Minutes for 1/14/09
1. Jennie's Meeting with International Affairs Department
Jennie met with representatives from the Intl. Affairs Department. They really want their students to make use of the library and they want Jennie to teach an LI session on climate change.
2. LI: "What the Bleep Does Congress Do?"
Leanne will be resurrecting/retooling this session and teaching it again.
3. National Archives Call Number Fields
Linda found these call numbers in a variety of MARC tags and field groups. The consensus was that these call numbers should all be in in the "y" field group and in MARC tag 099. Linda is doing the cleanup on these.
4. Combining Print and EBD Records
We discussed this issue and concluded that we should NOT do this.
5. Second-Floor Research Desk Orientations
CSU will insert bar codes (the first of two options we suggested to CSU for handling bar codes).
7. LexisNexis Congressional
Peggy reminded us to look at this trial database and send feedback to Leanne.
8 Fiche-to-Fiche Copier Breakdown
9. Monitoring Government Pubs E-mail
Henceforth, we can set up a schedule for checking this and check it remotely from our computers. Peggy will talk to systems about how to handle this.
10. Authority Control Update
Deb provided a handout with the following text (see Deb if you need an electronic copy):
1. Editing Bib records that have already been sent to BackStage – if they need to go to BackStage again (headings changed) we need to change the Cat Date and to add a 948 with the original Cat Date. However, we are awaiting the format for entering the original cat date so please hold off on these for now.
2. What we asked for from BackStage. Windy will make manual available to team leaders. However, there is specification that all catalogers should know:
“We want the tracing practice (645 $a) to follow the authority record in all cases. If it is “n” return the bib record collapsed to 490-0; if it is “t” return the bib record with 490-1/830. If there are two 645 fields on with $a “n” and one with $a “t”, return the bib record with 490-1/830. If the series in unmatched, return the record as we sent it to you, retaining unmatched 8xx fields.”
• t - Traced as a series added entry
• n - Not traced as a series added entry
3. Authority records for “give as a quoted note” - Content that was cataloged in series tags instead of as a quoted note in our database generated these “series-like authority records” which BackStage loaded into our database. By the way, these are defined in byte 12 of the 008 tag in the authority record:
12 - Type of series
a - Monographic series
b - Multipart item
c - Series-like phrase
n - Not applicable
z - Other
| - No attempt to code
The “reason” for having authority records in our database is to provide cross-references for the public. So, these authority records will not be retained. The “series team” of Helene, Diane, Deb and Peter will be creating lists and cleaning up the bib records. Deb is doing the Gov Pubs (a very small number compared to the total) and is creating “authority bibs” as needed. Consequence of changes is that you cannot search by report number. Then the authority records will be deleted from our database. If everyone catalogs properly in the future, there should be very few of these loaded into our database. Windy and/or Meri will check for these monthly. So, you need to use OCLC authorities if there is not an authority record or authority bib in our database to verify.
4. Cataloging is aware that there are 440 tags in the database when there shouldn’t be. Diana is running a list in records cataloged prior to 12/5/08 to identify the number and type so they can determine why this happened and can be reported to BackStage so it won’t happen again. Don’t change these now. Remember that as you bring in records, there will be 440s but you don’t have to change them since BackStage is supposed to.
5. Overlaying records with Marcive loader currently wipes out any 9xx tags. We had previously asked for some changes to the loader and this has to be added to the list of changes. Windy and Meri also agree that there should be two loaders, one for the shipping list records and one for the full bibs with different parameters. Windy will ask Jina to make this a priority and will include Linda in preparations for the changes.
6. Link maintenance will need to be run each time records come back from BackStage. I asked that emails be sent to the list when someone is going to do a major project such as link maintenance or large record loads – things which slow down the system. Helene asked that a larger server be purchased so that we don’t face these slow-downs.
7. Edited SARs – They were sent to BackStage and processed. Mary is investigating whether these were loaded or not and, if not, why?
8. 830 without a 490. 830 can occur without a 490 in bib records IF there is a 533 tag indicating that the series is on the “reprint” (i.e. microfiche) but not the original. This is tricky when we are changing microform records to attach print items to them. Another reason we should not do this.
9. Identification of a Bibco record in OCLC:
a. 042 has “pcc”
b. 008, byte 39 is blank (when record originally created; may be changed to “c” when updated)
c. Encoding level (Leader, byte 17 = 4 for PCC Core, byte is blank for PCC full
Jennie met with representatives from the Intl. Affairs Department. They really want their students to make use of the library and they want Jennie to teach an LI session on climate change.
2. LI: "What the Bleep Does Congress Do?"
Leanne will be resurrecting/retooling this session and teaching it again.
