FROM THE EDITOR

FROM THE PRESIDENT

FROM THE TREASURER

1992 OLAC CONFERENCE UPDATE

1992 OLAC AWARD

NOMINATIONS DUE FOR OLAC AWARD FOR 1993

TWO POSITIONS OPEN ON OLAC BOARD

CAPC CALL FOR VOLUNTEERS

CAPC MINUTES

OLAC BUSINESS MEETING

OLAC EXECUTIVE BOARD MINUTES

OLAC EXECUTIVE BOARD AND APPOINTEES

REPORT FROM ALCTS AV

REPORT FROM CC:DA

REPORT FROM MARBI

REPORT ON THE ALCTS COMPUTER FILES DG PRESENTATION

REPORT ON THE ALCTS AV COMMITTEE PROGRAM

REPORT ON THE ALA VIDEO ROUND TABLE PROGRAM

NEWS FROM OCLC

NEWS FROM RLIN

BOOK REVIEW: CATALOGING OF AUDIOVISUAL MATERIALS, third edition

QUESTIONS AND ANSWERS

I would like to extend my sincere thanks to Cecilia Piccolo- Tittemore for her efforts in delivering a great newsletter these past 2 1/2 years and for her helpful suggestions while we try to make this transition as smooth as possible. I would also like to acknowledge the contributions of Bobbie DeCoster, News & Articles Editor. She has resigned her position, since she will be in China for a year. My thanks to Barb Vaughan, State University College at Buffalo, for agreeing to replace Bobbie as News & Articles Editor.

This issue, in addition to the regular columns, features reports from ALA's 1992 annual conference in San Francisco and an update on the 1992 OLAC Conference which will be held in Rockville, Md. in October. Once again, there are opportunities to become involved with OLAC and to have a voice in AV cataloging issues. Nominations are being sought for vice-president/president-elect and treasurer of OLAC, for vacancies on CAPC, and for the 1993 OLAC Award. Also included in this issue is Verna Urbanski's book review of the third edition of Nancy Olson's Cataloging of Audiovisual Materials.

Indexes for volumes 11 and 12 of the OLAC Newsletter will appear in the March 1993 issue as a pullout section.

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At the beginning of my term as President of OLAC, I want to recognize and to thank those officers who have served our membership with dedication. On behalf of the Executive Board and myself, many thanks to Bo-Gay Tong for her leadership and excellent work as Chair of OLAC. We are fortunate to continue working with Bo-Gay who will serve on the board as Past Chair. Thanks to Dorian Martyn who served as Past Chair. To Katha Massey who served as Chair of CAPC, to Cecilia Tittemore for her work as Editor of the OLAC Newsletter and to Ellen Hines for all her secretarial labor, our appreciation and thanks.

New members to the Board include Karen Driessen, Vice President/President Elect (also my coauthor for OLAC's physical processing manual), Heidi Hutchinson, Secretary, Sue Neumeister, Newsletter Editor and Richard Harwood, CAPC Chair. Karen has given workshops on physical processing at our last two OLAC Conferences. Sue served on the Planning Committee of the 1990 OLAC Conference and is completing her term as a member of CAPC. Both Heidi and Richard have been active members of CAPC.

Congratulations to Ian Fairclough from Ball State University who will be the new OLAC liaison to MOUG. Ian replaces Lowell Ashley who has given OLAC many years of dedicated service.

I want to thank Co-chairs, Meredith Horan and Diane Boehr and their committee for all the fine work they are doing in preparation for our upcoming OLAC Conference, October 1-3. Registration forms were included in the last issue of the Newsletter.

The recipient of the OLAC Award for Outstanding Contributions to AV Cataloging was Glenn Patton. A tribute to him appears in this issue. The Board was successful in surprising Glenn at our business meeting at ALA this past June. Thanks to Verna Urbanski and Dorian Martyn for the successful work.

OLAC has been a strong force in AV cataloging in the past thanks to those members who have volunteered their time and energy. We need your support and assistance if this effort is to continue. Volunteering for conference planning, contributing articles and/or book reviews to our Newsletter and sending questions to the "Q and A" section are a few suggestions for supporting our efforts and continuing to add to the fine spirit fostered by all OLAC members.

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       Reporting period: 
       January 20, 1992 to June 20, 1992


       Account balance January 20, 1992                     $14,385.76

       INCOME                                                      
          Interest                                              368.00
          Memberships                                         3,204.00
          Back Issues                                           116.00
                                                            ___________
       TOTAL INCOME                                           3,688.00

       TOTAL                                                $18,073.76

       EXPENSES
           Newsletter v. 11, no. 4, v. 12, no. 1/2 adv.       1,000.00
           Quote permission for Verna's book                    250.00
           Printing and mailing of ballots                       78.75
           Postage for renewal notices                           89.08
           ALA meeting room, San Antonio                         90.00
           Advance for OLAC Conference, Rockville               200.00
           OLAC plaque and mailing                              108.48
           Stipends                                             950.00
           Board dinner                                         181.59
           Returned check and charge                             13.50
           Overpayment of membership                              2.00
           Labels, postage, supplies                             39.94
                                                            ___________
       TOTAL EXPENSES                                        $3,003.34

       Account balance June 20, 1992                         $4,356.42
       CD at 7.20% matures 7/94                              10,000.00
       Ready assets trust                                       714.00
                                                            ___________
       TOTAL OLAC ASSETS                                    $15,070.42

       Current membership = 672

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If you haven't already made plans to attend the 1992 OLAC Conference, there's no time to lose. It will be held Oct. 1-3, 1992 at the Holiday Inn Crowne Plaza in Rockville, Maryland, and promises to be a provocative and informative meeting. The keynote speakers, Janet Swan-Hill and Carol Mandel will address the theme: Quantity vs. quality: are they compatible? Our luncheon speaker, Sal Costabile will look at the same question from the private sector viewpoint.

Those attending the conference can select four of the seven practical workshops being offered on such topics as training of AV catalogers, format integration, interactive media (what is it and how do you catalog it?), and cataloging of videocassettes, computer files, sound recordings, and graphic materials.

In a change from the earlier announced program, our closing speaker will be Sarah Thomas, the new Director of Cataloging at the Library of Congress. She will discuss the future of AV cataloging at LC and how LC views the quantity/quality question. We extend our best wishes to Sheila Intner who will be going to Israel for a year on a Fulbright fellowship, so is unable to join us this year.

