USMAI Cataloging Policy Committee Meeting
Friday, October 20, 2006
Frostburg State University, Ort Library

Present: Vicki Sipe, Heidi Hanson, Gordana Ruth, Marlene Vikor, Kathy Glennan, Virginia Williams, Wilma Bass (notetaker)

1. Call to Order The meeting was called to order and all commented that the colorful foliage made the 2 ½ hour trip to western Maryland worth the trip!
   
   
2. Decisions/Actions taken since last meeting, August 17, 2006
   
   • Compiled CPC's accomplishments completed in September for the October electronic newsletter, which included the following:
     • Proposal to adopt a single record approach for the cataloging of electronic journal titles. The proposal was supported unanimously by all respondents
     • Submitted as an Rx the specification for a monthly authorities extract and had it added to the web page for Authorities implementation resources.
     • Assisted Yalan Qi in updating the Collection Manager Loader specification to make it generic to the consortium.
     • Worked with ITD to update the specification for journal/newspaper/periodical on the USMAI Format Term Specifications page and to establish a new page USMAI Format Limiting Codes linked to and from the Indexing site.
     • Obtained a wiki.
     • Submitted as an Rx the addition of 655 tag to the SUL index.
     • Initiated preparation of bibliographic records with non-Roman data for processing by LTI through Rx submission
   • Received report that monthly extracts for LTI processing started in October. Also notified that the processing profile change to authorize 490's not in effect for October's extract but expected to be available to the November extract.
   • Vicki checked with Carlen about the possibility of "flagging" bib records to send out again for processing by LTI. CPC will need to set up the process to make this happen.
   • Marlene shared with CPC an exchange with Yalan about revising the Requesting new loaders document to assist the Acquisitions/Serials staff with loader specs.
   • We discussed the retention of lost items records in the Aleph database and how long this information should remain in the database before it can be purged.
   • Vicki shared with CPC the email exchange she had with Dr. Bahr concerning the Early American Imprints (Evans) bibliographic records. compiled October 19, 2007 (Virginia Williams)
     
     
3. Reports on Task Groups and Committees:
   Vikor (rep for CP) - Campus Contacts Meeting - held Sept. 28, 2006
   • USMAI draft workplan presented by Jamie Bush of ITD available.
   • ALEPH v.18 conversion - STP scheduled for June 2007
     AV18 implementation groups will be formed Nov. 2006
   • Training was major focus of meetings - task groups should be tasked with training
     Topics related to CPC: single record, authorities, training and sharing of macros, refresher course
     
     
   Sipe - Task Group Chairs Meeting - held Oct. 4, 2006
   CLD - Barbara Gontrum(ML),Celia Rabinowitz (SM)
   ITD - Jaime Bush,Carlen Ruschoff
   CPC - Vicki Sipe (BC)
   ECollections, ERIC II and ERM - Betty Day (ITD)
   RSTG - Beverly Gresehover (HS)
   UITG - Laura Wrubel (ITD), Cindy Todd (CP)
   AcqSer - Mary Gilbert (TU)
   
   
   • USMAI Consortium of Libraries Organization and Procedures Manual was discussed: the document does not address standing committees, such as CPC
   • All TGs and Standing Committees will get a wiki. There was no definite commitment on training for use of wiki, emphasis was on practice
   • ITD will create a distribution list for all chairs to coordinate activities
   • Group Renewals and Vacancy - CLD establishes TG, individual submits application, CLD makes appointment. Vacancy is filled by CLD, not campus of previous representative
   • Although CPC and USMECC are both standing committees, a written proposal for extension must be submitted to CLD
   • CLD will discuss hotel and meal payment for in-state training related to USMAI activities
     
