Meeting Minutes (February 25, 2000)
Clemons Library, University of Virginia, Charlottesville, Virginia
- Minutes
- Report on the January 7, 2000 Forum on Access to Periodicals in Aggregator Databases
- Status of MARC Bibliographic and Authority Records for the Chadwyck Healey Poetry Databases
- Possible Sources of MARC records for 2000 NetLibrary titles digitized from UVa Collections
- Task Force Home Page
- Project Plan for Technical and Substantive Updates to the VIVA Guidelines for Cataloging and Intellectual Access
- VIVACAT-L: Options for Encouraging more Discussion on E-Resources Cataloging and Issues before the Task Force
- Other Business
Present: Elaine Day (JMU), Nadine P. Ellero (UVa), Billie Hackney (ODU), Trish Kearns (W& M), Charles Lewis (JSRCC), Elizabeth G. McClenney (VSU), Allison M. Sleeman (UVa)
Guest: Barbara Anderson (VCU) and Lynda Clendenning (UVa)
Members Absent: Althea Aschmann (VPI) and Karen Cary (VCU)
Barbara Anderson volunteered to be recorder for this meeting. Nadine Ellero will post the minutes on the web.
Report on the January 7, 2000 Forum on Access to Periodicals in Aggregator Databases
Elaine Day summarized the discussion that took place among participants at the Forum and outlined some of the possibilities identified for further cooperative efforts to enhance access to periodicals in aggregator databases, including:
Status of MARC Bibliographic and Authority Records for the Chadwyck Healey Poetry Databases
Ed Summers has resigned from his position at ODU and has relocated to New York City, but he has agreed to assist from afar when we are ready to convert name headings in the Chadwyck-Healey database records. The script he developed to do this conversion, along with files of headings, authority records, and bibliographic records are currently available on an ODU server. Elaine Day reported that we will be able to relocate these files on the VIVA server with password access for VIVA institutions. 1XX headings on the bibliographic records have been converted once to authorized forms of headings identified by Task Force members during the first pass of the authority control.process, and Ed has offered to run a modified conversion script again in the near future to convert 7XX headings as well. Additional heading corrections are forthcoming from a project UVa has undertaken to create LC/NACO authority records for un-established headings. After the headings established by UVa are added to the master spreadsheet of headings, the (revised) conversion script can be run again to correct 1XX and 7XX headings. Libraries that have not already loaded the Chadwyck-Healey analytic records may wish to postpone doing so until the additional heading cleanup has been completed.
Possible Sources of MARC records for 2000 NetLibrary titles digitized from UVa Collections
This has the potential for being another Task Force joint effort, once we have finished with other ongoing projects. Allison Sleeman and Lynda Clendenning described UVa's participation in NetLibrary: The first 1000 UVa titles that will be included in NetLibrary already exist in electronic form as part of the UVa E-Text Center, and over 700 of these have already been cataloged by UVa. An additional 2000 titles will be selected from (primarily) history titles in UVa's print collection. It is hoped that UVa will begin sending the selected print titles to NetLibrary later this spring. Eventually, VIVA libraries will access through NetLibrary to all 3000 of the UVa titles.
It appears likely that UVa could share with other VIVA institutions the cataloging records they have created for the 1000 titles from the E-Text Center, but these would have limited use at this point because the URLs on these records point to the UVa E-Text Center location rather than to the NetLibrary location. The records would have to be modified for general VIVA use.
UVa will send their catalog records for the 2000 print titles to NetLibrary, and NetLibrary will construct cataloging records for the electronic versions. Locally, UVa anticipates adding 530 and 856 fields to their existing records for print titles. No arrangements have been made yet for NetLibrary to provide UVa with the catalog records for the electronic versions. Catalog records for NetLibrary electronic titles are part of the OCLC online union catalog, and are available through the WorldCat Collections program, but at this point it is not clear whether VIVA will be able to extract the small percentage of records that represent the UVa titles. Likewise, the access implications for VIVA libraries are unclear (e.g. can more than one user within the VIVA community use a given NetLibrary title at the same time?).
Elaine Day asked whether NetLibrary or OCLC can include some data in the cataloging records to make the UVa titles more easily extractable. Allison will discuss this with Beth Camden who is working with NetLibrary on the cataloging arrangements.
Task Force Home Page[Go to homepage]http://library.jmu.edu/libstaff/ts/er/vivacat/vivacat.htm
Elaine Day displayed the Task Force Home Page and asked those present to review it one more time before establishing a link from the VIVA Home Page. Elaine has added information about the January 2000 Aggregator Forum (including presentations) and the 1999 Serials Workshop. Most of the Serials Workshop information cited is maintained directly on the VIVA server, with only a couple of exceptions: the bibliography and glossary pages reside on a server at the University of Michigan. The consensus of those present was that the Task Force Home Page was ready to be linked from the VIVA Home Page.
Project Plan for Technical and Substantive Updates to the VIVA Guidelines for Cataloging and Intellectual Access[Guidelines](http://www.lib.virginia.edu/vivacat/guidelines.html)
Elaine Day offered to work on some cosmetic changes to the current Guidelines (e.g. replacing live links with links to "canned" examples and fixing broken links). Following this summer's ALA and NASIG confereneces, it is anticipated that the official status of current proposals on seriality will be more certain. At that point it will be appropriae to review the VIVA Guidelines more substantially. It is still the intent of the Task Force to limit the Guidelines to MARC tagging (not other metadata formats). It was also recommended that we add a counter to the Guidelines page to help gauge the usefulness of the Guidelines.
VIVACAT-L: Options for Encouraging more Discussion on E-Resources Cataloging and Intellectual Access
There is a concern that VIVACAT-L is not generally being used except for Task Force meeting announcements. A related issue was the recent week long e-mail meeting of the Task Force. Charles Lewis offered to investigate using the community college system videoconferencing facilities in lieu of conducting e-mail meetings. Elaine Day suggested that future e-mail meetings might be more effective if confined to single issues. Task Force members were reminded that VIVACAT-L can be used to disseminate information of general interest, such as updates about NetLibrary and seriality developments.
Elaine Day announced that she will be leaving her position at JMU to become the Directory of the Library at Averett College, beginning in July. She has offered to continue in her role of Task Force Chair.
The next Task force meeting was tentatively set for Friday, April 21, 2000 in the same location (Clemons Library, University of Virginia).
Submitted by Barbara Anderson; marked up version by Nadine P. Ellero
April 14, 2000