Cataloging User Group Spring 2006 Minutes

1. OPENING REMARKS - EDWARD SWANSON, CONVENER (MII)
   Edward Swanson called the meeting to order at 10:50 AM, in the Voyageur North room at the Willard Learning Center, SCSU.
   
   
2. RECORDER - DENNIS MEISSNER, MHS
   The convener noted that Dennis Meissner, MHS, would serve as recorder for the meeting.
   NOTE FROM THE RECORDER: For purposes of both accuracy and convenience, the electronic version of these minutes maintains the links to the full reports discussed at the meeting.
   
   
3. ADOPT AGENDA
   The convener proposed agenda changes and entertained others from the floor:
   • The convener requested that steering committee elections (Item 5) be deferred until lunch break and concluded before the UG meeting resumes.
   • Sheila Hatchell (MHS) requested that Carla Urban (MINITEX) talk about NetLibrary records. Edward recommended that it come at the end of the task force reports (Item 10 ). Sheila also requested a report on what became of the proposed breakout sessions from last fall (item 10 in Fall 2005 Cat UG minutes).
   • Monica Ralston (MHS) requested that we add a new item relating to proposed NAUUG enhancements. The convener will add it to Item 7.
   • Adam Marsniak (NCC) moved acceptance of revised agenda; Linda Swanson (CU) 2nd; passed without discussion.
     
     
4. APPROVAL OF Fall Minutes - October 25, 2005.
   Tess Kasling (SBSJ) moved to approve the minutes as posted on the MnPALS website; 2nd; passed without discussion.
   
   
5. STEERING COMMITTEE ELECTIONS (TERMS EXPIRING (2006).
   • Kathleen Ashe (SSU) - State Universities
   • Joan Klanerud (SCC) - Technical Colleges
   • Deb Faulhaber (MCT) - Consolidated Colleges
   • Edward Swanson (MII) - Special Libraries
     
     
   Sheila Hatchell (MHS) was elected to succeed Edward Swanson as Special Libraries representative. Bobby Bothmann was elected to succeed Kathleen Ashe as the State Universities representative.The other representatives were elected to another term. Sheila Hatchell and Bobby Bothmann will serve as co-conveners for the next Cataloging User Group meeting.
   
   
6. PALS REPORTS (MARY ANN GREENWALD).
   Mary Ann highlighted a few issues from the full report, especially:
   
   
7. Stripping junk tags: PALS staff need to know which tags to strip. Library systems people have the ability to strip them out, so individual libraries will deal with them locally. After some discussion, Adam Marsnik (Normandale CC) moved that PALS strip out 938 tags from every record in system. A discussion on the mechanics of this followed. Bobby Bothmann noted that we should spend our time focusing on SYS01 fields of greater import, not on things that are just an annoyance. Adam suggests we identify everything we want stripped out globally. Al Rykus (MNPALS) no problem with such global modifications as long as we are able to identify a fairly small number that don't affect re-indexing (50K could be done in a day; however more than 100K might take weeks). The stripping would be made across the server, so libraries need to agree on which terms to strip Motion was seconded, and passed. Action: the PALS Cat UG is to determine a proposed list of tags to be stripped.
   
   A report was requested that would identify unlinked holdings in the database: Mary Ann stated that this is already on the workplan. Al Rykus said that he will create the procedure in SQL. Adam Marsnik suggested perhaps changing this from priority 1. Adam moved that the priority level of both these requests get changed to priority 2 on the workplan; 2nd; passed.
   
   Mary Ann reported that OCLC records from CatExpress can now be imported directly into Aleph.
   
   Bobby Bothmann asked whether Aleph has accepted upcoming OCLC-MARC changes. No response has been received on the matter from ExLibris. Action item: Mary Ann will investigate this with the vendor. Also, can individual libraries make these changes within their own databases? Action item: This question will be investigated by Al Rykhus.
   
