USMAI Cataloging Policy Committee
December 5, 2008 Minutes

Present: Rick Davis (TU, recording), Gordana Ruth (CP, chair), Kat Ryner (SM), Vicki Sipe (BC), Virginia Williams (FS).

Meeting Agenda: CPC Membership/Chair Duties

Discussion of CPC membership and chair duties for the coming year was added to the agenda. The group decided that we would like to continue recruitment efforts to fill the space vacated by Kat, who is rotating off this year. Since three members will be rotating off next year, we agreed that it would be good to fill the current vacancy now, giving us the coming year to bring the new member up to speed. We also agreed that Gordana has served very effectively as chair and that a co-chair is not needed; Gordana agreed to serve as chair for another year.

Decisions/Actions Taken Since Last Meeting

We finalized vetting of the Safari loader for CP and the Slavery Source Materials loader for SU; we continued vetting the Springer E-Book loader for HS/HSL.

Gordana notified CLD Chair Celia Rabinowitz of the total number of vacancies in membership due to term expirations. Four current members-Audrey, Gordana, Kathy, and Rick-applied for and were granted reappointment to the committee.

Kat sent to UITG her proposed text to support OPAC searches using the new Predominant Language (008/35-37) index. UITG discussed her proposed text at their most recent meeting; Kat is waiting to hear back from them before sending the index proposal on to ITD.

Aleph Version 19 Upgrade

The committee reviewed Yalan Qi's comments/questions and Kat's summary of the Aleph v.19 release notes. While many of the v.19 features would be helpful, we agreed to recommend implementation of v.19 in conjunction with the upgrade to v.20. The report on v.19 will be shared via the Cataloging COI and posted on the CPC site.

CPC Web Organization

The group agreed that Kathy should work with Miranda to post her revised pages as soon as possible. Any further edits or modifications to the pages will likely be minor cosmetic changes, which can be dealt with after the pages have been posted.

Vicki will work further on the Archived USMAI Documentation page, which will be discussed at the next meeting. Vicki suggested adding "superseded by [link]" after obsolete documents to guide users to the current documentation. She also proposed adding short history notes to the beginning of some archived documents to explain the rationale behind the policy or procedure, but only when such information is readily available. Finally, she suggested posting/archiving on the CPC Wiki page past CPC communications to the COIs dealing with cataloging procedure and practice, since the COI archive isn't searchable.

Springer E-Books Loader Specs Draft

Yalan and Gordana had a conference call with Maria and Eric Rector from HS/HSL to discuss various questions regarding the Springer loader. 856 40 tags will be moved to 956 40 tags and retained in the records with the two-letter campus code HS added to subfield 7 to facilitate linking via Find It. Because the 956 tags will contain a stable DOI for each resource there isn't a concern about multiple URLs getting added to the records, as there has been with other e-book loaders.

Vicki will consult further with Maria and Eric on remaining CPC questions, including whether HS wants to use default overlay rules (which may lead to 956 tags and MESH headings not being present in any records that aren't overlaid); the use of 050/090 tags to generate call numbers and the request for a report on records lacking either an 050 or 090 tag; and whether preprocessing of the records is the best way to eliminate records for books with a publication date after 2008.

Loader Requirements for OCLC Sets for Tangible Materials

Loader Requirements for OCLC Sets for Tangible Materials

• a brief description of the desired call number precedence, if it is not already in the configuration file or if it differs from what is in the config file (included with Yalan's email);
• information on how items and holdings should be created (i.e., using MARC21 holdings tags or per tag 049);
• the method of download and EDX or PSW account login information that ITD will need to retrieve the records on behalf of the requesting campus, if ITD does not already have this information on file.

In addition, the requesting campus should notify both the CPC and ITD when it wishes to use the ongoing loader for batchloads of OCLC sets. The notification should specify which record set they wish to load and the total number of records in the set; it should also include sample records from the set.

The committee agreed that whenever the ongoing loader is used for OCLC record sets, as with the load of the Slavery Source Materials records requested by SU, this should be communicated to the COI.

We also discussed the possibility of having separate "Requesting New Bibliographic Loaders" documents for tangible and non-tangible resources, with perhaps the document for non-tangible resources further divided into e-books and other non-tangibles. Gordana will look into this further.

