TREASURER'S REPORT
First Quarter and Year-to-Date
Through September 30, 2004
Bobby Bothmann, Treasurer

1. Welcome and Introductions
   
   
2. Approval of Minutes
   
   The minutes from the CAPC meeting held on June 25, 2004 at the ALA Annual Conference in Orlando, Florida were approved.
   
   
3. Announcements (L. Bodenheimer)
   
   CAPC is looking for two new members and one intern. Terms would start after June 2005. Members serve a two-year term; interns serve a one-year term. Requirements include 3 years of current audiovisual cataloging experience and experience using an integrated library system. Appointments will be made at the ALA Midwinter Conference in Boston. Resumes and letters of application should be given to Lisa Bodenheimer or Robert Freeborn.
   
   Robert Bratton, who edits "Authority Tools for Audio-Visual Catalogers" <http://www.olacinc.org/capc/authtools.html> is looking for reviews of new tools. Lisa Bodenheimer has his contact information.
   
   
4. Reports and Discussions
   
   
   1. Subcommittee on Source of Title Note for Internet Resources (L. Bodenheimer for S. Miller) <http://www.olacinc.org/capc/stnir.html>
      
      Currently the Subcommittee is revising the document to update terminology and to give examples and rules. The Subcommittee sent out a call for comments to CAPC and to SCCTP in order to update training materials. Few comments were received, but those that came were generally favorable. The potential outcome of this effort will be a "best practices" document.
      
      Some changes need to be made. Modifications for serials are needed. There also has to be clarification of when to use "caption" instead of "Web page" or "home page".
      
      After the Conference, the document will be posted to the OLAC List for further comment. The Subcommittee hopes to have the first draft of the document ready for ALA Annual in June 2005.
      
      Discussion included ideas about other groups to which the document should be presented including being posted on Autocat and brought forward to the Electronic Resources Discussion Group at Midwinter; also, representatives of BIBCO and CONSER should be approached.
      
      The Subcommittee also requested a volunteer from CAPC to become an additional member.
      
      
   2. Non-human actors (L. Bodenheimer for G. de Groat)
      
      This initiative is a response to a proposal by Nancy Olson to make an allowance for non-human characters to be name added entries instead of subject entries. The response, written by Greta de Groat, Lynnette Fields, and Lisa Bodenheimer suggests three possible options:
      
      
      1. Have all the names of animals, imaginary or legendary characters and deities tagged 100 in the authority records, but formulated according to subject rules and residing in the subject file.
         
      2. Have animal names governed by name rules (AACR2), able to be used as added entries when appropriate, but have imaginary names covered by subject rules, all to be tagged 100.
         
      3. Have the names of individuals of all sorts governed by name rules (AACR2) and reside in the name authority file.
         
      
      The response was sent to Nancy Olson for comment, but she has not yet responded. After Nancy Olson comments the response will be sent to the OLAC List for comment.
      
      
   3. FAQ/Best Practices (L. Seguin)
      
      Cathy Gerhart and Chris Fox joined this Task Force. Its goal is the creation of an online FAQ, with a schedule of ongoing maintenance, to be placed on the OLAC Website.
      
      
   4. CAPC Resource Maintenance Task Force (S. Roe)
      
      This Task Force determined that the following CAPC resources need ongoing maintenance: documents from any task force with an ongoing charge, any task force with an uncompleted charge, and any subcommittee with an ongoing component in their charge. It is recommended that maintenance in each of the above cases is the responsibility of the Chair or Chairs of the Task Force or Subcommittee.
      
      CAPC resources that have a maintenance trigger in place include: "About CAPC" (when the bylaws change), "Members" (after new members are appointed), and "Minutes" (when new minutes are ready to post).
      
      Resources that do not need maintenance include Task Forces and Subcommittees that have completed their assignment, and publications that lack a training element.
      
      CAPC resources that may need future maintenance and/or removal include superseded training presentations and training guides. Discussion included the suggestion that training materials should be archived because even superseded materials may have some documentary value. It was noted that after 2007, with the advent of AACR3, large amounts of the CAPC training materials may need to be archived. It was also noted that Sue Neumeister can tell how many hits a Web page has had, which may help determine whether it should be maintained or archived.
      
      It was suggested that the CAPC Resource Maintenance Task Force become a standing committee to offer oversight of maintenance. There was also a request for volunteers to become members of this group.
      
      
   5. Additions to Personal Names Task Force (L. Bodenheimer for I. Wolley, G. de Groat)
      
      A proposal was sent to CPSO for expanding the instances in which the addition of a profession could be made to personal names, expanding the exceptions granted in LCRI 22.19. Barbara Tillett responded to the proposal, saying that it would not be appropriate to do so and further stated that the current exception for musicians is a historical quirk that is "an ill-conceived exception". It was suggested that the proposal and response be posted to the OLAC List to see if there is sufficient interest to pursue this rule change. CAPC will also contact ARLIS and the Music Library Association Cataloging Committee to see if there is interest in pursuing this issue further.
      
