Cataloging Committee-October 24 2011

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Sage Library System

CATALOGING COMMITTEE MINUTES

Monday, October 24th, 2011

The meeting convened at 11:00 a.m. Pacific Time.

Those in attendance were Catherine Wick (Pend. Pub.), Heather Estrada (BMCC), Beth Longwell (Sage), Allie, Anna, Dea Newell (Umatilla SLD), Jenny Simpson (Nyssa), Laurie O’Connor (Harney), Darlene Johnson (Ontario), Valeria Gardner (Ontario), Janet Koda (Vale HS), Barbara (Dalles), Lindy Cloyd (Baker), Carmen Wickam (Baker), Brian Greene (CGCC), and Christina Macklin (TVCC).

  1. Old Business
    1. Training budget – Beth reported that the Sage Council did budget $3,000 for cataloging training for this fiscal year.  Beth suggested the committee make a plan for that training and subsequent expenses immediately. 

After reviewing the suggested training systems from last year, none were deemed sufficient with the exception of Book Blitz.  Laurie found and is currently taking a MARC training through the University of Nebraska which they may be willing to share with our system.  Laurie will report more information on the cost of this training as soon as she hears back from the University.  Christina recommended that once we have an agreed upon system-wide training that the remaining funds be used for travel and regional trainings.  This was approved by the Committee.  Beth said that Council approval is not necessary to begin training, but rather an outline of expenditures should be submitted once we’ve solidified them.

Action: Identify system-wide training and begin scheduling regional trainings immediately.  For next meeting, prepare an expense proposal to share with the Council

  • Sage Council Proposal – Christina reported that the Council had accepted the initial proposal that the Cataloging Committee would like to draft cataloging regulations which would include levels of training, enforcement of cataloging standards, and a restriction policy to limit cataloging access for non-compliance.  Christina proposed that the Committee begin working on that document in hopes of completing it and submitting it to the Council by spring. 

Action:  At next meeting, begin drafting of proposal.

  1. New Business
  1. Updated cataloging list – All new members need to contact Laurie O’Connor in order to make sure the list of catalogers is current and updated.
    1. Cataloging levels – In the initial cataloger identification which classified all members into 4 levels of training/experience, Laurie recommended that cataloging privileges be divided into two levels, those with attaching capabilities and those with full editing and original cataloging capabilities.  This should be included in the proposal to the Council in order to have the weight of the Council and Sage behind the cataloging standards.
    2. Problem areas –
      1. Restrictions – Laurie explained that major reasons for restricting cataloging access were not mistakes but significant errors such as spelling, syntax, spacing, and incorrect use of fields.  Allie suggested there be no restrictions until trainings were completed.  The Committee concurred that the intention was to evaluate restrictions after all libraries had received appropriate training and regional trainings.  Dea pointed out that new member libraries have not received the Sage Cataloging Standards.

Action:  Janie volunteered to be the regional mentor for the Dalles area.  Christina volunteered to attend the first regional training to assist in making sure Sage standards were clearly communicated as well as any other areas of need.  Regional mentors will contact their constituents and schedule a meeting and potential trainings by the next Committee Meeting.

  1. Cataloging Standards – Dea pointed out that the Sage Cataloging Standards need to be updated. 

Action:  The regional mentors will meet to work on updating those standards.

  1. Database clean-up – Beth stated that the Committee still needs to work on database clean-up.  Brian asked if there was a systematic process for identifying problem records.  There is not.  Catalogers must simply identify trends as they come across them and contact individual libraries if incorrect records are identified.
    1. Duplicate bib records – with the migration and addition of new libraries, there are a lot of duplicate records.  Beth will run a report of potential duplicates.  Brian asked that the report be shared with the Committee in order to divide up the workload of merging these records.  The Committee approved this process.  Ann asked that we have some training or a possible webinar on merging records.  Action:  Beth will send out the report so that the Committee members can see the size of the issue and divide the work up as members have time.
    2. Series – cleaning up series records has been challenging as there is not a succinct way to do this.  Currently, Sage is using the 490 fields with the 800 tracing field.  As catalogers come across records with 440 series statements, Laurie recommends that these are changed to 490.  Dea questioned if the 440 fields could be changed to display which would eliminate the need for clean-up.  Action:  Beth said this is possible and that she would work on it.
    3. Display issues:
      1. 007 fields are not displayed after being entered in audio records.  These fields should display.  Action:  Beth will look into this.  Lindy will send Beth specific examples.
      2. Copy summary display:  Brian mentioned that the copy summary will show 1 copy but in the full record display, the item is not shown as available.  Action:  Brian will send some specific examples to Beth.
      3. Orphan bibs:  Brian asked about the issues with multiple bib records that have no attachments.  Beth stated that many of these are electronic materials that have volumes which are not displaying.  She is working on this.  Laurie said that before deleting an orphan record to check that it is not an electronic resource and also to check the date added.  If it is months old then it is okay to delete the record. 
    4. 946 fields:  Beth has been working on added 946 fields into the catalog.  Laurie asked what this field does and should catalogers be told to stop deleting 900 fields.  Beth said that this field enhances the OPAC view so that more appropriate icons appear.  She was uncertain if the upcoming Evergreen update would automatically fix this or if we should add the 946 fields.  Laurie suggested that Beth find out what the update will do before proceeding and adding to everyone’s overtaxed work load.  Laurie also asked that prior to making any cataloging changes, Beth ask the Committee in order for us to help alleviate extra and potentially unnecessary work for Beth.  Ann acknowledged appreciation of all the time and effort Beth puts into the system.  Action:  Beth will post on the wiki a list of material types.  Beth will check with Equinox on changes that the December update will make.
    5. Additional:
      1. Listserv:  The Cataloging Committee listserv should be a constant source of communication between the committee and all catalogers.  It needs some updating however.  Action:  Laurie will send out an email call for anyone interested to be added to the list.  Laurie and/or the core cataloging group will re-initiate the weekly cataloging tips.
      2. Committee reports:  Someone from the Cat. Committee needs to give a report to the Sage Council at each meeting.  After some discussion, it was decided that any action items should be brought to the Council if they consist of projects which require significant amounts of Beth’s time, policy changes, and projects which require monetary support at least a week prior to a Council meeting.  In addition to this, the report should include what the Committee is working on, a call for suggestions from the Council, and future plans for the Committee.  Christina will give the report at the upcoming November Council meeting.

The next meeting of the Cataloging Committee will be held in the middle of December, 2011.  Date to be arranged via the cataloging listserv.  Meeting adjourned at 1:15 p.m.