Tours are also being offered to a variety of libraries in the Washington, D.C. area, including the Library of Congress, the National Agricultural Library, the National Library of Medicine, the University of Maryland, and the National Geographic. Space is limited so get your reservations in early. For a full description of the workshops and tours see the March/June OLAC Newsletter.

A special "dine-around" feature will be offered Wednesday- Friday nights for those who may be unfamiliar with the area and/or attending on their own. Volunteer leaders have agreed to take small groups of 4-8 people to a Dutch treat dinner at some of their favorite local restaurants. This is a great way to meet other OLAC members in an informal setting and try some of the excellent and varied cuisine available in the D.C. area. Look for the Dine- Around sign-up sheets when you register at the Crowne Plaza.

Conference attendees who are interested in finding roommates to share their hotel room should contact Meredith Horan at 301-496- 5497 (voice) or 301-402-1211 (fax).

There is lots to do in the Washington area, so try to leave some time in your schedule to do some sightseeing while you're in the area. The conference hotel is conveniently located on the Metro subway line, so is easily accessible to many of the major tourist attractions. Information on things to see and do in the area will be available at the registration desk.

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The Online Audiovisual Catalogers, Inc. presented the 1992 OLAC Annual Award to Glenn Patton, from OCLC, for his outstanding contributions to nonprint materials cataloging. The award was presented by Bo-Gay Tong at the OLAC Business Meeting held in San Francisco in June. The text of the award follows:

For his many years as OCLC liaison to Online Audiovisual Catalogers

For his steady leadership as Chair and Executive Board member of Online Audiovisual Catalogers

For his dedication to the interests and goals of Online Audiovisual Catalogers

For his continuing desire to validate the importance of standardized audiovisual cataloging

For his willingness to share his knowledge by presenting cataloging workshops at OLAC conferences

For his ability to negotiate practical, reasonable solutions to varied, complex problems

For his many years as a question and answer panelist, patiently providing clear answers to difficult problems

For his warm sense of humor and quiet ability to keep issues in perspective

On this day, Saturday, the twenty-seventh of June, nineteen hundred and ninety-two

THANKS!

When I realized, as Bo-Gay started to read all those flattering words in the citation, that she was talking about me, I truly was surprised and speechless -- something those of you who know me will confirm doesn't happen very often -- and I only realized later that I hadn't said more than "thank you" in response to this honor. Now that speech has returned, I want to express my appreciation more fully. OLAC is a wonderful organization to work with. It's filled with energetic, committed members who are doing great things. It's been my pleasure to work with you as OCLC liaison and as an officer of OLAC and I look forward to continuing that relationship in the future.
--Glenn Patton

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The OLAC Award is an annual award which honors a librarian who has made significant contributions to the advancement and understanding of audiovisual cataloging. The OLAC Award Committee is now calling for nominations. The Committee will select a recipient based on nominations received, subject to approval by the Executive Board at the Midwinter meeting.

Eligibility for nominations is as follows:

1. Nominees may be OLAC members, but membership in the organization is not a requirement.
   
2. The nomination must be accompanied by a statement that provides supporting evidence of the nominee's qualifications.
3. The nominations and statement(s) must be postmarked no later than November 16, 1992, and must be received by the Award Committee chair no later than December 1, 1992.
   
4. Nominees shall have made contributions to audiovisual cataloging by:
   
   1. Furthering the goals of standardization of AV and/or computer file cataloging, including MARC coding and tagging;
      
   2. Interpreting AV and/or computer file cataloging rules and developing policies on organization for these materials on the national and/or international levels;
      
   3. Promoting the understanding of AV and/or computer file cataloging, coding and data exchange by professionals unfamiliar with these materials and processes.
      

Send all nominations, by November 16, 1992, to:

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A Vice-President/President-Elect is elected annually and serves a one-year term as Vice-President, followed by one year as President and then a year as Immediate Past President. S/he performs all duties delegated by the President and presides at meetings when the President cannot attend. The Vice- President/President-Elect must attend all business meetings while in office or provide a suitable substitute at least two weeks before the meeting takes place.

The Treasurer serves a two-year term, the election to be held in years alternating with that of the office of Secretary. The next Treasurer will serve from summer 1993 to summer 1995. The Treasurer attends all business meetings and must meet the same attendance requirements as the Vice-President/President-Elect. The Treasurer receives and disburses all funds for the organization and keeps accurate accounts of income and disbursements. The Treasurer prepares quarterly financial reports for publication in the OLAC Newsletter and semiannual reports for presentation at OLAC business meetings. The Treasurer serves as OLAC's membership coordinator. S/he maintains a file of current OLAC members; processes new memberships; and answers questions concerning memberships, fees and claims/requests for back issues of the OLAC Newsletter. Access to an IBM (or compatible) PC is essential.

Members of the Executive Board receive a $100 stipend for attending OLAC business meetings during ALA conferences. If you wish to volunteer to run for either of these positions, please submit a brief description of your qualifications and professional activities to be printed with the ballot. If you wish to nominate another OLAC member, please be sure that person is willing to serve. Submit this information by January 4, 1993 to:

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The Executive Board of OLAC is looking for volunteers to fill upcoming openings on the OLAC Cataloging Policy Committee. Four positions will be opening this year.

CAPC represents the "concerns of audiovisual catalogers in matters relating to the formation, interpretation, and implementation of national and international cataloging standards and related matters." Members serve a two-year term, interns serve a one-year term and are non-voting participants.

Candidates should have three years of current experience cataloging AV materials or equivalent experience. Additionally, candidates should interact regularly with online cataloging systems or have demonstrable knowledge of such systems. Most CAPC business is conducted during ALA midwinter meetings and annual conferences. Candidates for appointment to CAPC must be willing to commit time and funds as necessary to attend these meetings.

Appointments are made by the President of OLAC, following consultation and review of applications by the current Executive Board and the current Chair of CAPC. New members and interns will be appointed at the January Executive Board meetings and notified immediately by the President of OLAC. Newly appointed members and interns will receive all CAPC mailings from that point forward. Although the terms for new CAPC members and interns do not begin until immediately after the ALA annual conference, they should expect to attend the ALA annual CAPC meeting and may volunteer for, or be assigned to, projects for the following six-month period.

