Attendance: Bruce D. Swiszcz (BAR); Mary Skaba (BUR); Ulla Virks (CHA); Brenda Fecteau (COV); Paul Holliday, Linda Gill, Kim Sevigny (CRA); Debra Tirrell (EPL); Sarah (GVL); Mike Barrette (JOH); Melanie Ruggieri (LIN); Sue Connor (MID); Susan Moreland (NKI); Isabella Casselman, Diane Leathem (NPT) Pam Glen (NSH); Kathy Hawes (NSM); Paul Arsenault (PAW); Doug (PCL); Maureen Iwanski (TIV); Barbara Shapiro (WWA); Lesya Kreshchuk, Patience Terrizzi, Lisa Davis, Reva Rao (OSL)

1.Uncorrected proofs: The issue of uncorrected proofs or advanced copies was discussed.  An uncorrected proof is often substantially different in content from a completed work.  The Committee requests that libraries not add uncorrected proofs to the database.  If you aren't sure if you have an uncorrected proof or a review copy, feel free to send the item in question to the OSL catalogers through the delivery.  They will ascertain the nature of the book.

Melanie will post a list of titles already in the database which are identified in a note as uncorrected proofs.  Each library can check their holdings to see if they have any items attached and if so, can check their book to see if it is actually an uncorrected proof or if it should be moved to a different bib record.

2. Circulating periodical records: Patience said that the OSL catalogers will begin creating 2011 circulating periodical records next month.  Remember to make sure that each title which has a circulating record should also have a master MARC record.  Notify OSL catalogers of title changes and they will make the appropriate added title entries.  

3.  OSL work flow issues - items not yet published being called for cataloging: Patience said that the OSL catalogers spend a lot of time looking for MARC records for items that haven't been published yet.  Catalogers should periodically check requests for cataloging and reevaluate the catcodes.  If a publisher has postponed publication of a book, please change the catcode to reflect that fact.  

Many catalogers have noticed that catcodes with 333's and catcodes saying "on order" with a month listed, have been appearing in the database.  In some cases, these catcodes have replaced correctly made ones.  No one at the meeting can think of any reason that this has happened.  It's not known if it is being done automatically or if some staff person could be adding these.  Patience will investigate this matter more fully.  

If a cataloger has a book in hand for one of the above multi-catcoded items, please put a current catcode in the record.

4. Suppressed items - timeframe for deletions?  Lisa has been suppressing items that have had a status for one month of on search, missing, lost & paid, etc.  After much discussion, it was decided that changing the time period to three months would work better.  Lisa will bring this to the Steering Committee.

Many of those present felt that certain issues should be brought to the committees, such as Database Management and Circ Heads, before Steering brings them to the quarterly membership meetings.  The committees often have detailed insight into the ramifications of changes in policy.  Many catalogers felt that the issue of suppressed records was a good example of this situation.  

Any libraries who would like to set up mass deletions of their items that have been missing for a long period of time can contact the OSL catalogers.

5. Drupal CMS demonstration: Lisa demonstrated the new content management system that will replace the OSL message board and forums.  Lisa said that the system will hopefully be ready in two months.  Training sessions will begin in late October or early November.  Each library will get a generic login and all staff will have an option for individual logins as well.  There will be a calendar that can be searched in a variety of ways.  Drupal will replace the OSL support site.  Each library will have a link with its hours, department heads with contact information, and services offered (such as public faxes, museum passes, etc.)   Drupal is not meant to be email.  Staff people can join certain groups, such as circ, cataloging, envisionware and they will be automatically notified of meetings or updated information concerning those groups.  Heads of committees will be able to post minutes and policies.  Everyone will be able to post on forums.  It will also be possible for individual libraries to create their own mini-sites on Drupal.  Lisa hopes that statistics will begin to be delivered by Drupal starting in January.  

6. Statistics: Patience said that the OSL catalogers are looking at workflow in their never-ending quest to deliver full MARC records as quickly as possible.  She said that sixty percent of their time is spent in working on calls for cataloging.  They have been keeping track of other things they do, such as updating OCLC holdings, phone calls, Backstage work, etc.  

7.  Other: Lisa said that there could be a few Baker & Taylor on order records in the database starting next week.  Right now, these records will not come to the database with catcodes but Renee and Lisa are working on adding that.  It's not known yet if, when loaded, these records will look for a match already in the database or if they will create a duplicate.  It's also not known yet if paperback reprints will create a new record or will search for their hardcover parent record.

If you have a multidisc DVD set that you circulate as one part, remember to keep that information in the call number field; don't use the volume field.  Using the volume field will cause item level holds.  

Also, audiobooks with the same number of discs (or cassettes), same time duration, and same narrator should be attached to the same bib record.  It doesn't matter if the publisher is different.  If you see more than one record for the same title and only the publisher differs, please contact the OSL catalogers so that the records can be merged.

Next meeting: November 15th at 9:30 (possibly at West Warwick)