CANDIDATES NEEDED FOR OLAC OFFICES
This issue of the OLAC Newsletter features reports from the ALA Conference in San Francisco, calls for volunteers and nominations, an announcement about the recent OLAC Award winner (Congratulations, Sue!) and the roster of OLAC Board Members for 1997-1998. You will note that Nancy Olson's column has found a title.
The calls for volunteers and nominations have deadlines, and you will want to pay special attention to the deadlines in the "News & Announcements" section. Calls for comments on topics such as AACR are due very soon. It is unlikely that you will receive this issue of the OLAC Newsletter in time to submit contributions to the Fall 1997 MC Journal but the editors may welcome your contributions to future issues.
In addition to the usual OLAC Newsletter conference reports is a summary of the recent Music Library Association Southern California Chapter Meeting. If space allows, the occasional reports of any meeting of interest to AV Catalogers will be published. Please submit reports to Mary Konkel or me. Our addresses are on the front cover verse.
I try not to schedule other activities while editing the OLAC Newsletter, but I couldn't avoid closing on my first house in the middle of this issue. It's been an interesting experience packing boxes between editing.
It's always a pleasure working with the Newsletter contributors. Particular thanks and best wishes go to Johanne LaGrange, Virginia Berringer, Mary Konkel and Richard Baumgarten for their final respective Treasurer's, CC:DA, OCLC Liaison and MOUG Liaison reports. Mary and Richard will continue to be a regular presence in the OLAC Newsletter with their respective Conference and Treasurer's reports. You will also see more of Virginia's contributions in her capacity as OLAC Vice President/President Elect.
It is my pleasure to begin my term as OLAC President. AV cataloging, perhaps now more than ever, presents OLAC with many unique and stimulating challenges and opportunities and the Executive Board hopes to serve you admirably in the next year.
Along with continuing Board members, Richard Harwood (Past President), Pat Thompson (Secretary), Diane Boehr (CAPC Chair), and Kay Johnson (Newsletter Editor-in-Chief), I want to welcome two newcomers to the Board. Virginia Berringer, University of Akron, is OLAC's Vice President/President Elect. Virginia has been an active member of OLAC, volunteering as the CC:DA audience observer and as chair of the OLAC Conference Scholarship Committee. She also has served two full terms on CAPC (OLAC's Cataloging Policy Committee). Richard Baumgarten, Johnson County Public Library in Kansas, has served as the OLAC/MOUG (Music OCLC Users Group) liaison for the past 2 years. Both Virginia and Richard are members of the NACO-AV funnel project.
On behalf of the Executive Board I would like to publicly thank two outgoing OLAC officers for their numerous contributions. Our Past Past President, Heidi Hutchinson, has served OLAC in so many ways -- as a workshop leader, Membership Directory coordinator, Secretary, and Vice President/President/Past President. Heidi started on the Board at the same time I did and her leadership and dedication have been inspiring. Johanne LaGrange has diligently worked as OLAC's Treasurer for the past four years finding new ways to save money and giving us comparative quarterly and annual reports. Her insight and thoughtfulness will be missed.
September gives OLAC members a chance to get involved. Positions are opened for CAPC membership, for Vice President/President Elect, and for Secretary. There is also one liaison position open at the time of this writing--the OLAC/MOUG liaison.
The plans for the 1998 OLAC Conference in Charlotte, NC are underway Kevin Furniss, Winthrop University, is the chair of the Planning Committee. Please see the Membership Meeting minutes for preliminary details. The December issue (and also the Web page) will have more detailed information.
Please contact me if you have any questions, comments, gripes, or suggestions. My address is on the Executive Board roster of this issue.
Membership: - 620
Institutional 273
Personal 347
ACCOUNT BALANCE: March 31, 1996
Merill Lynch WCMA Account 21,339.21
INCOME
Back Issues 89.50
Dividends-WCMA Account 260.00
Memberships 803.00
TOTAL INCOME 1,152.50
EXPENSES
American Library Association Conference Services 200.00
Banking Fees
Activity Fee 1.20
OLAC Newsletter 1,469.97
Postage 16.15
Stipends 444.85
TOTAL EXPENSES (2,132.17)
ACCOUNT BALANCE: June 30, 1997
Merrill Lynch WCMA Account 20,359.54
1994/1995 1995/1996 1996/1997
MEMBERSHIP: 620 626 620*
Institutional 265 289 273
Personal 355 337 347
ACCOUNT BALANCE:
Merill Lynch WCMA Account 27,038.84 30,868.56 27,735.77
INCOME:
Back Issues 131.00 163.00 223.00
Dividends-WCMA Account 1,410.13 1,435.93 840.78
Interest-Bond 364.00
Mailing List Rental 50.00
Memberships 8,792.00 7,237.00 9,809.95
OLAC/MOUG Conference 2,787.68
OLAC Conference 7,928.85
Royalties
Cataloging Unpub Nonprint 963.61 343.01
Phys Proc Man 250.00 668.29
TOTAL INCOME 14,748.42 9,504.22 19,145.59
EXPENSES:
ALA (Meetings) 240.00 240.00 320.00
ALA (Preconference) 1,000.00**
Banking Fees
Activity Fee 22.65 28.73 40.50
Annual Fee 80.00 80.00 80.00
Consultants 854.00 100.00 100.00
Labels, Envelopes & Supplies 602.83 90.53 127.62
OLAC Award 90.53
OLAC Birthday Party 992.53 398.05 25.14
OLAC Board Dinner 457.87 646.92 816.15
OLAC Conference 2,500.00 16,258.00
OLAC Conference Scholarship 670.15
OLAC Newsletter 5,023.94 4,641.35 4,858.59
Photocopies 157.24 308.35 118.24
Postage/Permit 327.70 42.54 330.58
Publication/Printing
Brochure 201.50**
Directory 1,359.98**
Phys Proc Man 247.44
Refunds 32.00 32.00
Stipends 1,912.50 1,967.06 2,744.85
TOTAL EXPENSES (10,918.70) (13,637.01) (26,521.82)
ACCOUNT BALANCE:
Merrill Lynch WCMA Account 30,868.56 27,735.77 20,359.54
*Membership figures for the 3rd Quarter were actually: Membership: 562; Institutional: 254;
Personal: 308
**Emended from the Annual Comparative Report appearing in v.16: no.3 (1996: Sept.)
EXECUTIVE BOARD MEETING
ALA ANNUAL CONFERENCE
SAN FRANCISCO, CA
June 28, 1997
OLAC President Richard Harwood called the meeting to order at 2:00 PM.
Board members present: Richard Harwood (President), Sue Neumeister (Vice President/ President-Elect), Pat Thompson (Secretary), Kay Johnson (Newsletter Editor), Heidi Hutchinson (Past president), and Johanne LaGrange (Treasurer). Also present were incoming Treasurer Richard Baumgarten and incoming Vice President Virginia Berringer. Ann Caldwell, NACO Funnel Coordinator, was present to give her report.
Richard welcomed the new officers and thanked the outgoing officers for their work .
Pat Thompson asked what should be done with the CAPC and Membership
Meeting lists of attendees; it was determined that the President should get them. The OLAC Board meeting minutes of February 15, 1997 were approved as printed in the March 1997 issue of the OLAC Newsletter.
Ann Caldwell reported that since the project began the contributors have added or revised 875 authority records. There are varying levels of participation among the contributors in the program. One of the participants, Paul Mahle from the University of Georgia, has suggested compiling an annotated bibliography of reference sources that are useful for establishing headings for non-book materials. Ann would like to pursue this with the help of CAPC. This would be a great thing to put on the OLAC web page. Sue Neumeister suggested having a link to the PCC's web page like that of the Art NACO funnel. Ann attended the series authority institute in Washington DC. in April. The funnel has not started doing series authority records yet. There are some members of the funnel who have had some training in series authorities and they may be the ones to start it. There was some discussion of OLAC financial support of Ann's training and expenses. Ann had originally planned to expand the project this fall, but it may have to wait until October 1998 to do another training session at the OLAC conference. Ann may contact some catalogers at institutions she knows of that are heavy contributors of original AV cataloging to see if they are aware of the project and would like to participate. Ann plans to try to improve the statistics being kept on the types of headings being added or revised. Revision mostly consists of updating provisional records, adding cross-references, and differentiating the undifferentiated. We still need a backup coordinator to take over if Ann goes on vacation. Richard asked about standards for the quality of contributions. Ann has considered this and has asked some other funnel project leaders about how they handle this, but there is no set method. It was agreed that we would revisit this issue later.