Interns report directly to the CAPC chair and may be assigned special duties or projects by the Chair. Interns who have served for one year may re-apply for a second one-year term, but may serve no more than two consecutive one-year terms as intern. Members whose CAPC terms are expiring may reapply for membership.

If you are a member of OLAC and are interested in serving on CAPC, submit a recent resume and a cover letter which addresses your qualifications by November 1, 1992 to:

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1. The minutes of the January 24, 1992 meeting were approved after the phrase "CC:DA liaison" in point 3 was changed to "CC:DA audience observer".

2. Old Business
   1. The CAPC proposal concerning Rule 7.0B2 (to add "container" to the prescribed sources of information for motion pictures and videorecordings) is on the agenda for Monday's CC:DA meeting.

   2. A discussion of a potential OLAC/CAPC role in rule interpretations for audiovisual materials (in cooperation with LC) was postponed until a replacement is found for the recently retired Ben Tucker at the Library of Congress.

3. New Business
   1. A discussion was held on some of the issues/concerns/problems associated with the cataloging of music videos. A critical issue relates to the choice of main entry for videorecordings of plays and classical children's stories. Jean Weihs outlined some of the concerns she is hearing from the cataloging community, e.g., how can a videorecording of Shakespeare's "Hamlet" be entered under title main entry? Does the "rule of three" mean that videos created, produced, directed by just one or two people can be entered under personal author or does it have to be title main entry because it's a videorecording? The National Film Board of Canada considers the director to be the single person ultimately responsible for a motion picture or video, so should this person be given the main entry?

      Ben Tucker related that the Library of Congress follows Chapter 21 and occasionally does enter works under personal name main entry. (Thus, works produced by no more than three persons would be entered under personal main entry.) Another question pertaining to popular music videos is should the performer be the main entry, as they are for sound recordings? Ben was asked about the distinction between "mixed" and "shared" responsibility. He defined "shared" responsibility as a situation in which there are two authors, two composers, two illustrators, etc. These people do the same work and the "rule of 3" should be applied when these materials are cataloged. "Mixed" responsibility means there are people doing different tasks (e.g., one author, one illustrator, one editor) and Chapter 21 should be used to catalog these items.

      The CAPC discussion on this topic is just beginning and Lowell Ashley will be kept informed so that he (and the MLA working group he is on that is creating a music video cataloging manual) and CAPC can continue to share thoughts about this issue.

   2. Glenn Patton is representing OLAC at the MARBI meetings in San Francisco because Nancy Olson was unable to attend. He reviewed two proposals and one discussion paper that are to come before MARBI during ALA in order to get a sense of CAPC's opinions on these topics.

      Proposal no. 92-17 addresses the issue of where publisher's numbers for videos should be recorded in the USMARC format: 1) in the 028 field; or 2) in the 037 field. Some felt that since the 028 field was defined for a very specific purpose in the sound recordings format (and because MARC format integration is destined to increase the importance of the 037) that choice #2 was the better option. Glenn took an "informal" straw poll of the people attending this CAPC meeting and nearly 2/3's indicated a preference for the 037 field.

      Proposal no. 92-13 calls for changes to bibliographic field 024 (standard recording number) and field 037 (stock number) so that all barcode information (UPC codes) on sound recordings, videorecordings, serials, and paperbacks are handled in the 037 field. Consensus at this meeting was in favor of this proposal. On the question of how many digits in the UPC code to input into the record (10 vs. 12), CAPC felt using all 12 was important.

      Discussion paper no. 56 attempts to clarify how languages associated with computer files should be coded in character positions 35-37 of the 008 Fixed-Length Data elements field. The paper reviews various issues including the issue as to whether the language of the textual display information should be accommodated in USMARC.

   3. Ben Tucker reviewed the interactive media draft document (prepared by the CC:DA Task Force on Description of Interactive Media) that will be discussed at Saturday's CC:DA meeting. The idea was for the Task Force to draft some interim guidelines that would provide immediate assistance in the cataloging of interactive media. These "Guidelines" highlight the areas of bibliographic description not already covered in AACR2R. The Task Force recommends that the GMD be "interactive multimedia". During the discussion, Katha wondered if "interactive media" would not be a better GMD and recommended that more examples be added to the "Guidelines". Ben (and many present at this meeting) agreed that a strong argument could be made for "interactive media" because many of these packages are not truly multimedia. (CC:DA subsequently accepted the "Guidelines" and modified the GMD to "interactive media"- -see minutes of the OLAC Business Meeting, 6/27/92.)

   4. Katha reported that the final document on multiple versions guidelines has been presented to CC:DA for discussion at their Monday meeting.

   5. Katha announced the appointment of Richard Harwood as the new CAPC Chair, and Virginia Berringer, Mary Konkel, and Nancy Rodich-Hodges were appointed as members of CAPC. The new CAPC intern is Susan Bailey.

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1. President's report -- Bo-Gay Tong
   Bo-Gay introduced the current OLAC officers and announced the resignation of Cecilia Piccolo Tittemore as Newsletter Editor-in- Chief. Susan Neumeister (from the State University of New York at Buffalo) was appointed the new Newsletter Editor just prior to this Conference.

   Bo-Gay reported that the proposed changes to the OLAC By-laws (changing the title of the OLAC "chair" and "vice-chair" to OLAC "president" and "vice-president" and making the Chair of the Cataloging Policy Committee an officer and member of the Executive Board) were approved by the membership. Election results were also announced and the new officers are:

   Vice-President/President-Elect -- Karen Driessen
   Secretary -- Heidi Hutchinson

2. Secretary's report -- Ellen Hines
   The minutes of the January 25, 1992 OLAC Business meeting were approved.

3. Treasurer's report -- Bobby Ferguson
   See the semiannual treasurer's statement for a complete review of OLAC's current financial and membership status.

4. Newsletter Editor -- Susan Neumeister
   The March/June 1992 issue of the OLAC Newsletter is now available. The deadline for submitting minutes, reviews, conference reports, etc., for the September issue is August 1st.

5. CAPC report -- Katha Massey
   CAPC met Friday, June 26th and Katha presented a summary of the meeting. For details, please refer to the CAPC minutes.

