USMAI Cataloging Policy Committee
October 23, 2007 Minutes

Present: Rick Davis (TU), Kathy Glennan (CP), Heidi Hanson (ITD), Gordana Ruth (CP, chair), Kat Ryner (SM), Audrey Schadt (SU), Vicki Sipe (BC, recording), Virginia Williams (FS)

General

• Minutes of the meeting of September 13, 2007 approved pending answer to question on loader request.
• Additions or changes to agenda
  • Ebrary loader
  • Credo procedure
  
  
  

Decisions/Actions taken since last meeting

• Gordana Ruth presented CPC concerns/issues at ERIC 2 E-Book Forum October 9, 2007. Other attendees from CPC were Hanson, Ryner, Sipe and Williams.
• Kathy Glennan updated the CPC web site with the LTI processing FAQ’s and the LTI Reprocessing Instructions.
• Virginia Williams responded to Clement Lau’s concern about sharing bibliographic records loaded for specific collections.
• Vicki Sipe submitted Rx 1898, requesting that SH2 (shelflist 2) be moved from a headings to a direct index. The recommendation was made after a two week comment period to the COIs. She also requested to: 1) reopen Rx 2865 - moving HOL records with attached items, and 2) to get an update on Rx 2926 - search results in specific library filters retrieve titles not owned by the specific library.
• Vicki updated the CPC problem submission form so that reports for Health Sciences go to Beverly Gresehover.
• Several members responded to Marlene Vikor’s request for input on the list of enhancements for Aleph version 20 impacting Cataloging and Authorities that was being formulated by the Aleph Product Leaders Group.
• Vicki sent out initial announcement for the Cataloging Workshop (to be held on 8 Nov) to COI.
• Vicki updated Aleph Cataloging Overview and Aleph Guide for USMAI Catalogers in preparation for Cataloging Workshop.
  
  

Follow up on ERIC 2 E-Book Forum

• Felt statement by Gordana Ruth clearly presented CPC concerns.
• Very valuable to hear the concerns of all the Task Groups on this issue.
• Some discussion on future of E-Books. Different models of access. Batch loads vs. Single title. CPC evaluation of loaders. Difficulties/challenges of possible single record. College Park work with Methods in Enzymology as one example of handling. Need to evaluate equivalency of electronic/print, size of collection (for batches), quality of records, etc.
• Next steps for CPC
  • Evaluate Electronic Collections Task Group vendor questionnaire
  • Begin to create best practices document for access to electronic books in the catalog
  
  
  

LTI reports on Unlinked Headings

• LTI reports are not broken down by institution. Linda Seguin (UMBC) has asked Kathy Glennan and COIall if it would be possible to get the unlinked headings report divided out by campuses with holdings on the bib records on which the unlinked headings occurred. The goal would be to allow each institution to follow up on its own headings. Kathy reported that getting this type of break down would be difficult, since it would require special programming from ITD.
• There was much discussion about follow up on LTI reports. What causes a heading to appear on LTI reports; did we send bad heading or is it not in the authority file? What kinds of headings do you investigate: numbered series, corporate names, personal names, etc.? Who would work on the headings? CP is currently doing some analysis. There was no resolution or plan for action to come out of this discussion.
• Consensus that anyone going through the LTI unlinked headings reports would be “authorized” to correct typos and other “obvious” errors regardless of whether or not their institution has holdings on the record.
• Interest in WorldCat Local and the effect this might have on authority work being done in Aleph was discussed.
  
  

Preparation for Cataloging Workshop

• Discussion to finalize agenda and topics to be presented.
• Vicki will send out announcement e-mail with agenda, links to documents for pre-work, and links to food, parking, etc.
• Vicki will finalize AV 18 documents and have them posted on the CPC web site.
• Heidi will send Vicki links for CP food options to be included in the announcement e-mail.
• Kathy will be time keeper (Vicki will be time keeper on Kathy’s session).
• Kat will speak to Celia about getting refreshments. Gordana will make arrangements if approved.
• Gordana will put together evaluation form.
  
  

Sephardic editions loader

• Sephardic loader approved. Gordana will contact Marlene with decision and post loader to COI for 1 week comment period. Then to ITD, depending on response from COI.
  
  

Ebrary loader

• Discussion generated questions and suggestions for Rick to take back to Bill Sleeman.
  • Language for 856 is Marshall Law specific. Needs to be language specified in URL Tagging and Notes document, “Access is available to students, faculty, staff, and on-site users from subscribing USMAI institutions. Needs to be 956 field rather than 856 field.
  • Clarify first page “records will not be exported out to OCLC.” Is this in reference to holdings not being set on OCLC?
  • First page “We are requesting that the loader copy the number that appears in the field ebrxxx to tag 035..." Suggest using "We are requesting that the loader move the ebr number in tag 001 to tag 035 and use the existing prefix of ebr as the identifier for this group of records." This language based on ongoing OCLC loader.
  • Suggest that Ebrary reader note appear in 538 System Requirements note.
  • Reconsider adding “subfield f to tag 533 to read: $$f (Ebrary).” This information appears in other fields.
  
  
  

Credo procedure (formerly XRefer)

• Vicki brought copies of the procedure. Please read. Vicki will ask for e-mail feedback before next meeting.
  
  

Proposed revision to Single Record for Journals Processing document

• Beth Guay has submitted proposal to update Single Record for Journals Processing document to account for impacts of CONSER Standard Record. The proposal is worth considering. Gordana will analyze the proposal, seek clarifications and revise the document prior to the CPC workshop on Nov. 9.
  
  

Housekeeping

• Loader responsibilities. Yalan and Gordana will work together to consolidate the two charts for tracking of the loaders proposals. Gordana will ask if Audrey can have editing privileges to monitor the CPC’s progress..
• Liaison duties. Audrey will be liaison for UMES.
• CPC web site update. Put on agenda for next meeting. Kathy will work on ideas for organizing the page.
• Chair alternate. Due to confluence of factors, we missed having a representative attend the recent Task Group Chairs meeting. Gordana will have Vicki Sipe (past Chair of CPC) added to the Task Group Chairs list. This will allow at least one other CPC member to be aware of upcoming meetings and possible conflict. For other meetings, the Chair can ask for volunteers on an ad hoc basis to make sure CPC is represented.
  
  

Round Robin

• Kathy updated the CPC membership and terms on the wiki.
• Virginia’s e-mail about changes in Technical Bulletin 254 needs to be addressed (added to agenda for next meeting).
• Kat moving and deleting bib records on 11,000 Autographics records.
• Rick announced that CALI records are being loaded in test this week. He needs to get the loader posted.
• Gordana reported that from the Task Group Chairs minutes that CPC is considered a model of communication. We are public about timely agendas, posted work plan, posted minutes. Our work plan needs to get to CLD and they will evaluate it against our charge.
• Vicki brought up the overlay hierarchy proposal that was e-mailed out to members for comment. This will be placed on agenda for next meeting.
• Heidi anticipates that she will be moving out of CPC and Yalan will be moving in. Timeline is related to ITD reorganizing. Nothing definite yet.
  
  

Next CPC Meeting

• Friday, December 7, 10 a.m. at the UMBC Tech Center
• Agenda items for 12/07 meeting:
  • CPC members’ terms of service
  • Loader
  • CPC web site
  • Technical Bulletin 254
  • Overlay hierarchy proposal
  • Cataloging Workshop debrief
  • LTI reports
  
  
  

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