Table of Contents

1. Policy on location codes for non-campus sites and non-library sites (Davis)
   
2. Shared Bib Guidelines (Rider, Van Pulis, Murphy)
   
3. E-Resources Working Group (Davis, Scott)
   
4. ICODE1 for Non-networked Reference Databases (Davis)
   
5. Reindexing for $v in the 6xx fields (Van Pulis, Diedrichs)
   
6. Ohio Historical Society Records in OSCAR (Helmick)
   
7. URL Checker/Displays in the 856 (Helmick, Diedrichs)
   
8. Circulating Micros (Helmick, Diedrichs)
   
9. Next meeting

1. Identifying electronic resources (new location codes, scoping, possible subject headings) (Davis, Scott)
   
2. Online entries for e-journals (JSTOR example) (Scott, Davis)
   
3. CD-ROM Processing (El-Sherbini)
   
4. Indexing of data in 028 field (Green)
   
5. Duplicate Serial holdings where only one copy is analyzed (Scott)
   
6. Cat as Monos (El-Sherbini)

   
   

1. Policy on location codes for non-campus sites and non-library sites (Davis)

   Summary: Two new location codes: NCS (non-campus sites) and NLS (non-library sites) have been added to OSCAR. Is documentation needed which explains the use of these location codes? T. Davis will investigate this problem.

   Outcome: N. Helmick has documentation on the usage of these two location. She will give to T. Davis who will create policy document on usage in consultation with Gay Dannelly.

   
   

2. Shared Bib Guidelines (Rider, Murphy, Van Pulis)

   Summary: a document has been prepared and reviewed by TSC. A few remaining issues were raised after the last meeting by Sally Rogers. The working group was asked to investigate these.

   The issues raised by Sally have been tested and resolved. Mary, Jim and Noelle will revise the guideline and provide it to Carol Diedrichs for distribution.

   Outcome: the document was approved. C. Diedrichs will have added to the TS web page and announce availability. We need to emphasize review of the document by all individuals who catalog.

   
   

3. E-Resources Working Group (Davis, Scott)

   Summary: A working group on e-resources was appointed to investigate a series of issues related to the cataloging and public display of electronic resources. The working group presented two proposals at the 6/3 meeting: Cataloging Web Sites on OSCAR and Providing OSCAR Records for Titles Contained in a Aggregated Database (such as Periodicals Abstracts). There was considerable discussion of both of these issues. Although the proposals were approved with revisions at the meeting for further discussion with public services, subsequent discussion occurred after the meeting. As a result, Carol Diedrichs referred both of these proposals back to the working group for further discussion.

   Outcome: Membership — with Jared Ingersoll's appointment to TSC, Jared has asked that someone else be appointed to replace him on the EWRG; Nancy Courtney has agreed to replace him on the working group. In addition Tschera Connell, the new Serials Coordinator, has been added to this group. The ERWG plans to meet in the next two week to get started again on these issues.

   
   

4. ICODE1 for Non-networked Reference Databases (Rogers)

   Summary: P. Pearson has developed a list of reference/citation databases which are available to patrons but are not accessible on the network. These databases will be made available in a boolean file to the public. What needs to be done to make this information useful?

   The list from P. Pearson needs to be reviewed and cleaned-up. We need to notify collection managers about how future purchases or gifts in these categories need to be submitted to technical services so that they will be processed and appear in this boolean file. We also need a definition about what type of material is to be included in the file. The decision was also made to add an item record for these products (which are physical pieces usually) and code them with ICODE1 = 6 (non-networked databases). What this boolean is for and how it should be defined has been referred by the Steering Committee to the Users Committee. Once that is determined, technical services can proceed to catalog and clean up these records and establish a process for new titles to be coded for inclusion in the boolean. T. Davis will investigate the questions above and draft a document for review by the committee (after Users Committee has defined). Users has completed its survey and P. Pearson is developing some sample records for further review.

