Cataloging and Access Committee, Minutes of January 17, 2001 Meeting: Wisconsin Public Library Consortium

Cataloging and Access & Circulation Committee Minutes: January 17, 2001
Location: South Central Library System

Present: Mellanie Mercier (WCFLS), Martha Riel (Town Hall Library, WCFLS), Mary Wegener (Waukesha PL, WCFLS), Deb Dagnon (LaCrosse PL, WRLS), Kathy Grace (Oshkosh PL, Winnefox), Kathy Doran (Madison PL, SCLS), Vicki Teal Lovely (SCLS), Debbie Cardinal (WiLS), Sharon Price (LE Phillips PL, IFLS), Sue Siewert (Kenosha PL, KCLS), Phyllis Davis (SCLS), Alison Hoffman (ESLS), Barbara Strauss (OWLS), Linda Miller, Project Coordinator

New consortium members in 2001 include Kenosha County Library System (KCLS), Lakeshores Library System (LLS), Mid-Wisconsin Federated Library System (MWFLS), and Milwaukee Public Library (MPL). All but MPL were represented at the meeting. Phyllis Davis announced that Wisconsin Valley Library Service (WVLS) was joining also.

The discussion covered questions remaining from the last meeting, which occupied most of our time.

Concerning the arrangement with OCLC/WiLS for bibliographic records, what is the $100 charge for? Debbie Cardinal responded that the charge is a one-time fee until June 30, 2001, when OCLC hopes to figure out how to handle situation like this. The charge is for the file of records. Holdings can be added in OCLC at no extra cost to each user. The reason libraries might want to add holdings in OCLC is to benefit from “URL checking”, which it becomes available to Bibliographic Notification users. An updated URL will be delivered to the library with holdings. Let Debbie Cardinal know if your library wants holdings added to OCLC for the netLibrary titles. For non-OCLC libraries the charge will be $120.00

When will the file of records be available? Debbie responded that it will be ready one to two weeks after the “set” of records is completely compiled. [On February 5, 2001 we were notified that the file of records was available.] As groups of records are available Debbie Cardinal will notify the consortium through the WPLC listserv.

What are the OCLC symbol, authorization and password for the file? The symbol is P@W. Contact Barbara Strauss for the authorization number and password (920-832-6192). The initial order included 180 to 2100 titles, a portion of which will have bib records in the first file.

How are the ebooks cataloged? As reproductions? Yes, they are cataloged as a reproduction. The GMD is [computer file]. There is an ISBN for the electronic book in field 020. Field 533 has an electronic reproduction note, which netLibrary as the publisher of the reproduction. There is a 655 genre heading for “Electronic books.” NetLibrary appears in each record as an added author. There is no local information in field 049.

How are the bibliographic records made available? 1) To download the file go to the OCLC Product Services Menu at http://www.oclc.org/oclc/menu/prodserv.htm. 2) Click on Records and Reports. At the bottom of the list is the file you want, OCLC WorldCat Collection Sets. Click on that. 3) You will be asked for an authorization number and password. Use the login information for the WI Public Library Consortium. The authorization number is XXX-XXX-XXX. The password is XXXXX. Contact Barbara Strauss (920-832-6192) 4) There are two files listed. The only file you need is the second one listed. 5) To download and save the file locally, pay attention to the screen instructions regarding browsers. 6) The default extension for the file is .bin for binary file. Once you have saved the file you can rename it with an extension your automated local system will read.

The file will remain on the Product Services Web for 90 days. For questions or problems, please contact Debbie Cardinal, cardinal@wils.wisc.edu or 608 263-5051.

Will we be notified when… 1) titles change? OCLC’s Bibliographic Notification Service can notify users. This is an OCLC subscription service. 2) titles are deleted? We raised a question for the WPLC Selection Committee about “de-selecting” titles in the future. 3) titles are added? This is another Selection Committee issue. Once they purchase addition titles, the process of acquiring the bib records and notifying appropriate staff at WPLC members needs to be defined.

NOTE: Catalogers should use the “print model” standard procedure for report errors, etc.

