NOMINATIONS DUE FOR 1994 OLAC AWARD
CANDIDATES NEEDED FOR OLAC OFFICES
CONFERENCE ON RECONCILIATION OF FORM AND GENRE TERMINOLOGY
FROM THE EDITOR
Sue Neumeister
It hardly seems like a year has gone by since I've became Editor-in-Chief of the OLAC Newsletter. It has been a very rewarding first year and I continue to learn with every issue. I would like to personally thank all the contributors in the past year who have done an excellent job of keeping OLAC members well informed.
I'd also like to thank all the Column Editors who made my job a little easier. Special thanks goes to Johanne LaGrange who has been elected OLAC Treasurer for 1993-1995. As Conference Reports Editor, Johanne gave me timely reports and kept me up-to-date as to the status of those which were delayed.
As Johanne moves on as OLAC Treasurer, I want to welcome Ian Fairclough to the OLAC Newsletter staff as Johanne's replacement. Ian has graciously volunteered to be the Conference Reports Editor. Ian has been the M(usic)OUG liaison for the past year and the Executive Board will be appointing a new MOUG liaison soon. Please make note of Ian's address so that you can send your reports to him in the future:
FROM THE PRESIDENT
Karen Driessen
Greetings! I am Karen Driessen from the University of Montana and I am very proud to be serving as the new OLAC President. I know many of you from OLAC conferences and OLAC meetings at ALA, but I look forward to meeting or talking with the rest of you in the coming year. I will need lots of help and guidance from each and every one of you in order to follow successfully in the steps of the OLAC leaders before me. Feel free to call (406-243-2856), write (Instructional Media Services, University of Montana, Missoula, MT 59812) or e-mail (IMS_KCD@lewis.umt.edu) whenever there is something you think I or OLAC should be doing for you. You the members, after all, are the most important part of OLAC and its success. We on the OLAC Board are here to serve you, and we hope you will call upon us to assist you with your AV cataloging needs. I would especially like to encourage you to volunteer for committees and other assignments that come up throughout the year. Your involvement with the organization will make us all stronger.
On behalf of the entire new OLAC Board, I wish to acknowledge publicly the many fine contributions of the outgoing OLAC officers. Sheila Smyth, your Past President, my co-author and friend, provided us with excellent leadership this past year. I am looking forward to her continuing wise counsel as she serves on the Board this coming year as Past President. Our outgoing Treasurer Bobby Ferguson did a wonderful job the last two years, and her cheery presence on the Board will be missed by all. Finally we owe much appreciation to Bo-Gay Tong Salvador who retires from the Board after three dedicated years as Vice-President, President and Past President. Bo-Gay's skillful leadership over the years has been much appreciated and we wish her well. It is comforting to know that she and all the past Chairs are there to provide us with their continuing wisdom and guidance.
At this time I take pleasure in introducing to you the new officers who will be joining us for the coming year. The new Vice-President/President Elect is Mary Konkel who comes to us from the University of Akron, Akron, Ohio. Mary has served on OLAC's Cataloging Policy Committee (CAPC) and has been Chair of the Chicago area Video/Motion Picture Catalogers Interest Group and a trainer for the Illinois OCLC Users Group. The new Treasurer is Johanne LaGrange who comes to us from the Health Sciences Library at Columbia University, New York. Johanne has also served on OLAC's Cataloging Policy Committee, and she has been a dedicated OLAC Conference Reports Editor for the OLAC Newsletter. She also chairs the ALCTS AV Committee's AV Standards Subcommittee. Welcome to you both! They join our other dedicated Board members: Heidi Hutchinson, Secretary (University of California, Riverside); Sue Neumeister, Newsletter Editor (State University of New York, Buffalo); and CAPC Chair, Richard Harwood (Penn State University).
It is with regret that I have accepted the resignation of Nancy Olson as the OLAC liaison to MARBI. As a founding member and first Chair of OLAC, Nancy has served OLAC in countless ways over the years, and it is always difficult to see her leave one of her responsibilities even though she has a way of moving into other more valued roles. We wish to thank her one more time for her efforts on behalf of OLAC!
I am announcing at this time a new MARBI liaison appointment. It is John Attig of the Pennsylvania State University Libraries. John is the Authority Control Librarian at Penn State and has been an active member of OLAC for many years. John is very knowledgeable about all of the formats and I am confident he will serve OLAC well.
It is also a pleasure to announce the appointment of Susan Bailey as a regular member of the Cataloging Policy Committee. Susan has been a CAPC intern and has been appointed to fill out the regular term of Mary Konkel, who was recently elected OLAC Vice-President.
Bouquets and congratulations go to Ann M. Sandberg-Fox who was the recipient of the OLAC Award for Outstanding Contributions to AV Cataloging. Ann was unable to be in New Orleans to receive the award, but the award was graciously received in her honor by Glenn Patton
One more item. It is not too early to begin planning for the next OLAC Conference which will be held in conjunction with MOUG October 6-8, 1994, at the Chicago Marriott Oak Brook, Oak Brook, Illinois. Mark your calendars now and watch for more details as the time approaches.
Please join me in a productive and exciting new year.