   C, Diedrichs received the following message from Penny Pearson on 7/20/99:

   "If we use the ICODE1 value 6 to identify titles to identify titles to be handled in this way I assume one of the next steps is for Tech Services to issue a policy memo. Some of the issues I've identified which should be included are:

   1. Update item records for non-networked electronic resources to ICODE1 value 6 so they can be identified via an OSCAR boolean.

   2. A policy that at least one item record needs to be created for non-networked electronic resources and who is responsible for creating that item record. Most of these non-networked electronic resources are CD-ROMs and an item record is created automatically. But BUS has several Internet resources that are available only from BUS, so we are defining them as non-networked since they can't be accessed from any other location. For those titles no item records were created and now one item record for each title is needed in order to collect these titles in the boolean I'll be doing on ICODE1 = 6. Teri Hagerman asked me about several titles for which Chuck Popovich requested that item records be created; she wanted to know why an item record was needed and why a summary statement wasn't an acceptable alternative. I explained this project to her. Other than those few BUS titles I don't know of any other existing titles that fit this mold, but the fact that an item record must be created should probably be included in any policy statement.

   I can write up a description of this non-networked electronic resources project if you want to include such a description in a policy statement. Let me know if there's anything else I can do to assist or any other information you need from me."

   Outcome: It is still not clear to us what the definition of "non-networked" is. The Electronic Resources Working Group will define the term as they are aware of it and propose that to the Users Committee. SER will also develop a procedure for applying the appropriate codes to make this project work.

   
   

5. Reindexing the $v in the 6xx fields (Van Pulis, Diedrichs)

   Summary: This message recently received from Anne Gilliland at OhioLINK: In light of the fact that LC recently implemented $v in the 6xx fields of catalog records, there has been a good deal of discussion about the best course of action for libraries that had not already added this subfield to their indexes. The problem is that III staff will add the $v to the subject and the keyword indexes, but they are telling libraries that they will need to pay for reindexing to take care of any $v subfields already in the database. For most libraries, the per record cost for this is rather steep. After we've talked with Sandy Westall at III, we suggest the following:

   Make a list of all records with $v in a 6xx field, make some sort of copy of them, and then either delete the records or delete the subfield.

   Have III add $v to your subject index before you add any more of them.

   Either re-load the records you deleted, or add in the fields you deleted.

   Since all OhioLINK sites are going to be betting Advanced Keyword Searching, we don't advise doing anything to the word index. You will soon get a chance to profile this index again.

   Several people have suggested suppress/unsuppressing the records instead of doing the deletes. This will, indeed, add the $v to the indexes; however the form of the field without the $v will remain in the indexes as well and causes a mess. This is why III will not let you do this.

   Outcome: this change is not a problem for us since we kept this field in our indexing structure from the beginning.

   
   

6. Ohio Historical Society Records in OSCAR (Helmick)

   Summary: Removal of the OHS records from OSCAR has begun. Approximately 60% of the monographic item records have been deleted and where OHS was the only item record, the bib has also been deleted. Because this effort ties up the link to central, we need to complete it before school starts (for anyone in an OhioLINK library which is late August).

   
   

7. URL Checker/Displays in the 856 (Rogers, Diedrichs)

   Summary: Two questions were raised at the 8/20/98 meeting. A third question was raised about maintenance of broken URLs.

      1. Are there any plans for using a URL checker for links on the Library's home page? Carol Diedrichs will forward that question to the Automation Committee.
      2. Should we issue an enhancement request to II for display of subfield 3 in the 856 display? Sally will first review release 12 before deciding whether the enhancement is addressed by that release.
      3. What should be done about broken links? Where should they be referred in technical services for correction?

   Outcome: No. 1: issue is being explored by Betty Sawyers; No. 2: Sally, Jim and Trisha are working on an enhancement request; No. 3: this issue was referred to the Electronic Resources Subgroup

   Release 2000 will include a URL checker. However, III has bundled the URL checker into a product that we do not need; that product is priced at $10,000. S. Rogers has sent a message to III about whether the URL checker can be acquired independently for a lower cost; III is considering the issue. OSUL hopes to install release 2000 before classes start in Sept.