Are Project Gutenberg titles available? Bibliographic records for Project Gutenberg titles are available record-by-record from OCLC. Those records are not part of the set of records purchased as part of the purchased netLibrary project.

What is the downside of having bibliographic records for netLibrary titles in the local catalog? The library may get ILL requests. Some folks may consider that the records “mess up” the catalog, because the items are not physically on the shelf. Patrons may want to place holds, if not prevented by the local automation system. NetLibrary is working on a way for patrons to place holds.

What will various libraries do about creating item records? Some automation systems will automatically create an item record when the bib record is loaded. Some automation systems will use an icon to direct the patron to the title. Some libraries will have to create each individually, using software constant data when possible.

What about authority control costs? The cost of authority control for the records will be the responsibility of each library that loads records into their automated system. Some participants will send the records out to a third-part vendor and some will do the editing locally.

How many titles will be added in the future? It is impossible to answer that question. WPLC is setup to operate beyond the ending of the grant on December 31, 2001. The Steering Committee anticipates that batches of titles will be purchased in the future. The consortium continues to grow in number and financial resources.

Do the imbedded netLibrary links in bib records turn a catalog workstation into an Internet workstation? There was a discussion about various methods of locking down workstations to limit the extent users can go beyond netLibrary.

How are WPLC members promoting netLibrary? Linda Miller described the various promotional materials created by the Promotion Committee and the materials available from netLibrary (through WiLS). The group agreed that subject bibliographies might be helpful. Perhaps this should be marketed as reference materials. There was further discussion about how to integrate this service into local service offerings.

Access to netLibrary titles through “referring URLs” Barbara Strauss described the method of allowing users to access netLibrary through a link in OWLS and NFLS homepages, as an additional service to patrons. The rest of the consortium uses an access method that requires library patrons to create an account from within a library building with a netLibrary recognized IP address.

Next meeting: April 4 at 10:00 am at the SCLS offices Agenda: War stories; show and tell; Internet access will be available (Phyllis, please. Thank you)

Barabara Strauss
Library Automation Manager
Outagamie Waupaca Library System
bstrauss@mail.owls.lib.wi.us


