Collection Maintenance Subcommittee Minutes

March 8, 2017 9:30 am

SCLS Headquarters

Present:Debbie Bird (SUN), Kate Odahowski (MAD), Dennis Reynolds (MAD), Nichole Fromm (MAD), Molly Warren (MAD), Tina Marie Maes (MAD), Sarah Hartman (MID), Sue McComb (WAU), Ann Mueller (MRO – via phone), Theresa Skov (VER), Amy Gannaway (SCLS)

Recorder: Michelle Karls (SCA)

Absent: Linda Stuckey (MCF),Alison Wirth (STP),Ramona Witte (MCM)

  1. Call to order (5 min.) at 9:30 am.
  2. Introduction of guests/visitors
  3. Nichole Fromm (MAD – via phone)
  4. Changes/additions to the agenda
  5. Changes or additions
  6. New Collection Code for DVDAFF, DVD Adult Foreign Feature(T. Maes)
  7. New Collection Code for DBRAFF, Blu-ray DVD Adult Foreign Feature (T. Maes)
  8. Approval of previous meeting minutes: January 11, 2017(5 min.)
  9. Changes: None.
  10. Approved by consensus: Yes.
  11. Discussion/Action items (90 min.)
  12. Update:Public Notes on Subscription Records discontinuation of policy
  13. Approved by ILS Committee February 1, 2017
  14. Update: Serials Receiving Policy
  15. Approved by ILS Committee February 1, 2017
  16. Update: Linking Manual revisions to Videorecordings and Software Searching and Matching sections
  17. Discussion: Kate has completed the revisions to the Videorecordings Searching and Matching section.We asked for feedback as to how committee members prefer to post the revisions – should each new section be posted as it is completed, or should all of the revisions be posted at once? Committee members indicated that it would be helpful to post each section as they are completed, with strikeouts in the relevant Section III areas.

Amy distributed copies of the proposed Software Searching and Matching revisions to the committee.

  1. Action: If you have feedback on the Software revisions, please let Kate know. The Videorecordings revision will be posted.
  1. Searching and matching guidelines policy (general guidelines)
  2. Discussion: Amy drafted a policy:

It is necessary to search by all access points to determine that a record for your item is not in LINKcat. Required access points are:

•ISBN and/or UPC

•Title

•Author

Libraries agree to abide by the cataloging agency’s decisions and move copies and/or re-package items as necessary. The ultimate decision for linking items will rest with the cataloging agency.

The committee did not make any changes.The new policy will betitled Searching and Matching Policy.

  1. Motion: D. Bird moved to approve the new Searching and Matching Policy. M. Warren seconded. Vote: Motion carried.
  2. Action: This will go to the ILS Committee in April.
  1. Review Serials Maintenance policy
  2. Discussion: The committee discussed whether this was a procedure versus a policy. The existing policy describes the process for deleting subscription records. Amy explained that libraries submit requests to SCLS to delete subscriptions. SCLS is also working on a process to identify old subscription records and delete them. This process is part of serials training (serials maintenance webinar). The committee decided that this was a procedure rather than a policy.
  3. Motion: T. Skov moved to discontinue theSerials MaintenancePolicy. D. Reynolds seconded.Vote: Motion carried.
  4. Action: This will go to the ILS Committee in April.
  5. Review Serial Title Display policy
  6. Discussion: The existing policy states that (magazine) is included in the Title field for all magazine bib records and that the year be included in the title for cloned magazine bib records.This is done by MAD TS staff when they create and edit bib records for magazine titles. We have BSE policies for different formats that have similar rules, however it was noted that library staff do not enter BSEs for magazines.MAD and SCLS maintain local MARC cataloging practice rules and this is part of those rules. Amy noted that the local MARC cataloging practices used to be included in the Cataloging Contact, but that recently these practices were removed from the Cataloging Contact itself. Instead, the rules reside on a shared wiki that is referenced in the Cataloging Contract. MAD and SCLS would like to move these local MARC cataloging practices to a place that is accessible to library staff, so anyone could review them (but we haven’t yet done so). It is useful for library staff to have this information about the magazine bib records, so this could be added to the Serials Manual, if it is not already there. The committee decided that this does not have to be a policy because it is not something that library staff are required to do.
  7. Motion:D. Bird moved to discontinue the Serials Title Display Policy and ask that it be incorporated into the Serials manual. T. Maes seconded.Vote: Motion carried.
  8. Action:This will go to the ILS Committee in April.
  9. Amending Levels of Cataloging policy regarding “unauthorized materials”
  10. Feedback from ILS Committee: add “appendix” outlining materials that will not be cataloged, such as unauthorized materials and Advanced Reader Copies.
  11. Discussion: The ILS Committee suggested that we create anappendixto the Levels of Cataloging Policy listing which types of materials will not be cataloged.The ILS Committee also suggested removing Advance or uncorrected proof copies of books from the GEN record list because they should really not be circulating. The committee agreed with this and also decided to removePromotional videos of feature films on DVD or VHSfrom the GEN record list. The committee decided to add an Appendix to the Levels of Cataloging Policy titledMaterials that will not be cataloged. The following items will be added to the Appendix:
  • Advance of uncorrected proof copies of books
  • Promotional videos or feature files on DVD or VHS
  • Unauthorized materials