6. OLAC Conference Committee report -- Diane Boehr
   Diane briefly reviewed the preparations for the 1992 OLAC Conference in Rockville, MD (October 1-3) and referred us to the March/June OLAC Newsletter for further information. She also mentioned that the scheduled closing speaker, Sheila Intner, will be unable to attend the Conference and the Board will be considering some alternative candidates at their meeting on Sunday.

7. Liaison/Observer reports -- Glenn Patton (MARBI), Catherine Gerhart (CC:DA observer), Anne Moore (ALCTS AV)
   Glenn reported that the proposal to put UPC codes into the 037 field was discussed and rejected by MARBI. A second proposal concerning the recording of publisher's numbers for videorecordings (028 vs. 037) and a discussion paper on the coding of languages for computer files will be discussed during the Sunday MARBI meeting. (A full report will be written up for the OLAC Newsletter after all the MARBI meetings are over.) The MARBI preconference on format integration that was held on Friday was well attended and will be presented in other parts of the country beginning early next year.

   Catherine said that the proposal CAPC developed to add "container" to the list of prescribed sources in Chapter 7 was approved and is on its way to JSC. The discussion about moving the technical specifications note in videorecordings to the first note was moved to Monday to allow ALCTS and OLAC to comment. OLAC once again indicated its approval of this proposal.

   Catherine also reviewed the Australian proposal to add "signed" and "captioned" to the list of GMDs (like braille). Discussion revolved around the fact that, like braille, signed materials cannot generally be used by sighted people, but "captioned" materials can be used by both the hearing impaired and non-hearing impaired. Does the use of a GMD imply that the item can only be used by a hearing or vision impaired person? It was felt that current cataloging rules allow for the use of notes and subject headings for captioned materials and that this is the route to be used for signed items, too. OLAC does not support this proposal.

   The interactive media guidelines written by CC:DA's Task Force on Description of Interactive Media (see CAPC minutes for further discussion) was approved by CC:DA with two minor corrections, 1) the GMD will be "interactive media", and 2) a definition will be added. After these revisions, CC:DA intends to publish the guidelines as soon as possible.

   Anne Moore said that ALCTS AV will be meeting Sunday morning to discuss AV processing policies and practices, multiple versions, interactive media, etc. Her full report will be printed in the September 1992 issue of the Newsletter.

8. Utility reports -- Ed Glazier (RLG) and Glenn Patton (OCLC)
   These reports will be printed in the September 1992 OLAC Newsletter.

9. New business
   This year's OLAC Award was presented to Glenn Patton for his years of service to OLAC and to the AV cataloging community.

   Bo-Gay announced that the publication of Verna Urbanski's manual for the cataloging of unpublished non-print material will be published by Soldier Creek Press in July, 1992.

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1. Minutes -- Ellen Hines
   The minutes of the January 26, 1992 OLAC Executive Board meeting were approved as written.

2. Treasurer's report -- Bobby Ferguson
   Bobby reviewed OLAC's current financial and membership status. OLAC has 651 members and a balance of $14,356.42 (including a $10,000 Certificate of Deposit at 7.5% that matures 7/25/94). For further details, please refer to Bobby's semiannual treasurer's statement.

   There was a discussion about what to do with the CD when it matures in two years (attach a monetary amount to the OLAC Award? Compensate library school students or first-time attendees for travel to OLAC conferences?). Richard Harwood (in-coming CAPC Chair) and Bobby will work together to investigate alternative uses of these funds and will present their findings at Midwinter.

3. Newsletter Editor - Susan Neumeister
   The deadline for submitting articles, minutes, reports, etc. for the September 1992 issue of the Newsletter is August 1st.

4. OLAC Conference report -- Diane Boehr
   Diane reviewed the various advertising avenues being used by the Conference Committee. The March/June Newsletter contains Conference registration information and the Committee will be sending out confirmations and workshop information to registrants. Diane is encouraging attendees to come into National Airport due to its accessibility to the economical Metro line vs. $30-35 for taxis or shuttles.

   Diane reported that Sheila Intner, the Conference's closing speaker, will be unable to attend due to her acceptance of a scholarship in Israel. The Board reviewed a number of possible alternative speakers and Diane will be contacting them after ALA.

   The Conference Committee is also organizing "dine-arounds" for attendees during which local Committee members will take 6-8 people each out to local DC restaurants. It was felt that this would give people attending the Conference on their own a chance to get out to some local places that they might not otherwise visit.

5. Publications update
   Verna Urbanski's manual for the cataloging of unpublished non-print materials is due for publication by Soldier Creek Press in July.

   Karen Driessen and Sheila Smyth's processing manual is proceeding well and they will be meeting with the editors this week to discuss the first few chapters. The Joint Advisory Committee on Non-Book Materials has also reviewed their work.

6. MOUG liaison -- Bo-Gay Tong
   Lowell Ashley will be resigning as MOUG liaison and we are seeking a replacement. Interested parties should contact Sheila Smyth (in- coming OLAC President) as soon as possible.

7. Video Round Table liaison -- Bo-Gay Tong
   Establishing a "formal" liaison relationship between the Video Round Table and OLAC was discussed. Concerns ere expressed that the Video Round Table generally does not focus on cataloging- related issues (at Midwinter they discussed censorship) and that OLAC already has a number of liaison/observer relationships with other groups. A report on the Video Round Table's ALA program will be circulated to the Board for review and later discussion. The Board asked that Karen Driessen and Katha Massey draft some criteria for establishing liaison relationships.

8. Liaison guidelines -- Bo-Gay Tong
   The guidelines drafted by Cecilia Piccolo were approved and will be added to the OLAC Handbook.

9. OLAC policy statements regarding AV cataloging issues
   The question arose as to whether OLAC should compose a statement explaining why audiovisual materials should be cataloged. Some catalogers reported that they were still finding themselves having to justify the cataloging of audiovisual items to their administrators and were seeking an "official" statement on the issue from a respected organization. After much discussion, CAPC was charged with writing a policy on this matter for eventual publication in the OLAC Newsletter (and elsewhere, if possible).