FROM THE TREASURER
Bobby Ferguson
Reporting period:
April 30, 1993 to June 30, 1993
Account balance March 31, 1993 $ 19,502.25
INCOME
Interest 8.38
Memberships 1,352.44
Back issues 226.00
OLAC Conference refund 5,923.69
------------
TOTAL INCOME 7,510.51
TOTAL $ 27,012.76
EXPENSES
Newsletter v. 13, no. 2 advance 1,000.00
Stipends, ALA New Orleans 700.00
Plaque for OLAC Award 95.98
------------
TOTAL EXPENSES $ 1,795.98
Account balance June 30, 1993 $ 13,437.00
CD at 7.20% matures 7/94 10,000.00
Ready assets trust 1,779.78
TOTAL OLAC ASSETS $ 25,216.78
ANN SANDBERG-FOX RECEIVES 1993 OLAC
AWARD
The Online Audiovisual Catalogers, Inc. presented the 1993 OLAC Annual Award to Ann Sandberg-Fox for her numerous contributions to nonprint materials cataloging. The award was presented by Sheila Smyth at the OLAC Business meeting held in New Orleans in June. Glenn Patton, last years recipient, accepted the award on Ann's behalf. The text of the award follows:
For her leadership in interpreting computer software cataloging rules,
For her singular determination to make bibliographic description of computer software clear and helpful,
For her commitment to sharing her knowledge by teaching workshops during OLAC conferences,
For her clear, thoughtful answers to complex questions during OLAC question and answer sessions,
For her patient striving to promote increased access to computer software in the online environment,
On this day, Saturday, the twenty-sixth of June, nineteen hundred and ninety-three
I regret I am unable to be physically present to accept this renowned award. However, I wish to extend great thanks to Glenn who volunteered to accept it on my behalf. I count myself as a first generation member of OLAC, who witnessed its inception and development into a dynamic professional organization. It's been my pleasure to have been actively associated with it over these years, and to have had the privilege of teaching the computer files workshops at its biennial meetings.
AV cataloging, perhaps now more than ever, presents OLAC with many new and exciting challenges. I look forward to continued participation in helping the organization meet these challenges. My thanks to all of you for honoring me with this award.
Ann Sandberg-Fox
NOMINATIONS DUE FOR OLAC
AWARD FOR 1994
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:
The award recipient will receive an engraved plaque containing an inscription recognizing his/her special contribution to the field.
Send all nominations, by November 15, 1993, to:
Past OLAC AWARD Recipients: Ann Sandberg-Fox, Glenn Patton, Catharine Leonardi, Richard Thaxter, Sheila Intner, and Verna Urbanski. [Nancy Olson received a "Founder's Award" in 1986, 1 year before the "OLAC Award" was officially established.]
CANDIDATES NEEDED FOR OLAC
OFFICES
Nominations are being sought for the offices of Vice-President/ President-Elect of OLAC and for OLAC Secretary. Those interested in learning about the organization from the inside are asked to send a letter indicating which office they would like to run for. Nominations will also be accepted from the floor during the OLAC Business meeting at ALA Midwinter in Los Angeles.
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 Secretary serves a two-year term, the election to be held in years alternating with that of the office of Treasurer. The next Secretary will serve from summer 1994 to summer 1996. The Secretary attends all Business meetings and must meet the same attendance requirements as the Vice-President/President-Elect. The Secretary is responsible for preparation of official minutes of all Business, Board and/or special meetings of OLAC, to be published in a timely manner in the OLAC Newsletter, as well as reported as needed at the semi-annual OLAC Business meetings. The Secretary also handles any official OLAC correspondence at the direction of the President or the Executive Board and maintains the OLAC Handbook.
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 10, 1994 to:
CATALOGING POLICY COMMITTEE CALL FOR
VOLUNTEERS
The Executive Board of OLAC is looking for volunteers to fill upcoming openings on the OLAC Cataloging Policy Committee. Three 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 February Executive Board meeting 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 reapply 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, 1993 to:
ALA ANNUAL CONFERENCE
Submitted by Heidi Hutchinson, OLAC Secretary
Minutes
ONLINE AUDIOVISUAL CATALOGERS (OLAC)
CATALOGING POLICY COMMITTEE (CAPC)
NEW ORLEANS, LOUISIANA
MARRIOTT MARDI GRAS ABC
JUNE 25, 1993
In the section on "Application of Standards" (p. 4), the following question was discussed. Is a choreographer or a conductor ever significant enough to transcribe in the statement of responsibility? Acknowledging that there is a difference between responsibility for the work and responsibility for the performance of the work, CAPC agreed to suggest to BCC that the document include guidelines to help determine when a choreographer is significant enough to transcribe in the statement of responsibility.
There was discussion on whether a performance should be considered a "physical manifestation" of a work, as cited from the Introduction to Part II of AACR2R, "The rules in part II apply to works and not to physical manifestations of those works ..." This issue had been brought up in a letter submitted to CC:DA from the Music Library Association's liaison to CC:DA, Phil Schreur from UC, Berkeley.
Glenn Patton gave some historical perspective on the development of these rules: in AACR1, whereas moving image materials were always considered works of shared or mixed responsibility, sound recordings should be cataloged just like the "works" of which they are a physical manifestation. While the special rules for choice of access points for sound recordings were carried over into Part II of AACR2, those for moving image materials were not. Nonetheless, for other reasons, the rules are generally interpreted to consider videorecordings works of mixed responsibility.
CAPC agreed with the view in Schreur's letter that "videorecordings of musical performances cannot be said to be purely musical works according to the AACR2R definition, as a musical work is a `Musical composition ... intended for performance,' a concept which does not seem to include the performances themselves; therefore, the AACR2R Chapter 21 rules for `Musical Works' cannot be applied directly to videorecordings of musical performances."
CAPC suggested that in its interpretation of the wording in the Introduction to AACR2R, Part II, CAPC understands the term "manifestation" to mean physical carrier or format, not the performance as a manifestation of the work.
CAPC spoke out in support of the wording under "Operas, Musicals, Ballets" on p. 6 of the Working Group's document that recommends such videorecordings be entered under title according to AACR2R 21.1C1a.
