CATALOGING POLICY COMMITTEE
EXECUTIVE BOARD MEETING
MEMBERSHIP MEETING

ALCTS MEDIA RESOURCES COMMITTEE
MARBI
CC:DA
AMIA

ALCTS AACR2 2002 AND METADATA REGIONAL INSTITUTES
DVD CATALOGING PRIMER AVAILABLE
DVD CATALOGING WORKSHOP
ELECTRONIC RESOURCES & DVD/VIDEO CATALOGING WORKSHOP

FROM THE EDITOR
Jain Fletcher

1. Introductions, Announcements
   
   There were 34 guests. Chair Meredith Horan recognized outgoing CAPC members Greta de Groat and David Reynolds, and incoming CAPC Chair Iris Wolley. She introduced new CAPC members Lisa Bodenheimer and Valerie Bross. New interns are Susan Leister and Robert Bratton. Chair Horan read CAPC’s purpose from the OLAC Web page. She recognized Verna Urbanski, first CAPC Chair and helpful consultant ever since, John Attig, currently representative to both MARBI and CC:DA, and Ann Caldwell, NACO-AV Funnel Coordinator, for their excellent contributions. Members of CAPC and guests introduced themselves.
   
   
2. Minutes
   
   Minutes of the CAPC meeting of January 18, 2002 could not be approved as they have not yet been published.
   
   
3. Reports
   
   
   1. Subcommittee on Source of Title Note for Internet Resources (I. Wolley)
      
      This project investigated what terms should be used for source of title notes for Internet resources, how they are defined, and which ones might be considered prescribed sources. The original subcommittee (Marcia Barrett, Becky Culbertson, and Louise Rees) produced two documents that are now mounted on a Web site. Iris has been looking at what needs to be done to make it a finished product.
      
      Iris has found that six resources used as examples in the original documents are no longer available; 13 resources have undergone design and layout changes, making five of them no longer valid examples. Iris recommends instead of using live URLs in the examples, inserting static representations of the resources into the document. Although this makes the document longer, it reduces maintenance and makes it more usable. To avoid the increased length, the examples could be placed in a separate file, and links to them inserted in appropriate places in the document. She also recommends including text and rules from AACR2 when appropriate, and using 245 tags in the title examples. Iris solicits feedback from CAPC and would like to finalize this document as soon as possible. A written report was distributed at the meeting.
      
      A question was raised about copyright issues for inserting static pages; Iris will check on this potential problem.
      
      
   2. NACO-AV Funnel (A. Caldwell)
      
      NACO-AV Funnel training will take place at the OLAC Conference in St. Paul on Sept. 26. Ann reported that she has received a number of responses to messages on the OLAC and MLA listservs, resulting in five training participants so far.
      
      
   3. MARBI (J. Attig)
      
      John Attig reported on two proposals and a discussion paper on MARBI’s agenda at this conference, seeking CAPC’s opinion on issues requiring action at MARBI. The first proposal involves field 007/10, type of material for sound recordings. It defines some new codes and redefines some old ones. This affects archival materials more than new ones. CAPC supports this proposal. The other proposal deals with harmonizing UKMARC and MARC21. Three parts of this are of interest to AV catalogers: First, adding new codes for target audience (mainly revisions to existing values rather than new values). Second, defining a position in 008 that identifies musical parts, a revival of an old value in US MARC, using the same position but different codes. If added back into the format, it will be optional. CAPC agreed to this proposal also. Third, adding a new position in 008 to identify whether the work in hand has been transposed and/or arranged. Adding this as a way to accommodate British interests in this matter is also all right with CAPC.
      
      The discussion paper is one of several at this ALA centering around models of bibliographic data, in particular models influenced by the Functional Requirements for Bibliographic Records, developed by an IFLA working group several years ago. Impetus for this MARBI discussion paper is JSC efforts to try to apply some concepts in the functional requirements to cataloging rules, in particular how rules collocate works and expressions. Entities which structure how we might think about bibliographic resources have been developed in a continuum from abstract to concrete (works, expressions, manifestations, items (copies)).
      
      John summarized other MARBI agenda items of possible interest. His complete report, including MARBI results, appears elsewhere in this issue.
      