     
   Vikor and Bass - ERIC II
   
   • Loaders subgroup working on developing brief bib for titles in KB with no record in catalog. Link resolver looks at first ISSN, which may not be the same as ISSN in KB
   • Plan to build holdings in the catalog for everyone's SFX-enabled serials, with automated additions and deletions based on KB monthly subscription changes
   • Goal is to provide maintenance of e-access in SFX KB, and eliminate URL in bib for SFX-enabled titles
   • For non-SFX enabled titles, URL will be maintained in the bib and displayed in the Find It menu
   • GovDocs access is concern - Bill Sleeman(ML) will discuss access requirements of depository libraries with GPO representatives at FDLP meeting October
   • Bass will develop guidelines for adding free monograph e-access to KB
     
     
   Hanson - UITG
   • Timeline for authorities in catalog revised for June implementation (with ver.18)
   • Usability testing being developed
   • Screen Design focus sub group - CPC suggested that UITG member Linda Seguin (BC) could represent cataloging perspective - indexing is major focus. CPC will monitor the work of the group.
   • MeSH will have separate browse search from LCSH
   • Bass will prepare HS observations of Corporate Body authority search in Aleph catalogs
   • New Books list - CPC will probably be needed to spec Item Processing status information
   • WebOPAC usage - CPC members will develop what type of information that would like gathered - Hanson will post on UITG wiki
   
   
   
4. Single Record for E-Journals Implementation:
   • Ruth and Vikor will develop documentation including:
     • Definition of equivalent content
     • Minimal elements of single record
     • Develop field to be added to HOL containing OCLC accession # of format specific record
     • Add 022 alternative ISSN to HOL
     • Expand 022 index to include ISSN from HOL
     • Expand 035 & OCM indexes to include newly defined field for OCLC accession # in HOL
     • Examples
   • Forum for Cataloging and SerAcq personnel - suggested date of 12/8 or 12/11 at CP Special Events Room (Ruth will confirm), Sipe will send out invitation asking for questions
   • Bass will contact RSTG to ask if they wish CPC to attend a future RSTG meeting to discuss concerns about the implementation of the single-record
   
   
   
5. Authorities Follow-Up Work:
   • Request ongoing processing profile from LTI
   • 490 spec: 490 with indicator of zero will be searched against the authority file
     • If there is a match: a 490 with indicator of 1 and 830 pair will be created as an authorized heading
     • If there is no match: the 490 with indicator of zero will be returned
     • This spec was not included in the initial or October extract - will be in effect beginning with November extract
   • Members agreed that in developing specs for implementation in new processes, we should minimize the need to alter existing loaders
   • 653s, 6xx with 2nd indicators of 4,5 or 6 (existing Rx) - will not be indexed, fields will be suppressed from display in brief and full OPAC displays
   • Processing of UMC99 and Autographics - on hold until returned from OCLC
     • Non-Roman - further work on these records will require programming from ITD
   • CPC will work with UITG to develop forum for spring
   • New procedure proposal: When adding a new heading to a record that has previously been extracted for authority checking, and the heading is not in the Aleph authority database, the cataloger should delete the 950 Auth Extract field to allow this record to be re-authorized and have authority record added. CPC needs to generate instructions for identifying situations that merit reauthorization of a bib record.
   
   
   
6. Review of CPC Workplan:
   • Members should inform Sipe of changes in draft distributed at meeting
   
   
   
7. Recommendations to CLD on Terms of CPC Members:
   • Sipe will revise draft and send to members
   • Letter will be sent to CLD by end of October
   • Recommending extending membership to 2 more individuals from different campuses
   • Recommending varying appointment dates of members
   
   
   
8. Lost/Missing deletion
   • Vikor will draft a recommendation for further discussion by the CPC. It will reflect concerns about lost item records degrading quality of the shared database
   • Need specific information from AcqSer and Circ on how long item must be kept for audit trail
   • Recommend that members from CPC, AcqSer and Circ develop procedures for ongoing deletion from ALEPH of resources declared lost
   
   
   
9. Training needs:
   • Usurped records document will be posted to website
   • Querry COI on cataloging needs
   • Recommend refresher course in late winter/early spring

Next meeting: Monday, Nov. 20 from 10am-1pm at HS

Submitted by, Wilma Bass

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