Decisions about Millennium

BibCat meeting
minutes for June 16, 2010

BibCat meeting
minutes for April 15, 2009

BibCat meeting
minutes for April 23, 2008

BibCat meeting
minutes for April 27, 2006

BibCat meeting
minutes for March 23, 2006

BibCat meeting
minutes for January 31, 2006

Edited BibCat meeting
minutes for November 15, 2005

Edited BibCat meeting
minutes for October 20, 2005

Edited BibCat meeting
minutes for September 9, 2005

Edited BibCat meeting
minutes for September 7, 2005

Edited BibCat meeting
minutes for August 4, 2005

The following items have been agreed to for University Libraries.
General Information

Analytics

Bibs & Item Records

Call Numbers

Database Clean-up

Location Codes

Scoping

Summary Holdings

099 Fields

590 Field

856 Field

9xx Fields

OPAC Meeting
minutes for Sept. 19, 2006

 

GENERAL INFORMATION
MULTIPLE COPIES FOR TC AND PC - August 23, 2005

Decision - TC and PC do not designate a copy number on their items. The copy number remains at 1 (one) on the item record.

ITEM RECORDS NOT IN CHRONOLOGICAL/NUMERICAL ORDER - AUGUST 8, 2005

A reminder that the item record list will probably not be in chronological/numerical order. This will remain an ongoing problem and is "fixable" one record at a time.

When you wish to straighten out the enum/chron and place them in order, you will need to:

1. Have the "View i Item" in the Summary record (located in the middle of your screen) open so that you can see a list of items.
2. Select from the menu line at the top of your screen
3. Select to sort the items
4. Select from the menu line at the top of your screen again
5. Select

You should see "instantaneous" results from the public view in the OPAC. This problem can only be fixed one record at a time and will be around for years to come.

POINTS TO REMEMBER BEFORE EDITING IN MILLENNIUM - July 13, 2005

Determine the owner of the record.

The last 049 represents "the owner of the record."

Check fields 245, 260, 300, 020, 022, etc.to verify that the piece in hand matches the record.

When you identify differences/discrepancies on record, contact owner - DO NOT EDIT.

Contact the database maintenance coordinator for the following units:

Thomas Cooper, Business, and Math - May Liu
Special Collections - Elizabeth Sudduth
South Caroliniana - Craig Keeney
Government Documents /Maps - Bill Sudduth
Music - Scott Phinney
Campuses - Betty Boswell
Law - Nancy Miller

 

ANALYTICS
SERIALS ANALYTICS AND LINKING ITEMS TO MULTIPLE BIBLIOGRAPHIC RECORDS - April 27, 2006

Directions

 

BIBS AND ITEM RECORDS
ENTERING ONLINE E-SERIALS ON EXISTING BIBLIOGRAPHIC RECORDS - March 23, 2006

Directions - information for BibCat 3/23/06

INITIALS ON ITEM RECORDS - August 23, 2005

Cataloging personnel have been putting their initials on item records that they have created. Other areas have not been putting in initials. All staff need to be accountable for the work that they create and revise. We do not want to provide a situation where someone's initials are being used as a way to "point fingers" or push clerical changes down to the lowest level.

Decision - Staff do not have to put their initials on item records they create.

2A. What we are looking for are what seems to be a mistake but turns out to be part of a larger problem. These larger problems will only be identified if someone, with a knowledge of the "big picture" investigates the problem. Not all staff have this understanding and the background to delve into these problems.

Decision - Elizabeth Sudduth is the point person for Special Collections problems. Betty Boswell is the point person for PC problems. Pat Harwell will serve as the point person for problems encountered with monographs. Pat will provide a box on her desk for questions that staff encounter when dealing with bibs and items owned by TC. Leave a printout with the problem and enough explanation that Pat can investigate. These investigations will be done as they can be accommodated. Funneling all problems through one person will also let us catch trends and consistent problems occurring in our system.

DIFFERENT ITEM INFORMATION OR DIFFERENCE BETWEEN BIB AND THE ITEM - August 23, 2005

Problems might occur when PC purchases a copy of a title that TC already owns and the information is somehow different. Rather than wait for an investigation of the problem and a possible change to the bib record PC will catalog the item and forward it through the system. This may result in a marking of a PC item that is different than the TC item. Differences might also occur when the TC item is classified through original catalog and the later item is cataloged using an OCLC classification.

Decision - This is acceptable practice and will happen for several reasons.

ADDING ANOTHER FORMAT TO THE BIB RECORD - August 23, 2005

Decision - If adding the same item but in a different format (i.e. paperback, microfilm, e-book) we will add it to the existing bib record and catalog on the same record. This does put us in line with OCLC practice. Both items may have the same call number and in the stacks look like two copies but without carrying a copy number. 1) According to OCLC input standards [When to Input a New Record, found at http://www.oclc.org/bibformats/pdf/inputnewrecord.pdf]:

020 ISBN Absence, presence of the 020 field, or a difference alone in the ISBN field does not justify a new record. We are instructed to compare fields 245 through 5xx for other differences to justify a new record.

