03/16/15 Meeting Minutes • Maine InfoNet

Roundtable meeting
Maine State Library, Augusta
March 16, 2015

Attendance

Maine State Library
John Clark, Hartland Public Library – Ellen Conway, Falmouth Memorial Library/Maine InfoNet – Matthew Davis, Thomas College – Carin Dunay, Southern Maine Community College – Cindy Dykes, Walker Memorial Library – Wynter Giddings, Lithgow Public Library – Peggy Malley, Ludden Memorial Library – Susan Marshall, Rumford Public Library – Katherine Morgan, Norway Memorial Library – Mary Pinkham, Boothbay Harbor Memorial Library – Jim Roy, Maine State Library, Outreach Services – Kim Slocomb, Rockport Public Library – Elizabeth Soares, Augusta Schools – Daria Rosen, St. Joseph’s College – Lynn Uhlman, Maine InfoNet – Valerie Frechette, Central Maine Community College

Fogler Library
Pat Bishop, Eastern Maine Medical Center – Anne Romans, Witherle Memorial Library – Joyce Wiebe, Orono Public Library – Cynthia Young, Eastern Maine Community College

Lewiston Public Library
Mary Lehmer, Freeport Community Library – Robin Lowell, Freeport Community Library – Bernadette Boisvert, Lewiston Public Library – Karen Jones, Lewiston Public Library

York Public Library
Kim Erickson Myers, York Public Library – Lisa Gallant, York Schools – Sharon Mrowka, McArthur Public Library – Michelle Williams, Kennebunk Free Library – Greta Evans, Rice Public Library – Simone Roy, Rice Public Library – Annette Tanguay, York County Community College – Joan Kolias, Wells Reserve – Anne Mosey, Wells Public Library

Reports

Lynn: The only number that should be in the 001 field is a correct OCLC number. Verify that the 001 number is correct. If you cannot confirm it, you should remove the 001 field. For more help with OCLC numbers see this page: https://www.maineinfonet.org/minerva/support/cataloging-serials/cataloging-rules-and-instruction/oclc-numbers/

Any text in the 020 field [(hbk.), (pbk.), etc.] and subfields (|q, |z) should be removed.

Lynn has finished a cataloging manual for Sierra. This manual is meant to help catalogers use Sierra. Minerva cataloging help can be found in the RDA manual.

Sierra Cataloging Manual: https://www.maineinfonet.org/minerva/support/cataloging-serials/cataloging-rules-and-instruction/sierra-cataloging-manual-for-minerva/

RDA Cataloging Standards: https://www.maineinfonet.org/wp-content/uploads/2013/12/RDA-GUIDE-Jan-11-2014-June-14-2014-update.pdf

Catalogers who have unscoped logins should use separate logins for circulation. Holds are not being filled correctly from unscoped cataloging logins. Catalogers with unscoped logins have been notified.

Z39.50- Lynn is adding more databases.

New Download Library records have been added in Minerva. Unshelved records will also be brought in. If your library is buying items individually Lynn can add them.

If you withdraw records before running stats you may lose some circulation information. Lynn suggests that you leave them in the system until the next fiscal year or after you have run your reports.

Ellen: No report.

Katherine:

Attendance:

A new calendar year has started and all libraries need to fulfill the required three meetings either by attending or viewing catalogers’ users group meetings. Starting in December 2014 catalogers were able to view the meetings via streaming video and this will continue for 2015. Once the video is ready Maine InfoNet’s Lynn Uhlman will send out an announcement on MinervaCats. Please remember to email Carin Dunay once you have viewed the video so she can update your attendance. The email is minervaattendance@gmail.com
MARC 791 field:

On Wednesday, March 11, 2015 the Executive Board approved of the committee’s request to discontinue MARC 791 for new local special collections. Minerva libraries currently using 791 field may continue to use the field for future additions to the current collections, but going forward a Minerva library cannot use MARC 791 field for a new local special collection.

Order records

Many libraries use these as place holders to let patrons know that an item is ordered and let patrons place holds. Ellen doesn’t want to send these brief records to Marcive. One thing to do is put the title all in caps. Also, if you include any access points (100 etc.) please verify the authority. If you are using a complete record and you verify the headings you do not need to capitalize the title. You can add an OCLC number to an order record if you know it is correct.

Prepping and sending batches of records to Marcive for authority control processing is done in order to standardize the access points that patrons and staff utilize in the SDA (staff client) and the OPAC (catalog). When we include pre-pub records in those batches, we are poorly allocating monies to cleanup “temporarily poor” records, which is a wasteful use of Ellen’s limited time as Maine InfoNet’s Cataloging Consultant and the limited budget allocated for this standard. Following the practice that Ellen has outlined allows her to readily identify those records and keep the Marcive budget line in check.

The 263 field is used for publication dates and does not display in the OPAC. The 260 field is not an appropriate field for expected publication dates. If you want the publication date to display in the OPAC add that information to a 500 field. If there is a 263 field in a record and you have the item in your hand then you should remove that field. Also, remove the 8 in the MARC leader encoding level if your item matches the record correctly.

GMD

If you are doing original cataloging do not add GMDs. Ellen or Marcive will take them out. A GMD is the phrase in subfield |h in the 245 field. Do not use [periodical] for serials. Eventually all GMDs will be removed from pre-RDA records.

Subject Headings

Acceptable Subject Headings:
Library of Congress – second indicator will be a 0 or a 1
MESH (medical headings) – second indicator will be 2
Genre Headings – second indicator will be 7 and it will end with either “gsafd” or “lcgft”
Unacceptable Subject Headings:
Sears
Bisacsh
Fast (OCoLC)

020

ISBNs that refer to ebooks should be removed from print records. Do not add a |z in front of an ebook ISBN. When you bring in a new record only include the ISBN that matches your book.

10-13 digit ISBNs: If they are both in your book then including both is fine. If only the 13 is in the book then you can remove the 10 digit ISBN.

001

Records are still coming in with invalid OCLC numbers. They should be verified and removed if they are incorrect. 001 is the first number that MaineCat matches on so if it’s incorrect it will appear incorrectly. You do not need to add a 035 field. For more information see this page: https://www.maineinfonet.org/minerva/support/cataloging-serials/cataloging-rules-and-instruction/oclc-numbers/

It is very important that the coding is correct in the record for future global updates and loads.