      
   4. CC:DA (J. Attig)
      
      John reviewed the items on the CC:DA agenda having to do with functional requirements.
      
      Proposal to change Rule 7.0B, Sources of Information. This proposal was initiated by the ALCTS MRC Standards Subcommittee. A revised version has been received based on discussions at Midwinter. The proposal defines chief source of information for motion pictures and videorecordings as the title frames of the item (including main titles and end titles). It lists what parts of the item are outside the chief source, and what sources can be used if information is not available from the chief source. Glossary definitions for four of these sources are also proposed. Changing the 7.0 rule impacts other rules, and cleanup of some of these is also part of the proposal.
      
      For the outcome of CC:DA discussions, see John Attig’s CC:DA report elsewhere in this issue.
      
      
   5. CAPC Additions to Personal Names Task Force (Greta de Groat)
      
      AACR2 rule 22.19 mentions that an occupation can be used to break a conflict in otherwise identical names. The Task Force interprets the accompanying LCRI to mean that this applies only to pre-20th century persons, musicians, and Biblical characters. They propose extending this rule to include persons involved in visual media and artists. The more general issue of differentiating or not differentiating among identical personal names was raised. After discussion, John Attig recommended moving ahead with the CAPC Task Force’s proposal, and looking for opportunities to make the more general case. CAPC voted to move Greta’s proposal on additions to personal names ahead, to LC CPSO.
      
      
   6. Abstract Writing Task Force (L. Bodenheimer)
      
      This task force is developing a primer on writing abstracts and summaries for multimedia materials. When finished, it will be available on the CAPC Web page. It will provide definitions, an annotated bibliography, specific guidelines, and recommendations for increased use. Sheryl Holmes has had to step down as Chair; Lisa Bodenheimer was appointed Chair in March 2002. A draft document was presented at Midwinter. At that time it was noted that some cleanup was needed so that examples were in line with the guidelines and in a consistent format. Progress has been made since Midwinter. The Task Force plans to have a final report ready for the CAPC meeting at the OLAC conference. A written status report was distributed at the meeting.
      
      
   7. Integrating Resources Task Force (Steven Miller)
      
      This Task Force is charged with developing a PowerPoint program to present the new category of integrating resources and how to apply AACR2 Chapter 12, specifically for updating Web sites and updating electronic databases. They are waiting for the revised Chapter 12 to be published, around August. But Steve has done an initial presentation at LC and those slides can form a basis for this work. Steve described the integrating resource category and the latest entry form of cataloging that will be used for them. The bibliographic record will reflect the latest iteration of these changing resources, and aspects of previous iterations can be described in notes. The records will be dynamic as the resources themselves are. Steve will be doing an SCCTP training course on integrating resources, probably around Midwinter 2003.
      
      
   8. DVD Primer Task Force (R. Freeborn)
      
      Robert Freeborn distributed a written draft of this primer, limited to DVDs covered in AACR2 Chapters 7 and 9. He plans to mount it on the CAPC Web site with hyperlinks among the sections. It is planned that it will be finalized at the OLAC Conference in September.
      
      John Attig offered to do some editorial work and also create a PDF version for printing from the Web.
      
      
   9. Conventional Terminology Task Force (R. Freeborn)
      
      This task force was charged to work singly or in tandem with the ALCTS Media Resources Committee (MRC) on a revision of AACR 7.5. The proposed revision was inspired by the inclusion of conventional terminology in the revised Chapter 9. Rather than working jointly, both MRC and AMIA preferred to provide feedback to the Task Force after it had produced a draft.
      
      A written report was distributed to CAPC members. David Reynolds compiled a list of possible conventional terms, comprising Appendix A of the report.
      
      Robert Freeborn posed three questions for CAPC to discuss.
      
      1. Should we push for having an optional rule for conventional terminology in Chapter 7 similar to that in Chapter 9? The Task Force recommends this; John Attig said that the proposal to include this option for Chapters 6 and 7 is likely to be made by the Canadian Committee on Cataloging. One problem area is that conventional terminology changes with time, and publishers are inconsistent in using these terms. A straw vote of all those present favored having an option for conventional terminology in Chapter 7.
         
