Meeting Summary
December 19, 2002
Previous minutes available at: tscomm.htm
Members Present:
Wes Boomgaarden, Tschera Connell, Trisha Davis, Carol Diedrichs (chair), Magda El-Sherbini, Marsha Hamilton, Beth Russell, Tina Schneider, Geoff Smith, Laura Tull.
Guests:
Farrell Hamill, Jim Murphy, Mary Scott, Rocki Strader
- Pinyin Conversion (El-Sherbini)
Magda had previously distributed a report via email. OCLC has processed nearly all the Chinese, Non-Chinese, and Japanese/Korean records sent in April. There is a slight discrepancy between the OSU numbers and OCLC numbers. OCLC completed Pinyin conversion for the records in August and provided output files including authority headings and two custom reports. Among the Chinese and non-Chinese records (54,203) for conversion, 43,713 Chinese and 3825 non-Chinese records (47,538) have been converted and there are about 6,500 records which need to be reviewed. In September (week 16), the 43,713 Chinese (Pinyin) records and the 42,591 Japanese and Korean, including reviewed records (6,500) have been loaded to Felix. However, because OCLC supplied OCLC records instead of OSU records which contain a lot of W-G for non-Chinese records, the file will be resent to OCLC for Pinyin conversion. There are several boolean files to be reviewed manually (reviewed files ( 6,500 records) and encoding error records (C: 900 records.) A Chinese GAA student, Ma Yao has been assigned for the clean up project in November and she is reviewing and correcting the reviewed records if there are any mistakes. Laura also collected encoding error records for Chinese language and there are about 900 to be fixed.
- Report from DMSC (Connell)
- A memo on problems with Millennium was distributed to Library Advisory Council, with good response. Tom Sanville has sent a copy to III, and OSU will send a letter as well.
- Bibliographic records for individual titles in EBSCO databases: EBSCO is willing to customize and based on majority needs; EBSCO will give 001s with suffixes instead of prefixes. There are approximately 3,500 records.
- Films for the Humanities and Science: OhioLINK is digitizing 500 films to make available via the web. Records will be coming from TechPRO; first should be loaded in March.
- ABC-CLIO e-books prototype is ready for staff view. OSU will catalog first set (150) since records would not be available via TechPro until after evaluation deadline.
- DMC Cataloging Task Force: Records have been added to central catalog for high-level topical groupings in DMC. Christine Rigda (Akron) will come up with a list of databases within those groupings. Institutional owners of collections will be asked to catalog their collections within DMC (these may be different that the records for the collections in-house.) Collections purchased through OL will need to be assigned, based on a spreadsheet that will be broader than holdings of DMSC.
- Task Force has been formed to look at issues related to metadata as they relate to DMC and OL's potential involvement with institutional repositories. The goals of the TF will be the education of members, and DMSC committee, options, and eventual development of policies/guidelines for digital data offered through OL. Members are: Mike Boock (Cleveland State), Alan Boyd (Oberlin), Tschera Connell (OSU), Cliff Glaviano (BGU), Emily Hicks (University of Dayton), Margaret Mauer (KSU). Tschera will draft the charge and serve as chair. This task force constitutes a broader view of DMSC’s mandate, which has historically been solely confined to the central catalog.
- Records for ERIC documents in central: OSU raised this question, and will send a few representative records to the listserv. If we do not circulate, other institutions who do may not want OSU’s record to be Central's record. DMSC will assess records and look at the circulation issue.
- IUG’s INN-Reach meeting: There has not been a policy on how to handle restricted-access web resources up until now. We asked for some Bcode3 values to govern display at central for electronic resources. MOBIUS (Missouri’s consortium) requested a combination 856/956 instead. They propose the use of the 956 for local (or restricted) url. In the central catalogs such as OL's, any 956s would display in the institutional holdings not in the bib record; 856s would continue to display in the bib record. DMSC has agreed to this idea with the caveat that 956s display in the local catalog in the same location as 856s. In some ways this proposal offers more flexibility because if one uses a single record for multiple distributions of an e-journal (e.g. JSTOR for back issues and EJC for current), then both urls can be displayed with the appropriate subfield |3s which would help the user distinguish among choices. TSC noted that they would want to see the displays before OhioLINK adopted any solution.
- TOC Report BNA TOC data is broken with III. The process seems fragile to Anne. Anne would prefer going to a more dependable process. Syndetic Solutions (used by Columbus Metropolitan Library) is more public library oriented, only 20% overlap with BNA titles. UofC going to get a quote for their collection 1985 . Pricing based on number of monographs in collection. Formula does not exclude non-English monographs even though TOCs are not provided for non-English. UC will share numbers at the next meeting: numbers of monographs, proportion of non-English, and quote from Syndetic Solutions. Hopefully, that will give a sense of what might be expected in a academic monograph collection. The Syndetic Solutions process does not store the data or the bib record and thus it is not indexed and retrievable by title.
