Attendance: Patience Terrizzi, Revathi Rao, Lesya Kreshchuk, Joan Gillespie (OSL); Barbara Shapiro (WWA); Izabella Casselman, Diane Leathem (NPT); Elaine Summer, Celina Auclair (CUM); Carol McElroy (SCI); Brenda Fecteau (COV); Mike Barrette (JOH); Melanie Ruggieri (LIN); Doug Swiszcz (BAR); Paul Holliday (CRA); Debra Tirrell (EPL)

1.  2010 Circulating Periodicals Records: Patience said that the OSL catalogers have finished creating records for these.  If you can't find a title that you own, let Patience know.  

2.  333333 records: Reva made paper copies of the records which have 333333 and library code as their catcode.  Catalogers should periodically search Millennium to make sure that they don't have any of these records.  The OSL catalogers add a note in the catcode asking for specific information.  Patience said that catalogers should feel free to send the item itself in the delivery to the OSL office so that the OSL catalogers can do an original.

3.  Reclamation project:  Phase II of the Reclamation Project was completed last week.  OCLC has added the symbol RIOSL to every record owned by the consortium.  If you are no longer using your RJ or RH codes, contact Lisa and she will ask OCLC to remove those old symbols from OCLC.  There were 48 records with no titles.  These were left over migration issues where the titles got appended to the author tag or other tag due to wrong indicators or validation issues or an "incorrect" control number (which translates to an old UTLAS number or a number supplied by BackStage Library Works because the records didn't originate at OCLC).  The severe validation issues are basically another migration issue left over where Triple I did not account for changes in the fixed fields and skewed the date in the fixed fields, so that the place of publication falls into the Date 2 field and the letters making up the language "e-n-g" (or any other language code) are split into three wrong fields.  This prevented OCLC from validating many of our older records.

4.  WebDewey: Previous demos of WebDewey had shown that it is not a great product.  It would not be possible for the consortium to buy this product and share it - each library would have to buy it individually.

5.  Volume Field Policy:  At our last meeting, Melanie and Sue handed out a copy of procedures for the correct use of the volume field.  At Monday's meeting, members of the Committee approved a briefer statement on the volume field policy.  It states:

 It is appropriate to use the volume field to indicate open records such as travel guides, college guides, and periodicals. It should also be used to attach multiple items to the same bib record that are not additional copies, but are varied parts or volumes associated with a single title (ie. Sopranos : the complete first season with 4 discs) when the goal is to separate the discs in the set using individual barcodes and item records.  The volume field should not be used to indicate the year of publication except where appropriate, authors names or copy information (see procedures for more details). That information should be entered in the copy field in the fixed field of the record, or the item call number.

This policy will be brought before the next Steering Committee meeting.

Other:
        After the migration to Millennium, Patience created ILL records for every library.  Some libraries are using these, others are not.  If you are not using yours, let her know and she will delete it.  You can find these by searching for title: ILL record.  The ILL record for Woonsocket is the "model."

Books on CD:  If you have a book on CD which is identical to an already-existing bib record (author, title, number of discs, narrator, and duration) but the ISBN or publisher differs, do NOT call for cataloging on your item.  Simply add it to the existing bib record.

Several libraries in the consortium have contacted Baker & Taylor to investigate the possibility of buying and processing books to get bulk discounts and save staff time.  One of the features of this preprocessing product is B&T downloadable MARC records.  Unfortunately, these records are NOT good MARC records, but rather very brief with no subject, author, or series access for patrons and are not LC compliant.  So the libraries would have to go back and upgrade the records.  There was concern as to whether this upgrading would actually happen.  Another consideration is that B&T can't customize the records to follow OSL policy (attaching classic ed. titles to the classic ed. records, attaching paperback copies of books to the hardcover records, using open records to make it easier for patrons to find monographic serials like travel guides in the database.)  Cranston used similar records for AV materials and found the quality unacceptably brief.  It was mentioned that using them resulted in widespread duplication in the OSL database as other libraries could not tell if they had the item in hand that matched the B&T record or not and so created new records for the same titles.  

Next meeting: Feb. 8th at 9:30 at a place still to be determined