   
8. ELUNA ENHANCEMENTS SUBMITTED FROM MNPALS. The following reports were received on enhancements that have been submitted to the ELUNA enhancements group from MnPALS:
   • Service for finding orphan records: Bobby Bothmann (MSU). To enable effective maintenance of the database, users need to be able to produce reports that identify broken links among bibliographic, holding, and item records. Al reported that this may now be handled through an SQL program that came over an Aleph list.
   • OPAC Location and Display Order: Bobby Bothmann (MSU). OPAC currently displays as locations some process status values and material types, whereas locations should only be generated from the collection codes in holding records. There are also problems with the ordering of locations in the OPAC displays. Adam Marsnik remarked that he believes the display order is actually generated by the order of collection codes in that particular database table. Al: The order may be controlled for multiple holdings across sublibraries, but cannot be controlled within a sublibrary.
   • Allowing services reports to run across libraries: Bobby Bothmann (MSU). Can't extract a report or result from a service run in SYS01 and run it against a field in some other library, like SYS60 or XXX50, and vice versa. A relational database should be able to provide this necessary functionality.
   • Validate indicator/subfield combinations within a field : Monica Ralston (MHS). We would like the tables expanded to include the validation of indicator/subfield dependencies for both the bibliographic and holdings data. A very simple and necessary feature, so why wasn't it included? They found that the problem was first reported by McGill University. Monica added some other pieces to their request and resubmitted.the proposal as a joint request.
   • Linking fields in bibliographic records should link directly to the bib records they represent: Sheila Hatchell (MHS). When viewing a bibliographic record in the OPAC that includes linking fields to related titles, the user should be able to click on the title in those fields and link directly to that bibliographic record. 766 through 78X fields are included in the request. There was some discussion about the mechanics of the fix.
   
   
   Breakout agenda item on proposed NAUUG enhancements: Monica Ralston (MHS) suggested a breakout session at Fall UG meeting to discuss and prioritize MnPALS enhancements. Consensus was that we should do so. Anne Levin (MHS) suggests creating a space on MnPALS website where these suggested enhancements can be collected prior to the fall meetings. Action item: Monica Ralston volunteered to head a task group to gather requests and priorities from all the user groups. Edward Swanson sent around a sign-up sheet to recruit other members for the task group.
   
   Kathleen Ashe asked as a related point why MnPALS members have to handle items related to standards adherence as system "enhancements." Linda Richter (MnPALS) said that MnPALS priority requests tend to make it to the Aleph priority list, but it's frustrating that they don't get through, and that it's a matter largely of point weighting. She suggests that we alternate years among functional groups: one year cataloging gets all the votes for its priority; one year reference, etc. Action item: Mary Ann will check w/ Patty Hatch to see the status of the request that MARC standards compliance NOT be treated as enhancements.
   
   
9. REGIONAL EX LIBRIS USER GROUP MEETING REPORT - SHEILA HATCHELL (MHS), ANNE LEVIN (MHS), AND MONICA RALSTON (MHS):
   These attendees reported on the inaugural regional UG meeting held in St. Paul earlier in April. Registration maxed out, indicating significant interest level (200). Session topics: Regional Set Ups, Working Within a Consortium, Working in a Single Institution, Course Reserves, Authorities, ILL, User Interface, Implementations of SFX, Basics of EDI, and discussion groups for technical services, circulation, ILL and Aleph Reporting Center. One finding: ARC needs a lot of work in order for us to tailor it to our needs, and we should possibly look into a third party report writer instead.
   
   The last session of the first day was a demonstration of the new features coming in version 18 and was led by Barbara Rad-el who was in Israel but connected live to the conference. Enhancements to the GUI of interest to cataloging include a split pane in the client; you may correct bib headings through the authority module; for ambiguous headings it will recognize the 2nd and 3rd position of the tags; improved records navigation in that you can cycle through open records; you will be able to move items from one bib to another, move a holding record and its items to a different bib record, and will be able to delete multiple items with one click; lost, missing, and other process statuses will automatically be removed when the barcode is read. A PowerPoint presentation from the ExLibris speaker is available on MnPALS website: http://www.mnlink.org/prog-serv/conferences/2006-03-07/.
   
   Anne Levin (MHS) was on a panel that discussed authority control. Anne addressed issues of authority control in a consortial environment, and also the work she and the task force have done to make the Aleph authority file display and perform in the OPAC view as one would hope and expect that it would. She asked the Cataloging UG whether authorities search tools-Aleph vs. OCLC (free and robust)--is a topic people would like to see investigated. There followed a discussion on how people use authority tools in their work.
   
   
10. Acquiring State Document Cataloged Records - DAVID SCHMIDTKE (LRL)
    David explained the Legislative Reference Library's creation of Minnesota E-docs, a database of electronic state publications. They began the project by concentrating on those documents specifically mandated by the legislature; since 2003, nearly all mandated items have been archived. David explained LRL's use of ASP-generated URLs to create dynamic links that will never need updating, thereby creating a system of permanent, reliable links to digital state government publications. The link to a group of eDocs described in a single bibliographic record takes you to an HTML (?) document containing individual links to all the works. Al Rykus noted that after we get onto version 17, there will be a single Alephe, which will allow you to see holdings and item records in a logical base other than your own. LRL also maintains a web page of newly received state docs. Kathleen Ashe (SSU) commented that they have included LRL in their drop down list of libraries list and advise students to go there for state docs.
    