In the section "Concert and Recital Performances" (p. 7), CAPC voted in favor of the recommendation to apply sound recording rules (AACR2R 21.23) to such videorecordings, but with a request to amend the wording "principal purpose ... of a concert or recital performance, which is to create an aural experience." It was the consensus of the group that a videorecording can never be a strictly aural experience. The visual impact cannot be negated. Chair Harwood will include a remark to this effect in his letter to BCC.
The "Collections" section cites and supports an LC Rule Interpretation concerning music videos, which recommends considering collections of videotaped musical performances moving image works and entering them under title. CAPC endorsed this wording.
CAPC had no further comments on the rest of the document.
Chair Harwood asked for a show of hands, and the majority of CAPC members present (5 out of 7) agreed that they could fundamentally support the document in its present form.
Chair Harwood expressed his appreciation to MLA for soliciting CAPC's input on the document.
(b) Guidelines for Interactive Media
Laurel Jizba described the methodology of the CC:DA Interactive Media Guidelines Task Force (appointed at ALA Midwinter 1993) and summarized Friday afternoon's review forum. She distributed two handouts: a reproduction of the six-page Guidelines draft from July 1992 and a copy of the June 1993 revisions. L. Jizba introduced the four members of the Task Force present, Eric Childress, Nancy Davey, and Jo Davidson and thanked everyone at the CAPC meeting for all of the comments on the draft that had come from the cataloging community.
Important changes were made to the definition of Interactive Media, including changing its name to Interactive Multimedia. This name change will also be recommended by the Task Force as a change to the GMD. There have been many calls in the cataloging community for a new AACR2 chapter to cover these materials.
L. Jizba read the timeline for the development, which includes a chance for catalogers to "try out" the guidelines in practice and solicited volunteers among catalogers present for cataloging a set of samples between August 1 and September 15, 1993. The final report and draft Guidelines will be submitted to CC:DA in December 1993 for distribution at ALA Midwinter (February 1994). The committee hopes that CC:DA will then forward the Guidelines to CCS and the ALCTS Publication Committee for editorial work, to be published in summer of 1994.
(c) OLAC draft statement, "Why Catalog AV Material?"
CAPC member Mary Konkel, Chair of the CAPC subcommittee charged with drafting this statement, introduced the members of the subcommittee: Virginia Berringer, Nancy Rodich-Hodges, and Johanne LaGrange. V. Urbanski had sent M. Konkel comments on the interim draft as it stands now. The purpose, direction and audience of the statement is still not clear.
Chair Harwood suggested that the draft be forwarded to the Executive Board for further clarification of the charge to the subcommittee.
John Attig gave the report for N. Olson, briefly describing each of the documents that had been distributed in the CAPC packet:
Proposal no. 93-12: Additions to Accommodate Curriculum
Information in USMARC Bibliographic Records (source:
Northwest Ohio Education Technology Foundation)
--expansion of scope of 520 note to include curriculum information
--additional sophistication in the 521 field (new subfield for
motivation/interest level)
--658 field for curriculum objective index term
Discussion paper no. 67: Multiple Versions in the USMARC
Formats (source: Library of Congress)
Reviews the recent work undertaken on finding a suitable technique for
constructing records for items that are the same in content but different
in physical representation. Suggests that the technique recommended
by the Multiple Versions Forum for communicating hierarchically
organized records (with version information in the holdings area) may
be too difficult; the suggested alternative is a separate record for each
version (full- or minimal-level). J. Attig predicted there would be
lengthy discussion on this at Saturday morning's MARBI meeting.
Discussion paper no. 68: 007 Physical Description Fixed Field
for
Computer Files (source: National Serials Data Program)
New field. Some characteristics to consider are: physical carriers,
color, sound, density, dimensions, and direct or remote access (007 or
008)
Discussion paper no. 69: Accommodating Online Systems and
Services in USMARC (source: Library of Congress/OCLC Internet
Resources Project)
Discusses the need for USMARC records to describe and provide
access to online systems and services, and whether the appropriate
format is the Community Information Format with bibliographic fields
added or a Bibliographic Format with community information fields
added. New field 856 would show location of and access to an
Internet resource.
Another MARBI issue of interest to OLAC CAPC was how to record numbers found on physical carriers in an expanded 024 field; MARBI is working on the definition of which numbers belong in this field (bar codes, etc.).
(b) Other new business:
Eric Childress had information to distribute on how to subscribe to the listserv EMEDIA.
Chair Harwood thanked outgoing CAPC members Mary Konkel, Sue Neumeister, and Johanne LaGrange for their service on CAPC.
Newly elected Board members for 1993/94, Johanne LaGrange (Treasurer) and Mary Konkel (Vice-President/President-Elect) were congratulated. S. Smyth asked for volunteers to apply for positions of responsibility in the coming years, so that the effective functioning of OLAC can continue. The Executive Board meeting will be held on Sunday, June 27, 8-10 p.m. at New Orleans Convention Center, Room 11.
K. Driessen announced that she and S. Smyth are close to completing their AV materials physical processing manual, having only the illustrations to choose and the chapter on interactive media to complete (pending proposed changes in the definition of interactive media). The royalties from this publication will also come back to OLAC.
Members present: Karen Driessen (Vice-President/President-Elect), Richard Harwood (CAPC Chair), Heidi Hutchinson (Secretary), Sue Neumeister (Newsletter Editor), and Bo-Gay Tong Salvador (Past President). Incoming members present: Mary Konkel (Vice-President/ President-Elect), Johanne LaGrange (Treasurer). Absent: Bobby Ferguson (Treasurer). Guests: Ellen Hines (1994 Conference Program Chair), Laura Snyder (MOUG Chair), Brian McCafferty
The database for the membership directory will be created by B. McCafferty in a flexible database management program, so that it will be easy to update. He will be receiving a copy of the current mailing list on disc from the OLAC Treasurer.
