USMAI Cataloging Policy Committee
March. 6, 2009 Minutes

Present: Davis, Glennan, Hanson (note taker), Ito, Ruth, Schadt, Sipe, Williams Guest: Elaine Mael

Meeting Agenda:

The agenda was adjusted to remove topic #5 re: CPC web pages and archived USMAI documentation. Sipe's proposed changes to the web pages (distributed in advance) were approved by the group, and she will work with ITD GA Miranda Johnson to update the pages.

Baltimore Hebrew University bib record load for Towson (guest: Elaine Mael)

Davis provided the group with a handout analyzing the BHU records. Davis and Mael lean towards a preference for retaining local notes in the records over getting vernacular characters, if a choice between the two is necessary. Various questions were addressed:

Q: Will BHU's OCLC holdings symbols be deleted? A: BHU's holdings will be switched to Towson in OCLC.
Q: Do we know how much overlap there is between the BHU holdings and holdings already in USMAI? A: Not yet – J. Nof (CP) and Ruth did some sampling and found about 25% overlap, but it may be a higher percentage. The next question will be: what happens to BHU-unique information in its records when the record is already present in USMAI.

Next steps: Get a better idea of the overlap. Understand how the collection will be housed and determine what the collections and collection codes will be. Determine what to do with 59x field data and how to do it, for the special collections in particular.

Decisions/Actions since February 6, 2008 meeting

Williams summarized CPC decisions and actions since the group's previous meeting:

Davis coordinated the project to update the USMAI Bibliographic Specialists document. The format of the email addresses were changed to prevent spam harvesters from gathering the addresses and to reduce the number of spam received. He asked Miranda Johnson to add this to the Resources on Cataloging and Database Maintenance web page.

Schadt created the OCLC Connexion to Aleph set-up document similar to the CatMe document.

The members agreed to password protect the Database maintenance notification form. The password is the usual one used for other protected links.

Sipe followed through on several outstanding Rx’s (2516, 3325, and 3862).

Topic: Patron Purge Activities and long lost items

ITD has been looking at the list of lost items that are attached to patrons whose privileges expired more than 5 years ago and who will be purged from the system. CPC has been asked to assist with identification of items that are associated with these users and with the removal of these items from the catalog. ITD was planning to create a unique IPS so that a list of lost items associated with this process could be generated and each campus could decide how they wanted to proceed. Out of 19,000+ items, 17,854 have IPS=MI, 1374 are blank, and a little over 100 have various other IPSs. ITD has generated reports of these items.
Outcomes: CPC supports the idea to begin with resolving the set of 100 items with various IPSs. CPC agreed with the ITD idea to assign a specific IPS to identify these items for cleanup. CPC was not quite certain what their full role in this process should be and wondered if further contact with RSTG was needed.

Topic: CPC representative on the Electronics Collections Coordinating Committee

CPC decided that Gordana Ruth is the group's first choice to represent the CPC at ECCC; second choice (if needed) is Vicki Sipe. Ruth will so advise C. Rabinowitz (CLD Chair).

Topic: CPC Work Plan for 2009

The group discussed goals and activities for the 2009 work plan, and revised status dates. Ruth will make revisions as agreed.

Topic: Bibliographic loader for tangible materials

The group reviewed the document prepared by Schadt and distributed by email prior to the meeting. Schadt will revise the document as suggested.

Topic: OCLC Expert Community Experiment: editing consortium records

Glennan reported that she has edited records to correct errors discovered through her review of reports provided by LTI as a result of authorities processing. CPC confirmed their support of this editing activity.

Topic: Bibliographic loader and OCLC nos in Holding records (935 fields)

In the process of batch loading OCLC Springer e-book record set for HS/HSL, it became clear that before overlaying records, OCLC loader was checking ocm numbers both in 035 fields in bib records and in 935 fields in HOLding records. In essence, this means that the loader is helping us maintain a single record approach for multiple formats, as long as the record numbers are appropriately recorded.

Round Robin

Hanson: A new password security policy is being implemented for ALEPH passwords and is currently in place in the TEST environment. Watch for information and instructions ITD will be distributing about the changes in password management. The new policy is scheduled to be implemented in LIVE in April.

Glennan: A service enhancement from LTI allows customers to add or delete specific authority records. We could use this to add headings with less than 5 characters (which are not currently processed by LTI).

Sipe: Requested that the email she forwarded to CPC regarding Field 856 and Library Notes be a topic for the next CPC meeting. She will attend ELUNA in May as the representative for CPC. She will add the SFX loader to the CPC archived documentation list, with a notation that it was never implemented. She noted that RX 2865 describes a feature involving moving HOLdings and items that was not available in Aleph version 16, but should be available in version 18, and suggested this feature should be implemented. She reported that the Springer ebook loader for HS/HSL is completed.

Williams: She has been working on adding e-journal titles to the database and consolidating the periodical bib records for these titles.

Davis: Has sent revised ebrary loader specifications to Yalan Qi for review, to document the process that was done with that load.

Next meeting

CPC will not meet in April. The next meeting will be on May 4 (Monday) or May 5 (Tuesday).

Maintained by: Information Technology Division College Park, MD 20742-7011