    
11. TASK FORCE REPORTS
    • Authorities Task Force - ANNE LEVIN (MHS).
      Anne listed and thanked the task force members. She went on to note the problems that they have fixed, which are described in full in the report linked-to above. The task force has asked that its charge continue into version 17 deployment so that they can test the results of the 15.5 fixes in the new version. Edward asked whether there was any objection to this change in the charge. Action item: Request of Authorities Task Force to temporarily extend their appointment was accepted and their work will continue into the deployment of version 17.
      
      
    • Indexing Task Force - BOBBY BOTHMANN (MSU).
      Bobby listed and thanked committee members, noting that they are currently down two members, and are seeking volunteers from a technical college and a state agency library. They have started distributing their minutes to MnPALS lists to make their work more widely known in an efficient way. Bobby noted that the Access Task Force has not been meeting, but that Indexing and Access will need to meet in the near future to discuss overlapping issues.
      RECOMMENDATIONS BEING PUT FORWARD FOR VOTE:
      • Addition to Browse Index of 650 $7.
        Discussed lack of indexing of 650 fields with second indicator 7. Adding this to the browse indexing would allow browse searching on thesauri other than LCSH and MESH. It would also allow libraries to use local subject schemes when necessary. The task force agreed that allowing browse indexing of 690 fields would not be advisable since these headings are not controlled. Adding 650 $7 to the browse index could not happen until Decemberwhen the indexes are set up and run for version 17.
        The task force had previously asked Edward Swanson whether the Reference UG is aware of this recommendation; they are not. Linda Richter had thereupon recommended that Cataloging UG vote the recommendation forward, sending it on to Reference UG for approval. Action item: Adam Marsnik moved that the user group approve this recommendation, passing it along to the Reference UG; 2nd; passed.
      • Language Index
        Rationale: The current index for language (WLA) indexes data in 008/35 and 041. The 008/35 allows for only one language code. The 041 allows for multiple. When using Boolean operators, particularly NOT, it does not operate on languages entered in subsequent $$a
        Example: 041 $a spa $a fre $a eng would be excluded from the search not wla=eng even though this is not a "true" statement, because there are other languages in the field.
        Separating the language index for the different fields would allow for better use of Boolean terms in the CCL. By excluding 008/35=eng, you can see the vast majority of foreign language resources and not exclude those which have "eng" in the 041 field, such as DVDs. Recommendation: create an additional Language index point: WLA remains, but we add, another index, such as WL8 and W41 in the column 10 of tab11_word so that these two fields can be retrieved/indexed separately. Otherwise we can't really use Boolean searching with this index.
        Action item: Kathleen Ashe moved acceptance of the recommendation to create the additional index for languages and to forward the recommendation to the MnPALS office; 2nd; passed.
      • Recommendation to remove <Govt Publication> from tab_type_config. Rationale: The coding for 008/28 has a somewhat generic definition in that anything loosely affiliated with a government entity may be and often is coded as such. There is no code or any type of MARC field that distinctly defines a government document as such. It is misleading to the patron to retain the table value. If there is a need to separate documents, it should be done with collection codes. Even though Govt Publication has been moved to the bottom of the table, it may still display erroneously.
        Bobby Bothmann would like to see the Cataloging and Reference user groups meet on the same day in Fall 2006 so that they can jointly discuss this and other issues of mutual concern. Bobby noted again that the task force is short-handed; Adam Marsnik volunteered to serve on the group.
        Action item: Task force will just drop this one for the time being. It needs to be addressed by both reference and cataloging.
        
