MnPALS Cataloging Users Group: Fall 2007

Attendees

Patricia Akerman St. Cloud Technical College
Kristi Akland Southwest Minnesota State University
Kathleen Ashe Southwest Minnesota State University
Ginny Bakke Gustavus Adolphus College
Michael Barnett PALS
Bobby Bothmann Minnesota State University, Mankato
Rod Bruce PALS
Lynn Burg Gustavus Adolphus College
Jan Carey Hibbing Community College
Cathy Colby PALS
John Daniels Minneapolis Community & Technical College
Virginia Dudley MINITEX
Michelle Ehlert Metropolitan State University
Kathy Forsberg Bethany Lutheran College
Dru Frykberg Employment & Economic Development
Mary Ann Greenwald PALS
Tina Gross St. Cloud State University
Sheila Hatchell Minnesota Historical Society
Ginny Heinrich Minneapolis Community & Technical College
Robin Horowitz Minnesota State Law Library
Cynthia Jorstad Northland CTC - Thief River Falls Campus
Michael Kirby Dakota County Technical College
Joan Klanderud South Central College - North Mankato Campus
Lisa Lentz James J. Hill Reference Library
Randi Madisen Century College
Adam Marsnik Normandale Community College
Pete McDonnell Minnesota State University, Mankato
Sandi Mead Minnesota West - Worthington Campus
Deb Meissner Minnesota State University, Mankato
Dennis Meissner Minnesota Historical Society
Connie Moeller Lake Superior College
Dianne Narum Bemidji State University
Mary Nere Minnesota State University, Mankato
Romelle Quast South Central College - North Mankato Campus
Monica Ralston Minnesota Historical Society
Sara Ring MINITEX
Al Rykhus PALS
Angie Schaper Riverland Community College - Albert Lea Campus
David Schmidtke Legislative Reference Library
Diane Sharits Minnesota State University, Mankato
Jennie Simning Hennepin Technical College - Eden Prairie Campus
Kay Streng Minneapolis College of Art & Design
Pam Sukalski Minnesota West - Granite Falls Campus
Linda Swanson Concordia College
Laurie Tekautz Mesabi Range Community & Technical College
Sonja Timmerman Gustavus Adolphus College
Mark Wilhelmi MINITEX

Minutes

1. Opening Remarks: Sheila Hatchell (MHS) and Bobby Bothmann (MSU) called the meeting to order. Everyone introduced themselves.

2. Recorder: Dianne Narum (BSU)

3. Additions/Changes: Robin Horowitz (MSL) moved to accept the agenda with no changes. Motion approved.

4. Approve Spring Minutes: Adam Marsnik (NDC) moved to approve minutes as recorded. Robin Horowitz (MSL) seconded. Minutes approved without discussion.

5. NACO: Bobby Bothman (MSU) and Sheila Hatchell (MHS) asked for a show of interest from people about getting NACO training and/or becoming a NACO funnel, this includes anyone interested in refresher training. The training would be 5 days. The cost will be researched as it will depend on where the training takes place. Interested people included Tina Gross (STC), Adam Marsnik (NDC), Linda Swanson (CON), Ginny Heinrich (MCTC), Robin Horowitz (MSL), Bobby Bothmann (MSU), Sheila Hatchell (MHS), Jessica Schomberg (MSU), and Mary Ann Greenwald (PALS). The group also discussed becoming a NACO funnel. Currently our NACO additions are going through MINITEX. NACO funnel authorization is institution specific rather than individual specific.

6. PALS Report and Work Plan:

1. Mary Ann Greenwald (PALS) discussed global change to remove from holding records (SYS60 Library) the subfield $h x in the 852 field. Adam Marsnik asked if there was a report that can be run by ADM library. ADM libraries cannot run this report since subfield $h is not keyword indexed. Mary Ann will research if PALS can pull these by ADM from the browse call number index.
2. Mary Ann stated that PALS can do a global change for libraries so that their Summary Holdings will display in the OPAC. This can be done by PALS doing a global change to libraries' item records; e.g. HOL link of 85X Type/Linking Number should be 853 and 1. A variety of libraries said they had never heard about this. Mary Ann responded this had been offered in the Summary Holding instructional session, along with an e-mail to MnPALS Libraries. PALS will send out another e-mail offering to do this for libraries.
3. Union Listing. PALS has not sent a test file of holding records to OCLC for the Union List of Serials, but has the specs needed for libraries to communicate that information. Work on this has been suspended according to PALS. Bobby Bothmann moved that Union List of Serials (#47 on the workplan) be moved to a higher priority on the workplan (2A). Robin Horowitz seconded. Motion passed. The request will go to User Council.