We also discussed the issue of how libraries can identify unauthorized materials (e.g. bootlegs). Guy Henkel from MAD has put together a list of music labels that create bootlegs. We can add this information as an Appendix to the Linking Manual and link to it from the Levels of Cataloging Policy.

  1. Motion: D. Bird moved to amend the Levels of Cataloging Policy as outlined above in the minutes. T. Skov seconded.Vote: Motion carried.
  2. Action: This will go to the ILS Committee in April. Amy will add an Appendix to the Linking Manual with information on how to spot “bootlegs.”
  1. Newly colorized chapter books with extensive comics
  2. Discussion: D. Bird brought examples to share with the committee.These are children’s chapter books that were originally issued with extensive black and white illustrations and then later issued with colorized illustrations. Patrons have been asking specifically for the colorized version.One example is the Ricky Ricotta's mighty robot series. For this series, a separate colorist was listed on the title page of the colorized book, so the black and white and colorized versions were listed on separate records. However, the Captain Underpants series was done inconsistently. For some titles, the black and white and colorized versions were placed on separate records, but in other cases both black and white and colorized versions were placed on the same bib record.

In the Books Searching and Matching section of Section III of the Linking Manual, we can remove Chapter books from the “Newly Illustrated” Children’s Picture Books, Early Readers, Chapter Books paragraph to make it clear that colorized chapter books should get separate records.

  1. Motion: None.
  2. Action:Amy will revise the “Newly Illustrated” paragraph of Section III. Kate will follow up on the Captain Underpants bib records.
  1. Using “Paranormal romance stories” as a genre heading
  2. Discussion: The Library of Congress authorizes genre terms (which go in the 655 field). Prior to LC genre term project, we used to maintain our own list of genre terms. Now that LC maintains its own list, we have moved away from using a local genre heading list. We are still maintaining a small number of local terms that are not part of the LC terms (for example, Christian fiction). The MAD catalogers would like feedback on retaining the use of Paranormal romance stories as a local genre term. Maintaining it as a local term would mean that the MAD catalogers would have to manually add it to OCLC records. We would expect to see Paranormal Fiction and Romance Fiction as separate genre terms on an OCLC record, so a keyword search for paranormal romance would still bring up the bib record. Committee members indicated that they did not normally search for paranormal romance. Patrons tend to ask for particular authors or series instead of asking for paranormal romance books.
  3. Motion: None.
  4. Action: MAD catalogers will remove Paranormal romance stories from the local genre heading list.
  5. New Collection Code request: DBRAID, DVD BLU-RAY AD SCID
  6. Discussion: M. Warren stated that the AC approved the purchase of SCID copies of Blu-rays.
  7. Motion: D. Reynolds moved to add the Collection Code DBRAID to Koha. T. Maes seconded. Vote: Motion carried.
  8. Action: This will go to the ILS Committee in April.
  9. New Collection Code requests: DVDAFF, DVDAD FOREIGN FEATURE and DBRAFF, DVD BLU-RAY AD FOREIGN FEATURE
  10. Discussion: MAD is requesting these two codes. There is an existing Collection Code of DVDAWL (DVD AD WORLD LANG) but that code is used for DVDs that teach languages other than English. The Foreign Feature collection codes would be used for DVDs and Blu-rays of feature films that are in languages other than English. MAD is finding it difficult to track statistics for these foreign language features without a Collection Code. MAD has at least 20 items in both DVD and Blu-ray format. D. Bird noted that other libraries would probably use these Collection Codes as well.
  11. Motion: D. Reynolds moved to add the Collection Code DVDAFF to Koha. T. Skovseconded.Vote: Motion carried.
  12. Motion:M. Warren moved to add the Collection Code DBRAFF to Koha. D. Reynolds seconded.Vote: Motion carried.
  13. Action. These will go to the ILS committee in April.
  1. Next meeting at SCLS Headquarters – May 10, 2017 at 9:30 a.m.