        
    • Validation Task Force - MONICA RALSTON (MHS), STEPHANIE MCCONNELL (BSU), LORI PESIK (SMU), AND JESSICA SCHOMBERG (MSU)
      Task force has fixed things regarding dependencies in SYS01 and are now working in SYS60. Mary Ann Greenwald advised people to look under check_doc for a list of values. Action item: Edward Swanson noted that this task force's charge will also need to be extended to accommodate its continuing work.
    • ACCESS TASK FORCE
      As Bobby mentioned in his report, this task force has not met for awhile. A Question was raised about the way 856 resources are displaying, and NetLibrary records in particular. Bobby explained the situation, noting that coding of indicators is crucial, and has been mishandled by NetLibrary in past. Bobby noted that OCLC needs to be requested to fix these records to the coding we desire, before the batch is loaded. This will work for future batches, but not for the records already in the catalog. Mark Wilhlemi (MII) volunteered to take the issue to OCLC if Bobby would give him the necessary details. The NetLibrary participants of the consortium will need to agree on the text entered into
      
      
12. REACTION TO MORNING SESSION: FUTURES PANEL DISCUSSION.
    NOT CONSIDERED, due to the press of more important business.
    
    
13. PALS WORK PLAN
    Open / Completed
    There were no comments concerning the open and completed work plans distributed by MnPALS staff before the meeting.
    
    
14. OTHER / ADJOURNMENT
    • Al Rykus noted that if tonight's indexing jobs run successfully, the system should be back up Saturday morning.
    • Edward thanked all who worked on Task Forces during the year, and thanked UG attendees before adjourning the meeting. Meeting adjourned at 1:56 PM.
      
      

1. Opening Remarks - Edward Swanson, Convener (MII)
   
   
2. Recorder - Dennis Meissner, MHS
   
   
3. Adopt Agenda
   
   
4. Approval of Fall Minutes - October 25, 2005
   
   
5. Elections
   Terms Expiring (2006)
   • Steering Committee:
     • Kathleen Ashe (SSU) - State Universities
     • Joan Klanderud (SCC) - Technical Colleges
     • Deb Faulhaber (MCT) - Consolidated Colleges
     • Edward Swanson (MII) - Special Libraries
       
       
   All MnPALS User Group Steering Committees can be found here
   
   
6. PALS Report Adobe Acrobat - Mary Ann Greenwald (PALS)
   
   
7. ELUNA enhancements submitted from MnPALS
   1. Service for finding orphan records - Bobby Bothmann (MSU)
   2. OPAC Location and Display Order - Bobby Bothmann (MSU)
   3. Allowing services reports to run across libraries - Bobby Bothmann (MSU)
   4. Validate indicator/subfield combinations within a field - Monica Ralston (MHS)
   5. Linking fields in bibliographic records should link directly to the bib records they represent - Sheila Hatchell (MHS)
      
      
8. Regional Ex Libris User Group Meeting Report - Sheila Hatchell (MHS), Anne Levin (MHS), and Monica Ralston (MHS)
   
   
9. Acquiring State Document Cataloged Records - David Schmidtke (LRL)
   
   
10. Task Force Reports
    1. Authorities Task Force - Anne Levin (MHS)
       
       
    2. Indexing Task Force - Bobby Bothmann (MSU)
       1. Addition to Browse Index of 650 #7
          Discussed lack of indexing of 650 fields with second indicator 7. Adding this to the browse indexing would allow browse searching on thesauri other than LSCH, LCAC, and MESH. It would also allow libraries to use local subject schemes when necessary. We agreed that allowing browse indexing of 690 fields would not be advisable since these headings are not controlled. Adding 650 #7 to the browse index could not happen until summer when the indexes are set up for version 17.
          
          
       2. Language Index
          Rationale: The current index for language (WLA) indexes data in 008/35 and 041. The 008/35 allows for only one language code. The 041 allows for multiple. When using Boolean operators, particularly NOT, it does not retrieve records that might be wanted.
          Example: 041 $a spa $a fre $a eng would be excluded from the search not wla=eng even though this is not a "true" statement, because there are other languages on the resource.
          
          Separating the language index for the different fields would allow for better use of Boolean terms in the CCL. By excluding 008/35=eng, you can see the vast majority of your foreign language resources and not exclude those which have "eng" in the 041 field, such as DVDs.
          
          
       3. Recommendation to remove <Govt Publication> from tab_type_config.
          Rationale: The coding for 008/28 indicates that the publisher is a government body. It is also misleading to the patron. There is no code or any type of MARC field that defines a government document as such. This should be done with collection codes if there is a need to separate documents.
          
          
    3. Validation Task Force - Monica Ralston (MHS), Stephanie McConnell (BSU), Lori Pesik (SMU), and Jessica Schomberg (MSU)
       
       
    4. Access Task Force
       
       
11. Reaction to morning session: Futures Panel Discussion
    
    
12. PALS Work Plan
    • Open
    • Completed
      
      
13. Other / Adjourn