Systemwide Cataloging Coordination Committee (SCCC)

Minutes of Meeting, March 21, 2007

1. Hamilton Dedup proposal

   Michael Chopey presented Hamilton's proposal to do deduplication work for libraries that can't do their own. If a library agrees to have Hamilton Cataloging do its deduping, Hamilton will reserve the right to determine when a record is a duplicate using the OCLC single record standard and relevant Library of Congress Rule interpretations. Rather than putting in a 591 dedup note, the Hamilton operator will relink the library's holdings record(s) and move any unique bib information from the duplicate record to the keeper record. If no holdings are left on the duplicate record, the Hamilton operator will delete the bib record. The library will not be notified in any way that work was done on its holdings or bib records.

   If a library does not want Hamilton to do its deduplication work, Hamilton operators will continue to use the dedup procedures that were originally agreed to by SCCC members and place a 591 dedup note in the record. The library will use keyword searching to retrieve records with dedup notes and do deduplication work on those records determined to be true duplicates.

   Michelle noted that she would be contacting all libraries that initially expressed interest in Hamilton's proposal to make sure they were still interested. She asked Michael Chopey to give her a list of all operators in Hamilton Cataloging who would be authorized to do deduplication work for other libraries. Relink is now a traceable operation, so it will be possible to run reports to make sure only the authorized operators are doing relinking and only libraries who wish it are having their holdings relinked.

2. E-books
   1. Ebrary update

      Michelle Sturges and Carol Kellett explained plans for the upcoming batch load of records for the 30,000+ ebrary electronic books package purchased by UHLC. The original plan had been to load in the records so that there would be a separate holdings record for each campus with a link to the proxy server url that campus' patrons should use for connecting to ebrary. However, test loads had indicated that this plan would not work. Carol and Michelle explained that instead, it looked like the most workable approach would be to load in each bib with a single mfhd containing links to all of the proxy server urls for all the campuses. The holdings location would be a systemwide location not associated with any single campus.

      Some members felt the single holdings record with many links would be confusing to patrons. They suggested that UH Library Council be approached about purchasing a systemwide proxy server that all patrons could use so there would be only one link. It was also suggested that the wording of the public notes used for the links be changed to something that was more student friendly.

      Concern was also expressed about the decision not to include call numbers in ebrary holdings records, since call numbers are useful for collection development decisions. Michelle and Carol said they would work with Systems to see if a call number report could be derived from the ebrary file and made available to interested libraries.

      [NOTE: In the end, concerns about the multiple links and the wording of the public notes, were referred to the WebVoyage functional committee. They decided that multiple links were okay; they opted to keep the wording of the public notes the way it had been originally proposed.]

   2. E-book standards for the shared database

      With increasing interest in having access to all e-books through the catalog, the catalogers decided to discuss standards for e-book records in the database and standards for bulk importing of e-book records.

      1. Bulk import of e-book records

         Michael Chopey reported that Hamilton already tries to put records in the database for all electronic resources, including e-books. He said they follow a single record philosophy as much as possible, and would prefer to see bulk import profiles for e-book records set up such that duplicate records would not be created, even in the case of aggregating packages where records get upgraded or deleted as part of loads as is the case with ebrary loads. Michael said that, ideally, if a record for a title were already present in the database, the incoming e-book record would not load, but important information from the bib (533 and 856 tag information), would load into the holdings record (as 843 and 856 respectively).

         Michelle and Carol said they would request further test files from ebrary and use them to investigate the following issues:
         -- Can loads be set up so that when a record is present the incoming record doesn't load but the 533 information loads into the holdings record as an 843?
         -- If a deletion load, (i.e. one designed to delete records from a database for titles that are no longer part of a package), is run and a record to be deleted has a combination of e-holdings and print holdings, are only the e-holdings deleted or is the bib deleted along with all holdings?

         Michelle proposed that the specs developed for the ebrary record load be used as a standard for other e-book package bulk import specs. Members agreed that having a standard to refer to when working with Systems and vendors would be helpful. Michelle said once the ebrary specs were finalized, she would find a way of making them available as a standard for others to refer to when needed.

      2. Manual creation and maintenance of e-book records
         Michael Chopey summarized the rules that Hamilton uses when entering records for electronic versions of titles not already in the database; when adding electronic resource holdings to a print record already in the database, and when adding print holdings to an e-resource record already in the database. Members agreed that Hamilton's approach sounded reasonable and would be a good set of rules for the shared database. Michael said he would send out Hamilton's rules for cataloging e-resources to sccc-l.
      3. Systemwide e-resources other than ebrary
         It was noted that the UH Press e-book package from NetLibrary is a systemwide e-resource, though so far only Hamilton has added e-book holdings records to NetLibrary UH Press titles. Based on the precedent being set by ebrary, it was proposed that these e-book holdings records be flipped to a systemwide e-book location so that all sites could add links to their proxy servers to go along with the existing link to UH Manoa's proxy server, thus giving patrons at all campuses access to these materials through the catalog.
      4. E-book package location codes and names
         It was proposed that the internal location codes for bulk e-book packages be composed to include the name of the package. For example, the location code for ebrary could be Aebrary, while the staff location name could be A ebrary systemwide. The public name that displays in WebVoyage could be a generic standard applied to all e-resources (e.g. UH System Libraries Electronic Resource). Such an arrangement would make it easier for Systems personnel and library staff to identify all records from a particular package, while the public sees the same location name for all electronic resources.
3. Series Authority Work in Light of LC's June 2006 Decision
   
   Since the Library of Congress' decision in June 2006 to no longer do series authority work, series entries in LC records require extra scrutiny. Series tagged as untraced 490s may actually be traced series that should be re-tagged. Always check against the authorities database to make sure.
4. Certification updates
   
   All libraries should check to make sure their written procedures now include language saying that on the Validation tab in Voyager Preferences, the box labeled "Bypass Decomposition of accented characters for MARC21" should NEVER be checked.
   
   Dawn Jones is working with Michelle to get UH West Oahu certified to add its own bib records to the shared database.
5. Changes to indexing and search options in Voyager 6.1
   
   Michelle demonstrated some of the changes in search options that came in with Voyager 6.1, particularly combined MFHD-Bib record keyword searching and staff client re-sort options. Since some re-sort options can only be implemented if you make edits to your voyager.ini file, Michelle said she would send out an edited version of the file.
6. Other business

   -- The Voyager 6.2 patch/upgrade is scheduled for May 13. It will require new client software be loaded on all staff machines. remember to protect the UH shared tag tables, templates and special character lists so that you can put them back in place after the upgrade.

   -- Hamilton Gov Docs will be doing a big load of records for microfilm titles. It is likely that the load will result in bibs that have no item records or bibs that have item records without barcodes.

   -- While the purchase of Endeavor by Ex Libris has made the future of Voyager less certain, Voyager 7 is in the testing phase and Ex Libris is saying the Voyager product will be around for at least 2 more years. Until we know more, be careful about cataloging in ways that rely on the existence of Voyager functionality, (e.g. holdings keyword searches, combined holdings and bib searches, etc.)

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Michelle Sturges
Kapi`olani Community College Library
Technical Services Librarian
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