(Please also see the Treasurer's report printed elsewhere in this issue.) Johanne LaGrange reported that our membership is over 700 at this time. She asked about how to handle membership renewals that she receives at the end of a year--whether to start their membership (and newsletter subscription) retroactively at the beginning of that year and send them the back issues, or to wait until the following January. It was agreed to add an explanation to the membership form explaining that the subscription begins in January, and give the option to the member to say which year. Johanne obtained signatures to update the authorizations for access to the Merrill Lynch account. R. Baumgarten, R. Harwood, and P. Thompson signed.
Heidi Hutchinson reminded us that we had agreed at a previous meeting to update the directory in time for the next OLAC Conference. Richard Baumgarten presented a sample idea of how the directory information could be derived from the membership information that the Treasurer keeps. There was lots of discussion about how this might work and who would do the compiling. Pat Thompson volunteered and was appointed to be the directory producer. She agreed to work with Richard Baumgarten to come up with a plan and report to the President by Sept. 1.
Kay Johnson reported that the June Newsletter was mailed on June 10. She has submitted updated information on the subscription contact person and editor to Ulrich's, so it should he correct in their 1998 edition. Kay has signed on a colleague of hers, Michelle Robertson, to be the indexer.
See separate CAPC report elsewhere in this issue.
Johanne characterized the general attitude of Board members towards our finances in recent years as an "embarrassment of wealth" and identified an eagerness to find ways to reduce our surplus. She pointed out that in order to be fiscally responsible, OLAC should have some reserve funds. A conservative approach would be to have two years worth of typical gross expenditures in reserve. This would be a cushion for bad years, a fund for special expenses that we didn't plan for, and would also generate some interest. Johanne proposed that we set aside $10,000 as reserve money. This is an average of what OLAC spends in two years. The Board agreed to the overall idea of this proposal. Johanne was asked to write up a set of guidelines for the Board to approve and include in the Handbook. The guidelines would specify details such as how to determine when to use the reserve money, how the interest income should be allocated, etc.
Next, the Board discussed the financing of the OLAC Conference. After a lengthy discussion, it was agreed to add statements to the Handbook that would require the Conference Planning Committee to submit to the Board a budget of anticipated costs and expected attendance early enough in the planning process to allow the Board to set registration fees with the goal of breaking even. This would help to limit the amount of loss that OLAC would have to make up if the conference lost money. Heidi Hutchinson also pointed out that corporate fundraising and sponsorship can make a big difference in covering conference expenses and should be pursued more diligently in the future.
Pat Thompson distributed copies of a letter of inquiry she sent to several OCLC Regional Networks to get feedback on how OLAC could cooperate with them to provide or fund any kind of training for non-book catalogers. The responses were very positive on the whole and some needs were identified. Pat was asked and agreed to chair a task force to look into this further and make a proposal to the Board.
The Board agreed that Kay should work out the details with the Treasurer to obtain an OLAC debit card or something similar so that she does not have to use her personal checking account to pay for printings of newsletters. Kay asked for and was given approval to include black & white photographs in the Newsletter. Kay also asked whether official copies of reports and minutes should go directly to the Archivist. There was some discussion of whether the printed reports in the Newsletter were the official copies or not. Kay agreed to clarify this with Verna Urbanski, the Archivist.
The Board discussed and clarified that the MARBI and CC:DA representatives should be included in all CAPC discussions (at the meetings or by email) but are non-voting. This will be added to the Handbook.
Richard planned to ask Mary Konkel to continue as Chair of the Research Grant Committee. Heidi, as Past Past President, will chair the Elections Committee, and will appoint another OLAC member of her choice to serve with her. Likewise, Richard, as Past president, will chair the Awards Committee, and will appoint two other members. Virginia agreed to chair the Scholarship Committee again, and will appoint two other members.
John Attig was reappointed as MARBI Liaison. Two people have applied for the position of CC:DA Audience Observer and an decision will be made by the President. We will advertise for a MOUG liaison. Some questions were raised about the liaison relationship between OLAC the ALCTS AV Committee and whether the OLAC liaison should or should not be an appointed member of the 7-person ALCTS AV Committee. Richard proposed that we talk to the upcoming Chair of ALCTS AV about this. In accordance with the OLAC Handbook, the Board will review all the liaison positions at next meeting.
Sue Neumeister reported on arrangements made so far by the Local Arrangements Committee, Chaired by Kevin Furniss. (A more complete report is included in the minutes of the Membership Committee meeting.) The conference will be held sometime during the first two weeks of October 1998.
The Board decided to add two positions to the list of Adjunct Positions in the Handbook: NACO AV Funnel Coordinator, and OLAC Webmaster.
The NACO AV Funnel Coordinator will receive a stipend of $100 for each ALA and Midwinter Conference attended, a presenter fee for conducting training workshops at OLAC Conferences, and all needed financial support for obtaining training, distribution of NAC documentation, etc. The Coordinator will report to the Board. The Webmaster will receive a stipend of $50 per quarter. Descriptions for the responsibilities for these positions will be written in consultation with their current incumbents (Ann Caldwell and Sue Neumeister.) The Board also approved one-time funds to have the Webmaster hire a student worker to put the back issues of the Newsletter on the OLAC web page. The Board clarified that the newly elected incoming officers are not required to attend Board Meetings and will not receive a stipend, although they are welcome and encouraged to attend if they are already at the ALA meeting. The stipend structure for all liaisons was discussed at length, but no decisions were made and it was agreed to table it until the next meeting, when the MOUG, AMIA, and ALCTS liaisons will be reviewed.
Richard adjourned the meeting at 5:20 PM.
Richard Harwood, OLAC President, called the meeting to order at 8:07 PM and introduced the current officers: Richard Harwood (President), Sue Neumeister (Vice President/President Elect), Johanne LaGrange (Treasurer), Pat Thompson (Secretary), Diane Boehr (CAPC Chair), and Heidi Hutchinson (Past President). There were 21 members present in the audience.
The minutes of the last membership meeting held February 16, 1997 at the ALA Midwinter Conference in Washington, D.C. were approved as published in the March 1997 OLAC Newsletter. P. Thompson also reported at this time on the progress made to explore opportunities for OLAC to extend its educational outreach. A letter of inquiry was e-mailed to several OCLC Regional Networks to ascertain their interest in cooperation with OLAC for providing continuing education to non-book catalogers. The responses were favorable and identified some unmet needs that OLAC could possibly address. No further action was taken, and the Board will continue to discuss this topic before any proposals are made.
See separate Treasurer's Report elsewhere in this issue.
Kay Johnson thanked all the contributors to the last issue, and reported that she is still working out some details with her printer concerning timeliness. She reminded us that the contest to name Nancy Olson's column is still underway.
See separate minutes of the Board meeting elsewhere in this issue.
See separate minutes of the CAPC meeting elsewhere in this issue.
Sue Neumeister relayed a report from Kevin Furniss, Chair of the local arrangements committee for the 1998 conference to be held in Charlotte, N.C. The local arrangements committee includes: Pat Ballard (Winthrop Univ.), Cary Wilkins (Clemson Univ.), Ruth Roazen (Univ. of N.C. at Wilmington), and Jan Mayo (East Carolina Univ.) Three speakers have been confirmed for the general sessions: Lynne Howarth, Dean, Faculty of Information Studies, University of Toronto; Ganga Dakshinamurti, University of Manitoba Libraries; and Deb Tracy-Proulx, Yahoo! Corporation.
