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Present: Joan Swanekamp (chair), Steven Arakawa, Paula Ball, Helen Bartlett, Mattthew Beacom, Susan Brady, Sarah Elman, Eric Friede, Marsha Garman, Rebecca Hamilton, Abdul Hannawi, Ellen Jaramillo, Robert Killheffer, Daniel Lovins, Beatrice Luh, Nancy Lyon, Soraya Magalhaes-Willson, Anthony Oddo, E.C. Schroeder, James Shetler, Karen Spicher, Manon Théroux, David Walls, Stephen Young
Absent: Dajin Sun, Kari Swanson, Patricia Thurston
Joan introduced Abdul Hannawi, the new Near East cataloger.
Other business: Committee agreed to meet May 29th 9-10:30. June meeting will be cancelled.
1. Training checklist. Joan will turn over to a task force (Steven Arakawa, Sarah Elman, and David Walls) to revise. Links to available documents should be embedded. Will be written for the use of copy catalogers, but could then be stripped down for Acquisitions staff. TF will route revised copy to CCC for comments and updates.
2. Draft memo on YUL procedures for non-filing indicators.
- The MARC 21 revision is in anticipation of future conversion of library and utility databases to unicode, where the diacritic will follow rather than precede the letter it modifies. LC, an Endeavor library, has recently converted its database to unicode in test mode and has been in the process of performing quality assurance. It is not known how the unicode conversion will affect sorting in index displays.
- When transcribing, catalogers should not follow unicode conventions (diacritics should continue to be entered before the letter being modified)
- Catalogers entering new records on Voyager or RLIN should follow the new counting conventions for the nonfiling indicators, even though using the old conventions will not affect retrieval at this time
- MARS processing will correct indicators that follow the obsolete convention. Manon Theroux will give a brief overview of MARS processing features that go beyond the update of headings at the next meeting.
- The memo will probably have no application for copy cataloging and acquisitions processing staff. (Perhaps copy cataloging & acquisitions staff need to be warned not to "correct" indicators updated by MARS?)
- The memo was approved by CCC
- Steven Arakawa will post the memo and links to the relevant LC or BIBCO pages on Cataloging at Yale or Cataloging at Yale: Tools and Resources. When the memo is available on the web, Joan will send out a message to YULCAT with links to the documents.
3. Item record relationship for partially analyzed titles. Change in procedure to link all item records for partially analyzed sets to the cover record. Up till now the practice has been to link the item record to the analytics. No change in procedure for fully analyzed sets; continue to link item record to the analytic record. Change in procedure will get current catalog processing in synch with LSF and recon practice. The draft memo was approved with changes to the staff note abbreviation to "anlyz" and "part anlyz". The bound with technique for associating both the cover record and the analytic record on the same item record will not be applied at this time. Sarah Elman raised the question whether a public note could be used to refer the webpac user to the appropriate record for circulation status information. Resolution to this question will be delayed until a satisfactory decision is made on use of the bound with procedure. Joan will set up a task force; volunteers from CCC are: Steven Arakawa, Sarah Elman, Daniel Lovins, and Soraya Magalhaes-Willson.
4. CCC agreed to having a standard list of staff notes and abbreviations similar to the standard list of public notes. Steven Arakawa will create a continuously updated master list and post it on the web. Of particular interest will be abbreviations like "CIE" (Created in Error) that may not be readily translatable by new staff. CCC can begin sending terms and abbreviations to email@example.com. [Kari Swanson writes (12 May): "Regarding number 4: I am still working on a menu macro for the most frequently used staff notes..."]
5. Discussion of proposed updates to ENUM/CHRON procedures.
- General agreement that including part captions is preferred. Need to run by Public Services and Serial Support. It turns out that Kline, Divinity, Music Library are already using captions. Relationship to the Voyager checkin component needs to be reviewed.
- General agreement that in the absence of a caption, a generic one should be supplied, e.g. "v." The main objective is to make the Status line intelligible for the patrons to the extent possible. General agreement that it is sufficient to transcribe the caption only at the beginning of the range to save space. The optimum punctuation and spacing for parts is still under discussion.
- Item type text for accompanying material. General agreement that the item type text should be the last element (i.e. should not precede part no. or date). Although it is possible to enter item type data in other item record fields and modify the label printing program to print the text in the preferred position, and that the text in those fields ought to display in the webpac, it was noted that in the Circulation module, only the ENUM or CHRON fields display in the charging process, so that to optimize usefulness for Circulation staff, the text would need to be entered in ENUM or CHRON. For monographs, the tentative field for recording item type text is CHRON. Matthew Beacom expressed reservations about the limitations of the Voyager system that force technical services to enter data of this kind in inappropriate fields.
- Repeating numbers. General agreement that the new practice should be to record bibliographic parts rather than physical parts, but that the procedure needs to be extended beyond the limited situation where the year functions as the volume number to any situation where a volume is bound in more than one physical part. General agreement that in situations where the year functions as the volume number, the year should be recorded in CHRON rather than ENUM in order to simplify checkin workflow.
6. Orbis 2 Manual. CCC will review the MFHD policies and procedures document, the MFHD formatting examples document, and the general copy cataloging workflow documents for the next meeting. CCC was also asked to begin scanning the Orbis 2 Table of Contents for the next items for review.
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Last revision: 8/05/03
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