NACO Coordinating Committee Minutes

Date: 13 September 2004

Present: Steven Arakawa, Sarah Elman, Fanny Hsieh, Maria Hunenko, Cécile Mandour, Rick Sarcia, Manon Théroux (chair and recorder)

Absent: Mickey Koth.

1. RLIN Save File Status Report

Committee members did a round-robin report on the status of the various Yale NACO "save" files in RLIN. Reports included the total number of records in "save" and the date of the oldest record. Catalogers with older records will be reminded that a 60-day limit that has been imposed by RLIN.

2. Addition to "Yale Policies for NACO Series Authority Records"

At Steven's suggestion, Manon added a new section called "Recording Changes of Practice" under 2C in the "Yale Policies for NACO Series Authority Records" document:

http://www.library.yale.edu/cataloging/authorities/series_policy.htm

The section provides an example of how to record a change in series practice for a particular location using $d notes followed by $5 codes. Fanny suggested revised wording for the notes; the group concurred.

3. Addition to "NACO at Yale : Chronology"

Fanny found an annual report (1987-1988) for the former Serials Division in the Library. The report contained NACO statistics. At Fanny's suggestion, Manon added these statistics to the "NACO at Yale : Chronology" page:

http://www.library.yale.edu/cataloging/authorities/nacohistory.html

The sentence reads: "In the 1987/1988 fiscal year, 412 SARs and 25 SAR updates are contributed."

4. RLIN21 Update

RLG has again postponed the date for issuing the RLIN21 NACO-enabled client. The new timeline calls for the client to be issued sometime in September for testing and to be put into production no earlier than October 31. The postponement gives us a little more time to prepare RLIN21 NACO training.

RLG has warned us that there might be a short moratorium on NACO production work. At its last meeting, the NACO Coordinating Committee identified several options in case a fallback plan is needed:1) asking catalogers to set books aside temporarily (might not be feasible for units with a high volume of names to be established); 2) asking catalogers to photocopy relevant title pages, etc., but send the books through; and 3) simply not establishing headings for items cataloged during that period. The latter option would affect BIBCO production as well, since BIBCO records must have all headings established. Manon reported that the Authority Control Advisory Committee suggested some additional options at its last meeting: 1) creating our NACO records in OCLC (probably not worth the trouble of configuration and training unless the moratorium is long); 2) creating temporary authority records in Voyager and then later contributing them to NACO and deleting the Voyager records (would get the cross references into Orbis immediately but might result in duplicate records if we forget to delete them); and 3) creating our NACO records in Word and then later contributing them to NACO. The latter two options would only work well if we could copy/paste the fields into the RLIN21 records (we would want to test this before making a decision).

5. Export Policy for Bibliographic Records

Manon read the following section from the CCC minutes for Aug. 10, 2004:
http://www.library.yale.edu/cataloging/ccc/ccchome.htm# minutes

"Steven mentioned that our policy is not to re-export to the utilities every record that is updated. Joan concurred that now, for our Roman records, Voyager is our catalog of record. Steven said that one exception to this policy is that bib records cited in NACO records should be exported to the utilities if the bib record already in the utilities has a heading that doesn't match the established form. Manon said this is not currently a recorded Library policy and asked if we wanted to make it one. She will discuss it with the NACO group."

Committee members agreed to recommend that a Yale bib record be re-exported in these situations. If a Yale cataloger cites a bib record in a 670 field in a NACO record, the Yale bib record in the utilities should contain the established form of heading. If it does not, the bib record should be re-exported so that the version of the bib record with the correct heading overlays the version of the bib record with the incorrect heading.

6. NACO Independence Guidelines : Draft

Manon distributed a rough draft of the revised guidelines for deciding when an individual cataloger may be granted independence for NACO work. The document will eventually replace these two pages:

http://www.library.yale.edu/cataloging/authorities/naco_ind.htm

http://www.library.yale.edu/cataloging/authorities/ticks.htm

The Committee briefly discussed some formatting issues and will hold an extra meeting next week to discuss the draft's content.

7. Annual Report

Manon distributed the NACO portion of the draft of her Annual Report and asked committee members to send her any additions and/or corrections.