   
   

8. Circulating Micros (Helmick)

   Summary: We have begun circulating microfiche via OhioLINK. The Major Microform Sets project is nearing completion in Cataloging. These records are being marked for circulation. The question was raised with public services about whether to mark all microfiche for circulation. The decision was made that deciding to circulation would be made on a set by set basis. What needs to be done in technical services to adjust workflows to accommodate this change?

   Subsequently, OhioLINK has also initiated circulation of AV and CDs. What changes to workflow need to be made for this material?

   Outcome:
   1.    Micros -- all micros received and cataloged in technical services will be marked non-circ (itype2) as the default. Location libraries will need to change the itype to itype20 if they want to allow circulation of micros.

   2.    AV/CDs -- The same basic decision applies to monographic AV materials and CDs. All monographic AV and CDs received and cataloged in technical services will be marked non-circ (itype3 for AV; itype5 for CDs). Location libraries will need to change the itype if they want to allow circulation of AV material and CDs (itype21 for AV; itype22 for CDs).

   N. Helmick indicated that some libraries have decided to allow all of their AV/CDs to circulation. As a result, those couple of libraries would like for the item records created in technical services for their locations to default to the circulating itype rather than the non-circ one as is the current practice. Since monographiv AV and CDs are handled by a single individual, Cataloging will attempt to assign either "circ" or "non-circ" based on the location code. If not advised otherwise, the default is "non-circ." N. Helmick will alert the circulation supervisors. N. Van Pulis and N. Helmick will work out the details of implementing this change.

   
   

9. Next meeting — the next meeting is scheduled for 10/14/99, 10:30-12:00 in 102 Main Library.

   
   

1. Identifying electronic resources (new location codes, scoping, possible subject headings) (Davis, Scott)

   Summary: The issue of using a scope to identify electronic journals is now in process. We need to discuss this aspect of the issue so this project can proceed. M. Scott has also raised the question of whether we should consider adding a local subject heading which would allow electronic journals to be located within broad subject areas.

   Automation has determined that this approach a separate location code for various servers is not needed. However, TSC did agree to a new location code for electronic full text journals — WWJ.

   Sally will flip the electronic full text journals to WWJ (location code). Any titles which are not full text will be reviewed by her to determine whether they fit the definition. If problems arise, she will refer those to TSC for discussion.

   Expected outcome: the issues have been referred to the Electronic Resources Subgroup

   
   

2. Online entries for e-journals (JSTOR example) (Scott, Davis)

   Summary: we have a situation where the uniform title for an electronic journal is misleading to the public (or at least difficult to understand). Is there anything that can be done to improve this display?

   Expected outcome: the issues have been referred to the Electronic Resources Subgroup

   
   

3. CD-ROM Processing (El-Sherbini)

   Summary: Mary Scott has raised questions about the use of the volume identifier for CD-ROMs. National cataloging policy does govern this issue and our implementation of it.

   After extended discussion, there seem to be three options:
      1.use a location code for CD-ROMs for locations which house these in a physically separate place.
      2. add a volume identifier for all CD-ROM even where that varies from national standards
      3. add a 500 note which indicates that the piece is a CD-ROM. Add the note so that whenever possible this note appears on the first page of the system display.

   The committee decided to put forward options 1 and 3 above for discussion at Users Committee.

   Option no. 2 violates national standards and thus is less desirable if an acceptable alternative can be found.

   Expected Outcome: Review discussion from Users and determine next steps.

   
   

4. Indexing of data in 028 field (Green)

   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.

   At the April 9 meeting, 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 was to revise the proposal and distribute to TSC. Carol Diedrichs will then forward the proposal to Users Committee for consideration.

