Cataloging Committee Meeting
Monday, December 7, 2015 at 11am (PDT)
via GoToMeeting software
Attending: Valeria Gardner (Ontario Comm.), Molly Hamlin (Planetree), Darlyne Johnson (Ontario Comm.), Beth Longwell – Interim Chair (Sage), Brent Mills (Sage), Joyce McCurdy (Ontario Comm.), Dea Nowell – Recorder (Umatilla Co. SLD), Mary Reser (Gilliam Co.), David Sale (Sage), Jenny Simpson (Nyssa) , Perry Stokes (Baker Co. LD), Kathy Street (Oregon Trail LD), Catherine Wick (Pendleton), Carmen Wickam (Baker Co. LD).
The meeting was started shortly after 11:00 am by Beth Longwell.
Discussion/Approval November 2, 2015 Cataloging Committee Minutes: Carmen moved to accept the minutes, as presented. Catherine seconded the motion. The minutes were approved.
Additions to agenda?
– new CIP data block (Dea)
Matching Standards Changes:
Beth pulled together a new draft document based on discussion from the last meeting. The date is more secondary in comparison to the current matching standards policy (2002). Just as a reminder, Dea noted if the dates is too disparate, or too far apart, remember that some of the content could have changed, especially depending up on the form of the items (like non-fiction). The drafted document was reviewed and adjusted a bit by the Committee. Discussion was held regarding audio-visuals and it was determined that currently this document is geared more toward books. It was also discussed whether we should have 2 separate documents, one for books and one for audio-visual materials, or whether we could combine them into one document. It was determined for the current time we would focus this document on books and work on updating this document to add audio-visual material references into this in the future. Dea moved to accept this working document for books and that we will add to it in the next couple of months. Carmen seconded the motion. The motion passed.
Action:
Matching Standards posted on website and sent out via Sage-Cat list.
Genre:
Beth noted that we have a situation where we’ve always used 655 for genre and have a genre index based on that. A lot of records are coming into the system with genre and form in 650 fields. What we’ve essentially got is a mix of genre being in 650 fields and in 655 fields. Beth proposed if we see in incoming records a genre in a 650 to change it to a 655. There were no comments made in opposition to this recommendation. Perry noted that he thought this was already standard practice and has been doing it. It was standard practice in the past, Beth noted, however it seems it is either being overlooked now or it’s just more prevalent out there in the rest of the cataloging community for 650 to have assumed that role. Beth can do some batch updates, but for ongoing work it’s good to reiterate that we think it is important. She asked David to send a cataloging tip to bring this up to people again that if we are bringing in records and notice that these records have 650s with genre in them to make that change. Some people may also need a reminder of what genre is as well. It was noted that sometimes we get used to seeing something the way it is and not necessarily as it should be.
This led to a short discussion of other areas that seem to be common errors, kind of like a checklist to watch for. Perry noted that sometimes imported records with a 264 2nd indicator will import as a 1st indicator. Beth noted that she would watch for that. Also since we are still using GMDs, sometimes they aren’t there or aren’t the standards (such as videorecording with DVD after it). We’ve always talked that the GMDs should be the standards not with added info. We should remind folks about this and about correcting it if they see it. (Clarification, GMDs are still acceptable practice in the wider cataloging community.)
Action:
David to send out a cataloging tip on genre.
Remember to add GMDs if they are missing and also to correct GMDs if not in the standard form.
Current cataloging concerns – parts/complete sets:
Buzzy emailed Beth asking about parts, though not a cataloging issue per see, Beth brought it to the Cataloging Committee since catalogers are involved in the process. Buzzy was wondering whether it was possible for more DVD sets to be grouped as a complete set as opposed to being broken out. It is still causing some patron angst. Beth was wondering what the hindrances to having the whole set together were. Catherine noted that at their library the cases are purchased with 1, 2, or 3 disc capacity. So if a set is purchased/donated without a case, then they are left to split them up to fit into the cases they have. Also if a case is damaged in transit they have to downsize the set into the cases they have. There hasn’t been money used to purchase larger cases at this time. Others noted how the items were purchased or received as donations made an impact on how they were added to the System as well. Beth noted that we have the parts management in there and so it should prompt the patrons to select as such. Beth will get further clarification on this from Buzzy. Brent noted that in some of the cases that Buzzy was referencing it also had to do with a number of items having the age-hold protection on them. Brent noted he thought Buzzy was also leading into an age-holds protection kind of question too.
A quick reminder that we need to be setting the parts on items would probably be helpful.
David asked about using the audiobook cases for DVD sets. A response about theft protection methods and shelving separately was part of the reason noted by one library as to why this wouldn’t work well for them. David noted that this was probably last resort type of option since you’d have to create a different cover, etc., to fit the case.
Action:
Reminder to use parts.
Cataloging contacts:
The cataloging contacts spreadsheet has been finished and is up on the website as a live link now. The spreadsheet contains all of the catalogers in the System along with their contact information, mentor, and OCLC/Sage codes. If there are any updates or changes that need to be made over time, please be sure to get them to Beth so we can keep this up-to-date.
Grant activity update:
The training modules [MARC training lessons] that David has been working on are on the website. Beth was wondering if we could go over these together and review these. So we can give David any suggestions we have or questions we have as a group so that we can refine its finalized version. David noted that the video/audio, lessons, and resource scans were yet to come.
Beth noted another thing being worked on is a Quick Reference Guide or cheat sheets available for catalogers. We’ll have a draft of one of those available for the next meeting. David noted that one of the cheat sheets would definitely be for serials, covering fields that one doesn’t usually see in other formats, etc. He asked if there was interest in this being covered in the training in terms of more advanced serials training than just provided on a cheat sheet. The consensus seemed to be that the cheat sheet was probably a more important piece at this point.
New CIP Data Block:
Dea gave a quick summary regarding the new CIP data block. As of October 1, 2015, the Cataloging-in-Publication division of Library of Congress is doing a different type of block of data and sending it to publishers. It started as combining print and electronic book data into one form. About the only piece that has gone away is the “p. cm.” due to the print and electronic combo. There are a few pieces of information being added, thesauri added to subjects and genre/form, as well as to classification. One of the key things that she wanted to bring forward is that the classification area will be changing — the Dewey info. will come toward the end of the line rather than the front of the line. She will be sending out something to the Sage-Cat list soon that gives some further detail and will also include some links to LC’s documentation, etc. Since the CIP division will be sending this out beginning Oct. 1st, you may begin seeing this new form on title page verso shortly depending on the speed that something makes it through the publishing process. The data block will not be in the card like format we’re used to seeing but rather a block of information.
Meeting adjourned just after 12:00 pm (PDT).
Next meeting: Monday, January 4, 2016, at 11 am (PDT) – via GoToMeeting software.