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[edit] Catalog Policy and Documentation Committee Minutes: Thursday, June 5, 2008, 2:35 p.m., SML Room 409

CPDC Minutes

Present: Steven Arakawa (chair) Tachtorn (Wheat) Meier, Pina Scalzo (recording), Keiko Suzuki, Penny Welbourne

Guests: Eva Bolkovac [Catalog Management]

Absent: Ellen Cordes, Rowena Griem, Christine Pesch, Michael Scott

Document reviewed: Maintenance & Cataloging Workflow Policies for e-book Bibliographic Records not Supplied by Vendors

The Committee discussed the document Bibliographic Records for Online Resources Cataloged in Orbis along with Matthew Beacom's YulWiki comments. The committee asked Eva Bolkovac to explain and clarify the e-resources processes. Below are questions raised by the committee and topics discussed.

Background

• e-books made available to users through YUL may be in aggregator sets licensed by the library or through outright purchase
• the vendor is expected to provide bibliographic records for licensed sets although ILTS does the batch loading; the vendor also deletes or provides the means for deleting the bibliographic records when e-books in the licensed set are no longer available
• Records created in Voyager by catalogers are usually singly-purchased e-books and each title has an Acquisition order attached to the bibliographic record
• YUL also purchases collections of e-books; the order record is associated with a separate bibliographic "payment record;" the vendor is generally expected to provide a file of bibliographic records to link to the online e-books, but sometimes the vendor does not provide a complete set of bibliographic records; the best strategy for addressing this situation is a key part of the discussion.

Provisional Withdrawal Policy

The withdrawal policy for e-books does not apply to licensed aggregator set records, only to purchased individual titles or collections. The draft policy is to delete records for purchased e-books that are no longer available. Matthew Beacom has suggested that the policy be consistent with the policy for printed books, where we continue to display the record for the withdrawn title, with a public note indicating the item is withdrawn. Discussion focused on potential difficulties with this suggestion.

• Although there are special local 9xx fields identifying bibliographic records for licensed titles, the Cat. Management perspective is that there is some likelihood that staff would confuse bibliographic record withdrawal policies for purchased e-books with bibliographic record withdrawal policies for licensed e-books. (Selectors may purchase an e-book that is also available with a licensed collection in order to provide permanent access to a specific title, so a bibliographic record could represent both a purchased & a licensed title.)
• Withdrawal process for print books is initiated by selectors and processed by Access Services staff after CMT staff reviews the titles. But who will identify the e-book, do the withdraw procedure, and how will the record display in Voyager?
• Can an e-book be "withdrawn?" <Yes, with some publisher contracts, access to a purchased e-book title is cut off when a revised edition is made available.>
• If the e-book record is not deleted or suppressed, URLs for withdrawn e-books will be misleading if records/URLs are not deleted - can be deleted but with whose directions?
• A policy of deleting the record for a withdrawn e-book could allow Acquisitions to process these records because they are usually notified by vendors or selectors of updates for no longer available items

Provisional Recommendations for Individually Purchased e-Books

• Use the current book withdrawal policy with modification
• If there is a purchase order attached to the record - suppress the MFHD and bibliographic records
• If no purchase order is attached to the e-book record - delete the MFHD and bibliographic records
• Voyager (current system) informs staff if the bibliographic record has a purchase order and will not allow the record to be deleted
• Individual purchase of e-books is increasing
• CMT receives problems from various sources for e-book issues
• Concerns for Chinese Language e-books - CMT will not process e-books if it doesn't have the language and skill sets - these e-book titles will be given to appropriate staff
• Should we buy an e-book once and add various links to the bibliographic record?
• Can/should multiple purchased e-books be on the same record?
• Is it OK to have multiple 856 links on a bibliographic record?

Marsha Garman is OK with part 2.3 (Multiple links) of document

Discussion followed on whether 856s could be placed on the MFHD, with each new MFHD representing a different vendor - Committee not sure if this is possible - Acquisitions will be consulted for clarification. There may be maintenance difficulties associated with entering the 856 in the MFHD rather than the bib record.

Ideas discussed

• Do we currently create multiple MFHDs for multiple firm orders?
• An e-book title can be part of a firm order and part of 2 or more package orders
• Add e-book URLs to a print bibliography record if we don't receive a record for that e-book title from the package (example - 100 title package missing 25 titles/records)
• Create a brief record for the 25 missing titles - if and when we receive the full level records, delete the 25 brief records - how/who gets notified and who processes the records?
• Types of e-resources
  • Single Firm Purchase
  • Package Purchase
  • Records Loaded by ILTS (example - MARCit)

Discussion followed on e-resources workflow

• Training & Policy issues. Cataloging e-resources isn't very straight-forward and there are many issues involved for which we are still deciding on policy (example - licensing, links, etc.)
• For the time being, one person is cataloging e-resources in CMS. <Medical Library is also creating records. Engineering is creating in-process records for e-books.>
• CMT can create brief records for titles not represented in packages [if it stays as an anomaly and around 100 records] - CMT will keep files and delete the brief records when full level records are loaded

Part 3 of document - Interim Access of records

Strategies in order of preference.

• Ideally, vendors should provide records for all e-books
• Our previous e-resources serials vendor did not provide bib records if one was not available on OCLC or readily derivable from the print version. Our new vendor is expected to provide at least a brief record for all serial titles. The hope is that this could be extended to e-books as well.
• Live with missing records in the Voyager until vendor sends the records
• If vendor supplies an excel sheet with author, title, and match point we can create records in Voyager; process needs to be negotiated with vendors; there was some pessimism expressed about expecting vendors to agree to this across the board
• If e-book titles are urgent (example - needed for a course) and nothing else is available, a URL link could be placed on the print Voyager record with a note (example - "Also available in Electronic form")
• Worst case scenario. Create brief records and delete them when full records are loaded into Voyager

Meeting adjourned at 4:00 p.m. Next meeting June 19, 2008 Respectfully submitted, Pina Scalzo June 12, 2008