Cataloging Committee meeting – 02/05/2018 @ 11am (PDT) via GoToMeeting
Attending: Dea Nowell—Chairperson (Umatilla Co. SLD); Laurie O’Connor—Recorder (Harney Co. Library); Beth Longwell, Jon Georg (Sage System); Catherine Wick (Pendleton Library); Jenny Simpson (Nyssa PL); Lisa Hauner (Oregon Trail LD); Tracy Hayes (Lake Co. LD); Anna Lim (Hood River); Carmen Wickam, John Brockman (Baker LD); Joyce McCurdy (Ontario Community Library); Heather Estrada (Blue Mtn. Community College); Beryl Shea (Harney County Library, ESD Resource); Leeann Baldwin (Hermiston Public Library); Vicki Bond (Grant County Library)
Sage Web Page—Beth Longwell
In an effort to improve access to information and resources for Sage catalogers, Beth is working on the arrangement and display of the Sage Web : https://sagelib.org/cataloging Many of the guidelines to process, terminology lists, etc., can now be accessed under “Resources” and “Instructions” sections. Hopefully, as we refine this, it will make access for instructions quicker for catalogers. Please visit the page and make any suggestions that you feel would be helpful to Beth Longwell.
Online cataloging trainings—Beth Longwell
Beth said the biweekly online trainings appear to be well attended and interactive with questions. She will be offering another online demonstration this Thursday on “Parts Management”, as several incorrect or confusing examples of designating parts has been brought to the cataloging mentors’ attention in recent weeks.
Parts Management—Dea Nowell
Dea wanted to remind catalogers that Sage catalogers should use consistent language when naming parts, to avoid confusion for patrons and other catalogers. She also reminded catalogers that continuing resources, such as Oregon Drivers’ Manuals or Oregon Blue Book, should be added to a master ongoing publication bib, assigning items the proper part, and edition and/or year should be added to the Call Number. John Brockman recalled that we were told to only use parts on “contained publication” resources (season of program), and not on the open-ended or continuing publication materials. Further discussion, looking at shared screen shots of some examples, we all agreed that parts designation would be helpful on both types. Dea pointed out that entering the appropriate parts label would help patrons place holds on specific item or year. John recommended we create a list of preferred terminology and post on the Sage Web. Beth will locate this list and put it under “Resources” on the Sage web. https://sagelib.org/cataloging
Heather asked if there is a list of specific ongoing publications that catalogers should enter under a master bib? Dea replied that no list of ongoing publications has been generated. Laurie suggested catalogers should always first use KW search to determine if there is an existing master record for any continuing resource on Sage, before importing an individual bib record for the item in hand.
CAT1 Update—Laurie O’Connor
Mentors and staff have been concentrating on providing more CAT2 trainings and improving cataloging resources on the Sage Web. For several months, we have been dedicating as much time as possible monitoring new bibliographic records on Sage, and by doing so we have identified several cataloging skills and procedures that need reinforcement and outreach.
Monitoring and improving resources has required a lot of extra time and focus, and until we make headway on these consistent issues, none of the mentors feel they have any additional time to monitor applicants for CAT1 training. Beth said the trainings are being well-received, and she anticipates as CAT2 resources improve, the mentors will begin to find more time to volunteer toward individual training.
John Brockman asked if that meant no CAT2’s were moving ahead at this time. Laurie said there were two moving ahead, both of whom had extensive CAT1 mentoring “in house” before applying. John said he would consider becoming a mentor in the near future in order to help with training and mentoring.
Catherine asked if she could find a “mentor” outside of our group to move into a CAT1 position. Laurie replied that Sage policy specifies the Cataloging Mentors must approve and monitor the trainees. Lisa wondered if she could assist with ongoing “cleanup projects” as a CAT2. Laurie answered that these projects, especially merging of records, requires CAT1 permissions.
Read Alongs—Anna Lim
For several years, Sage had advocated cataloging “read alongs” as kits; though this was not technically correct, it was done to help several libraries with circulation and shelving issues. In order to correct this practice, Anna has been gathering information on better cataloging guidelines for “books with CD” items. Our goal is to clearly indicate for patrons that these are special items (approving a new GMD); that the OPAC will display both icons for book and audio (requiring proper use of 006 & 007 fields); and that these will search when scoping for medium type (999). We have not worked through all of the wrinkles as of yet, but Anna has been importing variations of these bibs so we can determine Sage guidelines specifically for all to follow. Trial display up on Sage: Database ID 1940784. Note the new proposed GMD, 300 entry, 3XX’s that show both mediums, 690 addition “read along”, and 999 entry with both book and CD entered for scoping. The icons will both display only if properly including 006/007 as well as the 008.
Until the Mentors have approved and posted the new guidelines, Anna asks that any catalogers needing to add a new read along to the system please contact the mentors for assistance. The mentors hope to have the guidelines out by the next Cataloging Committee meeting in April. Jenny asked if there is only a record for a book on Sage, but she has an item that includes the book and cd, should this be a separate bib? Yes, Beth explained that some libraries have just the book, and others have a book with CD, so these are different items and require separate bibs.
New bib reports and reviews—Dea Nowell
Mentors have been reviewing monthly lists of all new bibliographic records on Sage for several months, using this to find reoccurring cataloging mistakes and duplicate records. Trainings and improving cataloging resources are being offered based on what the system’s greatest needs are. Anna also asked catalogers to give us their suggestions for trainings. Currently Beth is offering trainings every other week, and they are all being recorded and available on the Sage Web. Beth will gather results through a poll to see if there is a better day or time, but this week’s training will again be at 1:00 Thursday.
Other discussion
Laurie asked if the minutes from December 4 had been discussed and approved before she joined the meeting. As they had not, they will be added to the beginning of the next CC meeting in April.
Meeting adjourned at 11:56.
Next meeting will be held April 2, 2018.
Video recording: https://youtu.be/-c1V4qOyEHI