Present: Machovec,
Garrison, Beam, White, Reed, Arnesen, Jones. Guest: Alan Charnes.
DPL Load
The main
collection is now loaded and the updates from the transaction file are
being processed. Thus database changes
are reflected in Prospector but not current circulation status. With over 11 million circulation
transactions per year, and the CARL/INN-Reach update process that cycles
through the file, DPL transactions will have a 6-8 hour delay before they
appear in the system. Innovative sites
will not be impacted by this cycle, they will continue to see their
transactions immediately.
Two sessions
of reference training were conducted at DPL.
Another session will be scheduled in late September or October if
needed. George Machovec and Alan
Charnes did a demonstration for the DPL Commissioners. Circulation is still in
testing.
DPL
Photodigitization records will be loaded next.
The load will take about 2 days.
Updates to the Photodigitization records will be processed on a monthly
basis.
Regis load All forms necessary to load Regis are
received. George Machovec will contact
Janet Lee to establish a timeline for the staff training and the database load.
Endeavor
The III specifications
for data output will be sent to Endeavor.
In the meantime, Mines and Wyoming Endeavor systems are up and
available. (ferret.coalliance.org and catalystcoalliance.org)
netLibrary CUB loaded
the first 3,000 records on August 24; 1,200 of those were records new to
Prospector. All records currently
received should be loaded by the end of August. CUB will receive monthly files of new netLibrary records from OCLC. netLibrary is using the paper call number in
their records which causes call number duplication in the database. CU is adding a character to the call number
to eliminate this problem. Bill
Garrison will recommend to netLibrary that they add a character to the call
number at the time of record creation to eliminate this additional step at the
local level.
We will try
to set up the meeting at netLibrary for September 28. This will be an Alliance-wide meeting to discuss broader(i.e.
non-Prospector) issues with netLibrary.
Topics for the meeting include various models for record availability
and distribution, cost of records and cataloging policies. Included in the
discussion should be the possibility of netLibrary loading the records directly
into Prospector. For further discussion is the issue that there are some loader
problems for III sites to consider when loading netLibrary records into their
local databases.
001 Matching The
current matching algorithm when records are loaded into Prospector is 001 plus
three words from the title including both subfield a and b. This a change from the original matching
algorithm that matched strictly on the 001.
Sandy Arnesen tested the current algorithm and if a record is edited so
the subfield a and b of the title do not match, a new record is created in
Prospector.
Recommendations:
1. Keep the new matching algorithm of 001 and
first three title words and publicize this among the Prospector libraries with
the warning that serials catalogers need to be aware that the 245 subfield a
and b are used in the algorithm.
2. Propose an enhancement to INN-Reach that
there be an option available that uses the 001 and the 245 subfield a only.
ISSN # issues When creating a record for the
electronic version of a title, the subfield a of the ISSN has the ISSN for the
electronic version and subfield y has the ISSN for the print version. If libraries catalog both print and
electronic on the same record only the first ISSN will index in Prospector.
Thus, if the e-version ISSN is in subfield a, and print in subfield y, the link
to holdings from services such as OVID will not work because the subfield y is
not indexed. If we were to index both subfields, there could be problems with
record overlay. George Machovec will
contact Ann Rakes at III to discuss two issues:
1) Is it possible to index subfield y but not
use it in the matching algorithm.
2) Does the indexing of the 022 look only at
subfield a or is it the first occurring subfield(whether it is a or y)
019 matching
This is an issue that has been discussed on the INN-Reach listserv. The 019 is not currently used in the
matching algorithm. The Cat/Ref
Committee supports not adding it to the match algorithm but requesting an
enhancement that generates a report list when duplicate 019s are detected.
Encoding levels 3 and 4 This
was also discussed on the INN-Reach listserv.
George Machovec will check with Ann Rakes at III to see when these new
encoding levels will be added to the precedence tables.
URLs in Item records
It is now possible to add a URL to an item record in III. Sandy Arnesen tested this. It is difficult to transfer the data from
the 856 in the bibliographic record to the item record. When the URL is in the item record it is
sometimes too low on the screen for the patron to readily see the hotlink. It would be nice, however, to have separate
URLs in each libraries’ item records particularly for monographs. Is it possible to add the URL to a checkin
record?? Is this a function in Millennium
serials? Would the checkin record work
better than the item record for serials??
We will need to do further work on this.
Carryover from previous agendas:
Meeting with the Catalog Liaison
group. We have not identified any major projects that necessitate a
meeting. There may be policy issues in
the future that warrant such a meeting.
Best practices for codes We recommend that we create a “best
practices’ document that lists which codes when changed locally, will impact
record display, status, etc. in Prospector.
When changing these codes locally, libraries need to notify the Alliance
so that appropriate changes can be made in Prospector.
Next meeting
The next meeting will be September 28 at netLibrary if it can be
arranged.
Submitted by
Helen Reed
November 8,
2000