Further Work Plan discussion – Mary Ann stated that loading authority records is done weekly. She went through the work plan list bringing attention to several items on the list including

• 52: re-index database with keyword indexing to occur at Thanksgiving and full re-indexing (including browse indexes) to occur after moving to ver. 18 and at the time authorities functionality is tested,
• 54: resolve MARCIVE loader issues - waiting for a fix from ExLibris which may take quite awhile,
• 76: purchase & load new authority file - after move to ver. 18,
• 77: implement new ver. 18 authorities functionality - after move to ver. 18,
• 109: Remove SYS60 pattern prediction templates. It was agreed consensually to leave the system provided (approx. 30) prediction pattern templates on the server. Mary Ann will send out instructions how they can be removed from library staff PCs,
• 118: Help on Field Tag information for OCLC Fields. Cataloging User Group Steering Committee will provide the list for PALS to add to the SYS01/pc_tab/catalog/html_files.

7. Discussion- Priorities and Needs: What are the priorities and needs we want to identify for the PALS office?

• a) Authority work in Version 18.
• b) Question from Mary Ann, Do we have MARC records we want to download which aren’t in OCLC? Mary Ann explained the OCLC uploader feature. These can’t be loaded in batch. Mary Ann reminded us we are each responsible for adding our holdings in OCLC.
• c) Bobby Bothmann stated he would like to see other options such as exporting from MARC Edit. *d) Shelf-ready records are also a future possibility.
• e) Question and discussion about whether we can be a SACO funnel. SACO does not have funnels, but we can submit subject proposals through SACO.

The Steering Committee will discuss some other priorities.

8. Z106CAT fields: Problem was raised that ALEPH adds CAT fields every time the record is updated or edited and can eventually exceed more info than the record can hold. Question: How many fields do we want to keep? User Group consensus decision to keep 5 CAT fields. The Z106 table will keep a full history. How often do we want the service run? PALS will run the update on LUTE and let us know how long it takes and suggest a schedule for the frequency of running this service.

9. Effective Catalog Record: Discussion about what can be done to enhance records. Question was raised about whether the Table of Contents 505 can/should be enhanced? Consensus was that it depends on your end user whether you decide to enhance the 505. Ginny Heinrich talked about a presentation she will be giving at the upcoming Minnesota Library Association conference this month on this very topic.
A comment/concern was raised that the 856 $3 “Bibliographic record display” in NetLibrary records is now showing up in the OPAC. Al Rykhus (PALS) clarified that it was something that had appeared in Version 15.5 but not in Version 17. He fixed it so that it began displaying again in Version 17. Some do not like the $3 data in the NetLibrary records. The fix for this is to edit or delete the $3 on each record.

10. OPAC Availability cataloging related issues: Al Rykhus stated that testing solutions on LUTE have fixed most of the issues created and reported, but not all of them. Multiple holdings will again display. It will go onto HARP Friday afternoon October 12.
Question raised about 856 field URL; do we want that to show in the holding record? Steering Committee will discuss further.

11. Task Force Reports: Authorities Task Force is looking for volunteers for Version 18. Volunteers were: Robin Horowitz (MSL) Ginny Heinrich (MCTC), Adam Marsnik (NDC), Tina Gross (STC), Linda Swanson (CON). Mary Ann Greenwald will continue as the PALS liaison.

12. Review of Catalogers Work Day: Complete success. Steering Committee stated that it cost no money. Other user groups are considering implementing work days.

Draft submitted: Oct. 15, 2007 Dianne Narum

Agenda

1. 2:15 p.m. Opening Remarks - Bobby Bothmann, Sheila Hatchell
   
   
2. 2:20 p.m. Recorder - Steering Committee Member.
   Please identify yourself when speaking at the meeting to ease the recorder’s job. As the recorder you may ask someone to repeat their comment to verify your notes.
   
