USMAI CPC Committee Meeting Minutes

University System of Maryland and Affiliated Institutions

USMAI Cataloging Policy Committee
Oct. 12, 2009 Minutes

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

Topic 1: Decisions/Actions taken since last meeting – Williams

Ruth welcomed Constance Blake-Parker as the new Cataloging Contact from Coppin. The contact list was updated on the Wiki and the webpage.

Each committee member sent emails to Campus Serial Contacts, and copying their respective Cataloging Contacts liaisons, requesting information on the campuses’ summary holdings practices.

Sipe shared with HS/HSL concerning the proposal on separate records for e-books. The committee members surveyed their cataloging contacts about the individual library’s cataloging practices for e-books.

Williams and Seguin continued to work on finishing up Rx3904 concerning the updates mentioned in Technical Bulletin 254. They discussed the best way to submit the Rx for the new and changed MARC tags discussed at the August meeting from Technical Bulletin 257.

This topic led to brief discussion on future MARC changes. We will submit an RX for future changes and include COIall as an additional community in the RX as a method of notifying everyone who might have an interest. The RX will include a brief justification statement about the RX representing changes in MARC.

Seguin wrote CPC proposal on suppression of urls. Proposal submitted to UITG for consideration. UITG posted to COIALL for comment period. In Oct. 6, 2009 e-mail to CPC Susan Wheeler for UITG said that proposal was supported by feedback and we could move forward.

Topic 2: Serial Local Holdings on OCLC – Ruth
Aside from the results of our survey listed below, discussions showed an interest in establishing a timeline for this project. There was a question about whether the local holdings info that OCLC displays derives solely from tag 866 or whether 853/863 enumeration/chronology info is also included.There was also a request to clarify if all institutions needed to have their holdings uploaded to OCLC at the same time.

During August 2009 the Serials Contact person at each USMAI institution was asked to answer the following questions about their serial practices:

Have you been creating holding records with summary statements in tag 866? If so, how would you assess their completeness and accuracy? If you have not, would you be able to supply them retrospectively in order to participate in the project?
Have you been coding physical description in tag 007 in holding records? If so, has it been done consistently for all titles, or only in some instances? Please explain.
Finally, does your campus have different collection codes established in Aleph for serials in different formats?

Here is a summary of the responses by institution:

Institution	866?	007?	Coll Code	Participate in project?
BSU	Yes	No	One code	Yes
CES	Yes	Yes	No	Yes
CSU				Recently had a change in personnel; we await an answer
FSU	Yes	Mostly	Serials in formats other than print are in collection code by format rather than in a serial code specific to a format.	Yes
HS	Yes	Yes	Print and online	Not yet discussed
MSU				No response
SU	Yes	No	Print and online	Yes
SMCM	Yes	Yes	Yes	Not yet discussed
TU	Yes	No	Yes	Yes
UB	Yes	No	No	Interested, depends on workload
UB-Law	Yes	No	Not answered	Unable to commit to participate at this time
UMBC	Yes	No	2 codes by format; 4 codes for location (these represent print)	Not yet discussed
UMCP	Yes	Yes. Concern for accuracy at least partially due to migration from CARL	Yes	Yes
UMES	Yes	No	No	Yes
UMLL	Some	No	Codes not based on format.	Might be interested depending on timeline and expectations
UMUC				They have not been cataloging their serials, but will begin. They will follow the guidelines mentioned and would like to participate in the project.

Topic 3: All Campuses 856/956 code as it relates to the suppression of 856/956 with $7 – Seguin
The CPC suppression proposal was endorsed by UITG. ITD is investigating methods and the creation of two additional codes: ALL, for purchased resources available to all USMAI institutions; and FREE, for non-purchased resources available to all USMAI institutions, like state gov docs. 856/956 with $7 ALL would be suppressed from PAC display, while those with $7 FREE would not be suppressed, allowing access for the general public via the catalog. Seguin will submit a proposal on the creation of these two additional $7 codes to COIall.

Topic 4: Best practices document on E-books – Sipe
Discussion around what existing documents need to be included. The ERIC2 document “Linking to E-books in the Catalog via Find It” http://usmai.umd.edu/eric2/Ebook_linking_options.doc is considered a good starting point. We will ask to have this document linked to the Cataloging and Database Maintenance resources page, maintain an archival copy, and update to reflect more recent practices. “Notes for URLS in catalogusmai” document will also be included. http://www.itd.umd.edu/LIMS3/DLM/Documentation/notes&taggingurl.html Suggestions on inclusion are welcome.
Davis and Sipe will put together a document for consideration.