   
   
5. New Business
   
   
   1. Task Force on 041
      
      Kelley McGrath has suggested that a change be made to the way languages are coded in the 041 $b. Currently, subtitles that are also in the subfield $a as a spoken language are not also coded in the subfield $b. A change could be made to the definition of subfield $b that would allow for the coding of all subtitle languages, which would make more sense for the coding of DVDs with multiple languages.
      
      Jay Weitz suggested the preparation of a proposal for MARBI which would change the definition of 041 $b. It was also stated that CAPC should go through the LC MARC office and have them propose the 041 definition change to MARBI instead of making the proposal directly to MARBI.
      
      
   2. New CAPC Website Draft
      <http://www.olacinc.org/capc/newcapc.html>
      
      The new page was greeted positively. There was a suggestion that CAPC training materials have a link on the main OLAC page.
      
      
   3. Genre Headings
      
      This was a request for information from Greta de Groat, asking when the Library of Congress will implement genre headings. It is unclear when LC will begin to use genre headings, and when they do they are likely to start with cartographic headings and expand from there. There is no timeline in place for LC to begin this process.
      
      
6. Adjournment
   
   

1. Call to Order, Introductions, Announcements


President Robert Freeborn called the meeting to order. Board members present: Robert Freeborn (President), Rebecca Lubas (Vice President/President Elect), Cathy Gerhart (Past President), Robert Bothmann (Treasurer), Amy Weiss (Secretary), Lisa Bodenheimer (CAPC Chair), and Jain Fletcher (Newsletter Editor). Guests: Marc Richard and Lisa O’Hara, OLAC Conference Co-Chairs.

There were no announcements.


2. Secretary’s Report (A. Weiss)


The minutes from the Board meeting held on June 26, 2004 at ALA Annual in Orlando, Florida were approved.


3. Treasurer’s Report (R. Bothmann)
   
   Please see the full treasurer’s report elsewhere in this issue.
   
   Because of OLAC’s tight budgetary situation, the Board requested that the printed September Newsletter show next year’s rate increase for OLAC memberships in its membership renewal form on p. [3] of its cover. When the increase goes into effect in January 2005, it is hoped that the individual membership renewals, plus institutional memberships, will buoy the treasury.
   
   
4. Newsletter Editor’s Report (J. Fletcher)
   
   With the draft of the print version in hand, Jain reported that the September 2004 issue of the Newsletter is approximately 60 pages long. While Board discussion at the last ALA Annual had yielded the idea that the Newsletter could be run on thinner paper to save money, Jain reminded everyone that this can only be done if the printer can provide a few "sample" copies to prove that the ink will not bleeding through to the other side. If this turns out to be a viable solution and the weight of the cover paper can also be decreased, Jain warned that these combined measures may still not substantially reduce printing costs. Jain estimated that the printing and mailing costs would probably total around $2000. for this issue.
   
   Some alternative ideas to reduce paper consumption were offered for future issues, including making summaries of some columns and reports for the print version, with the full columns and reports in the Web version. However, it was acknowledged that was not an optimal solution. After discussion, the Board decided that OLAC will continue to offer a print Newsletter, as long as it can afford to do so.
   
   
5. CAPC Report (L. Bodenheimer)
   
   There was discussion on whether the Board would consider making CAPC appointments at Montréal or at ALA Midwinter. The decision of the Board was to do this at Midwinter.
   
   
6. Old Business
   
   No old business.
   
   
7. New Business
   
   No new business.
   
   
8. Closed Session
   
   Discussion of the disposition of the OLAC archives.
   
   No report from the Conference Scholarship Committee.
   
   
9. OLAC Conference Organizing Committee Report (M. Richard, L. O’Hara)
   
   Conference registration consists of 120 attendees from the United States, 90 from Canada and 7 from other countries. There were too many Canadian attendees to allow OLAC to take advantage of tax incentives for foreign conferences. However, the possibility of retaining many new Canadian members more than compensates for this.
   
   Marc would like to compile a "how to" manual for OLAC Conference planning. This document would not go in the Handbook, but should offer useful advice for the planners of future conferences.
   

1. Closed Session, continued
   
   Discussion of CAPC appointments and process.
   
   
2. Post-Conference Report (M. Richard)
   
   The Conference was a success!
   
   

1. Introductions, Announcements (R. Freeborn)
   
   Members of the OLAC Executive Board were introduced to the membership.
   
