CATALOG COORDINATING COUNCIL MINUTES
July 24, 2008
Present: Joan Swanekamp (chair), Steven Arakawa, Helen Bartlett, Matthew Beacom, Ellen Cordes, Cindy Crooker, Sarah Elman, Eric Friede, Marsha Garman, Rowena Griem, Rebecca Hamilton, Abdul Hannawi, Robert Killheffer, Beatrice Luh, Nancy Lyon, Tachtorn Meier, Anthony Oddo, Dorothy Rachmat, Rick Sarcia, Karen Spicher, Dajin Sun, Patricia Thurston, Stephen Young (recorder).
Absent: Edith Baradi, Tatiana Barr, Eva Bolkovac, Daniel Lovins, Jennifer Nolte, E.C. Schroeder, David Walls, Melissa Wisner.
Announcements.
Keiko Suzuki (Joan)
Keiko Suzuki will be replacing Sarah Elman as the representative for East Asian Cataloging. Thank you to Sarah for her service.
ALA (Joan)
The Technical Services Big Heads minutes have not yet been posted. Joan will send them out when they are posted.
RLG Renovating Descriptive Practice (Joan)
Within OCLC there is still a body called RLG Programs in which Yale is active. It is under the Research and Development Area of OCLC. It focuses on programs for large research libraries. Currently it is looking at issues related to the “collective collection.” Joan is part of an initiative, RLG Renovating Descriptive Practice, to create cataloging and metadata. Yale, Columbia, Cornell, Minnesota, Stanford, UCLA and perhaps Harvard are the other primary members. There are conference calls every three weeks. Joan attended a three-day meeting in Philadelphia.At the meeting 20 to 25, reduced to 6, projects were identified for creating cataloging and metadata. Membership will take on some of the research and studies that are needed (see the Web page above). Participants are coming up with a list of what needs to be done and by whom. Joan will send out information as it becomes available.
Revision of BIBCO Participants Manual--Issue of 246 indicators (Steven)
Steven Arakawa attended a meeting of NACO and BIBCO trainers at ALA at which Iris Wolley informed him that the indicators for field 246 for PCC Core should be the same as for full level cataloging. Steven’s documentation for Yale Core recommends always using 246 3 blank and ignoring the other indicators. Steven will seek further clarification about this.
Yale Minimal Record Task Force update (Wheat)
The task force met many times before ALA and looked at what peer institutions are doing. After ALA they met with Daniel Lovins and Jeffrey Barnett about VuFind. The current plan is to roll out VuFind in August as an alternative front end for the OPAC. Orbis will still be available.VuFind is a faceted browsable interface open source system being further developed at Yale.VuFind generally operates by retrieving a large number of records via keyword, and then offering various options to limit the retrieval results. One option is to limit by classification. Karen Spicher pointed out that it currently works only for things classed in LC [with an 050]. Rick noted that any fields could be chosen. Development is still ongoing. Joan will invite Jeffrey Barnett, Daniel Lovins, and Katy Bauer to the next meeting. Matthew Beacom is trying to connect what is happening with non-MARC metadata to what is happening with MARC.
Meeting Schedule
We will not meet in August. In Sept. we will continue our schedule of meeting the fourth Thursday of the month. Check Outlook after the conversion to make sure that the CCC Meeting is set up properly.
NELINET MARC training (Joan)
Margaret Lourie from NELINET will be giving a course, Understanding MARC Format for Yale University, on Tues. Aug. 26th from 9:00-12:00 geared to C&Ts doing cataloging or acquisitions work involving MARC format. It is tailored to Yale with examples from Orbis. It’s the same class that was given last fall. Have your staff sign up right away with Ernie Scrivani if they are interested.
440 field going away (Rick)
MARBI decided to make the 440 field obsolete. Instead there will only be 490 and 8xx fields for series. Joan and Rick think we should go ahead with implementation at Yale as soon as the MARS profile can be updated. They will consult with Eva Bolkovac. The MARBI decision is part of an effort to separate description and access. Copy catalogers can continue to accept copy with 440’s in it. The change will mainly affect original catalogers. Patricia will be querying OCLC about how OCLC is dealing with this. Joan asked if we wanted to have 8xx subfield x for the ISSN’s.
Authority records for genre headings tagged 655 (Rick)
LC is now seeking volunteers for a pilot project to test PCC participation in contributing genre/form headings to LCSH in the disciplines of moving images and radio programs. Volunteers must be SACO participants. This project is a prelude to expanding creation of genre/form headings to other fields.
