Minerva/Solar Cataloging Roundtable May 21, 2015 Maine State Library Studio
Attending at Maine State Library: Pat Bishop-EMMC Parrot Health Science Library, Deborah Buker- Baxter Memorial Library, Ellen Conway-Maine Infonet/Falmouth Memorial, Carin Dunay-SMCC, Valerie Frechette-CMMC, Ann Marin-Lithgow Public Library, Susan Marshall-Rumford Public Library, Nancy Meservier-Bailey Public Library, Katherine Morgan-Norway Memorial Library, Mary Pinkham-Boothbay Harbor Public Library, Ann Russell-Gardiner Public Library, Kim Slocomb-Rockport Public Library, Helen Tomer-Topsham Public Library, Holly Williams-Pittsfield Public Library.
Attending at the York Public Library remote Site: Sharon Mrowka-McArthur Public Library, Anne Mosey- Wells Public Library, Sally Bannen-Windham Public Library, Kim Myers-York Public Library, Cindy Dykes-Walker Memorial Library, Michelle Williams-Kennebunk Free Library.
Attending at UMaine Orono remote site: Cynthia Young-EMCC, Anne Romans-Witherle Memorial
Lynn Uhlman asked each remote site to take attendance and send it to her and she would send it on to Carin Dunay for record keeping.
Lynn asked for reports:
Lynn Uhlman Technical Report Maine Infonet: Lynn reported that there has been an increase in questions and advised that many questions could be answered by searching the website.
https://www.maineinfonet.org/minerva/support/ If you can’t find the answer on your own or if you need to submit a ticket for support. support.maineinfonet.org.
She also reported that they are working on Maine College of Art records and 41,000 records have been loaded so far. Many of the records are missing fields such as 008, 100, and 245.
If you are using 090 or 092 instead of 082 your records will not appear in an OPAC call number search. If you would like them to appear in a call number search this should be corrected.
Katherine Morgan, Chair Cataloging Standards Committee Report:
FROM: Minerva Cataloging Standards Committee
Attendance 2014
All libraries have fulfilled the required 3 cataloging meetings.
Standard for On Order Records
During the March Cataloging Users Group meeting there were questions regarding how to add an On Order Record to Sierra. At this meeting Ellen will review the procedure for creating On Order Records.
DVD/Blu Ray Combo Packs
There was a discussion this week on MinervaCats about cataloging DVDs and Blu Ray that are packaged together. We do have instructions on how to catalog this so there is no confusion for patrons who are requesting and for other catalogers who are adding to Sierra. Here is the link to how to catalog the DVD/Blu Ray combo packs.
Projects the committee is working on:
Welcome packets
This is for new Minerva catalogers to find policies and standards
Training videos
We are in the process of trying to help catalogers with basic cataloging needs by producing instructional videos. Our goal is to have a few short videos that will be complementary to the written policies and standards. This will not replace cataloging courses or webinars.
As for both projects once we have a viable product it will be send out on MinervaCats for feedback.
Though the video instruction might be difficult to do this, we ask for your trust that the final product, if we can do the videos, will be an asset for Minerva catalogers.
Ellen Conway: Maine InfoNet: Authority records were discussed and Ellen explained them using a Power Point presentation that she put together. This will be available for viewing at a later time. She told us that she borrowed heavily from the Nebraska Library Association, with permission. To view the Nebraska Library Association training videos: https://www.youtube.com/playlist?list=PLTSsP8BE9-PH68Xxl-UDBE2v18cucsP42
She discussed the structure as well as the function of Authority Records and how to Verify Records.
Ellen also explained Collocation, which is gathering together all records in the catalog that are attributed to the same author or deal with the same subject.
Updating of Marcive Authority records was discussed. If you see something that you think should have been updated it is ok to email Ellen.
Ellen showed us how to search for a new Authority record where none exists and how to save it. She also suggested searching Library of Congress Authority Records: http://authorities.loc.gov/ and demonstrated.
Reminders:
020 field: The way that Sierra is set up nothing other than the ISBN is allowed in the 020 field. If you are bringing in a record you should only put the ISBN that is on the item in hand on that bib record when you create it. Remove any that do not apply to your item. There should be no information following the ISBN.
650 fields: Ellen reminded us that in our system we do not use subject headings that use ‘bisach’, ‘fast’ or any subject that includes “Sears”. Delete these from any records that you bring in.
Library Codes or 929 Field: If your library is not one that has been assigned a code for “Input Library” when bringing in a new bib record, you should add a 929 field and add your library initials as well as the cataloger initials. I would add my initials as 929 bml|bdb
On Order Records: The Standards Committee is working on developing a procedure for creating On Order records.
Some guidelines for On Order records: Must be as accurate as possible unless suppressed.
The record should include as much correct information as possible.
Title, author and material type all must be correct.
Physical description should reflect material type.
If you know the ISBN or UPC (020 or 024) or OCLC number, use it. Do not use numbers that do not apply to the record.
Verify Authority Records for records. If they can’t be verified they must be all in Capital Letters.
When attaching to an On Order record (or any record) check for and correct mistakes. Do not attach to a minimal record without improving it. Don’t leave it for the next cataloger to correct.
Uniform Titles: Ellen discussed Uniform Titles, They are appearing more than one way in the system, 240 field and 130 field. Uniform Titles are necessary in order to bring items together such as Mark Twain’s Tom Sawyer, The Adventures of Tom Sawyer, etc. They can be used when things are part of a series or when books are based on a television series. There was a discussion about the Uniform Titles of DVD Series, i.e. the 490 and 8xx vs. the 130 and 730 but no decision was made. Ellen asked for input on this.
DVD/Blu-ray Splitting: There was a discussion about this. Ellen reminded us that Maine InfoNet Support explains the procedure for doing this. https://www.maineinfonet.org/minerva/support/cataloging-serials/cataloging-rules-and-instruction/split-dvdblu-ray-discs/
We were reminded to follow the cataloging procedures to make records better available to patrons. If you are confused about the process you should contact someone for help. We discussed the problem that has occurred with the DVD/Blu-ray American Sniper.
When preparing a combo pack for breakup for circulation be sure to block out any information on the item that no longer pertains to it. Keep in mind that OCLC and ISBN numbers only apply to the combo pack and if you split them up you need to remove those numbers. If you can discern that the one that you have in hand is the same as one that is in the system you may attach to it.
Library Codes on Bib Records: If your library does not have a code for Input Library in the Bib Record, you should add a 929 field at the end of the new bib record that you bring in and add your library code and the cataloger’s initial.
The next meeting will be in September 2015. No date has been set.
Respectively submitted,
Deborah Buker
June 9, 2015
Cataloging Standards Committee member
Baxter Memorial Library