   Expected Outcome: Carol Diedrichs will check with Users and Alan Green about the status of proposal and discussion with Users Committee

   
   

5. Duplicate Serial holdings where only one copy is analyzed (Scott)

   Summary: There are a number of duplicate serial holdings in the system where only one copy is analyzed. The title that came up is

   B12429132      BIBLIOGRAPHIC Information
   LANG: eng      LOCATION: multi BIB LVL: s BCODE3: z
   SKIP: 0      CAT DATE: 03-16-94 MAT TYPE: s COUNTRY: nyu
   CALL #    QP601 .C47
   TITLE    Methods in enzymology
   IMPRINT   New York, Academic Press
   DESCRIPT'N v. ill. 24 cm

   MARC      LABELING:VOL(+PT IF NEEDED)---ANYL[VC890713]$$ &vc840501

        Summary of Attached Records
   CHECKIN 0001 > LOC: hea; COPY=c.3; ID=v246-; CHECK-IN=Card: Status is current,
   CHECKIN 0002 > LOC: hea; COPY=c.11; ID=LibHas
   CHECKIN 0003 > LOC: hea; COPY=c.11; ID=LibHas
   CHECKIN 0004 > LOC: sel; COPY=C.1; CHECK-IN=Card: Status is current, 49 boxes,
   CHECKIN 0005 > LOC: agi; COPY=C.2; CHECK-IN=Card: Status is current, 49 boxes,
   CHECKIN 0006 > LOC: bpl; COPY=C.4; CHECK-IN=Card: Status is current, 49 boxes,
   CHECKIN 0007 > LOC: vet; COPY=C.6; CHECK-IN=Card: Status is current, 49 boxes,

   Only the Copy in BPL is being analyzed, but there are 5 currently received copies in the system. The question came up because it is confusing to patrons in VET and SEL when they find the BPL copy and request it, not realizing that the VET or the SEL copy is on the shelf and all they have to do it pick it.

   Apparently the current policy is to do analytics only for the location that makes the original request. I personally think the policy should be to provide linking for all copies no matter where they are located if a title is identified as important enough to be analyzed. We have enough problem with patrons requesting OhioLINK copies of unanalyzed serials we own without continuing the same problem on campus. A small working group composed of Mary Scott, Noelle Van Pulis, Barbara Van Brimmer, and Connie Britton has been appointed.

   Expected outcome: hear report from working group

   
   

6. Cat as Monos (El-Sherbini)

   Proposal for the cat-as-mono series records.

   Problem: The CAT-AS-MONO (CAM) series records often are brief bibs. Usually, only order and check-in records are attatached. The CAM brief bib records contain very little information and it is necessary to go to the order or check-in records to clearly identify the series and the treatment. The CAM bib is a shared record, used by acquisitions and cataloging for the same, related or different purposes during processing or problem-solving. Also, to identify which titles are treated as CAM, it is necessary to do a boolean to collect records based on a note in the attached order record, which uses significant system resources.

   Expected Outcome: review recommendation and determine next steps.

   Recommendation:

   Part 1: add "CAT-AS-MONO" as the call number in the series bib, in field 099. This is searchable in Search mode or Update mode. The result is an alphabetic list of titles. Further, in Search mode the search can be Limited by location, which could be useful to collection managers or others who would need to scan a list of titles which have this treatment for a particular location. A boolean is not necessary to collect all or some titles. (However, a boolean would be needed if sorting or other work was needed on the resulting file.)

   Possibly discontinue use of "CAT-AS-MONO" note in the order record. Main Library and HEA use different notes (CAT-AS-MONO and CAM).

   Retain other characteristics of the series bib: e.g. CAT DATE is blank, usually no item record attached.

   Part 2: when a full bib is available from OCLC, overlay the short series bib. This fuller record provides additional identifying information, perhaps including series/serial title changes.

   Advantages:

   The treatment of the series is immediately visible in the 099 as call number. The series with this treatment can be easily collected by any OSCAR staff user in search or update mode (including ability to limit by location in Search mode). A boolean is simplified because only one element is required (not bib plus order records) and the call number is standardized.

   The fuller bib provides additional identifying information, and can carry title changes, etc.

   The update of the records can be done only as the records are otherwise worked on or can be a special student project to be done as time permits (low priority).

   Disadvantage: Time to update bibs with 099 call number, import full bib if available

   
   

Document last revised: 6/23/06
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