DATABASE MANAGEMENT COMMITTEE MINUTES TO MEETING OF MAY 3, 2010 HELD AT BARRINGTON PUBLIC LIBRARY
 
In Attendance: Doug Swiszcz (BAR); Mary Skaba (BUR); Ulla Virks (CHA); Linda Gill, Paul Holliday, Kim Sevigny (CRA); Celina A. Auclair (CUM); Debra Tirrell (EPL); Sarah Paquet (GVL); Mike Barrette (JOH); Melanie Ruggieri (LIN); Sue Connor (MID); Susan Moreland (NKI); Kathy Hawes (NSM); Lisa Davis, Lesya Kreshchuk, Reva Rao, Patience Terrizzi (OSL); Doug Hinman (PCL); Janice Gaspar (PRO); Carol McElroy (SCI); Kristin Smith (WAR); Karen Light (WES); Barbara Shapiro (WWA).
 
1. Review of OLS Cataloging Policies Before Presentation at May 6, 2010 quarterly OSL (full membership) meeting:
 
Deb Tirrell (EPL) asked that the words "internal note field in" be placed before the words "the item record" in Policy #6. She also asked that the words "internal note" replace the words "item note" in Policy #7a, and that the words "internal note field" replace the words "item portion" in Policy #7c.  As Policy #20 is no longer valid, it was removed, and Policies #21 and #22 re-numbered to #20 and #21, respectively.
 
Discussion of Policy #9 dovetailed with the next item on the agenda…
 
2. Discussion of Loan Periods and Circulation of Multi-Disc DVDs:
 
The fact that some libraries circulate multi-disc DVD sets as a single unit (e.g. The Sopranos, the Complete First Season) while others circulate each disc in the set separately has caused much confusion for patrons, especially when they try to place holds. At the same time, it was agreed that creating two separate bib records--one for all the items that circulate as a set, and a second for all of the items that circulate separately--would be just as confusing for patrons. Part of the problem stems from the fact that libraries are not always clear in indicating the extent of what they own. As such, it was agreed that the following sentence should be inserted after the second sentence in Policy #9:
 
When attaching a complete set to a bib record that will circulate under a single barcode, wording should be added to the call number field to indicate that it is the complete set [e.g. DVD/S (Complete set) if your library circulates a season of The Sopranos on DVD as one item]

OSL Cataloger Reva Rao distributed printouts of a recent example in which a Blu-ray version of a movie that was issued with a Digital Copy of the film and a DVD game all in one package, was cataloged all as one bibliographic record. It was agreed that, since the Digital Copy Disc can only be used by one user, each library should remove the Digital copy from the package and not circulate it. The OSL Catalogers will NOT make a note of the Digital copy disc's presence in the bib record. This led to discussion of the increasingly common practice of studios issuing both a Blu-ray version of a movie and its standard DVD counterpart on separate discs, but in the same package. The Committee recommends, in the case of such multiple video formats being packaged together for marketing and sales purposes when the formats require distinctly different systems requirements as with Blu-Ray and standard DVD's, that these should be cataloged and processed separately.  Rather than create three separate bib records - one for the two videos circulated as a set, a second record for the Blu-Ray since it requires special hardware to play (and because some libraries are very concerned with maintaining appropriate icons in the OPAC), and a third record for the standard DVD individually since some libraries acknowledge that it is unlikely that patrons will need or want both formats simultaneously, it is strongly recommended that libraries separate out the distinct formats and attach them to separate bib records. (In cases in which the Blu-ray version of a film appears on one side of a disc, and the standard DVD appears on the opposite side, a library should attach their item to the bib record for the Blu-ray.)
 
3. B&T Title Source III - Update:
This discussion centered around the small group of libraries who are undertaking a pilot project in which they will order materials from Baker & Taylor and, based on profiles set up between the jobber and each library, "on order" records (both bibliographic and item) will be exported into Millennium. There has been some concern on the part of the committee about quality control with these records, as B&T is selling this service with the hook that, when these items arrive at the library, they can literally go "out of the box and onto the shelves." OSL Cataloger Patience Terrizzi said that they spoke at length with a B&T rep at a recent Innovative Users Group meeting. She learned that the exported records ARE editable, so that they can have a CATCODE entered into them. In this way, some unique CATCODE could be entered that will allow the OSL Catalogers to easily pull up these records to look at them. (Libraries who are not participating in this project, but who subsequently wish to add their items to one of these bib records may add a second CATCODE field containing their own 3-letter code.) Patience said that she needs to tweak some of the load profiles. Catalogers at the libraries in this pilot project need to be alert when ordering items for which, under current OSL Cataloging Policy, a separate bib record should NOT be created. One example is paperback reprints of titles for which bib records already exist for their hardcover editions. A second example would be for "open entry" records like travel guides, for which one bib record is created, to which annual editions should be added, as opposed to creating a separate bib record for every new edition. A third example would be titles for which single "classic edition" bib records have been created. OSL Staff Member Lisa Davis pointed out that the records coming in from B&T would not have the Material Types in the MARC records that OSL has been using for more than a year now. For example, OSL uses a separate Material Type for Large Print books, so that the records in the OPAC display an icon that is different than the one used for regular print editions. There may be a lag time between when these B&T records are imported into Millennium and she can change the Material Types to the ones that OSL uses. This pilot project is just that--a pilot--and it was agreed that there will be a learning curve for everyone as the libraries involved begin to use this new service.
 
4. Other:

The next meeting will be on Monday, September 13, 2010 at East Providence Weaver Memorial Library at 9:30 AM.