Richard Harwood thanked the members of the Elections Committee, Mary Konkel and Eric Childress, for a successful election this spring. He announced the incoming officers: Virginia Berringer (Vice President/President-Elect) and Richard Baumgarten (Treasurer.)
As Chair of the Awards Committee, Heidi Hutchinson thanked the other committee members, Diane Boehr and Virginia Berringer, for their work in selecting this year's OLAC Award recipient. She then gave the floor to the President, who presented the award to Sue Neumeister. A complete description of the award citation is given elsewhere in this issue.
R. Baumgarten reported for Brad Eden, who could not be present at this meeting. Please see Brad Eden's complete report elsewhere in this issue.
Please see separate report elsewhere in this issue.
Please see separate report elsewhere in this issue.
Please see separate report elsewhere in this issue.
There was no old business.
There was no new business. R. Harwood took this opportunity to thank outgoing Past President Heidi Hutchinson for her work on the board, first as Secretary for two years, and then for three more years as Vice President, President, and Past President.
R. Harwood passed the gavel to incoming President Sue Neumeister, who adjourned the meeting at 9:20 PM. (After a short break, the traditional question-and-answer session was held. The answer panelists were: Ann Fox, Sheila Intner, Diane Boehr, Glenn Patton, Ed Glazier, and John Attig. Bobby Ferguson served as moderator. Information from this session may be included in Nancy Olson's column.
The meeting was called to order by Diane Boehr, CAPC Chair, at 8:00 PM. All CAPC members were present: Diane Boehr (Chair), Ann Caldwell, Marcia Evans, Catherine Gerhart, Marlyn Hackett, Mary Beth Fecko, Mike Esman, John Attig. There were 19 guests.
CAPC was asked to submit a response on several items that came up between meetings:
CAPC approved this standard overall with a question about the requirement of a call number when the other non-book standards for core records did not require one.
CAPC was split with about half in favor and half opposed to this proposal.
This issue was discussed fully at the last CAPC meeting when the proposal was being prepared by the Music Library Association for submission to MARBI. CAPC members merely approved the final version of the proposal.
Ann Caldwell reported that as of June 25, 1997 the contributors have added or revised 875 authority records since the project began in October of 1996. Headings added have mostly been for personal names related to videos and motion pictures. There are varying levels of participation among the contributors in the program. One of the participants, Paul Mahle from the University of Georgia, has suggested compiling an annotated bibliography of reference sources that are useful for establishing headings for non-book materials. Ann attended the series authority institute in Washington DC. in April. Although she is not ready to expand the project at this time, plans are being formulated for how this could be done.
This Subcommittee, consisting of Mary Beth Fecko (Chair), Virginia Berringer, John Attig, William Graves, and Meredith Horan, was originally charged with investigating various ways in which the bibliographic record could be augmented either textually or in coded form to indicate audience characteristics. At the time the Subcommittee was formed, the Americans with Disabilities Act had just been passed, and librarians were concerned about having to be able to identify or account for materials appropriate for various types of disabled users. This does not seem to be the issue it once was. There was also an interest in showing educational levels but there is another group working on this so the Subcommittee had decided not to address this aspect.
M. Fecko distributed the Subcommittee's final report to the other CAPC members. A correction was made to one MARC tag number mentioned in the report, and it was agreed that a section on learner characteristics would be taken out. Some discussion ensued as to what to do with the report. One of the alternatives put forth in the report was to develop a list or thesaurus of form/genre headings that could be used to describe materials for special audiences. The Subject Analysis Committee of ALCTS (SAG) is currently working on various aspects of form and genre headings. A motion was made and passed to forward the relevant portions of the report to the SAC. The report may also be published in the OLAC Newsletter. Also, the creation of a thesaurus would be an excellent project for the OLAC Research Grant to support if someone was interested in doing this and applying for the grant.
The latest draft of the document was distributed and discussed. Several suggestions were made by the Committee and audience members. It was agreed that M. Evans will write another draft, circulate it to Committee members and then forward it to the Board for approval.
This standard has moved more slowly through the PCC approval process than the core record standard for computer files did, but it is now very close to being recommended for implementation. Some final changes being considered are to take out the 041; to take out the 546 for graphic materials; and to require the 546 for moving image materials only if "the linguistic nature of the of the material cannot be inferred from other data in the record and is deemed critical for identification and retrieval." This last change is being further debated.
John Attig reported on selected proposals and discussion papers that are on MARBI's agenda at this conference. (His complete report with an explanation of the documents and MARBI decisions can be found elsewhere in this issue.) CAPC did not have any strong recommendations on any of the proposals for J. Attig to take to the MARBI meetings.
This is a very long and detailed document that examines how the existing rules for choice of entry apply to works intended for performance, such as music and motion pictures. The paper describes how in some cases the performance of a work is a realization of that work, and in other cases it results in the creation of new work with mixed responsibility. The paper makes some recommendations as to how the rules should be changed to address the concept of authorship and the definition of what constitutes a work. The document in its entirety is now posted on the CC:DA website at http://archive.ala.org/alcts/organization/ccs/ccda/tf-wks1.html. CC:DA is now soliciting comments about the document from the cataloging community. However, the issues addressed in this paper are going to be incorporated into Martha Yee's contributed paper for the upcoming International Conference on the Principles and Future Development of AACR. (This conference was described in the June 1997 OLAC Newsletter.) All the papers being discussed at this conference are posted on the conference website at http://www.nlc-bnc.ca/jsc/index.html.
This set of issues is very important to OLAC and D. Boehr said that CAPC may try to compose a response via email to the paper. Some initial responses from CAPC were that the cataloger doesn't always have sufficient information to determine what the composer intended, or whether a performance has been changed, and that applying the kind of guidelines the paper suggests would not be practical in many cases.
This task force is examining the Dublin Core Header, which is a set of data elements used for describing general electronic resources. Members are experimenting with methods for mapping this information into a MARC cataloging record, and the problems and costs of using this sort of record. Examples and discussions of how this might work are available on the Task Force's web page at http://www.lib.virginia.edu/ccda/.
D. Boehr noted that after this meeting of CAPC, Mary Beth Fecko's term as a member expires, and she will be replaced on the committee by Meredith Horan. The meeting was adjourned at 9:50 PM.
Pat Thompson
OLAC Secretary
PRESIDENT:
SUSAN M. NEUMEISTER
Central Technical Services
State University of New York at Buffalo
Lockwood Library Bldg.
Acquisitions Dept.
Buffalo, NY 14260-2200
716-645-2305
716-645-5955 (fax)
neumeist@acsu.buffalo.edu
VICE PRESIDENT/PRES. ELECT
VIRGINIA M. BERRINGER
Bierce Library
The University of Akron
Akron, Ohio 44306-1712
216-972-7244
216-972-6383 (fax)
vberringer@uakron.edu
TREASURER:
RICHARD BAUMGARTEN
Johnson County Library
Box 2901
Shawnee Mission, KS 66201-1301
913-495-2454
913-495-2441 (fax)
baumgarten@jcl.lib.ks.us
SECRETARY:
PATRICIA THOMPSON
Jesse Ball duPont Library
University of the South
Sewanee, TN 37383-1000
615-598-1657
615-598-1702 (fax)
pthompso@sewanee.edu
NEWSLETTER EDITOR:
KAY G. JOHNSON
326 Hodges Library
University of Tennessee
Knoxville, TN 37996-1000
423-974-6696
423-974-0551 (fax)
johnsonk@utk.edu
IMMEDIATE PAST PRESIDENT:
RICHARD HARWOOD
George F. DeVine Music Library
University of Tennessee
Knoxville, TN 37996-2600
423-974-3474
423-974-0564 (fax)
rharwood@utk.edu
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 1998 to summer 2000. 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 December 31, 1997 to:
Heidi L. Hutchinson
Chair, OLAC Nominating Committee
Rivera Library
P.O. Box 5900
University of California
Riverside, CA 92517-5900
heidi@citrus.ucr.edu
(909) 787-5051
(909) 787-3285 (fax)
OLAC President Richard Harwood took obvious delight in presenting the 1997 OLAC Award to Sue Neumeister at the Sunday evening Membership Meeting in San Francisco. After a half year of mumbling through and glossing over the "OLAC Award" agenda point, the rest of the OLAC Executive Board was happy and relieved to finally reveal the secret. Sue was suitably surprised, though she must have suspected all along ...