H. Hutchinson will ask Cathy Leonardi if she would be willing to handle the duplication and mailing of the data sheet.
The Board suggested that the introductory paragraph on the form make it very clear that members not filling out the form will find their entry in the membership directory in mailing address list form.
A suggested method for keeping the directory updated in the future would be to request this information on membership renewal forms. The database would attempt to remain up-to-date. The interval for mailing out printed copies is yet to be determined.
There was some discussion on which elements to index; tentative suggestions included state, cataloging specialty, bibliographic utility, and local system.
H. Hutchinson will draw up a list for discussion at the next Board meeting. K. Driessen suggested that Board members, upon receiving this tentative list, should make suggestions as to who should be responsible for collecting and submitting which items to the archives.
ONLINE AUDIOVISUAL CATALOGERS
EXECUTIVE BOARD 1993/94
VICE-PRESIDENT/PRESIDENT-ELECT:
MARY S. KONKEL
University of Akron
Bierce Library 176A
Akron, OH 44325-1712
216-972-6257
216-972-6383 (Fax)
Internet: MARYKONKEL@UAKRON.EDU
TREASURER:
JOHANNE LAGRANGE
Health Sciences Library
Columbia University
701 West 168th Street
New York, NY 10032
212-305-1406
Internet: JL70@CUNIXF.CC.COLUMBIA.EDU
SECRETARY:
HEIDI HUTCHINSON
Rivera Library
P.O. Box 5900
University of California
Riverside, CA 92517
714-787-5051
714-787-3285 (Fax)
BITNET: HEIDI@UCRVMS
Internet: HEIDI@UCRAC1.UCR.EDU
NEWSLETTER EDITOR:
SUSAN M. NEUMEISTER
State University of New York at Buffalo
Central Technical Services
Lockwood Library Bldg.
Buffalo, NY 14260-2200
716-645-2305
716-645-5955 (Fax)
BITNET: ULCSUSAN@UBVM
Internet: ULCSUSAN@UBVM.CC.BUFFALO
IMMEDIATE PAST 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)
Internet: SASMYTH@NAZ.EDU
CAPC CHAIR:
RICHARD HARWOOD
Pennsylvania State University
E506 Pattee Library
University Park, PA 16802-1805
814-865-1755
814-863-7293 (Fax)
Internet: RLH@PSULIAS.PSU.EDU
OLAC LIAISON TO ALCTS AV, 1993-1995
ANNE CAMPBELL MOORE
O'Neill Library
Boston College
Chestnut Hill, MA 02167
617-552-2253
617-522-8828 (Fax)
OLAC LIAISON TO MARBI, 1993-1995
JOHN ATTIG
Authority Control Librarian
University Libraries
Pennsylvania State University
University Park, PA 16802
814-865-1755
Internet: JCA@PSULIAS.PSU.EDU
CONFERENCE REPORTS
Johanne LaGrange, Column Editor
CC:DA met twice, June 26 and June 28, at the ALA Annual Conference in New Orleans. There were many things, mainly work being done in task forces, affecting the audiovisual community which I will attempt to elucidate below. Subjects that seemed of little interest to the AV community have not been included in this report.
CC:DA invited Jim Beach (J.H. Beach, Museum of Comparative Zoology, Herbaria and Arnold Arboretum, Harvard University) to speak to the Committee about the cataloging of natural history collections. He presented CC:DA with a position paper detailing the history of cataloging this type of material and some of the particular challenges that face them in the future. Although it was unclear exactly how the library cataloging community could help the natural museum cataloging community, it was agreed that dialogue was important and useful for both sides. Future contact between the two groups will be planned.
Last January I reported about a possible preconference on multiple versions. Alas, this preconference may not be needed because of a MARBI proposal from the Library of Congress that recommended the status quo for these materials. CC:DA has asked the Task Force to Review the Reproductions Cataloging Guidelines to finish their work and disband. The final report of this group will contain the guidelines and particular problems to implement the guidelines. It will be up to local systems to determine how to use the guidelines since no changes will be implemented at the national level at this time.
The Task Force to Review Interactive Media Guidelines reported on their work to address the comments that came from the draft guidelines issued last winter. So far the group has rewritten the definition of interactive media so that it is easier to determine when to use the guidelines and has determined that the GMD should be "interactive multimedia" instead of "interactive media." The draft report of the Task Force was endorsed by CC:DA and the final guidelines will be issued in the spring of 1994. It was also suggested that a program in the near future on cataloging this type of material could be useful. This idea will be pursued by the Chair of the Task Force, Laurel Jizba.
The Task Force on Cataloging Internet Resources reported that they are considering revisions to the rules to be presented at Midwinter 1994. The proposals will primarily add examples to the rules to show how Internet resources can be applied to the rules. The main problem the Task Force is grappling with is Area 3, "File characteristics." There is a sense that this field should indicate more specifically what kind of file it is rather than the broad terms now in use. There will be further discussion of this in the future.
The Sunday morning meeting was dedicated to a discussion of collection development for videos. Some of the issues raised included identifying criteria for selection, evaluation, review sources, and access.
The Publisher/Vendor-Library Relations Committee is revising the Happiness is One Title brochure and making it workable for interactive media. It will be directed towards vendors. Both this Committee and the vAV Committee's Producer/Distributor-Library Relations Subcommittee are doing outreach for new members. Interested persons should contact either Richard Harwood (PVLR) or Eric Childress (ALCTS AV).
The Standards Subcommittee is beginning a draft of standards for interactive media.
The Miami program at ALA Annual 1994 will be on collection development of videos and will be held Saturday morning. Eric Childress will be the moderator. Speakers will address developing a collection development statement, evaluating videos, and future technologies. A question and answer period will follow. The Program Committee is interested in giving the program a snappy title. Suggestions may be sent to Sheila Smyth.