Topic 5: Report from USMAI task group chairs meeting – Ruth

Celia Rabinowitz requested information on terms coming to an end from each of the Task Groups Discussion and some support for overlapping incoming members with outgoing members so that new members can have an orientation period.
Discussion on responsiveness by institutions to requests for information from Task Groups.
Discussion on Task Groups. Topics included: is each group staying within its scope of work, responsibilities of chair, frequency of meetings, and possibility of substituting other meeting methods for meeting in person. Carlen Ruschoff offered that Miranda Johnson could come to Task Group meetings to demonstrate GoToMeeting software. It is becoming more difficult to recruit members for task groups. Having an ITD representative on each Task Group has been very helpful. Task Groups should feel free to ask CLD for clarification on charge, projects, timelines, tasks, etc.
Discussion about USMAI monthly operating costs. Looking for possible savings in the area of services. At this point everything is open for discussion, but no decisions have been made. The authority processing done by LTI was mentioned as an example of services. .
Carlen Ruschoff reported on IGeLU (International Group of Ex Libris Users) meeting

Aleph and MetaLib are considered mature products and there will be no major development work done on them.
MetaLib will be moving to Primo platform. Those without Primo (ex:USMAI) will still be able to use MetaLib.
Aleph version 20.2 in Spring

Ruschoff provided ITD update

ITD wants to provide the consortium with more standardized work and fewer customizations.
Planning for Spring testing of Aleph Version 19/20 needs to be on the work plans of Task Groups.
New web pages for USMAI coming. Some will migrate in November. Task Groups will be able to update their own pages after migration.

Topic 6: Single record approach for e-books – Sipe
During September 2009 the Cataloging Contact at each USMAI institution was asked to answer the following questions about their e-book practices:

Are you cataloging e-books?
Are you using a single record approach, i.e. attaching e-book holdings to records for print? Under what circumstances?
Are you using a separate record approach, i.e. attaching e-book holdings only to e-resource records?
Have you had any feedback from your reference librarians and users on your current cataloging practice for e-books? If so, please share.

Here is a summary of the responses by institution:

Institution	Cat e-books?	Single record? When?	Separate record?	Feedback
BSU	No	If the access to the e-books from holding records are easy, we support single records.	N/A	No answer.
CES	No	NA	NA	NA
CSU				Recently had a change in personnel; we await an answer
FSU	No	N/A	Prefer separate	No feedback
HS	Yes	No	Yes	Librarians prefer separate records, esp. Services personnel.
MSU				No response
SU	No	N/A	N/A	Nothing specific from reference. Seem to think it would be simpler if single record.
SMCM	Yes	Sometimes, when we already have print holdings, and/or when there’s no OCLC record for the electronic version	Sometimes, when we don’t already have print holdings, and there’s an OCLC record for the electronic version	No
TU	Yes	Started with single, shifting to separate	Shifting to separate	Head of Reference prefers separate
UB	Yes; only a few	No	Yes	No
UB-Law	Yes; only a few	Yes; prefer single	No	No answer
UMBC	Yes	Sometimes, when there is a print record in the system that already has e-holdings attached, we will also attach e-holding	Preferred	No
UMCP	Yes	Yes	No	Reference and public service staff prefer single. Cataloging staff prefer separate.
UMES	No	N/A	N/A	No answer
UMLL	No, not adding individual titles	N/A	Would prefer separate	No answer
UMUC	No	N/A	Would prefer separate	No answer

There is some interest in a detailed investigation of how the single record and separate record scenarios play out in World Cat Local.

Topic 7: Moving CP's campus-specific cataloging documentation to an intranet – Glennan

College Park will be moving the documentation on their Technical Services Division, Policies, Procedures & Work Flow page to a College Park only intranet. http://www.lib.umd.edu/TSD/tsd_policies2.html

It was noted that at least one document on the page, “Coding holdings & items in Aleph,” was very useful for the consortium at large. We would like to post a copy of this document on USMAI pages, perhaps with Ongoing Loader Specifications. People are encouraged to look at the page while it is still available and see if there are other documents that might be more widely applicable. We can request that such documents be posted to applicable USMAI pages.

Topic 8: ITD report – Seguin

Work continues on Rx3904 concerning the updates mentioned in Technical Bulletin 254. Test in test is next step.
BHU record load for Towson. Expecting the records back from OCLC this week. Mike will look at a loader specification for creating a superholdings even if the record is not a new one.
New Aleph password policies are now in place. It was noted that the communication from ITD on the changes has been extensive, timely and clear. The new practices are working well.
SysAid transition. All ITD units will be transitioning to SysAid help desk software. The ILS team will be transitioning from the current RX web to SysAid. A prototype form for reports is being worked on; prototype for shelf list should be done by the end of the month. In November, CPC will be asked to look over the prototype form. Hope to include more prompting for information needed by ITD.
Recent report by Bill Sleeman (UMLL) that he was not seeing his PromptCAT loader reports brought to light an issue with loaders and reports. Please report to ITD as soon as possible if you are not seeing an expected loader report. The absence of a report can mean that the loader is not loading records.

Topic 9: Round Robin

Glennan reported that the LTI semi-annual reports on unlinked headings includes all the unlinked headings in the system. It is not limited to a time period; thus the resulting file is huge.
Ruth noted that the terms for Davis, Sipe and Williams are up in December. She will send this information to Rabinowitz as requested at the Task Group Chairs meeting.

Next Meeting: Friday, December 4, 2009
Next Agenda: Aleph Version 20 enhancement notes, Work plan update, other topics forthcoming.

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