250 Edition Absence or presence of "paperback edition" statements if that is the only difference. The book in hand has no formal paperback edition statement but says on the t.p. verso, First published in paperback 2005.

260 |c Date of publication, etc. OCLC says The following differences do not justify a new record: Variation in printing, manufacture or distribution date alone

Special Collections will be an exception to this practice.

(updated March 23, 2006)

As much as possible we will use one unit record. Where possible and practical we will combine format types. Separate computer record loads will stand as separate records (i.e. NetLibrary). Monographs with online access as part of the purchase will both be on one record. Print serials with online access will both be on one record. Should one of the formats cease the record will need to be broken apart to reflect this. Professional judgement will need to guide us on decisions whether to merge the format types or keep them on separate records. (Jane Olsgaard)

ADDING "GIFT" ITEMS TO THE COLLECTION THAT ARE NOT PART OF AN ENDOWMENT OR SPECIALLY DESIGNATED COLLECTION - August 23, 2005

Decision - A variable field internal note will be added on the item record . The note will read - Gift

 

CALL NUMBER
CALL NUMBER -YEAR ON COMPUTER DISC (TCL)
and
STANDARDIZING HANDWRITTEN LABEL ON DISCS (TCL)- January 23, 2007
CALL NUMBER REMINDER - January 23, 2007

Just a reminder that since we index our call numbers on the item record, there should be no field group tag c Call Number used on the bib record (only on the item record). Please use the field group tag y Misc. on the bib for 050, 082, 090, 092, 099, etc. For Government Documents numbers 086, please use the field group tag g Gov. Docs on the bib and c Call Number on the item.

NO CALL NUMBER - June 29, 2006

You will find the words “No Call Number” on items in the catalog for Columbia campus. This is a result of different practices where departments have thought it best to strip out the call number. Most of the items that appear with “No Call Number” are found in the Annex. Since the Annex retrieves items by the bar code, not the call number, this is not a problem and will not affect access. This is not something that will be changed and you will always come across these records in the catalog.

If you notice an item that is located in one of the Columbia libraries (not the Annex) and has the “No Call Number” send that item to our attention in Cataloging. (Jane)

BRIEF STAFF MODE DISPLAY - Sept. 14, 2005

Cataloging managers (PC, TC) have been discussing the fact that call numbers do not appear in the brief display for both migrated r ecords and newly exported records. This happens because call numbers in the bib record are labelled "Misc." rather than "Call No." We talked about whether to make a change to the call number label so it would appear in the brief display. We decided against making any change. All call numbers on bib records should remain "Misc." Catalogers adding volumes to standing orders or serials will need to look at appropriate item records to determine the applicable call number.

CALL NUMBERS IN MILLENNIUM - AUGUST 10, 2005

Do not edit or delete existing call numbers on the bibliographic record. Bib call numbers are not indexed but provide background information for catalogers.

The call number is indexed from the item record.
On the item record:

  • Use the same tag that appears on the bib. record (090, 050, 099)
  • Create breaks by inserting spaces between elements of the call number.
  • If a subfield code already exists, delete it.

    Note: Law Library practice would omit that initial space: HF5432

    Also standard practice for inputting SuDocs numbers ie 086 is a space after letters, ie

    Y 4.J 89/1:100-100
    Y 3.T 22/2:2 G 23/2
    HE 5.103:F 24/5

  • CALL NUMBER ON THE BIB AND ITEM RECORD - July 19, 2005

    Decision - The call number should be placed on the bibliographic record as well as on the item record.

    PRINTING LABELS - June 2005

    A space on the Millennium Item Record is needed to create the first line break in the call number label, i.e. the break between the capital letters and the numbers.

    Example from a Millennium item record:
    BEFORE adding the space:
    Item Field     945    |lcl|aGT2853 .J3 I84 2001

    AFTER adding the space:
    Item Field     945    |lcl|aGT  2853 .J3 I84 2001

     

    DATABASE CLEAN-UP PROJECTS
    ORDERS RECEIVED NOT CATALOGED - COMMONLY REFERRED TO AS THE 1I LIST - August 23, 2005 (updated 4-5-06 with new contact people)

    Decision - This is a NOTIS report. We will work from the 7/10/05 list. We will not go back into NOTIS for another list. Items on the list that are available will be properly coded. Any items not found, after a thorough search, will be deleted from the system and from OCLC.

