Summary: a large number of issues relate to the subject of the III display of details related to electronic resources i.e. scoping, possible subject headings, and Lib Has statements. The committee's agenda is filled with these issues which need extensive discussion and experimentation which cannot be effectively accomplished in the bimonthly meetings.

Outcome: The Committee agreed that a Electronic Resources Subgroup be formed to explore these various issues and make recommendations to the Committee. The Subgroup will be modeled on the just-completed Lib Has Task Force. The representatives from technical services will be Trisha Davis and Jim Murphy. Mary Scott will serve as one representative of public services. She will solicit volunteers for an additional member at the Oct. 20 Public Services Meeting. The subgroup will be asked to review the day to day issues which are currently before us and to also develop some recommendations related to any policies needed.

Summary: Two questions were raised at the 8/20 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 III 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: The Automation Committee will be asking Betty Sawyers to investigate the use of a URL checker on the Web links. No. 2: Release 12 does not address this issue. Sally will work with Trisha and Jim to draft an enhancement request to be submitted to III. For an interim solution to the OPAC display, this issue will be referred to the Electronic Resources Subgroup (see no. XXX below). No. 3: this issue will also be referred to the Electronic Resources Subgroup.

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.

Noelle Van Pulis has submitted a request to LC for the addition of a subdivision — electronic journals. LC is generally very quick to review such requests. If the subdivision is established, the subject heading could be in the 650 field and would allow for rotated searching. If it is not approved, OSUL can still decide to use but it will go in a 690 field and will only be accessible through keyword searching. Noelle will check with LC again on the status. Once we have an answer, we can determine how to proceed.

Outcome: LC has turned down our request for the addition of a subdivision for electronic journals. The remainder of this issue is being referred to the Electronic Resources Subgroup.

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?

Outcome: This issue was referred to the Electronic Resources Subgroup.

Summary: The current Cataloging Memorandum 95-1 (adjusting Cutter Number for Serial Title Change) does not address whether the cutter should be changed when the numbering begins at number 1 again. Should the memorandum be revised?

Outcome: The Committee agreed to add a "2" to the end of the cutter number for a title change where the numbering of the title reverts to number 1. The only exception is when the content has changed to such an extent that an entirely new call number is needed. The Cataloging Dept. will review the policy, add it to their web page and announce to the liball listserv.

Summary: The availability of OhioLINK databases is announced via listserv. That is also how technical services is notified that the database is available (much like the receipt of an actual physical piece). Technical services needs some time (it can be brief) to complete the records to facilitate public access. Trisha and Jim will draft a proposed workflow.

Outcome: The Committee reviewed and approved the proposal from Trisha and Jim with the addition of notification to Karen Diaz/Penny Pearson for announcement to the liball listserv. Trisha will revise the proposal, discuss with Karen and Penny, forward to cataloging for addition to the web page, and announce to liball.

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. It is my understanding that that was agreed to in principle. What needs to be done in technical services to adjust workflows to accommodate this change?

Outcome: Discussion revealed that there may not be uniform understanding of this decision within public services. Mary Scott will take the issue back to public services for further discussion. Once that is clear, procedures in technical services can be worked out.

Summary: OhioLINK and TechPro have acknowledged that some titles were missed during the contract cataloging. OhioLINK has indicated that procedures about how to get these cataloged will be forthcoming.

Outcome: once we hear from OhioLINK about the use of the OhioLINK authorization, we assume someone in OhioLINK will catalog these titles. Then we can pull the records down into our catalog.

Summary: There seems to be some confusion about current policy and practice related to the updating of the bibliographic records of another cataloging center. Very specific documents drafted in 1994 for the merger of the Law, Health Sciences, and OSUL acquisitions modules are the only existing documents on this topic.

Outcome: Mary Rider, Jim Murphy and Noelle VanPulis will explore this issue, document it (or update any existing documents) and bring those back to the committee for final discussion.

Summary: III has delivered its automatic authorities processing capability to OhioLINK. OhioLINK is ready to turn this feature on for us. The committee agreed that we will have this feature turned on once we hear from OhioLINK. We assume that it has to be better than our current manual process.

Outcome: the feature has been delivered, activated and tested. Until we begin full scale authority processing we will not know its full impact but it is functioning and available.

Summary: Our current method of accomplishing limiting by type of sound recording depends on the existence of subfield c in the 007 field. However, this subfield is obsolete and cannot be input on OCLC. Therefore, MUS must edit the 007 in catalog records for CDs after they have been added to OSCAR to make them retrievable when limiting. Sally asked III if they could change the subfields used for limiting. They can. What remains to be done is to collect all records for CDs and rapid update them to add an 007 with the subfield structure that we want to use for limiting (i.e., one that matches current OCLC requirements). Then Sally will ask III to change the system to use the new 007 for limiting.

Outcome: Sally has processed with this and it is now accomplished.

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 listserv 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.

Outcome: The Committee has not received a recent status report on this. Carol Diedrichs will check with Users and Alan Green.

Summary: Hannah's term on the statewide DMSC expires at the end of Dec. Recommendations for the next appointee will be solicited. The next meeting of the committee is scheduled for Dec. 10.

Outcome: The committee will meet on Nov. 19, 10:00-11:30. At that meeting, the committee will decide whether a Dec. meeting is needed. Carol Diedrichs solicit individuals about serving as the OhioLINK DMSC representative.

Document last revised: 6/23/06
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