10. Membership database/directory -- Bo-Gay Tong
    Brian McCafferty raised the issue of the need for an OLAC Membership Directory to help improve member-to-member networking and communication. Bobby Ferguson said that our current membership database is really just for creating mailing lists and does not contain the information or software necessary to build a directory. Thus, since a new database will need to be created, it was felt that we should survey the membership as to their interest in a directory and what data they would like included beyond just name and address (e.g., phone, fax, and or E-Mail number? local system? utility? cataloging specialty? other professional memberships? do you want any personal data printed in a directory?). Heidi Hutchinson will draft the survey for the September issue of the Newsletter.

11. OCLC Users Council Meeting -- Bo-Gay Tong
    The Board approved sending either the OLAC President, or a delegate, to the fall meeting of the OCLC Users Council. The Board approved the proposal that full reimbursement for travel be made to the OLAC representative.

12. Committee appointments -- Sheila Smyth
    The new Nominations Committee will consist of Dorian Martyn and Susan Neumeister. The OLAC Award Committee will be made up of Bo- Gay Tong and Brian McCafferty.

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PRESIDENT: SHEILA SMYTH
Lorette Wilmot Library
Nazareth College of Rochester
4245 East Ave.
P.O. Box 18950
Rochester, NY 14618-0950
716-586-2525 x455
716-248-8766 (Fax)

VICE-PRESIDENT/PRESIDENT-ELECT: KAREN DRIESSEN
Media Librarian
Instructional Mats. Service
University of Montana
Missoula, MT 59812
406-243-4070

TREASURER: BOBBY FERGUSON
Technical Services Branch
State Library of Louisiana
P.O. Box 131
Baton Rouge, LA 70821
504-342-4938
504-342-3547 (Fax)

SECRETARY: HEIDI HUTCHINSON
Rivera Library
P.O. Box 5900
University of California
Riverside, CA 92517
714-787-5051

NEWSLETTER EDITOR: SUSAN M. NEUMEISTER
State University of New York at Buffalo
Central Technical Services
Lockwood Library Bldg.
Acquisitions Dept.
Buffalo, NY 14260-2200
716-645-2305
716-645-5955 (Fax)
BITNET: ULCSUSAN@UBVM

IMMEDIATE PAST PRESIDENT: BO-GAY TONG
Library Information Systems
11617 URL
UCLA
405 Hilgard Ave.
Los Angeles, CA 90024-1575
310-825-7557
310-206-3374 (Fax)

CAPC CHAIR: RICHARD HARWOOD
Penn State University
E506 Pattee Library
University Park, PA 16802
814-865-1755
814-863-7293 (Fax)
BITNET: RLH@PSULIAS

OLAC APPOINTEES

OLAC/CC:DA AUDIENCE OBSERVER, 1991-1993
CATHERINE GERHART
Cataloging Division, FM-25
University of Washington Libraries
Seattle, WA 98195
206-543-1828 (work)
206-545-8049 (Fax)
BITNET: GERHART@U.WASHINGTON.EDU

OLAC LIAISON TO ALCTS AV, 1991-1993
ANNE CAMPBELL MOORE
O'Neill Library
Boston College
Chestnut Hill, MA 02167
617-552-2253 (work)
617-522-8828 (Fax)

OLAC LIAISON TO MARBI, 1991-1993
NANCY OLSON
Postal Drawer U
Lake Crystal, MN 56055
507-389-5058 (work)

OLAC LIAISON TO M(usic)OUG, 1991-1993
IAN FAIRCLOUGH
Alexander M. Bracken Library
Ball State University
Muncie, IN 47306
317-285-5069 (work)

The Sunday morning discussion centered on processing issues and policies for AV materials.

Joan Swanekamp reported on CC:DA activities: the interactive media proposal was approved and 'interactive media' was chosen as the GMD. Ben Tucker will be working with Laurel Jizba to create a definition. CC:DA also approved the proposed rule change to 7.0B2. The Australians have submitted a proposal to add the terms 'captioned' or 'signed' to the GMD for videos. The committee did not think this was a good idea. CC:DA made some minor changes to the guidelines for multiple versions, but approved the document. The ALCTS board will be discussing how to disseminate the document for comments.

ACRL AV is putting together a survey to be sent to library schools on educating AV librarians. This may result in a publication.

The ALCTS Publisher/Vendor-Library Relations Committee is looking at the complaint resolution process and may compile a manual on the subject.

The Producer/Distributor-Library Relations Subcommittee will tabulate its survey on CD-ROM licensing agreements by Midwinter and hopes to have it published and ready for distribution by the annual conference. They are working on a second edition of the Happiness is One Title brochure.

The Standards Subcommittee has forwarded its document on packaging and labelling of videos to NISO. They are now looking at laser optical products and their durability.

The tour of the Pacific Film Institute was a success. Some of the films shown were: a 1905 film of Market Street; Cosmic Ray, a 1960s film about Ray Charles; and La Tosca, a film from 1919, the last scene of which was the subject of a special preservation effort.

The Music Library Association has asked ALCTS AV to cosponsor and provide financial assistance for their 1993 program: Taking the Mystery out of Music Reference. The Committee agreed to cosponsor, but will be unable to provide any financial help.

Preliminary discussion began on the topic of the ALCTS AV program for the annual 1994 conference. One of the popular suggestions was collection development and the selection process for AV materials. Eric Childress volunteered to be the program chair, and discussion will continue at Midwinter.

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A topic that came up yet again, was the placement of VHS, Beta, etc., in the bibliographic record. Bruce Johnson, a member of CC:DA, wrote a proposal that would move technical specification information, like VHS in Chapter 7 of AACR2R, to the first note. He proposes to move 7.7B10b to 7.7B1 and rename 7.7B1, the first note, from "Nature or form" to "Nature or form and technical specification." His arguments in this proposal are based on the fact that this information is not "physical description" but technical specification as used in Chapter 9, Computer Files, and that it is very useful to be able to isolate and display this information prominently. Both OLAC and the ALCTS AV Committee supported this proposal and it passed CC:DA unanimously. It will now go again to the Joint Steering Committee to be discussed. Stay tuned....