		Home > Meetings > Minutes> Cataloging and Access Committee, Jan. 17, 2001

Members Bylaws Committees Meetings Discussion List Statistics Current Projects Proposals for Future Services Reports Links Home Contact Us		Cataloging and Access & Circulation Committee Minutes: January 17, 2001 Location: South Central Library System Present: Mellanie Mercier (WCFLS), Martha Riel (Town Hall Library, WCFLS), Mary Wegener (Waukesha PL, WCFLS), Deb Dagnon (LaCrosse PL, WRLS), Kathy Grace (Oshkosh PL, Winnefox), Kathy Doran (Madison PL, SCLS), Vicki Teal Lovely (SCLS), Debbie Cardinal (WiLS), Sharon Price (LE Phillips PL, IFLS), Sue Siewert (Kenosha PL, KCLS), Phyllis Davis (SCLS), Alison Hoffman (ESLS), Barbara Strauss (OWLS), Linda Miller, Project Coordinator New consortium members in 2001 include Kenosha County Library System (KCLS), Lakeshores Library System (LLS), Mid-Wisconsin Federated Library System (MWFLS), and Milwaukee Public Library (MPL). All but MPL were represented at the meeting. Phyllis Davis announced that Wisconsin Valley Library Service (WVLS) was joining also. The discussion covered questions remaining from the last meeting, which occupied most of our time. Concerning the arrangement with OCLC/WiLS for bibliographic records, what is the $100 charge for? Debbie Cardinal responded that the charge is a one-time fee until June 30, 2001, when OCLC hopes to figure out how to handle situation like this. The charge is for the file of records. Holdings can be added in OCLC at no extra cost to each user. The reason libraries might want to add holdings in OCLC is to benefit from “URL checking”, which it becomes available to Bibliographic Notification users. An updated URL will be delivered to the library with holdings. Let Debbie Cardinal know if your library wants holdings added to OCLC for the netLibrary titles. For non-OCLC libraries the charge will be $120.00 When will the file of records be available? Debbie responded that it will be ready one to two weeks after the “set” of records is completely compiled. [On February 5, 2001 we were notified that the file of records was available.] As groups of records are available Debbie Cardinal will notify the consortium through the WPLC listserv. What are the OCLC symbol, authorization and password for the file? The symbol is P@W. Contact Barbara Strauss for the authorization number and password (920-832-6192). The initial order included 180 to 2100 titles, a portion of which will have bib records in the first file. How are the ebooks cataloged? As reproductions? Yes, they are cataloged as a reproduction. The GMD is [computer file]. There is an ISBN for the electronic book in field 020. Field 533 has an electronic reproduction note, which netLibrary as the publisher of the reproduction. There is a 655 genre heading for “Electronic books.” NetLibrary appears in each record as an added author. There is no local information in field 049. How are the bibliographic records made available? 1) To download the file go to the OCLC Product Services Menu at http://www.oclc.org/oclc/menu/prodserv.htm. 2) Click on Records and Reports. At the bottom of the list is the file you want, OCLC WorldCat Collection Sets. Click on that. 3) You will be asked for an authorization number and password. Use the login information for the WI Public Library Consortium. The authorization number is XXX-XXX-XXX. The password is XXXXX. Contact Barbara Strauss (920-832-6192) 4) There are two files listed. The only file you need is the second one listed. 5) To download and save the file locally, pay attention to the screen instructions regarding browsers. 6) The default extension for the file is .bin for binary file. Once you have saved the file you can rename it with an extension your automated local system will read. The file will remain on the Product Services Web for 90 days. For questions or problems, please contact Debbie Cardinal, cardinal@wils.wisc.edu or 608 263-5051. Will we be notified when… 1) titles change? OCLC’s Bibliographic Notification Service can notify users. This is an OCLC subscription service. 2) titles are deleted? We raised a question for the WPLC Selection Committee about “de-selecting” titles in the future. 3) titles are added? This is another Selection Committee issue. Once they purchase addition titles, the process of acquiring the bib records and notifying appropriate staff at WPLC members needs to be defined. NOTE: Catalogers should use the “print model” standard procedure for report errors, etc. Are Project Gutenberg titles available? Bibliographic records for Project Gutenberg titles are available record-by-record from OCLC. Those records are not part of the set of records purchased as part of the purchased netLibrary project. What is the downside of having bibliographic records for netLibrary titles in the local catalog? The library may get ILL requests. Some folks may consider that the records “mess up” the catalog, because the items are not physically on the shelf. Patrons may want to place holds, if not prevented by the local automation system. NetLibrary is working on a way for patrons to place holds. What will various libraries do about creating item records? Some automation systems will automatically create an item record when the bib record is loaded. Some automation systems will use an icon to direct the patron to the title. Some libraries will have to create each individually, using software constant data when possible. What about authority control costs? The cost of authority control for the records will be the responsibility of each library that loads records into their automated system. Some participants will send the records out to a third-part vendor and some will do the editing locally. How many titles will be added in the future? It is impossible to answer that question. WPLC is setup to operate beyond the ending of the grant on December 31, 2001. The Steering Committee anticipates that batches of titles will be purchased in the future. The consortium continues to grow in number and financial resources. Do the imbedded netLibrary links in bib records turn a catalog workstation into an Internet workstation? There was a discussion about various methods of locking down workstations to limit the extent users can go beyond netLibrary. How are WPLC members promoting netLibrary? Linda Miller described the various promotional materials created by the Promotion Committee and the materials available from netLibrary (through WiLS). The group agreed that subject bibliographies might be helpful. Perhaps this should be marketed as reference materials. There was further discussion about how to integrate this service into local service offerings. Access to netLibrary titles through “referring URLs” Barbara Strauss described the method of allowing users to access netLibrary through a link in OWLS and NFLS homepages, as an additional service to patrons. The rest of the consortium uses an access method that requires library patrons to create an account from within a library building with a netLibrary recognized IP address. Next meeting: April 4 at 10:00 am at the SCLS offices Agenda: War stories; show and tell; Internet access will be available (Phyllis, please. Thank you) Barabara Strauss Library Automation Manager Outagamie Waupaca Library System bstrauss@mail.owls.lib.wi.us

		Updated October 22, 2004