VIVA Ad Hoc Cataloging Committee
Minutes of the Meeting of January 24, 1997, held at the College of William & Mary

Members present: Elaine Day (JMU); Gerald Gordon (RU); Berna Heyman (W&M); Charles Lewis (JSRCC); Joyce Ogburn (chair, ODU); Jackie Shieh (UVa).
Absent: Jean Lenville (UR).  Guests: Karen Cary (VCU); Carole Kiehl and Gail McClenney (ODU); Trish Kearns (W&M)

1. Joyce welcomed Elaine Day from JMU to the committee.

2. There were no comments on the minutes of the previous meeting.

3. Reports:

a. Jackie reported on her posting to the Intercat discussion list regarding cooperative efforts in cataloging electronic resources. The most significant response was from Allene Hayes at Library of Congress.  She received the cataloging guidelines for a pilot project at LC to catalog Internet resources, called "BeOnline." These are not "official" LC policy.  Jackie had emailed the guidelines to the VIVACAT group prior to the meeting.

b. Training: Karen discussed the possibility of working with the VLA TSAR Forum for a workshop on the technical processing of electronic materials, which could be its spring program. Jackie is doing a CAPCON workshop in February on cataloging electronic resources, and thought she could do a similar workshop in May. The group discussed the issue of joint VIVA/VLA sponsorship, its effect on limiting participants from VIVA institutions, its potential to serve a wider audience, and possible sites and facilities.  It also agreed that it would be useful to distribute draft guidelines at the workshop for comment from participants. Joyce will seek input from the VIVA Steering Committee on a cooperative workshop with VLA/TSAR.

Penn State: Jean had emailed Penn State regarding cooperative training efforts in the CIC consortium. A copy of the response was distributed. It appears that consortium-wide training efforts are not being done because of the large region covered by CIC.

c. Jackie reported on how UVA is handling the cataloging of Project Muse and Project Ideal titles. At the request of their reference librarians, they are not cataloging the online version on a separate record as a computer file. They are using the bibliographic record for the print version, adding an 856 field for the URL, adding notes to indicate the URL and adding a holdings record for the online version. She distributed samples of records. UVA has the SIRSI system which allows a hot link to the online title from the bibliographic record. It appeared that several institutions are following a similar practice when they have the print holdings. For those without the print holdings of a title, some are using the bibliographic record for the print version and some the record for the online version.

4. The issue of having a shared database of bibliographic records or a union catalog of VIVA resources was discussed. The consensus was that there was not high interest in a shared database and that it would be difficult with the variety of online systems in VIVA libraries.

5. Joyce noted that John Duke has some concerns about the VIVA home page. He thinks it is getting cumbersome. He is also concerned that the web page needs more structure and is thinking of it as more of a catalog. He is looking into developing a database that would deliver web information on the fly. The group concluded that it would be useful to meet with him to discuss cataloging and home page issues. Joyce will talk to John about attending the March meeting at VCU. [Note: John will be attending].

6. The group agreed on the following recommendations:

- Project Muse and IDEAL periodical titles should be cataloged;

- IAC (or equivalent) periodicals should not be cataloged;

- Indexes should be cataloged (with lower priority, as they are

searched less often in the catalog by patrons

7. A list of Project Muse titles was faxed by Jean, and distributed. It includes the ISSN and OCLC record number for the electronic version. In light of the discussion about using the print record, the group will ask Jean to add the OCLC number for the print version.

8. Joyce has obtained from Academic Press a current list of titles in the IDEAL database, with ISSNs. This is also on the IDEAL home page at:

http://www.idealibrary.com/cgi-bin/www.idealibrary.com_8011/iplogin

OR

http://www.idealibrary.com/login.html [click on Direct Login button]

9. The issue of how to obtain OCLC records was discussed. Three methods were suggested: 1) the usual way: each institution attaches its holdings symbol to its own OCLC records, 2) ask OCLC to distribute records similar to major microform set records, or 3) create an OCLC symbol for VIVA, which would be attached to titles contracted through VIVA. Berna will contact Kate Nevins at SOLINET about these issues. The group also discussed issues related to holdings, union listing, and ILL requests for electronic materials.

10. Joyce reported that she had not heard back from the New England Research Libraries Group/Yale regarding their cooperative efforts.

11. Elaine reported that JMU was planning to catalog Project Muse and IDEAL titles, but had not yet developed guidelines.

12. Jackie reported on the investigation of Chadwyck-Healey tapes of MARC records at UVA. They could not get the tapes to work with their tape drives. They are attempting to check on whether they can be FTP'd. They will attempt to look at the records for format and quality.

13. For the next meeting the group will begin working on a draft of the guidelines. We will discuss the guidelines we have received (CIC, BeOnline, Ohiolink) for examples or language to include in the VIVA draft guidelines. Please review these guidelines before the next meeting.

14. Jackie volunteered to put the first draft of the VIVA guidelines on her web page after the next meeting.

15. Next meeting will be Tuesday, March 4, at Virginia Commonwealth University Library, Richmond.

Recorder: Gerald Gordon

____________________________________________________________________

Gerald D. Gordon, Coordinator of Technical Services
McConnell Library, Radford University
Radford, VA 24142-6881
Phone: 540-831-5703 Fax: 540-831-6138
E-mail: ggordon@runet.edu