      2. Should we create a preferred list of conventional terminology that would need maintaining over time? John Attig recommended waiting to see whether there will be conventional terminology that we could do guidelines for, or if some additional SMDs will be proposed. CAPC agreed to this.
         
      3. Should we support the option of removing terms such as "video" from the SMD if it appears in the GMD? This is a separate proposal, but we can wait to see what happens with another group that is looking at consistency among the chapters of AACR. Discussion indicated that CAPC would favor removing this option.
      
      
   10. Chapter 3 Task Force (R. Lubas)
       
       The charge is to prepare a PowerPoint presentation to explain the changes in Chapter 3 that are going to be published in the AACR2 revision. The goal is to have a version done by the OLAC Conference in September. If the LCRIs are not out in time, a later version will include them.
   
   
4. Old Business
   
   Ann Caldwell announced that on June 15, the PCC Standing Committee on Standards would be reviewing an LCRI produced as a result of Greta de Groat’s work on uniform titles for motion pictures.
   
   
5. New Business
   
   There was no new business.
   
   
6. Adjournment
   
   OLAC President Kevin Furniss recognized Meredith Horan for her outstanding work as CAPC Chair.
   
   The meeting adjourned at 9:40 p.m.
   
   

1. Call to Order, Introductions, Announcements (K. Furniss)
   
   President Kevin Furniss called the meeting to order. Board members present included: Kevin Furniss (President), Kay Johnson (Vice President/President Elect), Lowell Ashley (Past President), Jan Mayo (Treasurer), Meredith Horan (CAPC Chair), and Nancy Holcomb (Secretary). Newsletter Editor Karen Davis was unable to attend. Guests included Bobby Bothmann (OLAC Conference 2002 Co-Chair), Michael Esman (Elections Committee), Cathy Gerhart (incoming Vice President/President Elect), Rebecca Lubas (incoming Secretary), and Iris Wolley (incoming CAPC Chair).
   
   There were no announcements.
   
   
2. Secretary’s Report (N. Holcomb)
   
   The Secretary reported that the minutes of the Board meeting in January could not be approved since they are not yet published.
   
   
3. Treasurer’s Report (J. Mayo)
   
   The written Treasurer’s report is elsewhere in this issue.
   
   
4. Newsletter Editor’s Report (K. Davis)
   
   In the absence of the Newsletter Editor, there was no report. Since the March/June Newsletter contains the Conference registration form, and its publication has been delayed, the Board decided to do a special mailing of the form.
   
   
5. Outreach-Advocacy Coordinator’s Report (K. Furniss for I. Fairclough)
   
   Ian Fairclough has no report for this meeting. Kevin Furniss will work with him on a report for the OLAC Conference, to include various outreach activities.
   
   
6. Working Group on the Future of the OLAC Conference (K. Furniss for S. Smyth)
   
   Sheila Smyth had no report at this time. She is waiting for the survey information to be published in the OLAC Newsletter.
   
   
Scholarship Committee (K. Furniss for M. Konkel)

Mary Konkel, Chair of the Scholarship Committee, had reported to the President that the Committee has seven outstanding applicants. A winner has not yet been selected.


8. OLAC Membership Directory (K. Furniss for S. Neumeister)
   
   Sue Neumeister had reported to the President that as of mid-May there were 662 entries in the online membership directory. The Board decided to have a separate card containing the username and password for the online directory sent to each current member with the ballot next year. Thereafter, a card will be sent with the ballot whenever the password is changed. The Treasurer will e-mail the username and password to brand-new members as soon as their memberships are processed.
   
   
9. OLAC Awards Committee (Ashley)
   
   There were no nominees for the award, so no award was made. This is the third year in a row for which no award was given. Even though no candidates may be nominated for the award, an Awards Committee should be in place each year to consider possible nominees.
   
   
10. Elections Committee (M. Esman)
    
    Election results:
    Vice President/President Elect: Cathy Gerhart (unopposed)
    Secretary: Rebecca Lubas
    
    Mike Esman encouraged having written guidelines for handling the election process. For further discussion on the mechanics of the election, see Section 13. New business. Part c. Election ballots.
    