The text on the handsome walnut plaque did its best to capsulize Sue's many contributions to OLAC and to the field of nonprint cataloging in seven terse statements--and this even before she had taken office as OLAC's next President! That text is printed below.
By the way, for a list of all of the worthy recipients of this award down through the years,
see OLAC's Web site at:
On this date, Sunday the twenty-ninth of June, nineteen
hundred and ninety-seven,
Richard L. Harwood, President
I am honored and extremely excited to have received the OLAC Award in San Francisco. To me OLAC is an organization that is truly a pioneer in furthering the understanding and development of AV cataloging standards.
My first OLAC Conference was in Dublin, Ohio in 1986 (OLAC's second biennial) and I have been hooked ever since. Sheila Smyth (now, Mrs. Heberger) deserves my deepest gratitude for getting me involved with the planning of the OLAC Conference in Rochester in 1990 which launched my involvement in this wonderful organization. It has been my pleasure to have been actively involved with OLAC over these many years.
I feel privileged to be in the company of such great leaders as Nancy, Verna, Sheila, Richard, Cathy, Glenn, Ann, and Laurel. I intend to continue spreading the word about OLAC and the great organization that it truly is. Sincere thanks and appreciation to all of you, especially the Awards Committee and Executive Board, for honoring me with this recognition.
Sue Neumeister
The OLAC Award recognizes and honors a librarian who has made significant contributions to the advancement and understanding of audiovisual cataloging.
The OLAC Award Committee is now accepting nominations for the 1998 award. The Committee will select a recipient based on nominations received, subject to approval by the Executive Board at the ALA Midwinter meeting.
Eligibility for nomination is as follows:
Send all nominations by November 15, 1997, to:
Richard L. Harwood, Coordinator
George F. DeVine Music Library
University of Tennessee
Knoxville, TN 37996-2600
e-mail: rharwood@utk.edu
phone: 423-974-3474
fax: 423-974-0564
Previous OLAC Award recipients: Sue Neumeister, Laurel Jizba, Ann Sandberg-Fox, Glenn Patton, Catherine 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.]
OLAC is now accepting applications for its 1998 research grant. This grant is awarded annually by the OLAC Executive Board to encourage research in the field of audiovisual cataloging.
Perhaps you have been interested in surveying the AV community about an important issue. Maybe you have an idea for a terrific cataloging manual, index, thesaurus or database that you wish to develop. Your research might require you to travel to different libraries, make phone calls, send out mailings, hire secretarial or data entry support, make photocopies or take photographs. The possibilities are endless!
Proposals will be judged by a jury appointed by the OLAC Board on the basis of practicability and perceived value to the audiovisual cataloging community. Applicants must follow OLAC's prescribed guidelines for submitting proposals as outlined below.
AWARD DESCRIPTION
The application must include:
Principal investigator:
(Last), (First) (M.I.)
Mailing address
City, State, Zip:
Daytime telephone:
Place of employment:
Position title:
Project title:
Brief description of proposed project:
Member of Online Audiovisual Catalogers since: 19___
Co-investigator(s) :
Proposal must follow OLAC's Guidelines for Proposals and include this completed application form.
Proposals must be received by the Chair of the Research Grant Committee by MARCH 1, 1998.
Send the application form and proposal to:
DEMYSTIFYING SUBJECT CATALOGING OF ELECTRONIC
RESOURCES
Presented by the ALCTS CCS Subject Analysis Committee
ALA Annual Conference, San Francisco
June 27-28, 1997
Submitted by Becky Culbertson
University of California, San Diego
Presenters: Arlene G. Taylor (Professor, School of Information Sciences, University of Pittsburgh); Lynn El-Hoshy (Senior Subject Cataloging Policy Specialist, Library of Congress); David Reser (Senior Cataloger, Computer Files-Microforms Team, Library of Congress)
This ALCTS Preconference gave 75 catalogers an in-depth look at fundamental subject cataloging principles with an emphasis on electronic resources. Arlene Taylor began the day-and-a-half conference with the conceptual background and definition of subject analysis, and a practical method of approach to subject analysis at the summarization level. This included an examination of the title, subtitle, table of contents, and illustrations; the identification of names, chronological elements, and the form/genre of the piece in hand; the construction of a sentence giving analysis of what this resource is about; the identification of index terms to be searched in the Library of Congress Subject Headings (LCSH) and LC's name authority file; and finally the conversion of the proposed terms into the controlled vocabulary of LCSH.
On Friday morning, Lynn El-Hoshy reiterated the steps involved in subject analysis and went on to discuss the assignment and construction of subject headings. The assignment of subject headings depends on several elements: specificity (or the assignment of headings that are as specific as the topics they cover), bi-level indexing when handling a work that discusses a broad principle illustrated by specific cases, multielement topics, and the pre- and postcoordination of headings. She also summarized how LCSH is constructed, the relationship between LCSH and the LC Name Authority File, the types and forms of headings in LCSH and its syndetic structure.
After Arlene and Lynn laid the groundwork on subject analysis, David Reser proceeded to narrow the topic by applying LCSH to electronic resources. He is himself a computer files cataloger at LC, so he discussed how the process works there, where to find content information for electronic resources, and then delineated general principles for subject access to electronic resources, including works about electronic resources. The Library of Congress does not normally mount CD-ROMs during the cataloging process, but instead relies on external sources including containers, jewel case inserts, labels, documentation, advertisements and other sources such as publisher Web pages, product lists, marketing information and direct contacts for cataloging information. LC is about to embark on a new project to catalog remote electronic resources called "BE Online" (Business and Economics). He mentioned an LC "Friday Group," which meets to discuss the subject cataloging of electronic resources. They are working on guidelines for the application of form headings and form subdivisions to electronic resources, as well as the works about them. They are also compiling lists of form, headings (155s) and form subdivisions (185s) and their corresponding authority records.
David gave a brief history of electronic subject cataloging. Initially (in 1986) the emphasis was on microcomputers. Now electronic resources are much more varied-- databases galore and resources mixing computer data and programs, such as interactive multimedia. For a long time, the cataloging community was encouraged to use the form subdivision
As of 1996, the current practice is to limit the use of the subdivision "--Databases" to records either about databases or to those records for actual databases (defined as a collection of logically interrelated encoded data stored together in computerized files, usually created and managed by a database management system). He brought up the concept of "mainstreaming" the subject analysis of electronic materials as much as possible and not automatically adding form subdivisions just because you have a record for an electronic resource. Web resources that are updated regularly may be assigned general headings, more like the serial model.
David concluded with a brief discussion of the elements that should be included in the summary note; namely, the scope of the work, the nature and form of the contents, the extent of the item, the levels of user interactivity, and the age level (if identified) or intended audience.
After both Arlene's and David's talks, exercises consisting of electronic resources needing subject analysis were provided that illustrated their points.
Sue Neumeister, State University of New York at Buffalo also shares some information gathered at this Preconference.
General Guidelines for Subject Analysis of Electronic Resources
The ALCTS-AV Committee had its first of two meetings on Sunday, June 29th, from 8-9 a.m. After introductions and a report on CC:DA activities, Ann Caldwell gave a short report on the Digital Resources Committee, February minutes were approved, and Donna Cranmer gave a report on MARBI. The rest of the meeting was spent discussing the 1998 Program that ALCTS-AV was hoping to present, and fine-tuning the program application.