      - Film items have been worked on and finished. - Lynda Wyman
      - Special Collections items - Elizabeth Sudduth
      - Marcel Dekker items - Doug King
      - PC items - Betty Boswell
      - Music items - Scott Phinney
      - Microforms Doug King
      - TC items - May Liu

     

    MILLENIUM LOCATION CODES
    MILLENNIUM LOCATION CODES AND LOAN CODES - Sept. 15, 2005

    If it is a regularly circulating book, the loan code should be 1.

    If it is a periodical or serial, it gets a 2.

    If it is definitely non-circulating, such as all reference locations, it should get a 3.

    All the other numbers have been created for Reserves.

    updated March 27, 2006 (Laurel)

    The x bcode and icode for materials, that should not be contributed to the INN Reach union catalog, have been added. The label reads, "Not INN Reach". This code should be used only for materials that should be completely excluded from the union catalog. In general, PASCAL's policy is to contribute almost all records. Remember that if records are suppressed in our system, they will be suppressed from the public view in the union catalog. Also, there are some items that have been excluded by location code (Ex: course reserves, equipment keys, etc). This new code does not have to be applied to those items. Finally, records with this new code will still display normally in our system.

     

    Scoping
    CCI BIB LOCATION - July 12, 2006

    As discussed in the last BIBCAT meeting (4-27-06), we added the item location cci (Columbia Internet) to all of the Columbia campus scopes. This will allow users to see our subscription resources no matter which Columbia OPAC they are using. However, adding the item location to the various scopes did not make the bib records appear in the scoped catalogs. In order to actually see the records, a corresponding bib location of cci had to be created as well. From now on, it is important to add the cci location to any bib record which has an attached item record that uses the cci item location. The ones already existing in the database will be corrected when we run the update program. (Laurel)

  • Columbia campus only for internet access. Does not include PC or Law.
  • If there is a print copy in the TC stacks and an internet access for Columbia campuses only then the print would get a "cc" location and the internet would get a "cci" on a separate item record. (1-23-07)
  •  

    SUMMARY HOLDINGS
    MULTIPLE COPIES OF SEVERAL PARTS OF A SET - Sept. 10, 2005
    MULTIPLE SUMMARY HOLDINGS STATEMENTS REPRESENTING INCOMPLETE DUPLICATE COPIES - Rev. April 12, 2006

    In NOTIS the individual item records did not display. Duplicate copies of items were reflected in multiple Summary Holdings (MHLDS) statements. The purpose of having multiple Summary Holdings statements assisted library patrons and staff to know that multiple copies of an item existed in a specific library collection. Millennium displays the Item records as well as the Summary Holdings, making the multiple Summary Statements unnecessary for library patrons to use. The Summary Holdings statements are still useful for staff to quickly identify multiple copies, especially for numerous item records.

    Local practice now dictates that one Summary Holdings statement will display, for our library patrons, indicating a complete set of items in a specific library collection. Summary Holdings statements that represent duplicate copies or incomplete sets will be suppressed from public display. This information is still useful for library staff to locate multiple copies.

    This practice does not affect holdings statements from other library collections (i.e. a Summary Holdings statement in Cooper is not suppressed because there is second statement in South Caroliniana). It affects only duplicate summary holdings for one library collection (i.e. Cooper having two Summary Holdings statements with the second displaying second copies of the more complete set).

    Example: b16262724 ("JAMA : the journal of the American Medical Association.” It has duplicate copies representing v.212 (1970:Apr.)-v.213 (1970:July) displaying on a second Summary Holdings statement. This statement is suppressed, showing only the first copy Summary Holdings, that incorporates v.212 (1970:Apr.)-v.213 (1970:July) in a more inclusive display. (DW)

     

    099 FIELD
    INTERNET CALL NUMBER - January 23, 2007

    If the record has an "Internet" call number and you are removing it you need to remove it from both the item and the bib. If you remove the 099 from an item record, but leave it on the bib, the call number still displays in the OPAC. It's just not hotlinked. The 099 Internet call number is still used in the holdings records for TC e-journal, NOT in the bib. That's the only place you should see a 099 Internet call number.

  • Columbia campus only for internet access. Does not include PC or Law.
  • If there is a print copy in the TC stacks and an internet access for Columbia campuses only then the print would get a "cc" location and the internet would get a "cci" on a separate item record.
  •  

    590 FIELD
    Update to 590 field decisions http://www.sc.edu/library/techserv/decisions.html#590 - August 3, 2006

    Revised Standard Ownership Labels for 590 Notes

     

    Columbia Business Library Law Library Aiken
    Columbia Math Library   Beaufort North
    Columbia Music Library   Beaufort South
    Columbia South Caroliniana Library   Lancaster
    Columbia Thomas Cooper Library   Salkehatchie East
    Thomas Cooper Library Special Collections   Salkehatchie West
        Sumter
        Union campuses
        Upstate

    • 590 notes contain copy specific information.
    • Directional type note information should be placed on the Item Record in a public note field.
    • The Standard Location Labels do not need to be used on the Item Record
    Standard Format:

    Standard Ownership Label: unique identifying information
    [Label] [colon] [space] [unique information]

    590 NOTE FIELDS ON BIBLIOGRAPHIC AND ITEM RECORDS - February 23, 2006

    In general, 590 Note fields on the bibliographic record need to be kept to a minimum.