   The winner of the Conference Scholarship, Jaime Andersen, was introduced.
   
   The first-time attendees were acknowledged.
   
   There is a need for an Outreach Advocacy volunteer and another volunteer for a liaison to MOUG. Persons interested in these positions were urged to contact Board members.
   
   The Board is looking for a site for the 2006 Conference. While some groups have already expressed interest, the Board seeks full proposals to consider at Midwinter.
   
   
2. Secretary’s Report (A. Weiss)
   
   None.
   
   
3. Treasurer’s Report (R. Bothmann)
   
   Opening balance: $4,593.77
   Closing balance: $2,712.25
   
   In 2005, OLAC rates will increase to $20.00 for a personal membership. The printing of the Newsletter alone costs $14-16 per person.
   
   Please renew your OLAC membership early in the year!
   
   
4. Newsletter Editor’s Report (J. Fletcher)
   
   The September 2004 issue of the OLAC Newsletter is now on the Web. The print version is in final draft and will be sent to the printers after the Conference.
   
   
5. Committee Reports
   
   
   1. CAPC (L. Bodenheimer)
      
      Announcement of CAPC meeting later in the afternoon (4:15 p.m.). Agenda: reports on source of title for Internet resources, non-human actors, best practices, resource maintenance, and additions to personal names.
      
      
   2. Conference Planning Committee (M. Richard)
      
      The Conference Planning Committee for Montréal reported to the Board in January and in June. 220 people registered for the Conference; 27 people were registered for the SCCTP Workshop on Integrating Resources. The regional breakdown of attendees was 120 from the United States, 90 from Canada, and 7 from other countries.
      
      Corporate sponsors for the Conference were thanked, including OCLC Canada, CLA, McGill University, and Blackwell-Swets.
      
      Over 50 people contributed to the Conference, and all were thanked.
      
   
   
6. Old Business
   
   None
   
   
7. New Business
   
   None
   
   
8. Adjournment

1. the promotion of a shared understanding of non-print materials with the goal of improving cataloging practice;
   
2. the clean up of problem work displays for non-print materials, especially those which have been difficult to display and present (e.g., music);
   
3. the opportunity to focus on each part of the record as it relates to cataloging and display;
   
4. the exploration of the potential to make catalogs better for users.

1. Is there another way to communicate the information to the user? (icons, such as found in OCLC’s WorldCat; public display labels or terms generated through a table from the terms in the bibliographic record for content, expression, and/or manifestation)
   
2. If one retains the GMD, could it be placed elsewhere? (Area 3 for all types of resources; Area 0 preceding the bibliographic description)
   
3. Can we improve the list of terms used as GMDs? (single terms – same level of generality, mutually exclusive; compound terms, e.g., GMD (qualifier); compound term; GMD1 + GMD2)

1. What is the problem that JSC is trying to fix? Is it the concept of the GMD? The way it displays? The terminology?
   After this question has been answered, JSC should state:
   
2. the function of a GMD or other method of indicating format
   
3. the degree of specificity mandated and why this specificity has been chosen

1. What aspect of the resource is being cataloged (single page, single document, entire Website)?
   
2. What is the type of issuance (continuing [serial or integrating] or finite)?
   
3. What type of record should be created (text or computer file)?
   

• The chief source of description of a monographic electronic resource is the entire resource itself; the chief source for an integrating resource is its latest iteration.
  
• A remote-access electronic monograph often has a traditional title page supplying the elements of description, but integrating resources usually supply descriptive elements in a variety of ways (formal title or home page, graphic image, main menu, HTML header from browser title bar), so you need to choose the fullest form.
  
• AACR2 Rule 9.5B3 permits an extent statement (300 field) for remote-access electronic resources. The number of pages recorded is the number of pages shown by the document itself, not the number shown by the display/reader software.
  
• The required notes for remote access electronic monographs are: mode of access, system requirements, and source of title proper, which should include the date on which the resource was viewed.
  
• The 856 field can be used to record the URL of the resource itself, the URL of another version of the resource, or the URL of a work related to the resource (such as a table of contents). The field indicators distinguish between the types of URLs.
  
• The fixed fields required for a monographic electronic resource are: an 008 for books, an 006 for electronic characteristics, and an 007 for the physical features of the electronic resource. For remote access resources, only two positions are required in the 007, "c" for computer and "r" for remote.
  
• The mandatory variable fields in records for integrating electronic resources are: frequency, mode of access, system requirements, source of title proper (which should include the date on which the resource was viewed), and former titles (247), if applicable. The 516 field is not required.
  
• Supply the start/end dates of an integrating electronic resource only when the resource contains an explicit statement to that effect.
  