The second meeting was held on Tuesday, July 1, from 9:30 a.m.-12:30 p.m. Liaison reports were given. The brochure Are You Media-Savvy? has been completed, and is awaiting various wording changes, as well as a decision on whether the ALCTS-AV Committee will be changing its name. The Task Force on the Name Change presented their recommendation that the committee change its name to the Media Resources Committee. Hopefully this change will be approved by the Midwinter meeting, so that the brochure is able to be published ASAP. A web site subcommittee was formed to examine the possibility of an ALCTS-AV web page. Ann Caldwell and Lowell Ashley will co-chair this subcommittee. The new chair of ALCTS-AV will be Ann Caldwell.
Some discussion regarding the cancellation of the Sunday morning meeting ensued, but it was decided that this meeting time was still needed.
ALCTS COMMITTEE ON CATALOGING:
DESCRIPTION AND ACCESS (CC:DA)
OLAC OBSERVER REPORT
Submitted by Virginia Berringer
University of Akron
Saturday June 28, 1997
The meeting opened with a report from the Chair, Joan Swanekamp. A new brochure, Building International Descriptive Cataloging Standards: The Role of the American Library Association's Committee on Cataloging: Description and Access is now available at the ALCTS booth. A Task Force on Conference Proceedings, to be chaired by Martha Yee, is to be appointed. A liaison from CC:DA to the ALCTS Digital Resource Committee has been approved and will begin with the 1998 Midwinter meeting. CC:DA has agreed to a request from the CCS Committee on African And Asian Materials to sponsor, in name only, a program they are planning for the 1998 annual conference. Suggestions received on the Guidelines for Cataloging Children's Materials prepared by the CCS Committee on Cataloging Children's Materials have been forwarded to that committee to be incorporated into the final publication.
The Chair's report was followed by "Old Business" consisting of liaison and committee reports:
Brian Schottlaender reported on the Joint Steering Committee's work on a number of rule revisions dealing with serials which resulted from PCC's review of the LCRI's and recommendations for incorporating them into AACR. Proposals for changes to rules 12.1B1, 12.1B7, and 12.1B3-- all dealing with title transcription, were approved with changes to the wording recommended by the Canadian Cataloging Community and the addition of examples to 12.1B3. The list of initial articles compiled by Glenn Patron has been forwarded to ALA. Revisions and amendments to Chapter 9 have been finalized and "Consolidated/4", as the document is designated, was approved. Laurel Jizba pointed out that these revisions are already out of date. Additional changes to the chapter will require new proposals. Following a suggestion from Martha Yee, CC:DA approved the formation of a task group to examine harmonization issues that will result from the approval of the new ISBD(ER).
Ann Fiegen presented the final report of the Task Force on Document Distribution. Three steps remain to be completed: updating and moving the CC:DA website to ALA; appointing a website maintenance contact name; and the addition of a clear statement specifying that only documents originating with CC:DA will be eligible for mounting on the site. The document was approved. A liaison between ALCTS and CC:DA will be needed to oversee posting of documents.
David Epstein from ALA Editions reported on progress with the electronic version of AACR2. The infobase will go to JSC for approval in late July and the CD-ROM should be ready in late November. Licensing for third party developers is ready and developers should contact ALA Publishing for more information. AACR2 will be reprinted, incorporating all the amendments, using the file prepared for the electronic version. This reprint should be available about the same time as the CDROM, and will probably be issued as a strong paperback in a different shade of green. A new amendments packet will be also be available for updating existing copies, and should be formatted to simplify insertion. The loose-leaf version will no longer be available because of cost of the binders. If reissued, it will be as pages only in shrink wrap.
Cathy Gerhart reported on the activities of MARBI, briefly describing the major proposals before the committee. Some of the topics currently under discussion include identifying digital materials, mandatory 007 for computer files, enhancements to the authority format, expanding the definition of the 028 field, additional subfields in the 043 field, development of a URN to replace the URL in the 856 field, and problems with filing indicators.
Glenn Patton reported on OCLC progress. The new edition of the guidelines for cataloging internet resources should be available in electronic form this summer. Negotiations related to making German cataloging rules compatible with AACR2 are nearing completion, but the Russian project is moving very slowly.
Monday June 30, 1997
The first item on the agenda was a continuation of Brian Schottlaender's report from JSC regarding proposals for revision of cataloging rules for serial titles. Rules discussed were 12.7B7, 1.6A1, 1.6A3, 1.6B1, and 1.6J1. Recommendations from the Committee to Study Serials Cataloging were discussed and CC:DA members provided further comments on the wording and implications of each proposal.
Sherry Kelley presented the report of the Task Force on Metadata which had received a new charge at Midwinter to look beyond the TEI header. Subgroups have been set up to look at TEI and the Dublin Core. John Attig has set up a Dublin Core website and has expanded on that project, including construction of a model to investigate how metadata could or would be used by creating some metadata and using LC's system of mapping it to a MARC record. This will put the information in a familiar structure for analysis.
Following a short break, the members of MARBI joined CC:DA members around the table for a joint discussion on metadata, covering various aspects of its use as a means of access, how useful it may be to catalogers creating bibliographic records, and issues librarians will have to explore concerning its use and integration into OPACs.
Following the joint session, Barbara Tillett reported on recent activities at the Library of Congress. LC's recent budget proposal included funding to cover acquisition of a new system. The RFP for the new system will be available on the LC website. On May 1st, the Jefferson building reopened following extensive renovation. On March 7, 1997, CDS sold its last card set. Archival Moving Image Materials is under review, and LC is seeking suggestions and advice which should be submitted to Barbara Tillett or Harriet Harrison at LC by October 15, 1997. Starting in the year 2000, LC numbers will expand the year portion to 4 digits. CPSO will post new and changed language codes on their web page. Weekly lists will also be posted. LC has not yet issued its document on form/genre. A draft of interim guidelines for electronic resources will be submitted to a larger group at LC with possible publication at the end of the year. NACO is now 20 years old, and series authorities institutes are being offered, with the next one scheduled for April, 1998. In May LC adopted the core level bibliographic record as the basic level for most materials and will phase in implementation of this standard. LC plans to convert from the Wade-Giles system for romanization of Chinese to the PinYin system sometime during 2000. Distribution of LCRI's through the web is being tested. LC is seeking feedback on the proposed rule interpretations currently on the web.
Dan Kinney reported on the 1998 joint CC:DA/CCS program planned for the Washington, D.C. Conference. The title will be What in the world? Cataloging in International ... It will be presented on Saturday morning.
The meeting concluded with the introduction of the 1997/98 chair, Dan Kinney.
MACHINE-READABLE BIBLIOGRAPHIC INFORMATION COMMITTEE
(MARBI)
Liaison Report
Submitted by John Attig
Pennsylvania State University
The Machine-Readable Bibliographic Information (MARBI) Committee and the USMARC Advisory Group met for three sessions during the ALA Annual Conference in San Francisco, CA. The following items will be of interest to OLAC members :
PROPOSAL NO. 97-3R: Redefinition of Code "m" (Computer file) in Leader/06 in the USMARC Bibliographic Format
In discussion, vendors reported their indexing practices for these two fields. Almost all of them index 028 and a significant number of them also index 037, either as a separate index or as part of a general number index. There was reluctance to make both of these fields equally general, because then there would be no distinction between them. The consensus was that the scope of field 028 should be defined (perhaps as Publisher Number for Music, Sound and Video Recordings). The application guidelines should be revised to make this scope clear and to allow numbers that are related to music and recordings to be entered in 028 even if the item is not itself a score or recording. There should also be a provision that in case of doubt, code numbers appearing on music and recordings in 028 and numbers appearing on other types of material in 037. A proposal will be presented at the 1998 Midwinter Meeting.
http://www.libraries.psu.edu/tas/jca/dublin/index.htm
Everybody is invited to contribute examples or comments to the site. MARBI and CC:DA are arranging to work jointly on metadata issues.
OCLC USERS COUNCIL REPORT
Submitted by Mary S. Konkel
University of Akron
The 3rd meeting of the 1996/97 OCLC Users Council was held May 18-20 at OCLC in Dublin, Ohio. The focus of this meeting was "Model Partnerships: Information Producers, Libraries, and OCLC." Key questions discussed were 1) What types of partnerships with information producers should OCLC focus on to strengthen your library's services to users? 2) What components of your library's services could be significantly strengthened by OCLC's partnerships with information providers?
