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USMAI Cataloging Policy Committee
Feb. 6, 2009 Minutes
Present: Davis, Glennan (note taker), Hanson, Ito, Mael (guest), Schadt, Sipe Absent: Ruth, Williams
Meeting Agenda:
CPC welcomed its new member, Fusako Ito. We adjusted the agenda, adding topic #7 (field 856 and notes), and we decided to have a very brief discussion about the 2009 work plan due to the unplanned absence of the CPC chair.
Baltimore Hebrew University bib record load for Towson (guest: Elaine Mael)
Davis and Mael summarized the issues surrounding the acquisition of items and loading of associated bibliographic records from the Baltimore Hebrew University (BHU). Towson has a Memorandum of Understanding to acquire these materials and will house them as a distinct collection, with a goal of accomplishing this by fall 2009. At present Towson expects limited new growth of this collection and plans on using existing call numbers and barcodes on the items.
BHU's records are currently in a TLC system. The records use extensive local fields (59X and some 7XX fields) to record copy-specific and provenance information, which should be retained when the records migrate to USMAI. Most but not all BHU records are OCLC-sourced. CPC recommends that those without OCLC numbers be checked against WorldCat to see if master records now exist.
The BHU collection has 80,000 items (probably about 60,000 records). At this time, no one knows how much overlap exists between the BHU holdings and records already in USMAI.
While ITD would prefer to use the existing OCLC loader, the BHU records appear to need a level of preprocessing that the existing loader cannot accommodate. In addition, Towson has competing needs for these records: retention of the local fields from the TLC records vs. the addition of vernacular parallel fields that could be available through OCLC. (When BHU cataloging started, TLC did not accommodate parallel vernacular fields.) However, if having to make a choice between retaining the local fields vs. the addition of vernacular fields, the local fields take priority.
Before progressing further on a bibliographic loader, CPC recommends investigating:
Decisions/Actions since December 5, 2008 meeting
Kat Ryner submitted CPC's report on Aleph Version 19. CPC recommended that USMAI implement Version 19 at the same time as Version 20.
The new layouts for the Cataloging Policy Committee and the Resources on Catalog and Database Maintenance web pages were announced and made live in December. The documentation for the WorldCat Synch Project was added to the Archives page in January. The Bib Notification Form was moved to the ITD web site. ITD added XPT tags for all institutions to the NetLibrary bib records. Some CPC members tested. The NetLibrary loader will be revised to include adding XPT tags in future loads.
Gordana submitted the CPC's annual report. She coordinated with Celia to fill the position Kat Ryner left. Fusako Ito has agreed to join CPC for a two-year term. The membership information on the webpage has been updated.
Kat Ryner submitted Rx 4495 and Rx 4496: 1) to request a new index for the Predominate Language of a title from the MARC fixed field and 2) to add instructions for this index to the OPAC help screens.
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.
Committee Housekeeping
CPC agreed to continue assigning note takers alphabetically. We also made the following changes to the CPC liaisons:
Glennan will update the CPC wiki with the new information.
CPC Web Pages: Archived USMAI Documentation
Sipe provided a list of documents currently linked at this page, along with recommendations about how to proceed. CPC agreed with her recommendations, which included:
CPC also agreed that some documentation should be updated to reflect our current work. Schadt will work to develop the Connexion equivalent to the old CatME & Passport Setup. Sipe will update the Caption Code List. Davis will send a message out to the COIs to generate an updated list of USMAI Bibliographic Specialists. The Material Type document will be removed, in favor of using the actual table available through USMAI. We noted that the current Procedures for Overlaying Brief Bib. Records document does not include the precedence chart.
For the future, CPC intends to retain older versions of the documentation, instead of simply overlaying the old document with the new information. This has not consistently happened in the past.
Sipe will make adjustments to the draft page, bringing proposed revisions to the next meeting.
Springer E-Books Loader Specs Draft
Yalan and Maria Fernandez have worked out the remaining issues since CPC's last meeting. The only major revision was the removal of tailored reports. Because this has already gone to the COIs for comment, it can move ahead based on ITD's schedule.
Field 856 and Library Notes
When ITD implemented the change in notes for electronic resources in November 2008, no one discussed the retrospective conversion of the old form of these notes, which still appear in current NetLibrary records. The old wording of the notes does not include the instruction to click on the Find It button.
At this time, CPC does not recommend retrospective conversion of these notes. This decision should be reevaluated after URLs are stripped from these records.
CPC Activities for 2009
CPC members recommend that we start discussions of the 2009 work plan via e-mail, since we need guidance from the chair about what should be included.
Round Robin
Davis: Rick has set a goal to complete Ebrary updated loader specs to reflect what actually happened by CPC’s March meeting. He also wants to further investigate the problems with vernacular Hebrew characters not loading properly for Towson, especially in light of the upcoming BHU load. In terms of identifying Towson faculty publications, CPC recommended using field 655 “Towson University faculty publications” with subfield $2 local in super holdings.
Ito: Bowie State is still having problems with conversion of records from CARL to Aleph; data is missing. Now that they have a new head of systems, they will be requesting additional reports from ITD to help solve this problem.
Schadt: Based on her experience with the slavery source materials microfiche, Audrey will draft a loader template for batchload of tangible materials; this would simplify the loader form for those situations.
Sipe: The new Head of Technical Services will start on March 30. Copy catalogers at UMBC will start providing metadata for images, focusing on the Hughes collection of glass negatives from the early 1910s through the 1940s. The collection consists of scenes in and around Baltimore. UMBC has loaded other image database metadata into ContentDM.
Next meeting
Due to the absence of two members, CPC decided to suggest two separate dates for the next meeting. We will decide which is better via e-mail: March 6 or March 13. Sipe will investigate the UMBC room availability for both dates.
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