The tour next summer will be at the Wolfson Media Center, part of the Miami Dade Public Library. This is a film and video archive, convenient to the Conference area. Steve Davidson of the Center will coordinate the tour, which will accommodate approximately 50 people.
During the discussion on the proposed reorganization of ALCTS, Joan Swanekamp reported that the Innovative Ideas and Technologies Section will not be created and its task forces and focus groups will be moved back into other sections. ALCTS is planning to reinstate committees, change the name of focus groups to interest groups and make task forces ad hoc. Committee members thought that focus groups would not provide enough structure for work to be accomplished well.
Under the proposal, the AV Committee is being split up. Generally, this was not thought to be a good idea. The current plan also separates the Producer/Distributor-Library Relations Subcommittee from the AV Committee. It was felt that sub-groups and subcommittees that came out of a committee's work should not be separated from the parent committee without at least a liaison relationship. Joan reported that the reorganization will happen but that the ALCTS Board is discussing broad issues concerning it.
I am reporting on behalf of Nancy Olson, who experienced the ALA Conference from hell and was unable to attend the MARBI meetings. The following are items of particular interest to OLAC:
Proposal 93-10: Additions to the USMARC Latin Character Set
At the CAPC meeting, interest was expressed in a wider definition for the 658 field, so that index terms for other types of audience characteristics could be included. Because of the distinctive nature of "curriculum objectives" terms, the field was approved with a very narrow definition. That means that some other group, such as OLAC, will need to propose a field for index terms relating to audience characteristics. Such a field could be used, for example, to indicate material that is appropriate for persons with particular handicaps. The new definition of the 521 field now provides a definite place for notes about such features, but there is still a need for a corresponding access field.
These recommendations were accepted by MARBI with varying degrees of regret and reluctance. It was recognized that version information is bibliographic and might require bibliographic treatment (such as indexing distinctive access points and de-duping against other version descriptions). It was also recognized that at present the communication of subordinate records cannot be supported, either in the Bibliographic or in the Holdings formats, because there are too many important bibliographic agencies that cannot yet support the Holdings format or any other subordinate record technique. Therefore, separate full records for each version seems to be the only solution. However, it was hoped that local systems might implement more creative solutions internally. In order to support such solutions, LC will develop a proposal to (1) implement the use of field 776 to link versions of the same title, and (2) add coding that will enable fields containing information about the version to be flagged; this would help the local system to separate information about the version (which needs to be kept separate) from information about the original (which could be discarded if a record for the original already exists in the system).
The biggest news at MARBI was not on the agenda. The Library of Congress announced that they would be forced to delay the implementation of format integration up to 18 months. They will be working with the bibliographic utilities to decide how much of the format integration changes can be implemented during 1994. An initial suggestion was to make the changes to the variable fields (010-999) next year, and to delay the more difficult changes to the fixed fields until 1995. This suggestion is currently being discussed, and a decision will be announced in due course.
Moderated by CFDG Co-Chairs Colleen Thorburn (University of Florida) and Willy Cromwell (Stanford University), panelists Lisa German (Wright State University), Mary Beth Fecko (Rutgers University), and Judy Brugger (Cornell University) discussed the topic of Internet resources from a variety of viewpoints.
Lisa German reviewed the history of the Internet and described its primary features. Originally designed by the United States military, the Internet provided the "roadway" for information packets to be transferred from computer to computer. The desire of the National Science Foundation for a faster and expanded network provided the impetus for the development of the features we know today such as the capability of sending and receiving full-text documents by the File Transfer Protocol (FTP) and the development of listservs and bulletin boards which allow electronic messaging among individuals. Lisa described some of the newer utilities on the Internet such as Gopher which was developed at the University of Minnesota and provides access to information files mounted on computers across the network.
Mary Beth Fecko's presentation centered on the pros and cons of cataloging Internet resources. Among the cons cited were the volatile nature of documents accessible over the Internet, the fact that Gophers may make catalog records superfluous, the lack of centralized authority for the nature and quality of material made available through the Internet, and the relative lack of expertise on the part of librarians about Internet resources. Among the pros cited was the idea that we should not be limited in our thinking that only those documents owned by a library ought to be cataloged. Internet files ought to be selected for cataloging on the same basic principles as for other more traditional materials according to the needs of local users. She also speculated that, if traditional cataloging was not the answer, then perhaps the recently MARBI-approved USMARC Community Information Format may be a desirable vehicle to providing access. Mary Beth encouraged librarians to become knowledgeable about Internet resources and compared the current situation to the case of Inter-university Consortium for Political and Social Science Research (ICPSR) computer files when, in the beginning, librarians were puzzled as to how to provide bibliographic access to these files.
Judy Brugger presented some additional considerations on the cataloging of Internet resources. She noted that about ten percent of the material available on the Internet are text files. She argued that librarians ought to look at these resources as electronic forms of books and other tex- tual material already housed and bibliographically controlled in libraries. She stated that standards need to be developed for identification, description, and location of Internet resources such as might be provided by templates attached by the producers of electronic documents at the time of release to the Internet. The development and wide implementation of the Uniform Resource Name (URN) and the Uniform Resource Locator (URL) by the Internet Engineering Task Force were also mentioned as highly desirable in assisting the cataloger in identifying unique items and in applying the concept of the chief source of information.
After the panel presentations an interesting poll was taken of the audience on the question of cataloging Internet resources. Most said they were considering cataloging these resources, no one was currently cataloging them, and two had decided not to catalog them.
Cynthia M. Whitacre (Manager, Technical Processing Section, Conversion & Contract Cataloging Division, OCLC) presented an overview of the planning process for conducting a recon project on audiovisual materials. Planning is the most crucial part of the project, and it is critical to document the decisions made and act consistently with those decisions.
