USMAI Cataloging Policy Committee
University of Maryland, Baltimore
HS/HSL, 440
Minutes of Friday, July 21, 2006
10:00 a.m. – 12:00 p.m.

Members present: Bass, Hanson, Ruth, Sipe, Vikor (recording), Williams

Decisions/Actions Taken since Last Meeting

• Vetted indexing of 028 through COIs and submitted an RX change request. This change has been implemented in TEST with good reviews.
• Obtained agreement for further item material types to be consolidated: VC1/2 and VTAPE to be migrated to VCASS, SER to ISSBD, and SRU to ISSUE. RX to be submitted requesting change to items and tab25.
• Tested reload of authorized bibs from LTI; load to LIVE complete; reindexing currently being tested.
• Tested netLibrary loader and reported consolidated responses from COIs to ITD.
• Added link to list of consortial group meetings to CPC Web page under Resources.

Hanson provided the following ITD update: Tim Clarke is a new GA with the ALEPH Team. A search is underway for a new systems librarian. An additional new GA will come on board in August.

Communication enhancement memo
In response to Barbara Gontrum’s request for committee input to an electronic newsletter, CPC will provide an update on what we have accomplished thus far and a link to our minutes for the premier issue in August. Sipe will prepare and send to jlank@law.umaryland.edu after conferring with CPC. In upcoming months, CPC will submit to E-News the Decisions/Actions section of our minutes along with the URL to current minutes.

Sipe will write to Gontrum suggesting that implementation of a Wiki would improve communication by allowing more timely information update to the committee site. We currently need to add documentation on ALEPH Authorities implementation and WorldCat holdings synchronization.

Reports on Task Groups and Committees

• Vikor on ERIC II
  NetLibrary record load has undergone review in TEST; and the records have been reloaded to the newly refreshed TEST. They wait in a queue for load to LIVE. Laura Wrubel has been activating the titles in all the SFX knowledge bases but the updating won’t be finished before the records are loaded to live. The bib URLs will be represented in the SFX menu if the title isn’t in SFX. The subfield 3s on the netLibrary tag 856s will be removed to prevent display of a confusing label with the URL in the SFX menu.
  
  Various developments make adoption of the single multiple-versions bibliographic record for e-journals in the catalog attractive at this time:
  
  • Link resolution via SFX works most reliably from the print record, since the print ISSN is most often the primary and sometimes only ISSN in the knowledge base. The ISSN in the knowledge base must be recorded in the tag 022 subfield a of the bibliographic record, and this is not always the case with the e-journal record. As a result, SFX may work from the print record and not from the e-journal record. Requests for addition of the e-ISSN must be submitted to Ex Libris for incorporation in the knowledge base, not controlled locally.
  • Cross-format availability is more easily determined from a single record than from multiple records.
  • USMAI is investigating a free OCLC service that can support ease of setting WorldCat holdings for our e-journal titles, such that we might consolidate holdings on a single record in ALEPH yet set holdings to separate records in WorldCat (See eSerials Holdings Service http://www.oclc.org/eserialsholdings/support/default.htm).
  
  
  CPC members expressed support for preparation of a proposal to adopt the single multiple-versions record for representing e-journal holdings in catalogusmai. Vikor and Ruth will prepare a proposal for review at the August CPC meeting. Vikor will share this information with the ERIC II Task Group at its next meeting, seeking feedback and support for incorporating the single record approach in planning for the catalog.
  
  
• Bass/Hanson on Authorities Task Group
  Bibliographic records cleaned up by LTI have been reloaded to both TEST and LIVE, and reindexing of TEST has been completed. The reindexing incorporated other changes that are currently undergoing testing. That testing should end July 25. On July 26, parallel indexing of LIVE will begin. LIVE indexes and bibliographic headings will be in sync once the reindexing is complete. In mid to late August, authority records will be loaded to TEST so that indexing of authority records can be tested. Later they will be loaded in LIVE, however there will be no linking between bibliographic and authority records. The User Interface Task Group is looking at various OPAC authority implementations in ALEPH catalogs and has a Webpage with useful links, Authorities in the catalog, at http://www.itd.umd.edu/pmwiki/pmwiki.php?n=UserInterface.AuthoritiesInPAC. Hanson plans to meet with a focus group at CP on July 26 from 9-10:30 for a guided discussion about authorities in other catalogs. Bass recommended looking at Duke University’s catalog as they use MeSH and LCSH. Links to authority implementation documents will be added to the CPC site.
  

Legacy Records
Due to lack of time, this item was deferred to our August meeting

USMAI Bibliographic Standards
Ruth has edited the Bibliographic Standards document to incorporate updates and will submit it to the COI for comment giving 2 weeks response time. Bass will draft email solicitations of the COI to gather information from member institutions on local practices for accompanying materials, boundwiths and LKR use, authority work, and cataloging titles in multiple formats. Responses may support revision of the Bib Standards.

Cataloging Liaison Issues
Ruth is working with the law libraries to identify titles in ALEPH that they wish to protect from record merge or overlay. Bass reported that she has received support to change encoding level on Quasi records from K to 3. An RX will be submitted. ITD is currently providing support for the load of 253 records cataloged by CES via CatExpress. CPC members expressed willingness to support a simpler solution to adding so small a file of records to ALEPH, such as batch export by UMBC via Connexion using a list of OCLC accession numbers accumulated from searching WorldCat in FirstSearch. Vikor will request deletion of UMC99 records having no holdings in ALEPH and will request reports of UMC99 records having holdings other than CP’s. The RX will include a request for system numbers of existing records with the same LCCN so that staff may move holdings to OCLC-sourced records in ALEPH and know when to search OCLC for records to import. Similar work may be necessary for Autographics records in ALEPH. CP completed work on their unresolved records from the WorldCat synchronization project completed in March. Other USMAI institutions may want to investigate and resolve their records on the exception reports. To support this work, CPC will put the reports of unresolved records on their website.

Set Agenda for next meeting, time and place
CPC and Authorities Task Group will hold a joint meeting on August 8 from 1-3 at College Park to discuss transition of implementation tasks to CPC. Our next regular meeting is set for August 17 from 10am to 1pm at HSHSL. CPC is returning to a 3-hour committee meeting format. Agenda items for next meeting include: OCLC-MARC update 2006 (Williams), Proposal to adopt single record for e-journals (Vikor/Ruth), Additions to the USMAI Bibliographic Standards (Bass), Authorities update (various), Report from CP’s Cataloging Policy Coordinating Team on local response to LC’s decision on series authorities (Ruth), Legacy Records (Vikor).

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