USMAI Cataloging Policy Committee
June. 8, 2009 Minutes

Present: Fusako Ito (BS), Gordana Ruth (CP, chair), Kathy Glennan (CP), Vicki Sipe (BC), Virginia Williams (FS), Linda Seguin (ITD, note taker), Rick Davis (TU)

Absent: Audrey Schadt (SU)

Topic 1: Serial Local Holdings on OCLC - Ruth  (Guest – Robin Moskal, RSTG)

• Contributing Local Holdings Records (LHR) to OCLC allows holdings to be seen at the WorldCat level, without entering a library’s local catalog.  Moskal explained that looking in each library’s catalog to know their holdings before placing an ILL request would be too time consuming.  Therefore a large percentage of ILL requests get rejected because the institution lacks the particular issue that is needed.  Moskal showed example of what Local Holdings Records (LHR) look like in FirstSearch.  Because LHR would improve ILL service, particularly within USMAI, RSTG submitted a request to CLD to find out how much work USMAI would have to do to batch load holdings to OCLC.
• Davis reported that Towson had done LHRs manually in the past, but found that they did not have the resources to maintain them.  If LHRs are not kept up to date, they are not useful.  With the batch load process, once ITD did the initial programming for the extract, there would be no manual maintenance beyond what is done in Aleph.  New batches of LHRs can replace the old ones at USMAI’s discretion.
• Since Aleph uses some non-standard MARC holdings data, we could really only consider sending our summary holdings (866) data to LHRs.  There was some concern about how detailed the holdings need to be in order to be useful.  Moskal said that it should be detailed enough to identify the gaps in holdings.  Even at the year (rather than issue) level would be good; something would be better than nothing.
• Because even doing an LHR test with OCLC would require ITD programming, it’s important to know that the holdings data that we upload would be detailed and accurate enough to improve ILL service.
• Outcomes: Ruth will contact Beth Guay of ASTG to find out who would be the contact for serials holdings at each institution.  Then CPC will ask those contacts to gauge the utility of their summary holdings (866) data for this project.

Topic 2: Decisions/Actions taken since last meeting - Williams

• The CPC web page has been updated to include the most current documents on: the Ebrary loaders, including an addendum to the loaders, Slavery Source Materials Loader, USMAI Bibliographic Loader Request Status, and the 2009 CPC workplan.  The email reflector has been changed to link to the new address.
• Sipe corresponded briefly with Beth Guay concerning the Captions List.
• Ruth reported our progress coordinating the lost items project with the USMAI institutions to Celia Rabinowitz.

Topic 3: Web OPAC TRT hot linking problem - Ruth

• Beth Guay reported a problem with the behavior of the results list when using the search shortcut for Titles/Related titles.  While normally, in a title results list, the searched title would be the second heading in the results list, with TRT, it’s the first heading.  This obscures the previous heading on the previous page. 
• Outcome: CPC thinks this is a bug more than an interface decision and a Web OPAC Rx should be submitted.

Topic 4: ELUNA report – Sipe

• Sipe reported that ELUNA was well attended by USMAI.
• Presentations have been posted on ELUNA site. Sipe will check with Yalan Qi about an announcement to COIall. 
• Even though much of the content of ELUNA is technical, it can give staff users valuable information on potential workflows and provides an opportunity to talk with other users of the system.
• Some sessions of interest:
• Comic books cataloging session – creating a genre index (authority file) in Aleph and interdepartmental workflows (Special Collections and Cataloging)
• eXtensible Catalog Project –  main focus was interoperability with Ex Libris products, but the project holds promise of being able to massage legacy data to make it usable for faceting. 
• MARCit – new features may allow some bib record customization in the MARCit export tool in SFX.
• E-book workflows
• Authority control
• Project management tools [ post-meeting addition]
• SFX reports and Advanced Collection tool (help for collection development) [post-meeting addition]

Topic 5: ITD’s feedback on NetLibrary notes standardization – Seguin

• ITD can do the cleanup either way: just target 856 $z on NetLibrary records or change any 856/956 $z with the former prescribed wording: 
• Access to this electronic book is available to students, faculty, staff, and on-site users at USMAI institutions
• Access is available to students, faculty, staff, and on-site users from subscribing USMAI institutions.
• to the new prescribed wording:Click on Find It button for information about online access.

• Outcome: Ruth will draft wording for an announcement to COIs saying that CPC is requesting this cleanup, with one week for comments. 