• Although the bibliographic level code "i" is authorized for integrating resources, it has not yet been implemented by OCLC. In the interim, the fixed fields for textual integrating electronic resources should be: record type "a" for textual and bibliographic level "m" for monographic in the 008 field, one 006 field for the resource’s computer file characteristics, a second 006 field for its continuing characteristics, and an 007 field for its computer file/electronic characteristics.
  
• Records for remote-access electronic resources can be updated in any area of description. AACR2 Chapter 12 gives rules for how to deal with changes in each part of the record.
  

• The browser option has easy Internet access, simple searching, easy cataloging of Internet resources, no extra software to install and maintain, and automated heading verifications.
  
• OCLC Connexion browser contains all Passport for cataloging functionality except for macros and truncated lists. Macros will not be supported in the browser (they are available in the Connexion client).
  
• Truncated lists will be added to the Connexion browser, along with WorldCat true keyword searching and support for additional browse indexes. OCLC will issue more details over the next few months.
  
• To begin using the Connexion browser, log on at <http://connexion.oclc.org> using existing cataloging authorization and password.
  
• Connexion browser documentation, including a tutorial, can be found at <http://www.oclc.org/support/documentation/connexion/browser/default.htm>.

• The client option is a powerful, flexible Windows-based interface with productivity-boosting enhancements, including macros, additional keyboard customization--all navigation and cataloging actions can be performed using assignable key combinations--and integrated label printing.
  
• Version 1.20, scheduled for 4th quarter 2004, will contain most CatME functionality. This version will add NACO support, authority file searching enhancements, and local files including batch processing.
  
• Version 1.30, scheduled for 1st quarter 2005, will add the remainder of CatME functionality, WorldCat true keyword searching, truncated lists, and CJK support.
  
• Version 1.40, scheduled for 2nd quarter 2005, will add support for Arabic cataloging.
  
• To begin using the Connexion client, download it at <http://psw.oclc.org/software.htm>.
  
• Connexion client documentation, including a tutorial, can be found at <http://www.oclc.org/support/documentation/connexion/client/default.htm>.
  To learn more about migrating to Connexion, visit the Connexion migration Website at <http://www.oclc.org/connexion/migrating/default.htm>.

• Variations in title information and cataloging practice can lead to incomplete groupings.
  
• Using the authority record to collect title variations elicited these observations or questions:
  • Not all title variations are included in the authority record, which results in omissions
    
  • Are the titles variations in the authority record really the same work?
    
  • Concurrent works not always brought together in the authority record.
• Lack of authority control on an author's name can lead to records not being appropriately grouped.
  
• Some of this could be cleaned up algorithmically or with computer support.
  
• Does authority work need to change to accommodate these types of things?

1. Integration of digital content in WorldCat.
   
2. Possible Machine Services Opportunities with Cataloging.

• Cataloging Policy Committee (CAPC)
  Friday, January 14, 7:30-9:30 p.m.
  Sheraton Boston Hotel - Independence East Room
  
  
• Executive Board Meeting
  Saturday, January 15, 3:00-6:00 p.m.
  Hynes Convention Center - Room 102
  
  
• Membership Meeting
  Saturday, January 15, 8:00-10:00 p.m.
  Hilton Back Bay - Westminster Room
  

Optionally, use a term in common usage to record the specific format of the physical carrier.
      [Example:]     1 DVD-video

1. In video records should the 041 field include subfield $h to indicate the original language if dialogue is available in an alternate language? For example: if the film was originally produced with dialogue in English and a DVD had an option for dialogue in French, should a subfield $h be included for English?
         041 1   $a eng $a fre $h eng
   
   
2. If subfield $h is included, should it follow subfield $a and precede subfield $b?
         041 1   $a eng $a fre $h eng $b eng
   
   
3. Should subfield $b include all languages that have subtitles available in a videorecording, or should subfield $b only include those languages that do not appear in subfield $a? For example: if a DVD is in English only, with no alternate language for dialogue, and subtitles are available in English and French, which of the following examples is correct?
         041 1   $a eng $b eng $b fre
         or
         041 1   $a eng $b fre
   

1. When a translation is involved, a subfield $h for the original language should follow the subfield(s) that represent the language(s) of translation.
   
   
2. The subfield $h containing the original language should follow directly after the subfield (or the group of similarly-coded subfields) representing the language(s) of translation.
   
   
3. The general definition of subfield $b in MARC21 reads, "Subfield $b contains the codes for languages of summaries when the language of the summary is other than that of the text". Specifically for audiovisual materials it says that "subfield $b contains the language code (s) of overprinted titles (subtitles) when they differ from the language of the sound track". (Emphasis mine, in both cases.) The clear intention of MARC21 is to code only those languages not already found in subfield $a, which makes your second example correct.