etc. and under topical headings. This heading is preceded by v because this is a form subdivision.

650 0 ArtistsvComic books, strips, etc.
650 0 Organized crimevComic books, strips, etc.
Figure 24. Form subdivision “Comic books, strips, etc.”

2. Comic books, strips, etc. is also a topical heading and should be added to each graphic novel bib record. The place of publication and translation information should be added as appropriate.

650 0 Comic books, strips, etc.zUnited States.
650 0 Comic books, strips, etc.zJapanvTranslations into English.
Figure 25. Comic books, strips, etc. as a topical heading

3. If there is an established fictitious character associated with the book include a heading for that character. There may be an authority record in Library of Congress Authorities.

650 0 Spider-man (Fictitious character)vComic book, strips, etc.
Figure 26. Name of a fictitious character as a topical heading

4. Genre terms are very helpful to patrons. There are two sources for these terms: Guidelines on Subject Access to Individual Works of Fiction, Drama, Etc. (gsafd) and Library of Congress Subject Headings (LCSH). Prefer terms found in gsafd and use Library of Congress genre terms only when an appropriate heading is not found in gsafd. For example, Horror comic books, strips, etc. is the correct gsafd genre term. See Figure 25 below

655 7 Horror comic books, strips, etc.2gsafd
Figure 27. Genre term from gsafd

Fantasy comic books, strips etc. is not a gsafd heading but it is a Library of Congress genre term and would be added as in Figure 27 below.

655 0 Fantasy comic books, strips, etc.
Figure 28. Library of Congress genre term

Added entries (MARC 7XX fields)

Added entries should be made for original authors, coauthors, illustrators (if named on the title page), translators (if named on the title page and considered important), titles of television versions of the graphic novel, etc.

730 0 Fushigi yugi (Television program)
700 1 Tinnell, Robert.
700 1 Vokes, Neil.
Figure 29. Examples of added entries

Cataloging Graphic Novels
Works Cited
Book Sources

American Library Association. Guidelines on Subject Access to Individual Works of Fiction, Drama, Etc. Chicago: American Library Association, 2000. (Currently out of print but available from Amazon.com)

Goldsmith, Francisca. Graphic Novels Now: Building, Managing and Marketing a Dynamic Collection. Chicago: American Library Association, 2005.

Gorman, Michele. Getting Graphic! : Using Graphic Novels to Promote Literacy with Preteens and Teens. New York: Linworth Publishing, 2003.

Library of Congress, Library Policy and Support Office. Free-floating Subdivisions: an Alphabetical Index. 16th edition. Washington, D.C.: L C Cataloging Distribution Service, 2004.

Miller, Steve. Developing and Promoting Graphic Novel Collections. New York: Neal-Schuman Publishers, 2005.

Pawuk, Michael. Graphic Novels: a Genre Guide to Comic Books, Manga, and More. Westport, CT: Libraries Unlimited, 2007.

Internet Sources
Cataloging Graphic Novels. University of Illinois at Urbana-Campaign. http://www.library.uiuc.edu/techserv/CatalogingDocumentation/Cataloging%20Graphic%20Novels.doc.

Gatley, Randy, Christine Wallace and Donna Waye. Boom: Graphic Novel Explosion @ Your Library. http://www.slais.ubc.ca/COURSES/libr517/04-05-wt2/projects/booom/print.html

Gorman, Michele. What Teens Want: Thirty Graphic Novels You Can't Live Without. School Library Journal, 8/1/2002. http://www.schoollibraryjournal.com/article/CA236064.html

Lewis & Clark Library System. Cataloging Graphic Novels. 2/12/2004. http://www.lcls.org/content/cataloging/general/Cataloging_Graphic_Novels.pdf

Hankins, Laura, compiler. LRS Field Initiated Study: Graphic Novels in Public Libraries. Boulder Colorado Library, April 2007. http://www.lrs.org/documents/field_stats/graphic_novels.pdf.

Tarulli, Laurel. Cataloguing Graphic Novels and Graphic Non-Fiction, Part I and Part II. 12/15/2007. http://laureltarulli.wordpress.com/2007/10/24/cataloguing-graphic-novels-and-graphic-non-fiction-part-i/

Acceptable Cataloging for Minerva Libraries

2009-01-27T08:47:00.004-05:00

On May 21, 2008, the Minerva Executive Committee approved a document that defines the phrase "acceptable cataloging" for Minerva libraries. In order to meet standards, bibliographical records in the Minerva catalog must meet the criteria outlined in this policy. The policy follows below:

Acceptable Cataloging for Minerva Libraries

Bibliographic records in the Minerva Catalog will conform to AACR2 rules except in special circumstances allowed by the Cataloging Standards Committee.

Records must be in correct MARC format and will include all appropriate MARC tags, indicators, and subfields.

The Fixed Fields section of the Bibliographic Record will be complete with all required information, including correct Material Type, language, non-filing characters, Location, language, country, input library, and initials. New records will have the cataloging date entered.

The MARC Leader will be complete with correct codes for Record Type, Status, and Cat Form “a” (AACR2) in particular.

The record will include all the following fields:

· 001 field, used for OCLC numbers only. (This is already an approved Minerva standard.) 001 fields containing non-OCLC numbers must be deleted. http://www.maine.gov/infonet/archives/minerva/cataloging/compStandards.htm **
· 010 field containing the LC control number if assigned.

· 020 fields with ISBN if one has been assigned and it appears inside or on the cover of the item, or ISSN in the 022.

· Nonprint, audiovisual material records will have a complete and correct 007 field for physical description.

· 008 field with complete information including dates and country code.

· 1XX field for the main entry if applicable, with correct indicators and the correct LC authority record form of the entry.

· Title information will be entered in 245 field according to AACR2. Correct indicators and subfields will be present, and correct punctuation will be observed. GMD information will be entered in this field according to the list approved by the Minerva Cataloging Standards Committee.

· 250 edition statement if applicable.

· 260 field containing place of publication, publisher, and date, using correct subfields.

· 300 physical description field with pagination, illustration details, and size in centimeters. Information regarding additional materials will be included as needed.

· 440/490 fields for series information if applicable.

· 500 or 538 note with system details for audiovisual materials, as described in previously approved MCSC standard policy. **

· 504 bibliography note (optional) will include pagination when possible.

· 520 field for summary note (optional field) will be not longer than 50 words in length. Content should be objective and non-judgmental in nature and should not include excessive plot detail.

· 6XX subject access field will be entered with correct indicators and subdivisions. Library of Congress subject headings will be used except where MeSH headings and GSAFD genre headings are required.

· 7XX added entry fields are included when applicable; the correct authority form of names will be used.

· 8XX series added entry fields are included when applicable. URL links to non- site specific resources are given in 856 notes.

In addition to the specific requirements listed above, bibliographic records will observe all previously approved Minerva Cataloging Standards and practices, including those that detail the proper handling of special formats and material types.

When a new library is admitted to Minerva, its bibliographical records must be examined and approved by the Maine InfoNet cataloging specialist and/or representatives of the Cataloging Standards Committee before loading.

Any policies that are approved in the future must also be observed.

Approved by Minerva Executive Committee
May 21, 2008