Parallel Records PowerPoint (Robert and Steven)
Robert Killheffer attended a PowerPoint presentation by Cynthia Whittacre at ALA about parallel records in OCLC. She sent the pesentation to Robert. Steven used it to put together a Yale document on the subject. He made a couple of last minute corrections to the document he had sent out to CCC. Don’t take out 040 |bEng if it’s already in the record, as is the case for records from the National Library of Australia. Section 5b should have read: Never use option 4b2. He left out a part about the 936 field, which is not needed.
Rick raised the issue of vendor records that already have a Yale location attached.What happens when we make a parallel record? We would follow the draft for batch matching. Joan doesn’t think that it’s a problem that our holdings might be linked to two records.
OCLC documentation at the time of the CCC meeting makes an exception for vendor records with non-English 040 $bs, which they encourage to be upgraded. Cynthia Whittacre made a verbal announcement at the BIBCO Meeting that the exception for vendor records will be dropped in the reissue of the technical bulletin in August. Our procedures will consider vendor records to be the equivalent of non-English cataloging records. Staff cataloging directly in Connexionshould not upgrade vendor records with 040 $bs that are not eng; staff cataloging in Orbis should delete the 040 and the OCLC 035 from vendor records with non-English 040 $bs. The policy would impact level D cataloging staff and original catalogers. Supervisors will need to work with staff in their units.
Eric raised the issue of situations where there only exists a non-English language record. If we bring in a vendor record and send it out to batch matching and the record is overlaid, will both 035’s be there? Both 035’s could be deleted. Should the 035 and 040 be stripped by Acquisitions staff when they’re using only a non-English record? Acquisitions staff can leave those fields in. Cataloging staff will delete them if necessary when finishing the cataloging.
[Steven has since sent out an email with links to his Parallel Records in WorldCat FAQ. Send any comments to him].
Direct link to the document:
Links to the document have been added on Cataloging at Yale:Policies & Procedures/Editing, item 10.
and also to Cataloging at Yale Tools & Resources: Bibliographic Utilities. OCLC/Connexion YUL Documentation, item 12.
Cataloging of Non-Music Sound Recordings: Checklist and Non-Music Sound Recordings Member/LC Copy Checklist
Steven noted that LC has given a verbal go-ahead that anything in LCSH tagged 650 blank zero that is used for genres can be tagged and used as 655 blank zero. The 655 Audiobooks is restricted to certain types of forms specified in the document. Both documents were approved. Send any comments to Steven.
Maintenance & Cataloging Workflow Policies for e-Book Bibliographic Records not Supplied by Vendors (the revised draft posted to the YULwiki)
Eva Bolkavac was the source of most of the comments in the document. Joan noted that Orbis is cluttered with records for e resources we once had but no longer have access to. She likes the way Steven’s document addresses this issue. Cindy Crooker noted that Daniel Dollar thought we needed separate records for different vendors. Sarah replied that separate MFHD’s for separate vendors should work. Steven said the default could be to have separate records with the option of having multiple links, but if the multiple link option is followed, for the time being the links should be in the bib record to facilitate maintenance. Cindy was concerned about 856’s in print records. Steven will revise 2.e to have two optional practices. Adding 856 to a print record is a last resort. Eva had said that vendors usually supply records, but sometimes with a delay, and the vendors generally include the delayed bib records with bib records for new additions to a collection without any announcement. If you input 100 interim records, you’ll then end up with 100 duplicate records.Pros and cons are noted in italics after section 3.2[now removed from the document; these can now be retrieved by checking the wiki update history]. Consensus was that we can live with this. Steven will revise 4.a to allow tracing distributor/vendor if it’s important to a unit, but to facilitate maintenance it is better to avoid justifying it with a note. The last section 5 (adding an 856 for the online e-book to the print record) is a scenario that might never occur. Because of its evolving nature, this document will be kept in the Wiki with links from the documentation.
[After the meeting Steven updated the documentation and sent out the following information in an email:
CCC: I revised the policies & procedures document for e-books. Please take a look & make sure I captured where we were going with this. One issue we didn't have time to address I have inserted at the end. “<Issue 1. Who makes the decision that the vendor is not going to provide cataloging? Can we assume that the selector initiates a query and acquisitions communicates with the publisher?>”
Also, one of the quirks of Wikimedia is that you have to move the page in order to change the title, so in order to remove the old title, I had to move the page to:
Alternatively, you can go to the Catalog Policy and Documentation Committee wiki page, where there is a link to the maintenance document.
Probably Eva needs to take a look at this when she gets back.]
No meeting in August. Next meeting will be Sept. 25th.
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