Cataloging Authorities Work Group

Thursday, August 2, 2001


Present: Patricia Thurston (Chair), Ken Crilly, Marcia Garman, Rick Sarcia, Joan Swanekamp, Manon Theroux.


The group discussed the following tasks to be competed during August. The group determined that we would, individually, also study these issues more closely before the next meeting.

Determine cataloging policy groups.

The work group is leaning toward recommending either one or two policy groups.

· Given current practice, and the fact that each location can be mapped to only one cataloging policy group, a case could be made for creating only one cataloging policy group. Yale University Library cataloging units will continue to require the ability to create bibliographic, authority, and holdings records for any Orbis location. Cataloging units will continue to work toward system-wide cataloging practices, using local policies to provide consistent access to local readers, and adhering to the national standards and cataloging policies required to participate in National Cooperative Cataloging projects.

· The exception might be Government Documents. A case could be made for creating a separate cataloging policy group for Government Documents. The staff in Government Documents and Information Services create bibliographic, authority and holdings records for government documents only. No other cataloging unit creates records for these documents, and the government documents staff has a workflow that accommodates the peculiar nature of this material.

Determine Owning Libraries

The work group is leaning toward recommending only one "Owning Library".

· As Orbis is our union catalog, we see no immediate need to have more than one "Owning Library." All cataloging units should continue to have the ability to edit and modify the cataloging records of any location in Orbis.

Determine Cataloging Happening Locations

Rick Sarcia is investigating how happening locations relate to operator profiles.

Recommend Session Defaults and Preferences

The work group needs to look at the session defaults and preferences, but is leaning toward using as few as possible, maybe only one or two. Numerous defaults and preferences would result in unnecessarily complicated staff training issues and could result in misunderstandings of workflow practices resulting in inconsistent treatment of Orbis records.

Determine how we will use record templates: identify the templates that need to be created, create the templates, determine how to distribute the templates.

The group discussed the need for a basic template for each bibliographic format. Marcia and Joan are investigating the relationship between session defaults and templates.

Look at MARC Validation Tag Tables: determine/make changes, determine how we will distribute changes

Based on past experience with table modification, the work group is leaning toward recommending that we make everything in MARC21 valid, without modifying specific tables. Because of the number of tables, modifications to specific tables could easily result in validation inconsistencies, as well as confusion about elements in old and new tables.

Joan Swanekamp will phone Karen Calhoun at Cornell and talk to her about how they handled MARC validation tag tables, as well as record templates.

Joan and Marcia Garman will get together to discuss templates and MARC validation issues.

The group will participate in training, 7-8 August, Mudd library.

The next meeting will be On Wednesday, 8 August, SML Room 411.