As the planning for the project is begun, the following must be considered:
Birong Ho (Wayne State University Libraries, Technical Services) discussed issues that relate to recon with major microform sets. Some major problems that arose with the records as loaded into the online catalog at Wayne State included:
Both speakers raised issues and identified problem areas that should help those who are planning AV recon projects in the future.
CONFERENCE ON
RECONCILIATION OF FORM AND GENRE TERMINOLOGY
A Conference on Reconciliation of Form and Genre Terminology was held on August 3-4, 1992, at the office of the Art and Architecture Thesaurus (AAT), a project of the Getty Art History Information Program, in Williamstown, Mass. The conference was sponsored by the Council on Library Resources and the AAT and brought together representatives of the major published vocabularies of form and genre terms:
The Subject Analysis Committee (SAC) of the American Library Association (ALA) has assigned to a subcommittee the task of defining form data. This subcommittee, like the LC Conference on Subject Subdivisions held in 1991, needs advice on this component of subject cataloging.
The purpose of the Williamstown meeting was to develop a philosophy and a process for reconciling terms representing form and genre from different controlled vocabularies. Participants had a three-pronged goal: to improve the use of form and genre vocabulary in cataloging and indexing by providing consistency in the forms of terms; to define the relationship of its work to LC and LCSH; and to make plans for future action.
Tasks of the conference involved describing formatting and indexing policy for each vocabulary, identifying and categorizing types of conflict, trying to actually reconcile specific term conflicts, and making recommenda- tions for administering changes in each vocabulary and avoiding future conflicts.
Of the more difficult conflict types, the most important included those where a postable term or heading on one list is a nonpostable lead-in term, or SEE reference, on another. Another important conflict was that of use of a single concept vs. a compound term, such as "juvenilia" vs. "juvenile literature" and "childrens' works."
During the course of the conference almost 30 terms held in common by two or more of the vocabularies represented were reconciled and a working procedure for discovering and reconciling term conflicts was recommended. Recognizing that the success of this effort was due in great part to the ability of the participants to engage in face-to-face discussion, the group agreed to try to meet regularly on at least an annual basis until existing conflicts are reconciled. It also took on a formal name, the Working Group on Form and Genre Vocabularies.
Working guidelines for accomplishing reconciliation work were laid out:
A strong recommendation that came out of the conference was that LC sponsor a conference on form and genre terms analogous to its 1991 conference on subdivisions.
Further information about the reconciliation project may be obtained by writing Laura Stalker, Associate Director for Technical Services, The Huntington Library, 1151 Oxford Rad, San Marino, CA 91108. The Working Group is very interested in hearing from anyone planning a new list of form and genre terms intended for use in MARC fields 655 and 755.
DATABASE: The number of non-print records in the Online Union Catalog continues to grow with 683,000 AV records, 846,000 sound recordings, and 47,000 computer files [numbers updated as of July 4, 1993].
PRISM SERVICE: Recent enhancements to the PRISM Service have included: keyword searching introduced in mid-April and a set of changes installed in late May that included, among other things, the addition of a number of fields to the ILL workform, a link from FirstSearch to the ILL Review File, and PRISM News, a more convenient way of getting information to PRISM users. Another set of enhancements will be installed in the late fall.
This summer, OCLC will add capabilities that will allow the National Coordinated Cataloging Program (NCCP) libraries to create and upgrade records in the PRISM Service. Also this summer, OCLC will extend online service hours to include 6 p.m. to 11 p.m. on Sundays.
Work continues on projects to move Union Listing, the Name-Address Directory and LSP to the PRISM environment.
DATABASE QUALITY: OCLC continues to do scans to improve the quality of the database. Almost 1.8 million records were corrected by scans during the last fiscal year. A project to correct corporate name headings in the Online Union Catalog is also in process. Approximately 800,000 headings have been matched against headings established in the Authority file or extracted from authoritative bibliographic records. This cleanup will be followed by further work on subject headings and a new project to correct personal names. Both will begin this fall.
DOCUMENTATION: The new combined format document, Bibliographic Formats and Standards, will be published later this summer. This new document combines the 8 format documents plus Bibliographic Input Standards. While it is being issued in preparation for format integration, it will initially describe current OCLC-MARC format practices and will be revised later for format integration. A new edition of the OCLC-MARC code lists is also in preparation.
NEWS FROM RLIN
As reported at the OLAC Business Meeting
June 26, 1993
Submitted by Ed Glazier, RLIN
EUREKA: Eureka, RLG's new patron-oriented search service, retrieves headings and records from all bibliographic files, including computer files, as if they were in one bibliographic file. Users may also set limits to restrict results to one or more material types, e.g., computer files. The labels used on displays are consistent; to the Eureka searcher, it looks like format integration has already been implemented. Eureka started its preview at 5 RLG institutions -- Columbia, Dartmouth, Emory, Rutgers, and U. Pennsylvania -- between January and March (still going); in June, Brandeis, National Gallery of Art, The New York Public Library, New York University, U. Connecticut Law, U. Minnesota, and U. Texas Law started using the early release version of Eureka to access the RLIN bibliographic and CitaDel files. Eureka is to be generally released by September 1, 1993; any interested library or institution (whether or not an RLG member) will be able to purchase Eureka searches by search blocks (that may be used in combination with RLIN searches) or by annual subscription based on number of simultaneous users.
ZEPHYR - Z39.50 SERVER: RLG's Z39.50 server -- Zephyr -- allows institutions that have a Z39.50 client application to search the RLIN database using the commands and display formats of their local system. Searches via Zephyr in FY94 will be priced at the same rate as Eureka and RLIN searches -- by annual subscription or by search blocks.
