Minutes for 01/27/2016

Union Catalog Committee – January 27, 2016

NEW BUSINESS:

• 907 and 917 fields in MARC records. Can these be deleted? (Lloyd)
  • If deleted, will this affect PIKA?
  • These fields need to be in incoming records, but are not needed in target records. So there may not be any reason to keep them in our MARC records.
  • Do any of our export tables take these numbers from the MARC fields or do they take them from the III record?
  • Amy uses “Output order records”.
  • Emily – some libraries are using 907 and 917 fields.
  • Lloyd to research who’s using 907 & 917 and reasons they are using it.
  • Amy suggested Lloyd check with Andy at TLW, Mark N., and with LTI (is 948-LTI field needed?)
• Authority Control update (Lloyd)
  • Name and Subject authority records have been loaded into the system.
  • Next step is get an update file from LTI of changes since we sent records in the summer.
  • Lloyd is checking and will load.
  • How can we get handle on what records should and should not be going to LTI?
  • We don’t want to pay for authority control unnecessarily. Records not included for authority work are temporary records, inter-library loan records, reserves, equipment, ‘on order’ records. Possibly Cat Date/no Cat Date?
  • People don’t like using the Cat Date for this, but 500 notes will appear in the public catalog and be confusing.
  • Lloyd will find an empty 9xx field with no current purpose to which “No A.C.” can be added.
  • What about how to identify records that have been updated and need to be sent to LTI again?
  • Possibly “Needs new authority” in same 9xx field as “No A.C.”
  • Lloyd to check with LTI.
  • Shelly – if records are overlaid, will that change Cat Date?
  • If Cat Date changes, the updated record will go to LTI again.
  • Do we want it to? Lloyd checked and “F31” no change to Cat Date [Lloyd: this was incorrect, F31 protects SPEC’L USE not Cat Date].
  • We still need to consider if we want Cat Date protected or not.
• Bib utility numbers—possibly create subcommittee (Lloyd)
  • Some load tables strip leading zeros from OCLC numbers and some don’t.
  • Some records have prefixes, i.e. MWT, DLC.
  • Some records don’t have prefixes and should.
  • Melissa Powell checked with libraries about this.
  • Lloyd to contact Melissa. The issues with Bib Utility numbers are closely related to the problems of duplicates, so a new Duplicate Committee has been created to consider duplicates and bib utility number issues.
  • Duplicate Committee meetings will be set up for second Wednesday of the month, first meeting being Wed., 2/10/16, 9am MT.
  • Lloyd will send email to members of this committee.
    • Emily Veenstra-Ott
    • Jamie Walker
    • Karen Neville
    • Amy Shipley
    • Shelley Fratzke
    • Lloyd Chittenden
    • Nancy Lindwedel
• Consider item local notes for public catalog (Lloyd)
  • We store notes about local items in 590 fields because notes in item records do not appear in Pika.
  • These display in everyone’s OPACs even if they are not relevant to other libraries.
  • Would people prefer to have local notes in item record notes?
  • Many people need local notes to be searchable whether they are in bib records or item records.
  • Could notes in item records be search able in Pika?
  • What about in Classic?
  • Would they appear in Classic?
  • Would they be searchable?
  • Lloyd to contact Mark N. to explore these questions.
  • UCC members to send email to Lloyd on how they use 590 field.
• Process for adding item records with orders (Brandon)
  • ASC meeting – Acquisitions – adding in order records, order records holdable?
  • Add specific I type to all records on hold which would make record holdable, not checkout.
  • Emily – concerned about using specific I type regarding libraries that check out only to their patrons (VPL, etc).
  • Brandon would send email to libraries who manually load, need to use specific new, unique I type.
  • Amy – uses a workaround. Brandon – alternative method, the first library uses a dummy record using a general location, i.e. Marmot, etc. Then, for consistency, everyone must use this method.
  • Brandon suggested to start with non-Acquisition libraries who use manual load. May be necessary to change the template. Icode2-n can be used on dummy record, after which, dummy record can be deleted.
  • Brandon would engage Tammy for a procedure to manually create dummy records.
• MeSH headings (Lloyd)
  • FYI, The National Library of Medicine is changing the way they do subheadings.
  • They are eliminating pre-coordinated subject strings.
  • They will simply have separate subject headings for each concept that would have previously been in a subheading, such as dates, geographic areas, genres, and secondary related subjects.
  • LTI will switch our MeSH headings in the upcoming update that will be loaded soon.
• Maintenance of Data Exchange, Create List, Statistics (Lloyd)
  • Previously we had decided that we would break up a large review file to create a bunch of small review files, since most of our lists are small.
  • Brandon to break out a large bucket and make smaller buckets.
  • Lloyd – can send emails to advise Create List cleanup when things get crowded in the future.
• Two different field group tags ("u" and "q") both labeled "other title" (Lloyd)
  • This is confusing when you can’t tell which is which because they have the same label.
  • Which MARC tags are each supposed to be associated with?
  • Lloyd will figure that out and let everyone know before we decide what should be done.
• Bib-Frame discussion – Mark N.
  • This is set as high priority for developing with Pika.
  • Mark will present steps to be taken in next meeting.

 NEXT MEETING: February 24, 2016 Bib-Frame discussion – Mark N.