PROSPECTOR CATALOGING REFERENCE COMMITTEE MEETING

March 17, 2005

 

PRESENT:  Cynthia Wilson (chair), Barbara Allen, Tova Aragon, Wendy Baia, Dawn Bastian, Joan Beam, Pam Blome, Mary Beth Chambers, Gwen Gregory, Lilian Hoffecker (standing in for Gene Gardner), Florence Jones, Lois Jones, Janet Lee, Terry Lewis, Kay Lowell, George Machovec, Janet Ryan, Diana Sweany

 

 

  1. MINUTES: Minutes of the February 17, 2005 meeting were not yet distributed.

 

  1. ANNOUNCEMENTS:

A.     SSL: By next week SSL (Secure Socket Layer) encryption should be implemented for Prospector and the six Prospector libraries who currently have SSL installed locally (CU-B, Auraria, Health Sciences, DU. CU-Law, and CSU).  In the future, libraries who add SSL to their local systems can contact George to set up SSL secure connections with Prospector on a case-by-case basis.

B.     CRL:  A test of CRL borrowing will be set up next week. There is a new set of central patron types for CRL participating libraries. Local patron types used by these libraries will be mapped to the new values. George will be in touch with the Circulation people at CRL participating libraries to discuss the new patron types.

C.     Science Direct: Florence reported that Auraria has made 1,337 Science Direct electronic version records available on the Alliance server for any library who wants to download them.  They are “neutralized” records for Science Direct titles from the original CU system purchase. It is not a complete set of Science Direct titles. Libraries who want these records for their catalogs should email George for FTP instructions.

D.     RAPID: RAPID is the system developed by CSU for delivery of “non-returnables” such as photocopies of journal articles. George said that at its meeting tomorrow the Members Council will “firm up the issues” involved in incorporating RAPID into Prospector. In April, the Alliance will schedule a program to demonstrate how RAPID works and how it will work with link resolvers in local systems. It will be an open invitation program for all interested Prospector libraries. RAPID should be released in Prospector in July or August, in time for the fall 2005 semester.

 

  1. ENHANCEMENTS:  The Committee reviewed the latest list of enhancement requests compiled by George. The group focused on cataloging and general enhancements. Enhancements 20 (Full date display on brief record results screen) and 21 (Display 945 tag and subfields) were changed from medium-level priorities to high-level priorities. For enhancement 21 the term, MARC view, in the enhancement description will be emphasized either by underscoring it or by placing it within quotation marks.  Enhancements are due to III by April 1.  George will finalize the list after the Document Delivery Committee has completed its review of the enhancements. Cynthia Wilson will represent Prospector at the IUG Enhancements session at this year’s IUG meeting.

 

  1. WEB RE-DESIGN TASK FORCE:  Joan reported on the Task Force survey of Prospector libraries on whether or not to retain the search history box and the system sort feature in the new version of Prospector. Most libraries voted to eliminate the search history box and to keep the sort option. There is no way to change the wording “system sorted.” George will investigate why the system sort feature is appearing in browse search pages and not in the word search page where it makes the most sense to use the sort feature. George also reported that the Alliance office is working on incorporating changes suggested at the last Cataloging Reference Committee meeting.  Joan said she may be ready for another online demo of the test site next month.

 

  1. SUN RISING AND SETTING:  Cynthia told the group that JCPL found instances in their catalog where OCLC records for Sunset Books were erroneously assigned the subject heading, Sun rising and setting.  Public libraries especially might want to check their catalogs for this error.

 

  1. BEST PRACTICES FOR E-RESOURCES: The Committee reviewed the document, Electronic Resources in Prospector, as revised by Dawn on March 15, 2004.  The Committee agreed upon some minor changes to clarify wording concerning acceptable local practices. Dawn will incorporate the changes and then email an updated draft to the Committee. The Committee agreed that the final draft of the document should be placed on the Prospector Web site.

