Minerva Roundtable Meeting Notes November 15, 2019

Locations: MSL studio, Pittsfield, Lewiston, and Wells

In Attendance: Jennifer Balser (Topsham) ; Cindy Dykes (MECA & Walker) ; Diane Hanscom ( Husson) ; Carrie Hawks (Lithgow) ; Nancy Kelley (Bailey) ; Laura Meservey (Rockport) ; Katherine Morgan (Norway) ; Kim Myers (York Public) ; Oliver Oliver (MECA) ; Cassandra Pool (Old Town) ; Tyla Schaefer (South Portland) ; Elizabeth Soares (Augusta Schools) ; Marie Stickney (Camden) ; Helen Tomer (Topsham) ; Greta Evans (Rice) ; Sharon Mrowka (McArthur) ; Kathy Woodside (Jesup) ; Lynn Uhlman (MIN) ; Debbie Lozito (Edythe Dyer) ; Nissa Flanagan (Merrill) ; Ann Russell (Gardiner) ; Lindsey Ryer (South Portland) ; Josh Tiffany (Gray) ; Denise Menard (Scarborough) ; Ellen Conway (Falmouth & MIN) ; Matthew Groff (Skidompha) ; Jeff Eastman (Merrill) ; Helen Tomer (Topsham) ; Jen Balser (Topsham) ; Sudia Blanchard (York Public) ; Kim Myers (York Public) ; Sharon Mrowka (McArthur) ; Annette Tanguay (YCCC) ; Anne Mosey (Wells) ; Nancy Meservier (Auburn) ; Josh Gauthier (Lewiston) ; Carin Dunay (SMCC) ; Anne Romans (Witherle) ; Linda Kerecman (EMMC) ; Janet Bolduc (MaineGeneral) ; Joanna Breen (Boothbay)

Roll call attendance

If your name was not called and you were present at MSL or one of the remote sites, please email minervaattendance@gmail.com

Minerva Technical Report—Lynn Uhlman

We’ve upgraded to Sierra 5.0, and so far so good. All the issues in 4.2 should be fixed, including issues with Create Lists.

Now that Minerva is hosted on a server, we didn’t lose any connectivity during recent windstorms.


Minerva Cataloging Consultant Report—Ellen Conway

No report

Cataloging Committee Report—Katherine Morgan

Attendance

This is the last meeting for 2019; please check your library’s attendance on the Maine InfoNet (MIN) website.

To check your library’s attendance record click the link below:
http://www.maineinfonet.org/minerva/governance/policies/cataloging-attendance-policy/#attendance

As you have probably noticed there is a new step to viewing the meetings. After the login you will fill out a form for your name and your library’s name. This will help us with attendance.

There is no recording for the April 2019 meeting. Instead please read the notes and email us at minervaattendance@gmail.com

The September 2019 recording is up and viewable.

If you have any questions about attendance please email Carin Dunay and Katherine Morgan. We are filling in the last few months of 2019. Email addresses are cdunay@smccme.edu and norcat@norway.lib.me.us.

Consolidating Television Series DVDs

The cataloging committee is working with the circulation committee to implement consolidating DVD television series that were broken up prior to the 2014 Multi-Disc DVD policy. Our target is to get procedures ready to start in January 2020. To allay concerns libraries will not be expected to fix all the television series at once.

Cataloging Committee Members

Robin Lowell from Freeport Community Library will be leaving the committee as of Friday, 15 November, 2019. Her work commitments at Freeport are requiring her full attention. Robin has been instrumental in getting the committee set-up to use Google Share Folder when we need to collaborate on various documents.

Minerva Owl Kit

The cataloging and circulation committee presented a request to the Executive Board (EB) to purchase a laptop, Owl with accessories, and traveling case. The EB approve the request and now we can visit other libraries. The equipment is not just for us and the circulation committee, but other Minerva meetings. The meeting kit will be stores at Gray library.

Serials Workshop—Ellen

Ellen presented a PowerPoint presentation with a general overview of cataloging serials in Minerva and how to recognize those records. If you would like a copy of the presentation or if you have questions please email Ellen at econway54@gmail.com.