   
3. 2:20 p.m. Additions/Changes to Agenda
   
   
4. 2:25 p.m. Approve Spring Minutes
   
   
5. 2:30 p.m. NACO - who is interested in participating?
   
   
6. 2:35 p.m. PALS Report and Work Plan - Mary Ann Greenwald
   
   
7. 2:50 p.m. Discussion: Priorities and Needs.
   
   
8. 3:10 p.m. Discussion: Z106 CAT Fields. How often should they be deleted?
   
   
9. 3:20 p.m. Discussion: Effective catalog records - What should we enhance?
   
   
10. 3:40 p.m. Discussion: OPAC Availability cataloging-related issues
    
    
11. 3:55 p.m. Task Force Reports.

• Authorities Task Force
  

12. 4:05 p.m. Review of Catalogers Work Day.
    
    

Discussion Notes for Agenda Items:

5. NACO (Name Authority Cooperative Program). Find out how many people would like to be trained on NACO. We would like to use them on the MnPALS Authorities Task Force to check the functionality in ver. 18. ExLibris reports that the new authorities functionality in version 18 is "working pretty solidly". The category mechanism solves the problem where subject and name are the same ... conflicting headings. There is also functionality that when a bibliographic record is updated, in addition to updating the content of the field, the system will also correct the field tag and indicators if they are different than those of the authority record. PALS must rebuild authorities and bib browse indexes when we turn on the flag to enable the functionality. PALS has confirmed that we can upgrade to version 18 with the flag off, then do the indexing later.
   
   
6. Topics
   1. Aleph version 18 changes
   2. Workplan
   3. SI’s with ExLibris
   4. Knowledge Base answers
      
      
7. Priorities and Needs. Here are some ideas to get started.
   1. How to import Non OCLC MARC records to the MnPALS Catalog?
      1. Minnesota State Community & Technical College/Moorhead and PALS tested bringing in a file of Non OCLC MARC records. Attached is the whitepaper giving the report of that test.
      2. MarcEdit software;
   2. Union Listing export to OCLC.
   3. Alternate match points for overlay
   4. Needs for implementing shelf-ready
   5. Other things libraries want to do, but need support and set-up from PALS
   6. Testing virtual summary holdings
      
      
8. Z106 CAT fields. This is a consortial decision. All bibliographic and holding records for all MnPALS libraries are held in one of two Aleph libraries - SYS01 (BIB) or SYS60 (HOL). Every time you save a record to the server in cataloging, or open items in serials, or edit a pattern either in cataloging or serials, a CAT field is created and appended to that record. These build-up on holding records, particularly because patterns are opened or adjusted. If too many CAT fields are created, the record exceeds its number of characters and cannot be edited. When this happens you lose much of the data that was in that record, including the 852, 853, and 866 fields. PALS can run a service to pull out these excessive CAT Fields. They will be stored in the Z106 Oracle table. The first and last CAT will be left in the record. There are two decisions to make: 1. How many CAT fields should be left in the record upon the clean-up and move of the excessive CAT fields to the Z106 Oracle table? 2. How often should the service be run?
   
   
9. Effective Catalog Records. Effective catalog records is meant to be a philosophy discussion. What types of things should we as catalogers look at to create effective catalog records? An example is Table of Contents (TOC) notes: when should we use simple, when should we use enhanced, how much should we really put into the TOC field? Should we use more genre headings? Include or delete publisher descriptions which may or may not enhance keyword access? Should we include summaries?
   
   
10. Discussion: OPAC Availability. The new change in the OPAC displays an availability column. What are the cataloging related issues and problems with the change?
    1. Only shows one location/holding
    2. Link goes to holding record view, but does not provide access to URLs when the resource is electronic. For the URL, libraries really would like for the 856$y to work. Ex Libris says it does, but it does not. It only allows you to replace the URL with an un-intuitive teeny tiny icon. People would also like to have the URL display in the holding display as a hyperlink. The URL should come from either within the holding record, or be expanded from the bib record.
    3. Other issues or problems with the display that are linked to cataloging?