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USMAI Cataloging Policy Committee
September 30, 2008 Minutes
Present: Rick Davis (TU), Kathy Glennan (CP), Heidi Hanson (ITD), Gordana Ruth (CP, chair), Kat Ryner (SM), Audrey Schadt (SU), Vicki Sipe (BC), Virginia Williams (FS, recording).
Decisions and actions taken since last meeting
The members reviewed:
We continued to work on fine-tuning the Special Loaders checklist. Vicki shared the preliminary draft of the Springer loader specs created for Health Sciences.
ERIC 2 Meeting Update
Gordana shared the ERIC2 September 16 minutes earlier by email and opened up the floor to questions or discussion.
Virginia asked for clarification of the use of 856/956 tags for URLS. We were reminded that the preferred access to electronic materials is through SFX. For materials not available through SFX, the choice of the 856 tag or the 956 tag depends upon the source of the documents. The 856 is used for resources from publishers such as NetLibrary and Government Documents.
In addition, there were titles in both sets that did not contain ISBNs. The ISBN is the match point used by SFX to assure access. ML set had 60 records without ISBN. TU set contained 649 records without ISBNs. ML and TU will go back to the vendor to get these records fixed.
We also discussed the proposed charge for the new task group. Questions came up concerning MARCIT and who would be involved with the implementation of this service if ERIC2 does not continue. How much involvement will CPC have?
Multiple OCLC numbers in Marcive Records
Virginia explained the problem found with the Marcive records and multiple 035 with double blank indicators containing distinct, active OCLC numbers. Aleph bib records for print government document titles were being overlaid by different bib records for the electronic version of the same government document title, in most cases. Two examples are: Rare earth elements: critical resources for high technology, system number 2766895 (035 tags: ocm52156424 and ocm51797140) and 2) Earth observing-1 extended mission, system number 2892720 (035 tags: ocm53047316 and ocm53368824). Gordana reported that Arlene Klair does not think it is the situation of reusing tmp numbers but thinks the problem originated with GPO's cataloging. Arlene will talk with Laurie Hall from GPO to find out more about the situation. In the meantime, we are collecting examples of the records in Aleph, but we are not to clean up these records at Arlene's request. An Rx will be submitted to get a report of how extensive this problem is in CatalogUSMAI.
Inserting 035 SFX in the bibs
Gordana shared the chart created by Laura Wrubel outlining the different scenarios for linking to e-books in the catalog through the Find It button. Gordana described the option of adding the object id in the 035 with the prefix sfx. This can be especially helpful for older titles that lack a 020 or 022. We were reminded that this practice had not been implemented at the time when this document was created, but is now encouraged by Laura Wrubel. We were also reminded that searching in the knowledge base for individual titles different than those in Aleph can be challenging at times. If you are searching for sets, contact Laura for assistance.
CPC Web organization
We looked at the latest mock-up of the CPC and Catalog and Database Maintenance web pages that Kathy created. Much of the conversation concentrated on the layout and organization of the Catalog and Database Maintenance web page. The major divisions will be re-ordered and the links under the Cataloging Policy Committee section will be moved to other sections. Each section will have the primary document or form listed first with the rest of the documents arranged alphabetically. The CPC minutes for 2007 will be collapsed, while the current ones will remain as individual links. Kathy will make the suggested changes and send out the updated drafts to the committee members to discuss by email. Vicki will look at the Archived USMAI documentation web page to determine which documents are superseded, obsolete or replaced. Heidi will talk to Miranda to find out if she can work up the CPC page to make the page compact and visually appealing. [Heidi spoke to Miranda who is willing and available to help, per email dated Oct. 2, 2008]
Springer Loader Specs Draft
Vicki asked that we email her if we see anything of concern while reading the Springer Loader specs draft. She has been working with María Fernández at HSHSL and that there is still much to be done before it can be vetted by the COI's.
We briefly discussed access to e-books: how quickly the access is available through the catalog, the reality that access is not immediate and the impact that communication, staffing and ExLibris play in the timing of this access.
Finding DVDs in the Catalog by Language
We reviewed Kat's proposal for a new word index for a language search using 008/35-37. This search is a narrower search that the current WLN search. We came up with a name (Predominant Language) and decided it would be available through a CCL search with information about this search in Help. Kat will rewrite the proposal and send it to the COI for comments for a two week period.
E-book issues
NetLibrary titles were loaded in two tiers with holdings and items created for every institution that wanted them. A problem was discovered that only UMUC, through whom most of the NetLibrary titles were coming, was having an XPT tag added. ITD can revise the loader to add holdings to OCLC for everyone. CPC is fine with ITD's revision.
College Park is purchasing Echo Books (located on the Ebrary platform) through Blackwell, preferring the electronic version. They are not automatically getting OCLC records for these titles; the Acquisitions Department is searching and retrieving these records. Some of these titles are Ebrary titles. The question came up about how to deal with the titles which have Ebrary records in Aleph. Two options were discussed: 1) If there is an OCLC record and it is equal to the Ebrary record, College Park will add an 035 with the ocn/ocm number and an XPT tag to the Ebrary record, 2) if the OCLC record is better than the Ebrary record or there is no OCLC record, College Park will add the 035 ebr number from the Ebrary record to the OCLC record and overlay the Ebrary record in Aleph. If there is no record, College Park will do original cataloging, add the 035 ebr number and overlay the Ebrary record in Aleph. Rick suggested that College Park add the XPT tag for Towson, since it may be less work than notifying them. Gordana will look further into this and get back to us. Bill Sleeman will be brought into the conversation.
Round Robin
Audrey mentioned the problem of doing a "title begins with" search using the words "the" and "an" and getting many titles in the result. These titles usually come from the 505 field, since the title index includes many different tags including the 505. We can look at the definition of the title index again if necessary.
Rick reported on the Ebrary load. Titles with ISBNs that aren't in the knowledge base have been sent to Ex Libris and those titles without ISBNs have been sent back to Ebrary for updates. He believes that TU will be able to handle the monthly deletes manually.
Kathy reported that LTI was sent 47,000 records for the base file, which included all the pending records including Ebrary records. This new base file was created free because of 6 months of records were not included in the original base file. There were some problems with the Ebrary records. Some diacritics were represented by five-letter codes surrounded by "curvy" brackets, such as "M{diaer}uller". Kathy corrected these diacritics.
Kathy asked whether we need a CPC member as an official representative to UITG. We decided that we would connect with the cataloger who was appointed to that task group.
Virginia asked about the information given in the canned Count by Call Number Report and what the numbers actually represented. The numbers by the specific call numbers represent a range.
Gordana mentioned that the only feedback she received on Requesting Bibliographic Loaders document was that we needed to include a warning in the Checklist for loaders about bringing in records that can't be shared by all institutions. She will make the changes and share it with CPC and the COIdb.
Next CPC meeting
Monday, November 3, 2008 at Tech Center
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