 

  1. LOCALLY LOADED AGGREGATOR RECORDS IN PROSPECTOR: Florence reported that CSU and Auraria will be purchasing bibliographic records from Ex Libris and from Serials Solutions for full-text titles in their aggregator databases. These records will be loaded into Prospector. The records will represent titles in a variety of aggregators such as JSTOR, Academic Search Premier, Elsevier, Kluwer (Springer), Wiley, DOAJ, etc. As changes occur within the aggregators, Ex Libris and Serials Solutions will update the records. The Committee agreed that records such as these should carry an encoding level of L (OCLC fixed field element for “Full-level input added from a batch process”).  Encoding level L will prevent these records from overlaying records in Prospector for aggregator titles that were contributed by other libraries, records that may be more complete. The use of encoding L for situations such as this will be added to the Record Contribution and Suppression documents and to the Electronic Resources in Prospector document.

 

  1. BCODE3-g and other standard values:

A.     The Committee reviewed the use of BCODE3-g. When any library adds a BCODE3-g to a local bib record, the holdings statement for that record in Prospector will be suppressed for everybody. It does not matter if that library’s record is the master record or not. BCODE3-g was once used for coding bib records for NetLibrary group purchases, however, that practice was discontinued some time ago. BCODE3-g now has very limited application (e.g., it could be used in catalog records for generic Web sites or for free open access documents that are available on the Web).  In general, use of BCODE3-g should be avoided. George recommended that each Prospector library run a list to find and correct any erroneous uses of BCODE3-g.  Information about BCODE3-g will be included in the revised version of the Record Contribution and Suppression document.

B.     Codes not on the list of Prospector codes found in the “Standard Values in Local BCODE3, ICODE2…” section of the Record Contribution and Suppression document should map automatically to one of the codes used by Prospector.  This is all handled by III.  When a local library uses a code in its records that is not on the Prospector list, it should check the records in Prospector to make sure they are displaying correctly.

 

  1. REVIEW OF RECORD CONTRIBUTION DOCUMENT: Florence suggested that a statement be added to section 2 of the Record Contribution and Suppression document saying that a local library should not contribute a record to Prospector for something it does not own or for inventory items, e.g., equipment such as headphones.* The Committee agreed. George reminded the group that there is a status code v that generates a status of “by appointment” in Prospector. Libraries with special collections may want to consider using status code v when it is appropriate for Prospector users.  George agreed to incorporate all suggestions made at this meeting for revisions to the Record Contribution and Suppression document. He will bring a revised draft to the next meeting. Once revisions are completed, George will post the document on the Prospector Web site to make it readily available to all Prospector libraries.

 

  1. 13-Digit ISBNs: Lois questioned whether or not the new 13-digit ISBNs will have an impact on Prospector.  After some discussion, the committee agreed that this is something to keep an eye on in the future.

 

  1. NETLIBRARY:  The set of 4,000 plus records received from OCLC for 2003-04 NetLibrary book purchases is not an accurate record of Alliance libraries’ purchases. The Alliance library representatives agreed that George should load the set of 4K+ records into Prospector assuming that they will have access to every NetLibrary book represented by those records. Alliance libraries should remove all provisional records from their local catalogs before George does the load.  Joan agreed to spot check the records once they are loaded. George will review the new NetLibrary contract to see how OCLC can tighten up its process. Dawn will send George CSU’s comments and suggestions for NetLibrary improvements.

 

*In the minutes for no. 9, it said the group agreed that "a local library should not contribute a record to Prospector for something it does not own ..."   This is true of physical materials, but not e-resources. I believe we had a further discussion concerning records for e-resources for things we have access to but don't own, like DOAJ journals. I can't see a reason not to contribute records for these in Prospector since everyone can access the full-text online.  In fact, there's probably stronger reason to put the free resources we've cataloged for our libraries in Prospector since a Prospector user isn't limited by IP address or needing a password as they are for non-free e-resources.  Comment submitted by Wendy Baia (wendy.baia@colorado.edu).  April 4, 2005

 

Submitted by Mary Beth Chambers 3/18/05