Attendance: Sue Connor (MID); Melanie Ruggieri (LIN); Becky Turnbaugh (SKI); Mike Barrette (JOH); Kristin Smith (WAR); Diane Leathem (NPT); Carol McElroy (SCI); Brenda Fecteau (COV); Izabella Casselman (NPT); Joan Gillespie (OSL); Lisa Davis (OSL); Celina Auclair (CUM); Mary Skaba (BUR); Paul Holliday (CRA); Patience Terrizzi (OSL); Doug Swiszcz (BAR); Barbara Shapiro (WWA); Debra Tirrell (EPL); Sarah Paquet (GVL); Susan Moreland (NKI)

1. Revisiting OSL Cataloging Policies:  The meeting began with members reviewing updated OSL cataloging policies.  Patience asked that members look over the handouts and email suggestions or comments to her.  The updated policies are not on the OSL Cataloging page.  The OSL catalogers would like the policies to be on the webpage so that all staff who catalog can eventually check one central location for the most up to date policies.  

2. 333333's: Patience said that many of the bib records in Millennium with 333333's in their catcode are items that have not even been published yet.  Some, though, are items for which no OCLC record can be found.  In the cases where original cataloging is required, Patience asks that libraries either send the item itself to the OSL catalogers through the delivery, or photocopy the title page, verso, and table of contents so that the OSL catalogers can more accurately catalog.   Catalogers who do their own originals should send the bib numbers to the OSL catalogers.

3. Circulating periodicals:  2009 records for circulating periodicals have been added to Millennium.  Patience said that some of these still don't have a MARC record.  The OSL catalogers would one day like to have a union list of OSL library-owned periodicals.  Libraries that circulate magazines should check to make sure that that title also has a MARC record and should attach a place holder to the holdings of that record.  

4.  Stats:  OSL cataloging statistics were briefly discussed.  

5.  OCLC project:  Lisa Davis and Joan Gillespie discussed the reclamation project which will be undertaken by OCLC and OSL.  Our OSL holdings in OCLC are very inaccurate because we have not kept track of deletions and original cataloging.  The reclamation project will update our holdings information.  NELINET suggested that OSL clean up authorities before the reclamation, and suggested Backstage as a company which specializes in this type of work.  Lisa is compiling a batch of 1000 records to send to Backstage as a test group.  She asks for suggestions of interesting authority entries.  An example would be an author who has five different forms of name in Millennium (for instance, without birthdate, with or without middle initial, with only the year of birth but not the year of death, etc.).  Another example would be local cataloging practices like the use of the 099 field.  Lisa wants to include these types of records in her sample batch so that the finished product can be analyzed before proceeding with the entire database.  Suggestions can be emailed.

Lisa mentioned that about 25,000 bib records in Millennium have only one item attached and the status is "billed," "on search," "missing," "bindery," etc.  Most of these records have been in the database with their current status since before the migration to Millennium.  Lisa asks that libraries compile a list of their items that fall into this category, check their shelves, and if the items are still missing, they should be deleted before the project with Backstage gets underway.  The sample batch will head off to Backstage by Dec. 31, 2008.  Lisa will post a search strategy for pulling these items together by a Create List and libraries will only need to put their own library's relevant information into the search.  

Because of the reclamation project, a few cataloging policies will change.  For example, merges should now be done by the OSL catalogers, not by individual libraries.  Also, the OSL catalogers need to know when a library deletes the last copy of any item.  Don't delete the bib record - the OSL catalogers will delete these.  Patience is considering having libraries scan barcodes into a review file when their library has deleted the last copy of an item from a bib record.   Those catalogers who do their own original cataloging will need to notify the OSL catalogers every time they add an original so that these records can be uploaded into OCLC.  OSL will be reimbursed by OCLC when originals are added.

There was some discussion about the status of "billed" and what would happen to the patron record if a library deleted an item with this status.  The hope is that patrons' cards would still record the fact that the patron owes money on an item.  Also, if a bib record is deleted for a last copy which is "billed" would the title information disappear from the patron's card?  

Lisa asks that libraries inform her after they have created their lists of billed, bindery, on search, missing, etc.

Other: Series entries on MARC bib records should be 440 and not 830 or 490.  We can use 690 for locally used subject headings such as "Books on CD."  Lisa said that a few libraries had requested the use of a 690 for the heading "Urban fiction."  The committee voted to accept this heading.  

Also discussed was the case of title changes sometimes due to movie releases.  The case discussed was the book Georgiana, Duchess of Devonshire which has been reissued under the title Duchess.  The OSL catalogers recommend that the original title be used in the 245, a 246 be used to describe the new title, and the note "originally published as …" be used.  

Next meeting: February 9th at 9:30 a.m.   Location not yet decided upon.