Key points from the presentation:

  • This presentation does not cover the mechanics of cataloging in Sierra, as Lynn Uhlman’s presentation already covered this ground
  • Three primary reasons for proper serials cataloging: ease of patron access, clarity in catalog, and de-duping of records
  • For a perfectly lovely example of an ideal serial record, search “Fodor’s the Bahamas” in Minerva. There is one bib with volume notes indicating year. Easy for patrons to see which edition a library owns, and also easy to see what could be weeded
  • Is it a serial or monograph record? Examine these fields in the bib record: MARC Leader, third position will be “s”; 008 will have two dates; will not have 020 for ISBN but will have 022 for ISSN; 245 title field not specific to year; 300 physical description will not be specific (will say “volumes”, etc.); 264 publication field will not be specific to year but will have date with dash to indicate continuing resource (ex. [2018-]); 310, 321, and 362 publication frequency fields will be present; 222 key title field will sometimes be present; 780 or 785 preceding entry and succeeding entry fields might be present
  • When to create a new bib? Use the ALA publication “Differences Between Changes Within” to help decide whether changes are major or minor, and section E addresses serials
  • If a library owns one issue of a magazine and does not intend to add more, it is okay to catalog as a monograph. Be sure to include number and part codes in the 245, note specific contents and dates, etc.
  • If cataloging a serial, it is okay to bring in a new record if you can only find monograph records for a title in the catalog. Please let Ellen know if you do this and there are other copies in the system that should be moved over to a serial record

“Differences Between Changes Within”: http://www.ala.org/alcts/sites/ala.org.alcts/files/content/resources/org/cat/differences07.pdf
MARC 21 page for 222 Key Title field: https://www.loc.gov/marc/bibliographic/bd222.html
ISSN Portal for looking up ISSN numbers: https://portal.issn.org/

Graphic Novel Project Update—Tyla Schaefer and Lindsey Ryer

Good progress is being made! 196 bib records have been completed, so about 23% of the total, and 60% of items have been transferred. Thank you so much to all of the dedicated catalogers who have worked so hard on this project!! And special thanks to Josh Gauthier at Lewiston for sorting out the Pokemon Adventures.

There has been a slight uptick in new volumes being added to old bib records—please don’t do this! The new rule, which is in force, is “One Book, One Bib.” The bib record will specify the volume, so a volume field in an item record is not necessary.

This project is always in need of more volunteers so if you are interested please email the committee or post on the listserv. You’ll be sent a list of titles to work on at your own pace.

Seattle and San Francisco both have great bib records for graphic novels if you are searching remote databases.

Missing DVD Discs in TV Series

Related to the upcoming TV series consolidation project, the question before the group was: If your library is missing a disc in a complete set of a season of a television series, should that set be removed/replaced?

Nearly everyone in the room at MSL and in the chat/remote sites said yes.

Please note that this refers to sets of a series of a television show, not sets of multiple DVD standalone movies (like an Alfred Hitchcock collection or Indiana Jones collection). Single title DVD’s from a set can be recataloged as standalone—such as if you have only “Raiders of the Lost Ark” from an Indiana Jones movie collection, then that movie can just be cataloged on its own.

Consolidating TV Series Project
Likely it will go library by library with work parceled out slowly. The committee still needs to discuss, and will likely be a fluid process going forward.

A list has been run and Josh has looked at the data. There is a lot of work that needs to be done, so the committee will determine how best to move forward with the project over the next few months.

This project has been approved by the Executive Committee after requests from both the Circulation Committee and Cataloging Committee.

If you’d like a list of the TV series at your library that will be part of this project, please email the committee.


Q/A:

What should you do if a bib you want to attach to does not have an OCLC number, or does not have a 001 field at all? If you have an OCLC number that you know is correct (verified on WorldCat), you can add it. If it’s not verified or you’re otherwise not sure, it’s better to omit it. When looking in WorldCat, if you get multiple results for one OCLC number, prefer most complete records with the most libraries attached when choosing which number to use.

Meeting adjourned at 11:50am. Thank you for your patience during the technical difficulties and happy holidays! See you next year!

Submitted by:
Marie Stickney
Camden Public Library
11/17/19