Summary: The Music/Dance Library is interested in finding some way to close our card shelflist of record/CD manufacturer numbers and use 028 "music number" data to control our inventories of sound recordings. Currently we need to search our publisher/number card index when we are ordering new CDs or processing gifts to avoid adding duplicates to the collection. The full 028 "publisher/music number" is the functional equivalent of an ISBN for sound recordings, and is a necessary element in sound recording purchase orders. Unfortunately when OSCAR was first set up, a decision was made to retain only |a of 028 (the number value) and not to retain |b (publisher name) when records are imported into OSCAR/FELIX. Therefore when we search the "OTHER NUMBER" index, we cannot browse the numbers with their associated "publisher" (name of record label). Reindexing the "OTHER NUMBER" index is not an option since 028 |b data was not retained. However, 028 |b is essentially identical to 260 |b. This means we have two possible options to explore:

1) Add an initial search option on PUBLISHER (260 |b), with alternate display option for "music number [028 |a] and title."

2) Add a new alternate display option on the "OTHER NUMBER" index for publisher name. The current alternate display options are
     D> Display title and author
     C> Display title and call #

We suggest adding a third alternate display option for the OTHER NUMBER index:

     B> Display publisher

If III software limits us to two alternate displays per index, perhaps option C> could be eliminated as an option for OTHER NUMBER index searches and replaced by the "Display publisher" option.

Browsing 028 publisher numbers with their matching publisher name is necessary for two reasons:

    1) Many publishers use similar numbering systems, e.g., "028|a CD 572"
    2) OSCAR does not ignore spacing, and treats punctuation as spaces. Therefore, several variations of searches are usually necessary since the entry of the 028 |a spacing and punctuation.

I am certain that music librarians around the state would be in favor of developing a better system of publisher/number 028 searching. When we have identified a possible solution to this problem, we are willing to post the refined proposal for comments on the statewide listserve for OhioLINK Music Librarians.

Outcome: the committee favored the approach of the option for searching by publisher. Some of the other options were not feasible with the limitations of III. Alan Green will revise the proposal and distribute to TSC. Carol Diedrichs will then forward the proposal to Users Committee for consideration.

Summary: in working out errors in the processing flow, the question has been raised about the usefulness of the icode coding for mono sets. Because mono sets records are coded differently than traditional monographs, the opportunity for error is greater with these titles. There has been speculation that the coding for mono sets is a hold over from LCS which serves no useful purpose. Can this code be removed and the same one used for monographs and mono sets?

Recommendation: We recommend that the first three icode1's (mono, monoset, continuation) be eliminated. This information does not affect circulation, is prone to error, and much of the information can more reliably be provided by the ITYPE.

Outcome: M. El-Sherbini will revise the recommendation based on the committee discussion. She will include examples of alternate ways that the information can be gathered for monosets. Carol Diedrichs will forward to Users Committee for consideration after revision.

Summary: A small working group from DMSC and Users has produced a revision of the Lib Has policy. It includes three options. The recommendation was reviewed at the Collection Managers' Forum on 2/18. A revised draft of the policy is being discussed at Users' Committee and Circulation Supervisors in April. The committee reviewed results of these discussions. The Users Committee has identified a couple of issues which the current recommended policy does not resolve:

    1. Users wants the Latest Rec'd issue and Lib Has to reside in the same display
    2. The current proposal (which does not address the issue above) could be accepted for all other titles except those on current subscription.

Outcome: Carol Diedrichs will work with Trisha Davis and Nancy Helmick to identify an alternate solution.

Summary: The issues associated with electronic publishing increase in complexity everyday. How we will be cataloging and adding this kind of publication to OSCAR? M. El-Sherbini, T. Davis, and J. Murphy have been working on these issues.

    1. Cataloging the OhioLINK databases

None of the 50 OhioLINK databases has been cataloged on OSCAR. A few of the titles were cataloged originally as CD-ROM products, but need re-cataloging for the OhioLINK web version. The consensus is that all OhioLINK electronic products should be included in OSCAR.

Outcome: Bib, order and check-in records will be built for these titles. Details of how this will occur will be worked out in the Acquisition and Cataloging Departments. The Lib Has statement will reflect holdings on OhioLINK.

    2. Archival CD copies of online databases

We have begun to receive archival CDs, which represent OSUL's copy of the online database to which we subscribe. Currently, no decision has been made regarding storage and retrieval of these disks.

Outcome: The titles will be stored at the National Underground Storage in Pennsylvania. Acquisition will build a brief acq-level bib record that will remain suppressed. An attached 'comes-with' order record will describe the contents of the discs, and note where it is stored. The titles will be sent to Preservation for dispatch to storage.

    3. URLs

Bib records for both electronic and related paper titles often include a variety of URLs. Any URLs that are retained in the 856 will function as 'hot links' in the webpac. URLs retained elsewhere in the record will not function as hot links but they are available for view to the patron. Many of these are not directly related to the title and/or not available to OSUL patrons. Even when URLs are valid links, they need to be reviewed and maintained on a regular basis to assure that they lead to relevant resources. Thus, any URL retained should be verified, reviewed, and updated as needed on a regular basis.

Outcome: The public services representatives noted a need for keeping some of the URLs. The issue of using a URL checker on a regular basis to check for broken links was raised. Carol Diedrichs will explore this issue with Automation. Jim Murphy and Trisha Davis will be asked to look at a less conservative approach to retention of URLs.

    4. Elsevier titles

Currently, brief bibs and check-in records exist for the 1,100+ Elsevier titles but are suppressed. Since OhioLINK has announced availability of the Electronic Journal Center, these records will need to be unsuppressed and holdings information updated.

Outcome: Sally will update the URL by rapid update for all titles and unsuppress them. Carol Diedrichs and Magda El-Sherbini will determine whether each title needs to be checked and verified including an update of the Lib. Has statement. When the fully cataloged records are received from TechPro, they will include the title specific URL. When the full cataloging becomes available, Technical Services will complete the bibliographic records. At that time, any editing of existing records for the paper version will be done. For titles not previously owned, CAD will build the order records and enter the expenses as fund and invoice information becomes available. As new holdings are added, CAD will continue to update the Lib. Has statements.

    5. New location code for electronic resources

Automation has expressed the need to differentiate the various WWW locations to identify the source of the online database, e.g. publisher's database, OhioLINK, OSUL server, etc. Currently, location codes exist for LRN and WWW which both display as World Wide Web for the patron. An additional location code is needed for the ERL server (it would also display to the public as World Wide Web).

Outcome: Sally Rogers will explore and add what is needed. She will also explore a mechanism for notifying technical services when a title is moved and thus, its location code needs to be changed.

    6. Cancelled electronic titles

Current OSUL policy for cancelled subscriptions requires that the bib record be retained as long as there are holdings, the order record be retained for seven years after cancellation, and the check-in records be retained for at least three years. All records remain viewable in OSCAR until deleted. For electronic products that are cancelled and thus 'disappear' after cancellation, the public display of these records in OSCAR is unnecessary and potentially confusing to the patrons.

Recommendation: As subscriptions to electronic products are cancelled, CAD will be notified of the cut off date. At that time, the bib and order records will be suppressed and any check-in records with Lib. Has: notes will be deleted. This information will be forwarded to Serials Cataloging so they may update any related print versions as needed. This same procedure will apply if an electronic title simply ceases publication and becomes unavailable. In the case of a title change, if the former title ceases and becomes unavailable, the same procedure will apply. In this case, however, an added title entry will be made for the former title.