Attendance: Sue Connor (MID); Izabella Casselman (NPT); Diane Leathem (NPT); Deb Tirrell (EPL); Celina Auclair (CUM); Barbara Shapiro (WWA); Mike Barrette (JOH); Brenda Fecteau (COV); Ulla Virks (CHA); Mary Skaba (BUR); Patience Terrizzi (OSL); Revathi Rao (OSL); Lesya Kreshchuk (OSL); Paul Arsenault (PAW); Lisa Davis (OSL); Doug Swiszcz (BAR); Becky Turnbaugh (SKI); Susan Moreland (NKI); Sara Paquet (GVL); Melanie Ruggieri (LIN)

1. Contact information for catalogers: Sue Connor passed around a sheet for catalogers to record their email addresses and work phone numbers.  The list will help everyone get in touch with each library's technical service department more quickly and directly.  Melanie will post the list on the OSL Cataloging home page.  Sue C. is working on compiling the contact information for the catalogers from libraries not present at the meeting.

2. Data in the volume field and copy specific holds:  The volume field is still often being used inappropriately.  It should be used for serials to record a publication date (for example Fodor's guides) or multivolume sets.  It should not be used to record "copy 2."  Use of the volume field triggers copy specific holds.  It was decided that Database Management Meeting attendees should feel free to contact libraries who are using the volume field incorrectly and instruct them on how to use the field.  Repeat offenders will be notified directly by the OSL Catalogers.

Ulla suggested that someone from the Database Management Committee attend one of the small library meetings which are held quarterly.  She felt that this person could help keep the small libraries up to date on cataloging procedures.    It's possible that either one or both of the chairpersons of the Committee, Melanie and Sue C., will be the ones to attend.

Patience said that there are still St. George's records which have to be merged into OSL records.  The OSL Catalogers continue to tackle this issue.

3. EZone: The Steering Committee has decided to buy MARC records for all OSL holdings in EZone.  As yet, there has been no decision on how to delete records for leased items.  OCLC is sending these MARC records with a link to EZone.  OSL will pay once for the MARC record even if the item is owned by several different libraries.  The charge per record is $1.25 and will be paid out of the general fund.  Lisa said that although these MARC records are not full-level cataloging, they are still good quality.   As new items are added, the MARC records should arrive within two weeks and not longer than one month.  OCLC staff is doing the actual cataloging, not member libraries.  The GMD in these records will say [electronic resource] but they won't have a 099 field.  It could be, though, that the 099 field will be used as an access point to create a list on leased items which would need to be deleted after their lease period expires.   Lisa said that these records will arrive within days.  Hopefully, these records will someday have icons to better identify what they are to the patron.

Discussion veered from the agenda while "on display" items were discussed.  Doug asked if items with a status of "on display" will take holds.  Some libraries are using this status as a way to keep their new books on the shelf for their patrons.  Mary said that she will ask at the next Circ Head Meeting that this issue be revisited.  Mary said that the Circ Heads have been looking at staff abuse at libraries.  

4. Encore:  This product has been bought by OSL.  It will be an additional way to search with some "Amazon-like" qualities.  Patrons will have the ability to search by the OPAC or by Encore.  The Westerville Public Library and Nashville Public Library use it.  Melanie hopes that this product will boost the circulation of our libraries' electronic resources.

5.  Issue of copy record function:  Many catalogers at the meeting feel that strange things are happening in their cataloging routines on Millennium.  Things that they could once do are not working now or have to be done in a different way.  The copy record function is an example of this problem.  Several attendees had similar experiences and have noticed that sometimes it depends on whether they use a generic login or their personal login.  After much discussion, it was decided to just leave everything the way it is now.

6. Indicators in the 245 field, now defaulting to 1 and 0 when a title begins with the word "the:" When calling for cataloging, make sure that if your title begins with the word "the," you change the second indicator in the 245 field to 4.  If your title begins with the words "a" or "an," the second indicator in the 245 field should be 2 or 3, respectively.  When the MARC record overlays the brief record, this problem will be automatically solved.

7.  Use of First Search as an aid in calling for cataloging:  Patience said that the OSL catalogers search by ISBN as a first step when searching for MARC records.  If you have provided them with an ISBN, it isn't necessary to start with First Search.  If your item doesn't have an ISBN, though, providing an OCLC number by using First Search is helpful.  Someone mentioned that Baker & Taylor records in First Search are often of poor quality.

8.  Suggestions for topics for future training sessions:  The OSL catalogers would like to provide more training for staff of smaller libraries on calling for cataloging.  Patience said that they would like to have some training sessions in May.  Some catalogers would like to have an advanced cataloging session or a session on how to use Encore.  Patience thought that Wednesday's in May would be a probable training days.

9.  Other:  A discussion started about duplicate records for audiobooks.  Often, the only difference in the bib records is that one is a library edition.  It was decided that it would be best to merge these duplicates into one single bib record.  

Next meeting: Monday, May 19th at 9:30 at the new Jesse Smith Library in Burrillville.