FORMAT INTEGRATION: Because of LC's slippage of the previously announced implementation target of 1st quarter 1994, work on format integration is in a holding pattern. A proposal has been made to LC to implement format integration variable field changes in 1994 and the remainder of format integration, the changes to the Leader and fields 006, 007, and 008, sometime in 1995. Until LC determines its ability to implement such a proposal, no definite dates can be given. For more information about format integration's impact on RLIN, please see Ed Glazier's series, "As the Formats Integrate..." appearing in the bimonthly newsletter, RLIN FOCUS. (If you do not currently receive RLIN FOCUS, you may subscribe by sending your name and surface mailing address to BL.SRH@RLG.STANFORD.EDU.)
HOLDINGS FORMAT: RLIN has already implemented its first phase of the USMARC Format for Holdings and Locations, which is the ability to receive load records containing fields from this format. A user survey has been taken to determine the priorities for the next phases: to display the fields and to support input, update, and export of holdings fields. Discussions are now in process to determine what will be implemented and when.
Headings For Computer
Files
NEWS AND ANNOUNCEMENTS
Barbara Vaughan, Column Editor
In the LC Subject Cataloging Manual, section H2070, Software and Works about Software states: "Before 1987, headings for individual computer programs had been established as subject headings and were tagged 150 in authority records and 650 in bibliographic records. Since 1987, these headings are established, when needed, by descriptive catalogers with authority records residing in the NAMES file rather than in the SUBJECTS file. The headings are usually uniform titles tagged 130, but occasionally they are in author-title form tagged 100 or 110. All headings for individual computer programs that had been in the SUBJECTS file have been canceled and re-established in the NAMES file."
H2070 then gives procedures for assigning the heading. "The name heading is usually in the form [name of program] with no qualifier although occasionally a program may be established as an author-title combination. In the event of conflict, the qualifier (Computer file) is used." This agrees with the LC Rule Interpretation for 25.5B which shows the addition of the qualifier (Computer file). In current practice the term "file" replaces "program" when used as a qualifier.
Some examples of old and new forms: 150 CADSES (Computer programs) has been changed to 130 CADSES [n92-77736; 150 DOS 4 (Computer operating system) to 130 DOS 4.0 [n90-70204; 150 FoxPro (Computer program language) to 130 FoxPro (Computer file) [n90-655175; 150 Wordwise (Computer program) to 130 Wordwise (Computer file) [n92-35525.
Something to be aware of: because these headings used to reside in LC's SUBJECTS file, and were canceled, LC has not necessarily added the SUBJECTS form as a cross-reference when constructing the heading for the NAMES file. The earlier form may be present, but will be tagged as a title (430) rather than as a topical (450). You may need to be creative to search for the unknown new form from the known old form. Use the scan ti command in the authority file to help locate these new forms.
Linda Gabel
Senior Quality Control Librarian
OCLC
OLAC EAST, WASHINGTON, D.C. REGION
Inspired by the October 1992 OLAC Conference, twenty District of Columbia and suburban Maryland AV catalogers gathered May 6 at the National Library of Medicine for the first of two meetings a year designed to discuss AV issues. A few cataloging problems were discussed. NLM's prints and photographs librarian, Lucy Keister, gave a demonstration of her new videodisc catalog (with internal software). Attendees for the lunchtime meeting included: Susan Leister, Meredith Horan, Karen Armstead, Maria Willis, Shakuntala Doshi, Evelyn Bain, Dorothy White, Sue Neilson, Sally Jo Reynolds, Lil Scanlon, Diane Boehr, Sarah Richards, Michael Esman, Jim Kelly, Debbie Friedman, Sherry Davids, Dale Lukas, Rebecca Williams, Sherry Kelley, and Ellie Wackerman.
Meredith Horan
OLAC 1992 Conference Co-Chair
MC Journal: The Journal of Academic Media Librarianship is a new electronic publication. The primary mission is to provide both scholarly and practical information on issues concerning academic media librarianship. Examples of topics as they relate to audiovisual librarianship include: AV production, collection development, cataloging, copyright, management, emerging technologies, and storage and preservation of materials. Articles pertaining to the profession of academic media librarianship and library education are also acceptable. Included in the scope as well are conference reports, literature reviews, and reviews of hardware and software.
The journal is peer reviewed using a double blind review process. Copyrights to articles are retained by the authors. The journal is issued irregularly, in electronic format only.
To submit an article, send your file in ASCII format, via e-mail to:
HSLLJW@ubvm.bitnet
OR
HSLLJW@ubvm.cc.buffalo.edu.
You may also send your ASCII file on a 3.5" disk via U.S. Mail to the editor, Lori Widzinski at: Media Resources Center, Health Sciences Library, Abbott Hall, University at Buffalo, 3435 Main Street, Buffalo, NY 14214-3002. Submissions should follow the Chicago Manual of Style, 13th ed. Please include a brief abstract. Currently, we are not able to publish photographs, diagrams or graphics.
Please see the December 1992 issue of the OLAC Newsletter to subscribe to MC Journal.
QUESTIONS AND ANSWERS
V. Urbanski, Column Editor
The questions below were asked and answered during the Question and Answer session at the OLAC Business meeting during the Midwinter Conference in Denver, Colorado in January 1993. Remarks have been edited from a sound tape and notes of those in attendance. Panelists for this session included: Glenn Patton (OCLC); Ed Glazier (RLIN); Nancy Olson (Mankato State U); John Attig (Penn State U); moderator, Bobby Ferguson (State Library of Louisiana)
QUESTION:We have acquired a collection of art videodiscs. Each has an artist as a topic. One side of the disc is a biographical film about the artist with the other side of the disc being a catalog of his/her art. The biographical films were often made some time ago and are just being reissued in this new package. Each side has its own list of producer, director, etc. which relate to the production of that specific side. The people producing the biographical film have no relation to the second side catalog of works. Many of the bibliographic records I have seen on OCLC list the executive producer of the entire album in the area of responsibility and trace the name. The name does appear in the title credits at the beginning of the film, but I am unsure how much responsibility should be credited to the executive producer of the disc. Who is the executive producer? Is he really doing something that is significant? Each side of the video usually has its own title and the container frequently has a collective title though it is often generic.