3. National Archives Call Number Fields
Linda found these call numbers in a variety of MARC tags and field groups. The consensus was that these call numbers should all be in in the "y" field group and in MARC tag 099. Linda is doing the cleanup on these.
4. Combining Print and EBD Records
We discussed this issue and concluded that we should NOT do this.
5. Second-Floor Research Desk Orientations
- There will be two walk-throughs tomorrow.
- Gov Pubs will get one key for the Research Office suite.
- Next week scheduling will be with regular RID crew; GovPubs staff will just be shadowing them. During next 2 weeks a Gov Pubs rep. will staff evening on the Research Desk.
- Research Desk will not be checking out laptops during the next 2 weeks.
- Gov Pubs staff need to offer tour of Gov Pubs Library to rest of Research Desk staff.
CSU will insert bar codes (the first of two options we suggested to CSU for handling bar codes).
7. LexisNexis Congressional
Peggy reminded us to look at this trial database and send feedback to Leanne.
8 Fiche-to-Fiche Copier Breakdown
- Michael Riberdy will try to repair this copier. Meanwhile, we will lend our fiche on a case-by-case basis. We'll lend SuDocs fiche but not EBD fiche.
- Only those with deep knowledge of our collection can make lending decision: Peggy, Pat, and Leanne.
- Photocopying would be preferable to lending fiche.
9. Monitoring Government Pubs E-mail
Henceforth, we can set up a schedule for checking this and check it remotely from our computers. Peggy will talk to systems about how to handle this.
10. Authority Control Update
Deb provided a handout with the following text (see Deb if you need an electronic copy):
1. Editing Bib records that have already been sent to BackStage – if they need to go to BackStage again (headings changed) we need to change the Cat Date and to add a 948 with the original Cat Date. However, we are awaiting the format for entering the original cat date so please hold off on these for now.
2. What we asked for from BackStage. Windy will make manual available to team leaders. However, there is specification that all catalogers should know:
“We want the tracing practice (645 $a) to follow the authority record in all cases. If it is “n” return the bib record collapsed to 490-0; if it is “t” return the bib record with 490-1/830. If there are two 645 fields on with $a “n” and one with $a “t”, return the bib record with 490-1/830. If the series in unmatched, return the record as we sent it to you, retaining unmatched 8xx fields.”
• t - Traced as a series added entry
• n - Not traced as a series added entry
3. Authority records for “give as a quoted note” - Content that was cataloged in series tags instead of as a quoted note in our database generated these “series-like authority records” which BackStage loaded into our database. By the way, these are defined in byte 12 of the 008 tag in the authority record:
12 - Type of series
a - Monographic series
b - Multipart item
c - Series-like phrase
n - Not applicable
z - Other
| - No attempt to code
The “reason” for having authority records in our database is to provide cross-references for the public. So, these authority records will not be retained. The “series team” of Helene, Diane, Deb and Peter will be creating lists and cleaning up the bib records. Deb is doing the Gov Pubs (a very small number compared to the total) and is creating “authority bibs” as needed. Consequence of changes is that you cannot search by report number. Then the authority records will be deleted from our database. If everyone catalogs properly in the future, there should be very few of these loaded into our database. Windy and/or Meri will check for these monthly. So, you need to use OCLC authorities if there is not an authority record or authority bib in our database to verify.
4. Cataloging is aware that there are 440 tags in the database when there shouldn’t be. Diana is running a list in records cataloged prior to 12/5/08 to identify the number and type so they can determine why this happened and can be reported to BackStage so it won’t happen again. Don’t change these now. Remember that as you bring in records, there will be 440s but you don’t have to change them since BackStage is supposed to.
5. Overlaying records with Marcive loader currently wipes out any 9xx tags. We had previously asked for some changes to the loader and this has to be added to the list of changes. Windy and Meri also agree that there should be two loaders, one for the shipping list records and one for the full bibs with different parameters. Windy will ask Jina to make this a priority and will include Linda in preparations for the changes.
6. Link maintenance will need to be run each time records come back from BackStage. I asked that emails be sent to the list when someone is going to do a major project such as link maintenance or large record loads – things which slow down the system. Helene asked that a larger server be purchased so that we don’t face these slow-downs.
7. Edited SARs – They were sent to BackStage and processed. Mary is investigating whether these were loaded or not and, if not, why?
8. 830 without a 490. 830 can occur without a 490 in bib records IF there is a 533 tag indicating that the series is on the “reprint” (i.e. microfiche) but not the original. This is tricky when we are changing microform records to attach print items to them. Another reason we should not do this.
9. Identification of a Bibco record in OCLC:
a. 042 has “pcc”
b. 008, byte 39 is blank (when record originally created; may be changed to “c” when updated)
c. Encoding level (Leader, byte 17 = 4 for PCC Core, byte is blank for PCC full
posted by Salem @ 3:33 PM
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