Guidelines on Single-Record Approach for E-Books

Gordana shared with the group the College Park Single Record Policy for Multiple Formats. In addition to the steps outlined in the policy, CP takes an "aggregator-neutral" approach with e-books. If a record already exists in the system for an e-book from a different vendor, CP adds their item and holding to that record rather than bringing in another e-book record from OCLC specific to their e-book vendor/provider. A staff note is added to the holding to indicate which vendor provides access to the e-book for CP. CP staff add 935 for the appropriate record on OCLC to the holding record; they do not attach their OCLC holdings to the record found in Aleph for a different vendor.

Non-OCLC Sourced Records

Virginia updated the group on the report she requested on behalf of CPC (Rx #3831) of non-OCLC sourced records in the database. The report included 170,888 records that are non-OCLC sourced, but this total included Marcive shipping list records and suppressed circ- and acq-created records. The report spec called for retrieval of all records with an 035 tag with two blank indicators and which contain a number beginning with anything other than ocm or ocn.

Some further clarification of the report specs may be needed, but since this report was requested in connection with implementation of WorldCat Local for USMAI, and since a decision on WCL is forthcoming from CLD, no further action will be taken on this matter for the time being.

Round Robin/Workplan Review

The committee reviewed the status of activities included in the 2008 Workplan. Gordana will draft a report that includes the following updates:

Goal 1

Goal 2

• Coordinate related database cleanups: Split headings: Change status to "Reported to Catdb COI."
• Consider process for receiving authority records that will not be coming from LTI: Change status to "No progress; still an issue."
• Participate in implementation of the authorities in local OPAC, if needed: Change status to "Awaiting further work on implementation by ITD."
• Status for other steps under Goal 2 unchanged.

Goal 3

• Vicki will revise the caption codes list, the training document on moving items and the staff searching document.
• Gordana shared the CP Single Record Policy for Multiple Formats with CPC.
• Kathy has provided periodic RDA updates to the committee.
• The question of whether any policies need to be adjusted for transition to WorldCat Local is still pending CLD's decision on implementation.

Goal 4

ERIC2: CPC reviewed ERIC2's recommendation to use MARCit and indicated our support of the recommendation to CLD.
UITG: Gordana will check on adjusting the Marcive loader for e-resources; the CPC supported the removal of the "beta" label on the New Titles List.
ASTG: Kat will write a summary of steps taken since the Serials Records Study Group report was submitted to CLD on Feb. 1, 2008. Kat worked throughout the fall on a list of 1,764 duplicate ISSN clusters in which at least one bib record contained a URL (analysis of these clusters was begun by Marlene Vikor last year). Of the original 1,764 duplicate ISSN clusters, 1,661 have now been reviewed. Kat has 103 clusters left to examine, which she should be able to do by the end of the year.
RSTG and ECTG: No activities to include.

Goal 5

Autographics: Kat reported that out of 11,726 duplicate LCCN clusters, 1,844 have been de-duplicated, leaving a total of 9,882 clusters. She is first de-duplicating clusters of three or more records.
Records merged on OCLC: Still waiting for solution from ExLibris.

Miscellaneous 2008 activities to add to CPC workplan:

• CPC web page updates
• Work with ITD on clarifying documentation needed to add OCLC record sets (see above; add under Goal 1?)
• Report on number of records with 711 tags containing both $n and $t. Vicki will request report as a follow-up to problems encountered with OPAC display of such fields, to help CPC assess scope of the problem.
• Rx #3904: Added 796-799 tags to Aleph validation tables, superholdings definition, and indexes. Tags 896-899 also to be added to superholding definition (still pending).
• Rx #3830 (request for report of number of records with multiple superholdings attached): This request was related to WorldCat Local implementation. Virginia will ask ITD to close the Rx for the time being.

Next meeting: Friday, February 6, 2009 at UMBC Tech Center.
Agenda topics:

• CPC web pages: Archived USMAI Documentation - 20 min.
• Housekeeping: With new membership we'll need to assign a CPC liaison for St. Mary's. Kat asks that whoever is assigned also get assigned as liaison for CEES.

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