Dr. Wayne K. Smith, President of OCLC reported on progress in reference services, cataloging and resource sharing enhancements, and international expansion. A new TCP/IP telecommunications network is being field tested which will provide us with more options and make saying "DOS-vee-DAH-neeyah" or goodbye to DOS (OCLC Passport for DOS will be retired as an interface to OCLC online services effective January 1, 1998) less painful. The workstation replacement program continues as OCLC assists libraries in making the migration to a Windows environment.
Sarah Long (North Suburban Library System, IL) and Owen Youngman (Chicago Tribune) offered a great show-and-tell on the collaborative NorthStarNet/Digital Cities project which combines local news, business, entertainment and community information online. Take a peek at www.nsn.org for more information.
Jerry Campbell (University of Southern California) discussed the changes in how information is published and delivered. Libraries are shifting to a more commercial model of service and information delivery and are expanding more than ever in the area of distance learning. New needs and opportunities for librarians are being created as the virtual university and library is a reality now.
Wayne Kelley (U.S. Government Printing Office) talked about the increasing distribution of government information in digitized form and the subsequent difficulties in preserving/archiving this information. Libraries have a long-standing commitment in making this information available to the public, but the challenges are greater now as higher-end computer equipment and training is needed to provide public access to government information online.
Stuart Weibel (OCLC), sometimes known as the "father of metadata" gave an excellent presentation on the history and development of the Dublin Core Metadata. Metadata in simple terms is "data about data" and in the Internet commons, the need to integrate library resources descriptions with other models being used in cyberspace is necessary for universal retrieval. Our traditional cataloging records are already rich in metadata; this is great for some materials, but others require less information and non-library thesauri for description and access.
I have welcomed the opportunity to attend Users Council on OLAC's behalf. This is my last report as OLAC's representative as I will begin my term as an official OCLC Users Council delegate representing Ohionet, my OCLC regional network in Fall. I wish my successor good luck and promise I'll be at least one familiar face when they attend Users Council meetings.
MUSIC LIBRARY ASSOCIATION
SOUTHERN CALIFORNIA CHAPTER
SPRING MEETING SUMMARY
Submitted by Nanette Schneir
Santa Monica Public Library
The spring meeting of the Music Library Association's Southern California Chapter was held at the California institute of the Arts in Valencia, CA on April 18, 1997. The program included an interview with Pulitzer Prize winning composer Mel Powell, a presentation by filmmaker/artist Jules Engel, and a tour of Cal Arts' theaters, galleries and library.
After introductions by Don Brown, Chapter President, Mel Powell, in a friendly, often humorous manner, began the morning program by answering questions posed by oral historian Sean Griffith. Powell's responses presented an overview of his career from his early jazz experiences to the honor of receiving the Pulitzer Prize for music in 1990. While training to become a classical composer, Powell was introduced by a friend to the world of jazz, in which he played with the Benny Goodman orchestra for over a year. Powell enjoyed a prestigious but short jazz career and feels strongly that American composers who do not learn about this country's indigenous music are missing out tremendously. After a brief stint composing for Hollywood, Powell resumed his classical training with Paul Hindemith at Yale, where Powell taught from 1957-68. When the Disney family, at Aaron Copland's suggestion, asked Powell to come to California in 1968 to build a music school at Cal Arts, it was an offer too exciting to ignore. Currently, Powell serves as Cal Arts' Co-Chair of Composition and is an Institute Fellow holding the Roy E. Disney Family Chair in Musical Composition.
At this point, the audience was treated to recorded excerpts of Powell's compositions "Duplicates," the Pulitzer Prize winning concerto for two pianos and orchestra, and "Modules," another orchestral work.
During the afternoon session, Jules Engle, Director of Experimental Animation at Cal Arts, showed five award-winning, student produced, animated films. He described his students as artists who use the medium of film. Engle said that it requires approximately two years to create such films, which are thereafter rarely seen outside animation festivals. Engle is a mentor to his students, accepting them where they are and helping them to open doors that will develop their talents. In response to a question, he said that it requires 24 sketches to produce one second of film, and that proper disposal of the enormous amount of paper is indeed a concern. Engle has won many awards, including the Jean Vigo, Norman McClaren and Winsor McCay awards, and his talents helped create such characters as Gerald McBoing-Boing and Mister Magoo.
On the tour that followed, Cal Arts Music Librarian Joan Anderson and a Cal Arts student informed us about Cal Arts programs and facilities. The Institute is unique in that all the arts are combined under one roof, and students may earn interdisciplinary degrees. CAP (Community Art Partnership) links Cal Arts with art centers throughout California, offering instruction in the arts for talented young people and forming a bridge between young artists and the talent and resources of Cal Arts.
The main building at Cal Arts includes seven theaters, seven galleries, open dance and music performance areas, various shops for student artwork and productions, an experimental animation room, a gamelan room in which are displayed numerous beautiful instruments from Bali and Java, and the library that houses books, periodicals, scores, recordings, slides, films, software and videos. Particularly interesting is the Modular Theater comprising 348 4-1/2' square modular tiles, all of which can be removed or refigured to change the shape of the theater.
MUSIC OCLC USERS GROUP
Liaison Report
Submitted by Richard Baumgarten
Johnson County Library
Overland Park, KS
The Music OCLC Users Group will hold its 20th anniversary conference February 9-10, 1998 in Boston. Neil Hughes and his program committee are working to create an exciting and informative conference. Plans include a possible pre-conference workshop, 2 plenary sessions, 2-3 program sessions as well as the customary NACO-Music and Enhance working sessions.
Program topics under consideration are:
COMPUTER FILES CATALOGING: CPSO, the Computer Files Cataloging Team, and a small group of subject catalogers are working together to update policies on subject cataloging of computer file materials. The main goal of this work is to "mainstream" computer files access, eliminating the practice of identifying information carriers in subject strings. SCH H 1520 "Databases" has been revised and will be reissued in August, along with the next set of update pages. Additional work includes the revision of SCM H 2070 "Software" and the identification of CF form/genre terms in preparation for LC's portion of the ALA preconference:
CF cataloging's team leader, Nonna Hendrickson, reports that regular cataloging work continues apace. One CF cataloger continues to be project coordinator for BeOnline, the project that is laying the framework for the library's policies on selection and cataloging of online resources, beginning with those resources in the fields of business and economics; another is contributing many hours each week towards the Library's new integrated library system (ILS).
Computer files continue to arrive in the team at the rate of 250 per month, and are sent forward at a rate of 134 per month.
MOVING IMAGES CATALOGING: CPSO has begun work on the revision of the AACR2-based cataloging manual, Archival Moving Image Materials (AMIM), in an effort to incorporate USMARC content designation and to review its policies in line with the upcoming "International Conference on the Principles and Future Development of AACR." For the purposes of the review, we are seeking advice and suggestions from as broad a range of specialists and interested professionals as possible. Comments and suggestions are most welcome and will be accepted by CPSO until October 15, 1997.
As a part of LC's preparation for the implementation of MARC field 655 and subfield "v", CPSO is also working with UCLA's Martha Yee to integrate form/genre terms from the 1988 list, Moving Image Materials; Genre Terms (MIM) into LCSH.
Head of MBRS moving image cataloging, Barbara Humphrys, reports that she and her catalogers have been devoting much of their time to the implementation of their new system, MAVIS. MBRS would also like me to clarify that their new Moving Image Genre-Form Guide is not a revision of Moving Image Materials; Genre Terms, but is rather a separate effort based on a more faceted approach. Copies of this guide may be obtained on the Web at:
(or by contacting Brian Taves in MBRS ( btav@loc.gov))
MAPS CATALOGING: Barbara Story, Head of cataloging in the Geography and Map Division, reports that her National Digital Library staff have begun to create original cataloging records for some of the material being scanned for the National Digital Library project. Records are created using data from map folders and will be Encoding level "z". NDL/G&M staff continue to update existing full-level records. Some digital images for panoramic maps are now available on the Internet. Bibliographic records for these images will be available to the public soon.
