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Technical Services Committee
Meeting Summary
February 10, 2005

Previous minutes available at:  http://library.osu.edu/sites/techservices/tscomm.htm.

Present:  Sally Rogers, chairperson.
Wes Boomgaarden, Tschera Connell, Trisha Davis, Magda El-Sherbini, Sean Ferguson, Tauni Graham, Alan Green, Lynda Hartel, Marsha Hamilton, James Murphy, Mary Rider, Beth Russell, Laura Tull, Noelle Van Pulis.

Absent:  John Bennett, Eleanor Block

  1. Review of Outdated Technical Services Documentation. Sally Rogers called the meeting to order and reported that Technical Services units were reviewing policy and procedures documents posted on their website. Technical Services staff are prioritizing the workload by first updating or improving documentation that would help address quality control issues currently being identified by catalog maintenance personnel and or would help to prevent quality issues by promoting a better understanding of technical services policies by all who have responsibility for maintaining and updating OSCAR records.

  2. ISBN 10 to 13 digits. Marsha Hamilton discussed the move from a 10-digit to a 13-digit ISBN and described the potential impact of the change as the “Y2K for Libraries”. The deadline to complete the transfer from a 10-digit to a 13-digit ISBN for publishers and booksellers is January 1, 2007. Libraries must continue to have systems that can handle both the 10 and 13-digit ISBNs because millions of volumes in existing holdings internationally will have the pre-2007 10-digit ISBN. She indicated that many vendors were already pasting the new 13-digit ISBN over the existing 10-digit number on materials in current stock or have moved to using the 10-digit number. In addition some publishers may covert to the 13-digit ISBN prior to January 1, 2007. Appropriate Technical Services and System staff are cooperating with our consortia and vendor counterparts to assure a smooth transition for OSUL systems and services.

  3. Lib Has Statements. Tschera Connell indicated that transfer and withdrawal projects related to preparations for Renovation and confusion over who has responsibility for updating LibHas statements has resulted in a plethora of inaccurate LibHas statements in OSCAR. Her unit has revised and consolidated several policy and procedural documents for LibHas statements and posted them on the Technical Services website: http://library.osu.edu/sites/techservices/documen2.htm#serials

    1. LibHas Reference Tool. This is a new document that “does not present new procedures, but rather it summarizes from existing LibHas documents all of the relevant information currently needed to edit or build LibHas statements."
      LibHas Reference Tool replaces three documents:
      • LIB HAS Procedure, General Guidelines, Revised 9/99;
      • Samples of Approved LibHas Statements, 8/1/96;
      • Cheryl Obong’s WordPerfect document, LibHas Procedures, 12/03.
      LibHas Reference Tool also incorporates information from two additional sources:
      • OSUL Policy for Lib Has Summary Holding Statements, 8/98,
      • OhioLink Policies:
        • Recommendations for Lib Has Summary Holding Statement Standards, from OhioLINK Policy Handbook, 4/97 and
        • Library Has Policies and Philosophies from the OhioLINK Policy Manual, 9/28/93.
    2. Lib Has Statements: Summary of Procedures. “This document does not present new procedures, but rather it summarizes from existing LibHas documents the step-by-step instructions currently used to review, edit, create, and delete LibHas statements” This document replaces the following documents:
      • Instructions for Reviewing, Editing & Creating LibHas Statements (Lisa Iacobellis);
      • Creating Lib Has Checkin Records (Cheryl Obong);
      • Lib Has Procedures (Cheryl Obong’s WordPerfect document, 12/03).
      The Lib Has Statements; Summary of Procedures document should be used in conjunction with the LibHas Reference Tool, which contains the guidelines and examples required for creating correct LibHas statements.


  4. Copy Cataloging Policies and Documentation
    1. Tschera Connell reviewed OhioLink’s Database Management and Standards Committee’s Standards for Cataloging Electronic Resources in five formats: monogaph reproductions, serials, databases, streaming audio, and streaming video. She distributed a three-page document citing the DMSC’s “Vendor Standards for Electronic Resources: Books/Monographs.” Discussion followed on OSUL’s cataloging practices to assure that our central catalog records conform with OhioLINK policies.
    2. Magda El Sherbini and Marsha Hamilton discussed some of the variations in copy-cataloging practice between the multiple cataloging centers contributing to the OSCAR database. For example, MOD has guidelines for “Fastcat” copy that are more minimal than most cataloging done by other units. This raised questions about the desirability of having a core set of standards that could be used by all cataloging centers. Magda El-Sherbini will chair a committee of OSUL, Law and the Health Sciences catalogers to establish core procedures for shared catalog records.


  5. Report on OhioLINK DMS Committee action to improve availability displays in Central for Electronic Resources (Tschera Connell)
    Currently, the display in the central catalog presents each electronic resource as if every OhioLINK user has access to it. These resources include electronic journals, e-books, and databases. DMS is getting many complaints about this. Institutions whose users do not have access to the resources do not like the fact that their users click on the URL and get a message that they are not authorized to use the resource. Institutions whose users do have access do not want to suppress the records for these resources from Central because many users bypass local catalogs and use only the Central. These users expect that their institution's resources will be available. Examples of problem situations include JSTOR journals and pay-to-play databases.

    DMS asked and received authorization for monies from OhioLINK to have III add a MARC field that can be used to separate the display of URLs for free and consortium owned resources in OhioLINK Central from those for which access is limited. Ultimately this will mean the 856 field (for URLs) will be used for OhioLINK resources and the 956 field (defined for local URLs) will be used for OSU resources. Implementation is at least one to one-and-a-half years away.

    Next Meeting: May 19, 2005, 10:30 - noon in Room 122 Main. Please advise Sally Rogers if you will not be able to attend.

    Respectfully submitted by:
    Laura Blomquist
    Secretary Pro Tem


    Document last revised: 5/10/05
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