    
11. OLAC Conference 2002 Update (B. Bothmann)
    
    Bobby Bothmann reported that all of the Conference information is on the OLAC Web site and that preparations are going according to schedule. Registrations are beginning to come in. How to handle the inclusion of the registration form in the Newsletter was discussed.
    
    
12. Old Business: New Logo (K. Johnson)
    
    Kay Johnson distributed copies of logos that had been previously submitted. After discussing them, the Board decided that none of them met the standard. Lowell Ashley offered to ask some graphic designers he knows to render the old logo as a sharper image in a more modern font.
    
    
13. New Business
    
    
    1. Publication Claims Editor
       
       Handling claims is one of the more time-consuming duties of the Treasurer. Since Jan has been seriously overloaded in her job situation, Pat Thompson has been handling the claims, and this has worked out very well. The Board decided that having an appointed Claims Editor would be beneficial. The Treasurer will write up a position description, and send it to the Board for comment. The Handbook needs to be updated to reflect this appointment, and a notice will need to be placed in the Newsletter, as to whom claims are sent to. The President recognized Pat Thompson for stepping in and doing a fine job handling the claims for the past several months.
       
       
    2. Institutional Members at OLAC Conference
       
       Someone has asked Conference Co-Chair Bobby Bothmann that they be able to register at the personal member rate because their institution is an OLAC member. But individuals need to be personal members in order to receive the member rate. The President asked if this needed to be written down anywhere. The registration form states that “personal members” receive the lower registration rate. The Board decided that having it explicit on the registration form was enough.
       
       
    3. Election Ballots
       
       Lowell Ashley, Chair of next year’s Elections Committee, and Kevin Furniss will work on drafting a procedure on the mechanics of the election, including ballots. Cathy Gerhart requested that when someone runs unopposed, the ballot should say who is running unopposed. The Board agreed that the ballot should reflect every position in the election, and list all candidates, even those running unopposed. The biographical information of all candidates should also be sent out with the ballot.
       
       
    4. NACO-AV Funnel Only Conference Attendees
       
       Ann Caldwell had asked if someone coming to the OLAC Conference solely for the purposes of NACO training could get the conference rate for the hotel room. The President had said yes, and wondered if this needs documentation OLAC’s handbook. The Board decided it did not.
    
    
14. Closed Session (K. Furniss)
    
    The following committee appointments were discussed in closed session: CC:DA Audience Observer, and CAPC appointments.
    
    
15. Adjournment
    
    The meeting adjourned at about 6:10 P.M.
    
    

1. Call to Order, Introductions, Announcements (K. Furniss)
   
   President Kevin Furniss called the meeting to order. OLAC officers, members, and guests introduced themselves. Current officers present included: Kevin Furniss (President), Kay Johnson (Vice President/President elect), Lowell Ashley (Past President), Meredith Horan (CAPC Chair), Jan Mayo (Treasurer), and Nancy Holcomb (Secretary). Newsletter Editor Karen Davis was unable to attend. There were 33 guests. No announcements were made.
   
   
2. Secretary’s Report (N. Holcomb)
   
   Minutes from the Membership Meeting at ALA Midwinter in January have not yet been published, so their approval will be deferred.
   
   
3. Treasurer’s Report (J. Mayo)
   
   As of the end of the third quarter (last day of March), the balance was $9,999.46. Total membership for 2002 as of June 11 was 622. The complete Treasurer’s report appears elsewhere in this issue.
   
   
4. Newsletter Editor’s Report (K. Johnson)
   
   In the absence of the Newsletter Editor, Kay Johnson reported that the March issue of the Newsletter was lost due to a software crash. A combined March/June issue is planned. The most important item in it will be the Conference registration form. Kay also plans to do a separate mailing of the registration form. It should reach OLAC members within a month.
   
   
5. Outreach/Advocacy Coordinator (K. Furniss for I. Fairclough)
   
   No report at this time. Ian Fairclough and Kevin Furniss will work on a report for the OLAC Conference in September.
   
   
6. OLAC 2002 Conference Progress (B. Bothmann)
   
   Conference information and registration form are on the Conference Website. It will be held in St. Paul, Minn. from September 27-29, 2002, Friday through Sunday noon, with NACO-AV Funnel training on Thursday the 26th.
   