ANSWER: I would go with the container as the chief source and use whatever title it has. At least one thing is being reissued in this new package but the whole item is a new package with a new date. Its physical carrier is a material that didn't even exist when the item was originally produced. I would consider this to be similar to music CDs that are reissues of 78s. The CDs are cataloged as a new work with a new date, new physical description, new title. Go with the container as chief source if that is the only place that has a title for this package. Add one note, to explain the movie and any significant facts about it, title, producer, director, date, production company, whatever. Then in another note describe the other side, make all the added entries that are needed for both sides. This new package is a new work. If in what you choose as the chief source, the executive producer is named prominently, I would put that name in the statement of responsibility. If the name is more obscure, I would ignore it. With something like that you have really got to look at the package and at how the information is presented. --NO
You are talking about the case where the container does provide a unifying title. In the other case (when no unifying title is provided) treat it as an item without a collective title and transcribe whatever statements of responsibility are appropriate to each title. --JA
I get this question or ones like it all the time. I advise people that when you get something that is new, different or strange, it helps to think back through your cataloging experience and find a similar item with similar problems, maybe not in this format or kind of material, but something you can model your new solution after. Ben Tucker used to remind us to borrow from one chapter to solve a problem in another. It is a principle that a lot of people are scared to institute. "It is not in this chapter" they say. But, that is only because the people writing AACR2R had never encountered this particular situation. --NO
I think as more and more permutations and combinations of formats or subsets of characteristics are recognized, you are going to have them in your hands long before anyone talks about cataloging rules for them. You will not be able to put them on the shelf or in the attic. You will have to be creative and make a sensible description and deal with it when it is in front of you. --EG
Integrated formats have got me thinking about integrated rules. I have been unhappy for a long time with having separate chapters where you have to go to one chapter or another and neither one alone may be exactly what you want. I am really starting to think of them as one chapter of integrated rules that doesn't have quite as many gaps in it. Don't be afraid to do some of this exploring and borrowing. I never go through the exhibits here at ALA conferences without discovering something new that isn't exactly covered by any cataloging rule or in the MARC formats. But by using general principles and cataloger's judgment you can do a good deal. --NO
After all, that is what you are paid for--using your cataloger's judgment. --BF
QUESTION: I am curious about what libraries are doing that catalog individual art reproductions or slides. What can be done in terms of subject headings?
ANSWER: You can use terms out of the AAT (Art and Architecture Thesaurus). --EG
It depends on what you want to do and what kind of a file you are working with. --JA
QUESTION: This is for art reproductions in an academic library. Some people have suggested it would be very helpful, for example, to give the period associated with a work of art. But if you gave the period subject heading, according to LCSH that would not be a correct usage because that is supposed to be used only for things "about" the period.
ANSWER: Think about the fact that there are certain areas where LC subject headings are used as form and genre headings and not as topical subject headings. Most subject headings for musical works are not topical subject headings at all. They are tagged and treated as topical subject headings but, they are form and genre headings. --EG
Form and genre access points are getting to have a higher and higher profile and I am hopeful that retrieval systems can be tailored to keep up. --JA
You might also consider using the 653 field for time period. --Sherry Kelley, LC
Yes, there are many things you can put in the record whether or not you can do anything with it at this time. --JA
So much has to do with what your individual system can do, what it can retrieve. If your system cannot retrieve or interpret information from the 045, it does little good to rely on it as a source of specific information. --EG
This is a very interesting area in the development of rules and formats getting into the collection of objects, museum collections even. I have a feeling there is going to be a lot of activity in this area in the next few years. --JA
QUESTION: This is a related question to that. What if you have an abstract original art work that you are cataloging. What do you do in the summary note to describe the work? Do you say triangle, blue? We often want a description because we are not sure how a patron will go about trying to access for an original work of art. We have a collection of about 600 art prints that are not browsable without letting the patrons actually look through them. In the future, we will have to consider a graphic representation, I think.
ANSWER: Some of you may remember the little cards we used to have with a small slide of the art object--aperture cards. Maybe what we need is an electronic equivalent of those. --NO
The way to approach this is to try to decide what kind of information you expect these records need to provide to the user. Do you need to give the patron a sense of what the item actually looks like? These are questions you can't answer without looking closely at your clientele. --EG
QUESTION: In cataloging films and videos I frequently see the phrase "a film by..." and later in the credits, the same person is named again as the director or producer, etc. Which of these phrases should be used, since the person is named twice?
ANSWER: I usually include all those phrases even if they repeat some of the same names. Sometimes the order is different and it is often difficult to know the meaning of some of the contributions. --NO
A lot of those statements at the beginning of motion pictures are contractual statements and have to do with how the contracts were negotiated with the various participants, who gets top billing over who else. --EG
QUESTION: Does OLAC deal with map cataloging?
ANSWER: We haven't really in the past, because there are other organizations that deal with map cataloging in great detail. I included a chapter in my last revision of my AV cataloging manual, because I found that I was needing to catalog maps, but didn't have the need for in-depth cataloging that MAGERT gets into. So I thought that there might be other AV catalogers who weren't specialists with maps, but needed a little bit of help to do the occasional map. --NO
OLAC might want to incorporate some simple map cata- loging instruction in the next OLAC Conference workshop schedules. --EG
Yes, maybe a "so now they want you to catalog maps, too" workshop.--BF
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