SOUND RECORDINGS CATALOGING: Those of you who were at Midwinter may remember that I reported at that time on the reorganization of the Motion Picture, Broadcasting and Recorded Sound Division. One of the results of this reorganization is that LC now has two separate sets of sound recordings catalogers, the group in the Music Sections of the Cataloging Directorate--with whom you are already familiar--and a newly formed team of sound recordings catalogers in MBRS.
Deta Davis from the Cataloging Directorate reports that the Music Cataloging Teams have two sabbatical librarians working with them from June to August. Laurie Phillips Gibson of Loyola University in New Orleans, and Barry Zaslow from Miami University in Ohio will be working on cataloging the Secrist collection, a subset of 78 rpm recordings from the Rigler-Deutsch collection.
Gene DeAnna of MBRS reports that his catalogers currently have over 97,000 records in the Divisions Cuadra STAR recorded sound database -- including the NBC Radio Collection and the Office of War information broadcasts. Upcoming projects include the Andre Kostelanetz collection, the NBC Symphony-Toscanini programs, and the conversion of Copyright Office records for the 45 rpm collections from COPICS to STAR. A similar project for copyright cassettes has resulted in the addition of 60,000 items to STAR. Currently, STAR is available only on-site, but plans call for WWW access by late 1997.
DATABASE: As of April 1, 1997, there were about 965,000 Visual Materials records, 1,144,000 sound recordings and 88,000 computer files records. The 37 millionth bibliographic record was added to the database in early June. There are now 628 million holdings attached to bibliographic records.
We have completed development for input and output of records in UNIMARC including the capability to export in UNIMARC. The completion of this project allowed OCLC to begin loading records from the National Library of the Czech Republic (LGP) in March 1997.
DATABASE QUALITY: We have completed the 9th run of the Duplicate Detection and Resolution software that, since 1991, has identified and merged slightly more than 1 million monograph records. OCLC and the Library of Congress are cooperating on development of software to clean up uniform titles. The first phase of project is concentrated on clean up of music-related uniform titles and will include the creation of machine-generated authority records for names and name/title headings found in LC bibliographic records which are not already represented by authority records.
DOCUMENTATION: A new manual, Searching for Bibliographic Records (which supersedes the Guide to Searching the Online Union Catalog), was distributed in late February along with a revised searching reference card. Revisions to other user manuals are in process.
ACCESS: OCLC is beginning the process of migrating users from our proprietary dedicated-line network to a set of TCP/IP-based access methods. Later this summer, we will offer dial-up TCP/IP or PPP services to be followed by dedicated access to be field tested in the coming months. Moving in this direction will require hardware and software migrations for member libraries including the necessity of Windows 95 or NT. As part of this process, OCLC will no longer support Passport for DOS after January 1, 1998.
CATALOGING: Development continues on the Cataloging Micro Enhancer for Windows. Plans call for the software to be available this fall following a field test in September and October. New capabilities include interactive searching, batch replaces of master records, and access to the PromptCat and Bibliographic Record Notification service files. Current users should be aware that this software will require either Windows 95 or NT. Support for the DOS product will continue so that users can make a smoother transition.
In addition, in September we will release a Cataloging Label Program that will provide additional capabilities for spine labels, including volume and copy numbers and support for laser label stock. The software will be free of charge and will be downloaded from the OCLC Web site.
INTERNET RESOURCES: The InterCat database continues to grow. In mid- June, it contained nearly 14,000 records with more than 400 libraries having created at least one record. It grows, on average, by about 850 records a month. More than 330,000 holdings are attached to InterCat records. A revised version of the Internet Cataloging Guidelines is current undergoing final editing and will be available shortly after ALA. It will be published in both print and electronic form.
New look for RLG
Award-winning designer John Stoneham, of Saratoga, California, created RLG's new logo this spring. Starting from a lowercase r, he says, "it became both the open page of a book and an open door. " Stoneham based his unique lettering for "Research Libraries Group" on the typeface Trajan. See the new RLG logo on future RLG publications and see it in its animated form on the redesigned RLG website at: http://www.rlg.org/
Enhancements to Ariel for Windows
A major new release of RLG's Ariel for Windows software began shipments in late winter. Used around the world for quick, inexpensive, and high-quality Internet FTP document transmission, Ariel version 2 also enables transmission of long and complex documents and images through MIME-compliant e-mail simplifying international transmission and allowing for direct delivery right to the user's desktop. Scanner vendors such as Canon are sporting "Ariel-compatible" signs and demonstrating their products for use with the new software.
CitaDel History of Science and Technology
The CitaDel History of Science and Technology file (HST) has been expanded, under the direction of the International Union of the History and Philosophy of Science, to become the definitive international bibliography for this subject. More than 100,000 records cite the contents of over 1,000 journals, conference proceedings, books, book reviews, and dissertations in all scientific disciplines, as well as related fields for interdisciplinary research.
SCIPIO: Art and Rare Books Sales Catalogs Moves to CitaDel
New to the CitaDel lineup is SCIPIO: Art and Rare Books Sales Catalogs-over 200,000 bibliographic citations for catalogs of art sales dating from 1599 to currently scheduled auctions. Valuable sources of information on the provenance of art objects, patterns of collection, and the contemporary market for works of art are now easily accessible to end users through both Eureka and Z39.50-connected local systems. Originally created as an RLIN "special database" by major North American university and museum art libraries, SCIPIO is a powerful complement to two other CitaDel files: the Bibliography of the History of Art and the Avery Index to Architectural Periodicals.
"Diogenes" becomes "Marcadia"
One of the best ways to use the RLIN Bibliographic Database for local cataloging needs is through the Internet FTP-based automatic cataloging service jointly offered by RLG and Retro Link, a division of Ameritech Library Services. Formerly called Diogenes, this service has been renamed Marcadia.
For more information about any of the topics in this report, please send email to bl.sal@rlg.stanford.edu. Information is also available at RLG's home page on the World Wide Web, at: http://www.rlg.org/ or call RIG, the RLG Information Center at 800-537-7546.
AMERITECH PARTNERSHIP: WLN and Ameritech Library Services have agreed on a joint project to build the next generation of software to run bibliographic utilities and cooperatives using Ameritech's client/server Horizon software. Software developers from both companies have already started to enhance the Horizon software so that it can meet the emerging needs of consortia, networks, and other library groups. WLN will use the resulting software to operate its network of several hundred libraries throughout North America as these libraries access the WLN central database at its headquarters in Lacey, Washington. Ameritech Library Services will use the enhanced Horizon product to better serve a number of current and new customers needing to share regional databases more effectively.
MARS MARC IN TIME: MARS MARC In Time (MMIT) is a new service from WLN that builds on its extensive MARC Record Service programming to provide quality MARC records to libraries quickly and at a low cost. Starting with brief or outdated machine-readable records on the library's local system, MMIT "pulls" a file of brief records, via FTP, from the library server and matches these records against WLN's database of over 10 million records. It then "pushes" matching full MARC records, via FTP, back to the library server along with a text file reporting the number of matches, misses, and multiple hits for the library's review. From start to finish, the turnaround time is less than 48 hours. Libraries need not be WLN members to use MMIT.
CATALOG CARD SERVICE: WLN now offers catalog card services to libraries that are not members of the WLN network. Libraries who had been receiving printed catalog cards from the Library of Congress will want to consider the WLN service now that LC no longer offers catalog cards. Affordable catalog card sets are available from WLN with either Dewey or LC call numbers, including a number of options for both types of call numbers.
LC PARTICIPATES IN WLN ILL NETWORK: The Library of Congress has become an online provider of interlibrary loan requests to WLN member libraries. WLN libraries will be allowed to borrow items from LC that are not otherwise available within their local area or items which have no holding libraries in the WLN database.