Another proposal involved the addition of "signed" and "captioned" to the GMD for videorecordings. This proposal came from the Australian Cataloging Committee and was meant to address the need to identify these materials in the same way braille and tactile materials are identified in the GMD. We did not have access to this proposal ahead of time but I did have a chance to discuss it with many OLAC members at OLAC's Business meeting. OLAC members present were unanimously against this proposal for the following reasons:

1. it is very different from braille materials because the video itself is not changed and is still usable by the hearing community;
2. in the future nearly all videos will be issued with closed captioning;
3. the addition of caption is like subtitles and should be treated the same bibliographically;
4. the subject headings available for closed captioning provides the needed access to these materials;
5. the technique might mislead the rest of users;
6. the addition of closed captions does not change the primary purpose of publication, as braille does.

The CAPC proposal, which Lowell Ashley and Katha Massey (and myself very marginally) did an excellent job of putting together, addressed an oversight in the "Prescribed sources of information" for Chapter 7 in AACR2R. This proposal added "container" to the list of sources so that information found on the container for all areas can be used without brackets. This proposal passed unanimously and will now go to the JSC for final approval.

The final report, including the Guidelines and the Implementation issues, of the Task Force on Multiple Versions was passed and will be widely distributed soon. This final report was not changed in any substantive way from the last draft. The Task Force was discharged as of that meeting

Last, but in some ways most important, was the discussion of the Draft Guidelines for Bibliographic Description of Interactive Media that were written by the CC:DA Task Force on Description of Interactive Media. The Guidelines address what the "stuff" is called, how it is defined, the chief source of information, choice of title proper, GMD, physical description, and notes (including system requirements, source of title, variations in title, edition and history and other formats). There was a long discussion of what to call this "stuff." "Interactive media" was the winning name. Other suggestions included interactive material, interactive multimedia, interactive information, and following the GMD "(interactive)" (like braille). The only other area of contention was how to define interactive media. Although I never saw the definitive definition, it will stress the importance of interaction between a person and the media, excluding those items which comprise different types of media interacting with each other but not interaction with a person.

The two steps left to take before the Guidelines can be used are: 1) the availability of coding for the new GMD and, 2) how to disseminate the document. The Guidelines will be sent to MARBI which will need to address the coding issues. MARBI did not discuss it at this meeting but it is likely to be on the agenda for the Midwinter meeting next January. The chair of CC:DA, Edward Swanson, agreed to investigate the various ways available to issue the Guidelines. Since it was felt that the Guidelines were useful even before all the MARC coding issues were taken care of, the issuance of the Guidelines will not be held up if publication is ready before the MARC coding is ready.

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• Proposal 92-13. Changes to Bibliographic Fields 024 and 037. This proposal grew out of Discussion Paper 53 (Universal Product Code Considerations in the Bibliographic Format) which was on the agenda at the 1992 Midwinter meeting. It is an attempt to find a home in the USMARC format for various kinds of numbers, including the UPC codes that appear on many commercial videocassettes, that may be of use in ordering or identifying an item. The proposal calls for the use of field 037 for these numbers and includes moving UPCs for sound recordings from field 024 to field 037. This proposal was rejected. Discussion brought out numerous questions about the structure of UPCs, their validation and indexing potential. There were also questions about whether too many different types of numbers and other ordering information are being forced into field 037, thus compromising the usefulness of the field.

• Proposal 92-17. Accommodating Publisher's Numbers Appearing on Videorecordings in the Bibliographic Format. This proposal addresses the issue of where to record publisher's numbers that appear on videorecordings. Two options were presented: expanding the scope of field 028 (Publisher's Number for Music) to include these numbers, and recording these numbers in field 037. Since discussion of this proposal followed the discussion of Proposal 92- 13, there was little support for the use of field 037. The expansion of field 028 was approved with the addition of another first indicator value ('4') to be used for videorecording numbers.

• Discussion Paper No. 56. Coding Languages for Computer Files. This discussion paper presented two options for handling coding for the language of displays in computer programs and for sung or spoken text in computer programs. The first option, which involved validating a new subfield code in field 041 for use in coding the language of displays, was rejected. The second option, which called for coding language of displays in field 008, bytes 35-37 (the Fixed Field language code), was approved. Since use of this option is primarily a change to coding instructions in the USMARC Format, this discussion paper will not result in a proposal for approval at a later meeting. These changes in instructions will be published as part of a future update to the USMARC Format.

While great strides have been made in compression techniques for digital encoding of full motion video, motion still takes a lot of memory for storage. In multimedia, the computer needs only to control access to video stored on external storage devices, so much less computer memory is used, but information is quickly available.

Multimedia archiving has several advantages over traditional storage media. One is increased durability. Though not indestructible, videodiscs and CD's are damaged much less by use than are film and tape and they promise longer shelf life than film dyes or magnetic signals. Inexpensive, high quality duplication is another advantage. Fourth generation video is nearly unusable, but digitized information transfers well, facilitating customization. Storage is also simpler, since digital media are compact and don't require refrigerated rooms for long-term storage as film does.

Ms. Landis' presentation included a demonstration of her company's latest project -- MMX multimedia archiver, a search and retrieval engine for use with multimedia archives such as The Video Encyclopedia of the 20th Century (a set of 42 videodiscs which contain over 83 hours of news and documentary video). The program's initial screen presents boxes for defining Boolean search parameters. Clicking on a search result plays the clip. All of the programming necessary to display a clip can be moved to another file by dragging a button. This feature allows users to create customized programs on narrower subjects. "The American Civil Rights Movement," a multimedia program made by using MMX and The Video Encyclopedia of the 20th Century, was then demonstrated.

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Laurel Jizba began the program with an overview of the current state of multimedia. She defined interactive media as being different from other forms of media in that it allows each user a unique experience with the media. The "interactive" role of the user with the materials as well as the interactive characteristic of the individual components (computer, disc, monitor, keyboard, mouse) comprise the special nature of this media. Hardware and software categories, CLV, CAV, and sources for reviews were explained. A booklet, Multimedia and Related Technology: A Glossary of Terms (Falls Church, VA: Monitor Information Service), was suggested for further information.

Ann Sandberg-Fox, discussing "What do you do with it?" gave practical cataloging advice. She presented the proposed ALA Guidelines (under discussion by ALCTS/CC:DA) which defined interactive media as, "Items with a mix of media elements (text, graphics, sound, video, animation, still images) that can interact with each other and be brought together in one time and place for the user." The proposed guidelines are: the chief source being the container and labels of the physical carriers (or any easily available source in the item with the most complete bibliographic data); the GMD [interactive multimedia]; if the item is on one physical carrier, apply the physical description according to the appropriate chapter of Part I of AACR2R; if items belong to two or more categories of carriers, apply 1.10C2. Some discussion ensued concerning the proposed spelling and definitions of "disc" (computer optical disc) and "disk" (computer magnetic disk).