    Perhaps the most frequent use of the 590 note is for Special Collections materials. In this instance the 590 note contains copy specific information, which can include additional details relating to the physical description of the item, the provenance, etc. For Special Collections, the 590 note serves as a record of the specific attributes of a specific copy, and thus is a key part of our security program as it is a way of proving ownership.

    590 notes on the bibliographic record must have the Standard Location Label (see chart below) as the first part of the note. This gives a clear indication as to which library the note belongs to.

    590 Columbia Business Library has accompanying compact disc shelved; separately; inquire at Business Library Circulation Desk.

    Directional type note information should be placed on the Item Record in a public note field. The Standard Location Labels do not need to be used on the Item Record

    Standard Location Labels for 590 Note Fields

     

    USC All Libraries Aiken Beaufort (North & South)
    Columbia Campus Columbia Business Library Columbia Math Library
    Columbia Music Library Columbia South Caroliniana Library Columbia Thomas Cooper Library
    Lancaster Law Library Salkehatchie (East & West)
    Sumter Thomas Cooper Library Special Collections Union & Laurens
    Upstate    

    590 notes that existed in USCAN did not have these labels. We will add Standard Location Labels to those older notes on a case by case basis as we encounter those records. Doing a retrospective project to edit those notes is at the discretion of the holding library, at this time.

    It is important to remember that the migrated 590 notes belong to the holding library that created them and should only be edited by someone from that library. If you encounter a note without a label and need to see the label added, before attaching another item, it is appropriate to inform the contact person at that particular holding library. The holding library has the option to make the change themselves or give permission to the requesting party at add the Standard Location Label on the existing note.

    Sent through CATSCAN list for comments and consulted with S. Hinckley at Law. Accepted February 23, 2006 - Jane Olsgaard

    ADDING ITEMS TO THE COLLECTION THAT ARE PART OF AN ENDOWMENT OR SPECIALLY DESIGNATED COLLECTION - August 23, 2005

    Decision - A note will be placed in the 590 field following this format.
    Examples:
    590 Thomas Cooper Library: (Details about the endowment or collection.)
    590 Thomas Cooper Library Special Collections copy 1: ( Details.)

    Special Collections may add more information in the note as needed.

    (updated March 8, 2006)

    For TCL special endowments a 710 note will also be added. This note will have the year the material was purchased. This will allow Development to produce lists of purchased material on a yearly basis.

    REMEMBER BEFORE EDITING - July 13, 2005 (updated April 5, 2006)

    If there is information that pertains to a specific item in a collection it can be placed on the bib or item. If placed on the bib then the designated location labels must begin the statement, e.g.:

    590 Aiken Special Collections: Copy #52 is signed by the author.
    590 Thomas Cooper Library Special Collections: Specific to this copy.

    Directional information, such as "Ask at Reserve Desk" is placed on the item record not the bib record.

     

    856 FIELD
    URL PLACEMENT IN MILLENNIUM RECORDS

    (856 fields) - approved by BibCat 3/23/06

     

    9xx FIELDS
    938 FIELDS - Oct. 25, 2005

    We cannot block just the 938, when exporting, and there is valuable information in other 9XX fields that we need to have from Blackwell's payment information loads. The 938 field is appearing with information from Baker and Taylor, Harrassowitz, Puvills and others. It does not have anything to do with records we load into our system. We need to remember that although it will look like the record has come over as part of a tape load it really has not and it is just extraneous information. The person exporting the record can decide whether to delete the 938 at the time of export. A more practical way of doing this will be to run a report for 938 with the field information and delete as a group.

    ***********************************************

    Thank you for your inquiry.

    Although generally, 9xx fields are NOT retained in the master record, this is what Bib Formats and Standards (http://www.oclc.org/bibformats/) says about the 938 tag:

    The vendor-specific ordering data from MARC formatted vendor records. OCLC batchloads the records into WorldCat to support the OCLC PromptCat service.

    If a batchloaded vendor record matches an existing WorldCat record, OCLC adds the 938 field to the master record. If there is no match, OCLC adds a master record to WorldCat. In either case, OCLC sets the vendor's holdings and retains field 938 in the master record. You cannot add, change or delete a 938 field in a master record.

    Please contact us if you have additional questions.

    Jim Washburn

    SOLINET Member Services Help Desk http://www.solinet.net/ helpdesk@solinet.net Phone/Voicemail 1-800-999-8558 (Monday-Friday 8:00am-5:00pm EST)

    Procedure pages available. Not all procedures are listed here.

     

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