   
7. Committee Reports
   
   
   1. Cataloging Policy Committee (CAPC) (M. Horan)
      
      CAPC Chair Meredith Horan introduced new CAPC members Lisa Bodenheimer and Valerie Bross, and interns Susan Leister and Robert Bratton. She also introduced incoming CAPC Chair Iris Wolley. CAPC has been very active nationally and internationally this year, receiving comments on the Chapter 9 PowerPoint presentation from around the world. A similar program on Chapter 12 is planned. Meredith recognized Verna Urbanski, the first CAPC Chair in 1984, for her help to CAPC throughout the past year. Meredith also summarized current CAPC activities. Kevin Furniss recognized Meredith for the excellent work she has done as CAPC Chair. For additional information, see the minutes of the CAPC meeting elsewhere in this issue.
      
      
   2. Elections Committee (M. Esman)
      
      Vice President/President Elect: Catherine Gerhart (unopposed)
      Secretary: Rebecca Lubas
      
      Kevin Furniss announced that he and Lowell Ashley will work on a standardized system for the mechanics of the election and balloting process, during the next year.
      
      
   3. Scholarship Committee (M. Konkel)
      
      Mary Konkel described how the Scholarship Committee judges the applications. She read parts of some of the seven applications she has received. The scholarship winner has not yet been selected but the winner will be notified by July 15.
   
   
8. Reports from Liaisons, Observers, Utilities, Library of Congress
   
   
   1. ALCTS Media Resources Committee (M. Sherman)
      
      See separate written report elsewhere in this issue.
      
      
   2. MARBI (J. Attig)
      
      See separate written report elsewhere in this issue.
      
      
   3. CC:DA (J. Attig)
      
      See separate written report elsewhere in this issue.
      
      Kevin Furniss announced that John Attig has been reporting on CC:DA activities on an interim basis; OLAC is actively seeking an official audience observer for CC:DA.
      
      
   4. Association of Moving Image Archivists (Jane Johnson)
      
      See separate written report elsewhere in this issue.
      
      
   5. Music OCLC Users Group (R. Freeborn)
      
      Robert Freeborn presented highlights of the MOUG Conference that took place in February. His full report for that conference can be found in the March/June 2002 issue of the OLAC Newsletter.
      
      
   6. OCLC (J. Weitz)
      
      Jay Weitz presented highlights from the written report he distributed. See separate written report elsewhere in this issue.
      
      
   7. LC (G. Kinnaly for D. Reser)
      
      Gene Kinnaly presented highlights from the written Library of Congress report (given elsewhere in this issue) submitted for OLAC by David Reser. David’s report is based on the main LC report for ALA that can be accessed through the LC Web site at <http://www.loc.gov/ala/an02-update.html>.
   
   
9. New Business
   
   There was no new business.
   
   
10. Introduction of New OLAC President, and Adjournment
    
    Kevin Furniss passed the gavel to the new President, Kay Johnson. Kevin Furniss recognized Lowell Ashley and Nancy Holcomb for their work on the Board. Kay Johnson then recognized Kevin for his work as OLAC President, and introduced the new Secretary, Rebecca Lubas, and Vice President/President Elect, Cathy Gerhart. The meeting was adjourned and was followed by a Question and Answer Session.

CANDIDATES SOUGHT FOR OLAC OFFICES

CONFERENCE HOSTING OPPORTUNITY

2002, St. Paul, MN -- Bobby Bothmann <robert.bothmann@mnsu.edu>
      and Betsy Friesen <b-frie@umn.edu>
2000, Seattle, WA -- Cathy Gerhart <gerhart@u.washington.edu>
1998, Charlotte, NC -- Kevin Furniss <furniss@denison.edu>

Procedure and Requirements for Hosting an OLAC Conference

1. Invitations to host an OLAC conference must be submitted to the OLAC President at least one week before the Midwinter ALA meeting that follows the previous OLAC Conference. It must come with the names of at least two OLAC members that agree to chair and/or serve on the Local Arrangement and Program Committees with one of those two people in or near the city where the Conference will take place. It is preferable for both of these people to have attended an OLAC conference in the past.
   