Michael N. Liebold ended the panel discussion with, "Where is it going?" He described the technology of the future as tending toward fewer physical components. Interoperable, integrated, "integral" systems will be the norm. Soon two types of electronic media will emerge: 1) electronic books which include enhanced values (movable pages, footnotes, illustrations, etc.) and 2) animated cinema (which will change the TV experience). He emphasized the dynamic force of this media, contrasting it with the mostly linear media of today. The need for standards for publishers was noted. The role for librarians, Liebold believes, will be as content experts or "navigators" through the information sources.

A general question/answer session concluded the program.

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Jean Kreamer (Director, University Media Center, University of Southwestern Louisiana) reported statistical research on censorship and video in libraries. More than any other type of library material, access to videos is likely to be restricted by user fees, minimum age requirements or written parental permission. Most librarians use the rating standards of the Motion Picture Association of America in purchase decisions. Few librarians surveyed, however, reported any challenges to any video.

Randy Pitman (Publisher and Editor, Video Librarian) took librarians to task for collection policies that give unequal treatment to videos, treating the video collection as a boutique collection, with separate user fees, age restrictions, and selection standards. Films by independent filmmakers, and social or political documentaries, unlike print counterparts, are not well represented in the collection. He noted that while society is moving toward nonbook information delivery systems, money for media collections, but not books, is being cut.

Marlon Riggs (Filmmaker, Director) spoke for independent producers on issues of censorship that affect public broadcasting or public viewing of films. He challenged the use of so-called community standards that serve to reinforce an implicit consensus of a majority, but, in effect, exclude marginalized people. A fifteen minute clip of his film, "Tongues Tied," was presented along with the highly-charged debates it engendered. He advocated a media literacy campaign to expand the role of video beyond its entertainment-only role today.

Program cosponsors: ALA ACRL AV Committee and PLA AV Committee.

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PRISM ILL: Interlibrary Loan users will be migrated to the PRISM Service in mid-December 1992. Since this will be a "hot cutover", OCLC staff urge that ILL users become familiar with PRISM searching and editing functionality before the migration. That, combined with the fact that PRISM ILL commands are very similar to First System ILL, will ease disruptions in ILL activities.

DATABASE QUALITY ACTIVITIES: The first run of Duplicate Detection and Resolution (DDR) has been completed. About 600,000 duplicate books records were removed from the database.

USMARC UPDATES: Implementation of USMARC Update No. 4 is scheduled for August 1. Technical Bulletin 197 which describes these changes has been distributed.

TAPELOADING OF RECORDS: Tapeloading software to handle loading of serials records has been completed. Next projects on the tapeloading list are loading of National Library of Medicine AVLINE records and Library of Congress Computer Files records.

FORMAT INTEGRATION: OCLC staff are beginning to gear up for the implementation of Format Integration in late 1993. As was discussed at the Midwinter 1992 meeting, consideration has been given to the consolidation of the eight current format documents into a single document. User reaction to that idea has been positive and OCLC will soon begin work on that massive project. I offer my sincere thanks to OLAC members who responded to my request for comments on this issue. They were very helpful in OCLC staff discussions.

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In April, CitaDel, RLG's citation and document delivery service, was previewed at Rutgers and Brigham Young. On August 1, the service became generally available. CitaDel offers users an opportunity to purchase unlimited searching in a file for a single annual subscription fee. Some files include document delivery from suppliers. As of August 1, CitaDel includes ABI/Inform, Periodical Abstracts, and Newspaper Abstracts, all from UMI/Data Courier, with document delivery available. Dissertation Abstracts will be available by September 1. Other available files are PAIS 80+, Index to Foreign Legal Periodicals, World Law Index, pt. 1: Index to Hispanic Legislation, and History of Technology Bibliography. The Avery Index to Architectural Periodicals moved from being an RLIN special database to being a CitaDel file on August 1. On September 1, both the Avery Index and Ei Page One (formerly included under regular RLIN search charges) become subscription files. Document delivery is availabe for Ei Page One. It is anticipated, in addition to availability by subscription, that users will be able to purchase individual searches for any of the CitaDel files within the next fiscal year.

For information about CitaDel files, contact the RLIN Information Center, 800-537-RLIN, email BL.RIC@RLG.BITNET or BL.RIC@RLG.STANFORD.EDU

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The manual follows the outline so familiar to those of us who have used Olson's manuals over the past years. A discussion of general problems with a particular media is followed in turn by a statement of applicable AACR2R rules, an overview of existing LCRIs, and facsimiles of source material (or transcription of information from the item) followed by a full cataloging record, which includes subject headings and call numbers, both Dewey and LC. The format continues to be effective and reflects a natural style that incorporates Olson's many years of experience cataloging and teaching others to catalog.

In addition to new material, such as the chapter on cartographic materials, there is a general updating and reworking of examples and the addition of many examples for each type of media. These additions provide insight into handling materials that catalogers are likely to be encountering in today's library. We learn more about a Madonna music video that we were likely to want to know, for instance! Catalogers will undoubtedly find the examples of the use of uniform titles helpful. There is a brief discussion of interactive media and the cataloging examples for computer software offer examples of the latest in software problems including interactive media. Though the cataloging of this media is far from settled, Olson's example provides for all the needed information while conforming to basic nonprint cataloging techniques. The section on audiovisual serials shows a practical approach to pesky CD-ROMs.

Nancy Olson has produced another fine manual. She continues her role as a leader and innovator of audiovisual cataloging. This manual will serve many catalogers well for many years to come and I am sure the forth edition will be coming along in a few years just when it is needed most!

Published by: Minnesota Scholarly Press, inc. and Media Marketing Group, P.O. Box 611, DeKalb, IL 60015, ISBN 0-933474-48-2

--- Reviewed by Verna Urbanski

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ANSWER: Including "interactive" in lieu of running time does not seem appropriate. Running time is intended to demonstrate the time constraints involved with watching/listening to an item. The nature of interactive material leaves the "running time" in the hands of the "inter-acter" ("inter-actor"??), so it doesn't seem an appropriate parallel. I think the best place for this information is in an early note position such as 7.7B1 (Nature or form). It could also go in a 7.7B10 (physical description) note or, it could be included as part of the summary note (7.7B17). For interactive media being cataloged as a computer file, 9.7B1 (Nature and scope and system requirements) note is best. It makes sense that if special system requirements apply, saying "interactive" would be a natural part of the explanation.

