Cataloging Roundtable Meeting Minutes (Thursday, March 16, 2017)

Attending sites:

• University of Maine: Joyce Wiebe (Old Town), Anne Romans (Witherle), Cynthia Young (EMCC), Diane Hanscom (Husson), Kathy Woodside (Jesup), Mary Becket (Edythe Dyer), Sarah Danser (Maine Maritime Academy)
• York Public Library: Greta Evans (Rice), Simone Roy (Rice), Sharon Mrowka (McArthur), Krissy Birthisel (Kennebunk Free), Kate Jacobs (Kennebunk Free), Lisa Gallant (York School), Kim Erickson Myers (York Public).
• Lewiston Public Library: Daria Rose (St. Joseph’s College), Mary Lehmer (Freeport Community), Bernadette Boisvert (Lewiston)
• Maine State Library: Sandra Abbott-Stout (Unity), Sally Bannen (Windham), Pat Bishop (EMMC), Deborah Buker (Baxter), Enica Davis (Curtis), Carin Dunay (SMCC), Myra Ellrich (Auburn), Bonnie Ginger (Boothbay Harbor), Carol Lord (Curtis), Ann Marin (Lithgow), Laukra Meservey (Rockport), Nancy Meservier (Bailey), Katherine Morgan (Norway), Ann Russell (Gardiner), Desiree Scorcia (Boothbay Harbor), Marie Stickney (Camden), Jessie Trafter (Skidompha), Deborah Tomaras (Patten Free/Lewiston), Holly Williams (Pittsfield)

Technical report by Lynn Uhlman:

• We will not be migrating to Sierra 3.0, because of known issues with serials and acquisitions. However, we will be migrating to the patch Sierra 3.1 in late spring to help with circulation problems
• Wiscasset Public Library is joining MILS. It has a good fine arts collection
• MILS libraries catalog using SkyRiver and do not use OCLC numbers in the 001 field. So if you are importing a MILS bib into Minerva be sure to remove the 001 field in their incoming records since OCLC numbers are the only acceptable ones in that field
• KVCC is leaving Minerva, and applying to join MILS
• The MINERVASystem Codes Committee is working to clean up itypes and ptypes to make space for new incoming Minerva libraries

Ellen Conway’s report:

• Minerva libraries are legally bound to hold books until the on-sale dates before circulating them to patrons. The packing list is often the easiest place to find the on-sale date information
• When bringing in records from Z39.50, please remember to remove all 001 fields that are not OCLC numbers (examples include DLC or SkyRiver)
  • Also, please remove all text after the ISBN number in 020 fields
  • And also, delete all 907 notes, since we don’t use them locally
• Authority control:
  • We have two databases in our catalog, the holdings/bibliographic database and the authorities database. The latter can be searched to verify authorities, and can be augmented by importing authority records via INN-View
  • Authority fields include 1xx, 240, 6xx, 7xx and 8xx
  • Minerva libraries use LCSH and MESH subject headings. Some old records may have Sears headings
  • Uses for authority records include: disambiguation, synonym control/cross-references, and collocation
  • Marcive (our authority vendor) sends monthly new authorities updates for additions/corrections in the catalog
  • If no authority records are available, and there is a local need for one, please request an authority record be created by Ellen Conway or Deborah Tomaras
• Genre headings:
  • GSAFD headings exist in the catalog, and are acceptable for use. However, since the list is out-of-print and Library of Congress has been developing its own list of genre terms (LCGFT), prefer LCGFT terms going forward
  • Genre terms may exist as: 655 _7 term |2 gsafd; 655 _7 term |2 lcgft; or 655 _0 if a LC subject heading is being used as a genre term
• Marcive (our authority vendor) is supplying LCGFT records when available
• Subject headings:
  • Acceptable subject headings in Minerva are LCSH and MESH
  • When supplying subjects for fiction books, it is not enough to just include genre terms. One should also supply (as applicable): character names if established (either as 600 or 650), place name (real or imaginary in 651 or 650), subjects, and genres.
  • There is a difference between subjects and genres. Subjects describe what an item is ABOUT, and these go in 650 (examples include “World War, 1939-1945” or “Indic cooking”). Genres describe what an item IS, and these go in 655 (examples include “Board books” or “Audiobooks” or “Superhero comics”)

E-book cataloging report by Lynn Uhlman:

• Do NOT attach holdings to vendor/batch-load records, as these are often weeded and deleted. They are distinguished by 3 letters preceding the numbers in the 001 field (examples include fod, ebr, odr)
• There are no policies about e-book cataloging, but there are two sets of guidelines on the Maine InfoNet Minerva cataloging site: entitled “Electronic books” and “E-readers and e-books”
• Lynn will request that e-book batch-load profiles be tweaked to not overlay existing e-book records, so that locally-created records and holdings will not be lost. However, this will lead to catalog duplicates
• If e-books can be read ONLY with a browser and internet connection, they should be cataloged as “web resources”. However, if they can be downloaded onto ANY device (it doesn’t matter which or how many) they should be cataloged as “e-books”

Minutes submitted by Deborah Tomaras and Carin Dunay