   
2. The city being suggested for the site must have a meeting place that can adequately house the conference. Things to keep in mind when looking into adequate meeting space is: 1) the conference draws between 175 and 250 people, 2) some of the workshops might have as many as 100 people in them, 3) the conference happens in the Fall (usually late September/early October) so other events could compete for hotel rooms, 4) workshops often need classroom style set ups. (Note: Most cities have a conference planning bureau of some kind that kind help you determine whether there are possible places without having to contact hotels individually)
   
   
3. There must be relatively easy and convenient air travel to the city from all parts of the U.S. including shuttle service from the airport to the hotel.

ALCTS Media Resources Committee (MRC)
Liaison Report

MACHINE-READABLE BIBLIOGRAPHIC INFORMATION COMMITTEE
(MARBI)
Liaison Report

COMMITTEE ON CATALOGING: DESCRIPTION AND ACCESS
(CC:DA)
Liaison Report

• The new edition will be designed on the assumption that bibliographic records are being created and shared in an online environment;
  
• The new edition will contain introductions setting forth the principles on which it is based;
  
• Concepts and terminology from the Functional Requirements for Bibliographic Records will be used;
  
• The concept of authority control will be applied to the rules for choice and form of access points;
  
• Part I will be extensively revised to enhance consistency of rules across chapters and to move the generally-applicable rules to Chapter 1;
  
• The taxonomy and terminology used in General and Specific Material Designations will be revised to make it more rational and to promote the use of terms in common usage;
  
• Chapter 21 will be revised to include specific discussion of relationships as defined in the Functional Requirements, to rethink the concept of authorship, and to eliminate anachronisms like the "rule of three";
  
• Chapter 25 will be revised to provide additional rules for identifying works and expressions, in order to promote the collocation of manifestations of the same work and expression;
  
• Examples will be verified and updated throughout the rules;
  
• JSC will work with the publishers of AACR towards an electronic version of the rules, distributed via the World Wide Web.

ASSOCIATION OF MOVING IMAGE ARCHIVISTS (AMIA)
CATALOGING AND DOCUMENTATION REPORT
Liaison Report

NEWS FROM LC
Submitted to OLAC for ALA, June 2002
by David Reser, LC Cataloging Policy and Support Office
(With special thanks to Susan Morris)

TGM I - <http://lcweb.loc.gov/rr/print/tgm1/>
TGM II - <http://www.loc.gov/rr/print/tgm2/>

NEWS FROM OCLC
Submitted to OLAC for ALA, June 2002
by Jay Weitz, OCLC

• Full access to WorldCat with derived, numeric, browse title, and keyword searching
  
• Full set of cataloging work forms for all bibliographic formats
  
• Full record display and edit, not just a screen at a time
  
• Create and edit bibliographic records in either MARC or Dublin Core
  
• Export bibliographic records in OCLC MARC, Dublin Core HTML, and Dublin Core RDF/XML formats
  
• Export authority records in OCLC MARC
  
• Constant data to save time editing and setting up specific fixed field elements for updating
  
• Automatic extraction of metadata from electronic resources
  
• Dynamically linked authority headings capability
  
• NACO support
  
• Search the save files by indexes such as author, title, and record status
  
• Create pathfinders
  
• Export Pathfinders as a URL or in HTML

CALL FOR NANCY B. OLSON AWARD NOMINATIONS

NEWS & ANNOUNCEMENTS
Barbara Vaughan, Column Editor

OLAC CONFERENCE SURVEY

EVERYTHING YOU ALWAYS WANTED TO KNOW
ABOUT AV CATALOGING …
PLEASE ASK!
Nancy B. Olson

1. Catalog it as a DVD.
   
2. In field 300, consider using "1 disc" rather than "1 videodisc"
   
3. In a contents note, explain (or state) that one side is a DVD and the other side a CD of the same concert.
   
4. Use as quoted note:
             500       "Flip disc."
   
5. Use 006 and 007 for music CD, in addition to fixed fields and 007 for DVD.

Contact Nancy B. Olson at
PO Box 734, Lake Crystal MN 56055
avnancy@ic.mankato.mn.us
(please put in the subject line "Question for Nancy")
Phone: 507-726-2985