As a sidebar, a task force of ALCTS Cataloging and Classification Section, Committee on Cataloging: Description and Access (CC:DA) presented a draft of a set of guidelines for cataloging interactive media to CC:DA during meetings at San Francisco ALA in June. The goal is to provide help to catalogers while at the same time gathering information on what "works best." --- VU

QUESTION: What do you use as the GMD for things like cuisenaire rods and base ten blocks?

ANSWER: Most of these that I have cataloged are part of a kit and so I used the GMD "kit." If all you have is the set of rods or blocks, there isn't a GMD that is particularly helpful. When no appropriate GMD is available from AACR2R, none is included in the bibliographic record. In those cases, the smd in the physical description carries the descriptive load. --- VU

QUESTION: We're cataloging a CD that has several musical pieces copyrighted in different years. The 1st piece was copyrighted in 1972, numbers 2-3, 5-7 were copyrighted in 1969, and numbers 4 and 8 in 1970. The CD's booklet says "c1985." There is no copyright date on the CD itself, except for those pertaining to the individual pieces. We started to put "r" in the dat typ, and 1985, 1969 in the dates, but the more we think about it, the more confused we get!

ANSWER: I would use the 1985 date as the date of publication, enclosing it in brackets. Ignore the other dates. CD's did not arrive on the market until 1983, so those dates pertain to the original releases of those performances and you are looking for the publication date of the CD. If you wish, the earlier dates can be included in an edition and history note. The dat typ should be "s". The 1985 date is closest to the date these performances were released on compact disc. You can't use the earlier dates because they are each separate pressings for individual works, rather than copyright renewal dates for one individual item. --- Bill Walker, Southern Methodist Univ.

QUESTION: I am cataloging a videocassette of an opera. This London release was originally produced in 1983 by Unitel Film and Television of Germany, and has the date c1983 on the cassette label and container. The cassette label also says: p1990 The Decca Record Company Limited, London. It is VHS Hi-Fi stereo and NTSC. But the most interesting feature of this videocassette is the designation ADD. Is this a recording which had the "soundtrack digitally remastered for CD video, stereo" as I have seen on another videodisc? Or, was digital sound remastered as analog? This would actually be ADA then, I think.

ANSWER: I think your first guess is the correct one, that is, that it was originally analog and remastered to digital. --- VU

QUESTION: Oh! No! Not another date question! Yes! I have a video for which there is a very good record in OCLC except the OCLC record has the date in the publication, distribution, etc., area, as copyright 1989. My video says c1991. Everything else matches. I have no way of knowing if there is any change in the content of the video. Should I input another record or just change the date to 1991 for our catalog? Or, should I quit submitting date questions?

ANSWER: Well, first, don't ever stop submitting questions, even the irritating ones are useful! I am afraid this is one of those times when there are two answers to your question: the one you want to hear and the correct one!

Editing the record to your needs is certainly expeditious, but it isn't really correct nor fair. Correctness: A date is a bibliographically significant detail most of the time. Exceptions happen. Some printing dates are not considered significant in text cataloging. Likewise, some of the "edition" dates in foreign publications don't really represent different editions. Short of comparing items frame by frame, catalogers have to trust that a date difference is bibliographically significant. Fairness: If you found the "nearly right" record on OCLC, then you have an obligation to the rest of the OCLC family to contribute a record which describes accurately the bibliographic item with which you are dealing. Most of the time, this ends up not being all that onerous a task since a record already exists that can be cloned, edited and updated into the system. This creates a new, accurate description of the item, earns your library a record credit and leaves you with a clear conscience. Worth the effort, I'd say! --- VU

QUESTION: I am cataloging a large number of videocassettes intended for nursing students. Though the manufacturer's catalog lists individual videos in "series," these are really more topical groupings than series. The same video is sometimes listed in several different "series" in the manufacturer's catalog. Each video has a publisher number assigned to it. For example, tape M040 may be listed in two or more "series" in the manufacturer's catalog. In a few cases there actually are series associated with the item. It will either say on the container or on the introductory frames of the item "such and such series." Now my question. Several catalog records on OCLC treat this manufacturer's number (M040) like a series number, so when the same video is in two "series" it would use the same number in both. Is that what I want to do?

ANSWER: Given my understanding of the description you provide I would say you do not want to treat this number as a series number. It doesn't sound like it is relevant to the series (when there is a series). Usually series numbering works to organize just the items in that series. I have seen manufacturer's stock numbers treated as series numbering. The logic at work seems to be: "if there is a number on the item and there is a series, then the numbering must be series numbering." It is easy to tell when you have several videos at the same time that these are not series numbers, but not always so easy when you only have one. When I am in doubt about numbers like these I try to find some help in the manufacturer's catalog. If that is not available, I keep the number in a note ("Manufacturer's number: M040") as a help to other catalogers in identifying the item. When I find a manufacturer's number treated as series number, I just move it to a note. --- VU

QUESTION: British Columbia college libraries all contribute to a common database which includes all of our videorecording and motion picture holdings. The database is not displayed in a standard catalogue format. Some contributors are attempting to find a way to indicate closed captioning of videorecordings as early as possible in the record, and have suggested adding '(cc)' to the GMD thus: [videorecording (cc)]. Justification is taken from rule 1.1C1 which indicates that braille, tactile or large print may be added to the GMD. Do the Rules support adding (cc) to the GMD? Most of us would prefer not to begin a non-standard practice that is not sanctioned by AACR2R.

ANSWER: The short answer is no, the rules do not support supplying 'cc' in this manner. Currently, only the three terms, braille, tactile and large print, are approved for addition to the GMDs when appropriate. However, your suggestion is interesting and seems consistent with the other approved terms. Your group may want to consult with the Canadian representative to the Joint Steering Committee (Ralph Manning) about proposing this addition. If your catalog has keyword indexing, you may be ok in the meantime if the record has a note saying the material is closed captioned. --- VU

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