Topic 6: Recent experience with access to E-resource record sets – Sipe

• Sipe asked Maria Fernandez, Rick Davis and Bill Sleeman to review the status of access to titles in their recent e-book record loads.
• Towson and UM Law had both purchased titles from Ebrary.  Because the records had campus-specific URLs, it was decided that the titles would be loaded without URLs, even though a subset of titles was not yet in the SFX Knowledge Base (KB).  Most Ebrary titles from initial load are now active in the SFX KB.  It took about 5 months for the titles that weren’t in the SFX KB to be added, which was an impediment to access.  Because now the process has been smoothed out with Ex Libris, in the future cases it should take less time (maybe 3 months).  However, there are other variables that can interfere with titles being added to the KB.  Towson recently licensed some titles from Greenwood Press.  The E-Content team sent in the request that the titles be added to KB in Sept.  Ex Libris has requested information from Greenwood twice and hasn’t heard back.
• In Health Sciences’ Springer e-book load, about 55% were not in the SFX KB.  Therefore, they loaded records with URLs.
• Sipe noted that when URLs are loaded, there is very little incentive to remove them once titles are active in SFX.
• What is the best way to ensure access to complete e-resource sets without displaying unnecessary, and sometimes confusing, URLs in the catalog?
• Davis suggested that we suppress 856/956 fields that contain $7 from display in the full and brief views so that the URLs would only show up on the appropriate Find It menus.  The only drawback the group could anticipate is that, in some cases, there are no HOL/Item notes directing the user to ‘Click on Find It button.’
• Outcome: Seguin will double-check that it is possible to suppress the fields based on the presence of $7.  If so, CPC will make a proposal to UITG. 
• Note: Since this course of action would impact the URL note cleanup, this issue should be resolved first.

Topic 7: ITD report - Seguin

• Moved suppression of specific subject heading fields to Live (Rx2516, 3325).
• Working on request for deletion of patron purge items from UMBC (Rx 4788).
• Looking into an outstanding Rx (4680) regarding customized field label display based on relator codes. Glennan pointed out that relators take on greater importance in RDA and advocated for having the codes display as terms after the heading, rather than labels in front of it.  This coincides with one of the workarounds that Seguin has been testing.  Seguin will consult with Heidi Hanson to take to UITG.

Topic 8: SCMI reports – Ruth

• Seguin reported that the exclusion of various IPSs can be accommodated on a campus by campus basis. 
• Outcome: After CP’s request is finished, Seguin will work on getting documentation on the Aleph Ad Hoc Reports web page so that other campuses can easily request the report.  When this is done, Seguin will make an announcement to the COIs.

Topic 9: ECCTG report - Ruth

• Minutes of the 5/29/2009 meeting are now posted on the USMAI web site.

Round Robin

Glennan

• Semi-annual unlinked heading report: the report was massive, as it contains the unlinked headings for the entire base file.  It supersedes the previous AUP unlinked heading report.
• PP deletes – Morgan had 1200 titles.  They have been cleaned up manually.  Some items were found.  They are in the process of deleting OCLC holdings.

Sipe

• HS/HSL wrote saying that the March CPC minutes make reference to the loader “helping us maintain a single record approach” by matching on the 935 field.  Since USMAI has no policy about the single record approach for monographs, HS/HSL does not see this as desirable.  It took considerable effort for HS/HSL to load their e-book records that happened to match other campuses’ 935s in Aleph.  Because the loader’s actions were by default and not by design, Glennan suggested changing the wording in the minutes from “helping” to “causing.”  It may be that USMAI needs a policy for monographs.  This topic will be on the next meeting’s agenda.

Williams

• Contacted Arlene Klair about MARCIVE – how does MARCIVE know when a campus deselects a title?  Arlene is working on some documentation.

Davis

• Excel to MARC: Contacted Bill Sleeman – told him that the next step is for him to provide a sample file and that Seguin is the ITD contact for this.
• BHU – BHU is working on getting their database frozen.  Davis and Seguin have been talking to TLC and working on specs. Towson is getting EDX account with OCLC in preparation for the work.

Ito - no report.
Ruth

• CP item deletion progress: CP began to delete serial items with IPS=PP, but soon learned from some of their locations that further examination of their shelves was needed. Therefore the cleanup effort was suspended until further notice. 

Next meeting:

• Tuesday, August 18, 2009, 10:00 AM to 1:00 PM at the UMBC Tech Center.
  

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