- A memo on problems with Millennium was distributed to Library Advisory Council, with good response. Tom Sanville has sent a copy to III, and OSU will send a letter as well.
- Report from Laura Tull (Tull)
Release 2002 Phase 2 beta testing is coming to a close. Enhancements for release 2002, phase 2 have been focused on Millennium modules. Nancy and Laura have been tracking the problems in a spreadsheet developed for the Cataloging Interfaces Working Group, which Laura passed around at the meeting. So far, there has been quick turnaround when reporting problems to III. Laura would like to thank Mary Rider for all the help the Law library has provided in beta testing. III intends to provide all the functionality from the character-based cataloging module in the Millennium cataloging module; there is no need to ask for enhancements. Laura distributed copies of the enhancements pertinent to the Millennium Tech Services modules. Some enhancements require “turning on,” either by Libraries or III. These are listed on p. 6&7 of Laura’s handout so please contact her if you want her to explore any of these enhancements. The historic slowness of the enhancement request process was discussed. Nancy Helmick noted that Innovative Users’ Group has attempted to speed up the process, and there is also an Innovative list that is maintained separately from the IUG and that is used in product development.
- Senior Theses in Geology (Scott)
Carol prefaced the discussion by acknowledging the limited resources of the Cataloging Department and the need to move a large amount of material off-site during the next 3 years. Mary explained the history of the geology senior thesis collection. There was some discussion of using the course reserve module to create short records in OSCAR to provide keyword access. Magda suggested Geology staff using constant data in OCLC to create these records or, alternately, create records in OSCAR and upload to OCLC. This would allow OSUL to receive credit for records and would share information about these resources with the world. Magda, Jim, and Mary will work on developing a routine for this.
- URL Checking Project (El-Sherbini, Davis)
Magda reported that work has been very slow on the non-serial (“everything else”) portion of the report, and that it will be distributed across the Cataloging Department in the future to speed completion. Rocki and Farrell provided a detailed breakdown of the results they obtained in analyzing the serials portion. Serials plans to check these reports quarterly to prevent a large backlog. The Cataloging Department will work on the others as time permits.
- Other items:
- Tschera had two topics requiring discussion:
- State-level initiatives for ebooks (NetLibrary; 24/7) will be using suffix “eb” after the call number to indicate this is an “electronic book.” Should this practice be extended to other types of electronic books, such as preservation digital surrogates through the brittle books program? While in some cases it might result in a strange-looking call number, the decision was to go ahead and update all ebook records with this suffix.
- It is necessary to identify records for journals that we “receive” only via aggregators. There was discussion of the best way to do this. New order record codes could allow statistical and collection management functions to be met. Other types of records would not meet this need. T. Davis will be asked to review possible solutions and make a recommendation to TSC.
- State-level initiatives for ebooks (NetLibrary; 24/7) will be using suffix “eb” after the call number to indicate this is an “electronic book.” Should this practice be extended to other types of electronic books, such as preservation digital surrogates through the brittle books program? While in some cases it might result in a strange-looking call number, the decision was to go ahead and update all ebook records with this suffix.
- Jennifer Kuehn had asked about the possibility of revising point 6 of the Volume Identifiers policy (http://library.osu.edu/sites/cataloging/voluid.htm) which allows use of the phrase “incomplete,” especially given that materials will become less accessible if moved to the Depository. Marsha pointed out this was a training issue, since more people create volume identifiers in item records than create the more standardized Lib Has statements. There will be very complicated multi-level volume statements, particularly from countries where the publishing tradition favors many layers of volumes, parts, sections, etc. Carol pointed out that staff could be trained to create the majority of simple statements, with the expertise of the Collection Management Team being used for the more complicated exceptions. Since labeling may not be able to accommodate longer, more complicated volume identifiers, the item record may not agree with the piece. The barcode could serve as a backup check in identifying the piece. The Cataloging Department was asked to update the policy and incorporate in training.
- Tschera had two topics requiring discussion:
- Ask Marge Grant (Connell) and what should be in OSCAR
Discussion on this project (now being called Quick Ref) was deferred. Carol will announce if a supplemental meeting of TSC or another body is called. It brings up larger questions of what belongs in the catalog and what doesn’t.
- Next meeting — Feb. 27, 10:30 to 12:00