NACO PARTICIPATION: Earlier this year, WLN librarians received a week of specialized Name Authority Cooperative Program (NACO) training in Lacey, Washington from a Library of Congress representative. WLN as well as its member libraries are now contributing new and revised name authority records to the national authority file.
More information on these topics is available at WLN's home page on the World Wide Web:
The Joint Steering Committee for Revision of AACR (JSC) has established an open electronic discussion list to facilitate an exchange of ideas on the topics under consideration at the International Conference on the Principles and Future Development of AACR to be held in Toronto, Canada on October 23-25, 1997. The conference papers will be posted as they are received They are available on the JSC Web site at:
Final papers received from four speakers have been posted.
Discussion list participants are encouraged to consider and respond to issues raised in the conference papers. It is anticipated that feedback arising from this forum will be taken into account by the speakers and conference participants as part of their preparation for the conference.
To subscribe to the list, send an e-mail to the following address:
In the body of the message type:
To post items to the list, send messages to:
Mary Disipio
List Administrator
aacrconf-coord@nlc-bnc.ca
The editors of MC Journal, The Journal of Academic Media Librarianship are issuing a call for contributors to the Fall 1997 issue.
Manuscript topics should focus on the eclectic array of services and environments present in academic media centers. Suggested topics include staff management, collection management, the Internet and World Wide Web resources, equipment concerns, and the changing state of the profession itself.
Articles are peer reviewed using a double masked review process. Copyrights to articles are retained by the authors. MC Journal is indexed in Library Literature.
To submit a manuscript please send your ascii file via e-mail to: Lori Widzinski, Editor at widz@acsu.buffalo.edu OR Terrence McCormack, Associate Editor at cormack@acsu.buffalo.edu
You may also send your ascii file via US Mail on disk to the editors above at the following address: Media Resources Center, Health Sciences Library, Abbott Hall, University at Buffalo, 3435 Main Street, Buffalo, NY 14214-3002.
Articles should follow the Chicago Manual of Style, 14th ed., documentation style two, author/date text references. Please include a brief abstract.
The editors would be happy to discuss any ideas for articles. They may be reached via the above e-mail addresses.
KNOWLEDGE ACCESS MANAGEMENT
TOOLS AND CONCEPTS FOR NEXT-GENERATION CATALOGERS
The OCLC Institute invites your participation in an intensive, interactive seminar, Knowledge Access Management: Tools and Concepts for Next-Generation Catalogers, to be held November 10-12, 1997 on the OCLC Campus, Dublin, Ohio.
Specifically designed for cataloging leaders, this seminar explores and advances the boundaries of digital cataloging practice in libraries through in-depth analysis of current practice, exploration of emerging technology applications, active discussion of cataloging futures, and distance learning and follow-on projects.
For more information, please contact Erik Jul at (614) 764-4364 or jul@oclc.org.
DRAFT DOCUMENT OF THE TASK FORCE
ON THE CATALOGING OF WORKS INTENDED FOR
PERFORMANCE
It is hoped that the document will stimulate discussion in the cataloging community of better approaches to cataloging works intended for performance. Works intended for performance include plays, musical works (including operas), and choreographic works. The document may be found at the following address on the Web:
Comments on the document should be addressed to:
Martha M. Yee
UCLA Film and Television Archive
1015 N. Cahuenga Blvd.
Los Angeles, CA 90038
myee@ucla.edu (Email)
213-462-4921 x27 (phone)
213-462-6317 (fax)
Martha M. Yee
Cataloging Supervisor
The new column title was one of 17 suggestions received. As it happened, Kay Johnson suggested this one, and I modified it slightly.
Silent film, sound added: Jay Weitz sent me this question with his answer and suggested I use it in this column. Linda Swope emailed him with the question in May.
She says: "I have a question on whether to code an item with or without sound. You wouldn't think this would be confusing but ... " She has a silent movie on VHS to which music has been added, and is not sure how to code the 300 field, or the 007 related to the sound. And she would like to use the subject heading "Silent films."
Jay's reply: "Good question. Here's my best guess. Although the original motion picture film was silent, this VHS video must be considered to have sound. In this new medium, the film has music integral to the item. I'd code the 007 for the sound and indicate "sd." in the 300 field. It might be wise to include some sort of note explaining that the original was silent and that the sound included is the music. The situation is pretty much analogous to colorization of black-and-white films, where an alteration of the original would deserve to be noted, but where you would code for the item you have in hand. Regarding the subject heading, I think there's really no problem at all. If you read the scope note for the heading "Silent films" ("Here are entered films made in the early days of the motion picture industry before the advent of talking films"), the heading is still entirely appropriate."
I agree with Jay on this decision. And I would add that this is cataloged as a new work because of the change in medium and the change related to the music.
Dates are always questioned with videos, and I would suggest this would use date type "s" with the date of publication/distribution of the sound video in the fixed field. Though it was previously released, that release did not have sound, so I would not use the original date as date 2 in the fixed fields. Jay says he "would be inclined to code DtSt as "p" since that original capture date still stands -- The "s" or "p" question is certainly open to debate, though." Even the experts differ. So feel comfortable with either practice in DtSt. But don't use "r" as this is both changed from film to video and from silent to sound.
I would, however, be sure to include the history note that says something like "Originally produced as silent film in (date)."
Video length differs: A recent question to me concerned length of videos. Trish Sylvie emailed me to say she had two instances where the length stated on the container differed from the actual viewing time. In one case the container said "approximately 115 minutes" but the actual time was 108 minutes. In the other case the container said 1 hour 50 minutes and the actual time was 1 hour 43 minutes. She put the correct time in field 300, but wondered about putting in a note "Duration time on container differs from actual viewing time." My initial feeling is that this is fairly common and I wouldn't worry about it unless you were comparing what you had with an existing record in OCLC and one or the other indicated an additional feature of 7 minutes was present. Maybe it would be a preview of other videos or a sales pitch of some kind, or even an added cartoon! If there were no question of additional content, I would guess this is another sales feature where the people writing the copy for the container rounded up the time to make it look better. Or maybe they timed it to from the FBI warning to the end of the music following the credits.
I emailed Jay Weitz for his comments. He says: "It is usually my preference to urge people to explain (within reason) any discrepancies between an item itself and its catalog record in order to reduce the chances of duplicate records. Differences in length of films and videos are always problematic because sometimes they are substantive (new material added, "director's cut, some other different version, etc.) and sometimes they aren't (rounding, approximation, outright guessing, a different set of pre-video-proper trailers or advertisements, etc. I'd urge people to use judgment, but if the discrepancy is more than might be accounted for by rounding, or if the existence of other versions is known or suspected, I think it might be wise to mention the difference somehow."
So look carefully to see if there is some added (or subtracted) material to account for the difference in time. If there isn't, this may be one of the occasions when we make a note so other catalogers using our records know what is (or isn't) going on.
Book?: Marcia Evans emailed me about a "book" that consists "primarily of pages to be reproduced for classroom use. The pages are perforated and contain text and illustrations which are clearly designed for student use." She found directions in the OCLC formats to catalog this using the visual materials format but says that AACR2 chapter 8 doesn't seem to fit.
No, chapter 8 doesn't seem to fit, but that is what you use anyway. I have a similar example in the 3rd ed. of my book, Cataloging of Audiovisual Materials. The reproducible masters are considered to be graphic materials. So I'd use something like the following in the 300:
and a note along these lines:
Field 024 barcodes: There was an email message March 12, 1997, from Rich Greene of OCLC that some of you may have seen about an incorrect example of the coding of a barcode. The numbers shown below the barcode are ALL to be recorded; whether 10 digits, 11 digits, or 12 digits.
Catherine Cheng emailed me about the 538 field for videodiscs. She wondered what to use that would be the equivalent of VHS or Beta or U-Matic for videocassettes. Videodiscs now are either CAV or CLV. The CAV discs have added features (second sound track, interviews with directors, etc.) while the CLV discs do not have these added features. Both play on the same equipment, however. There were earlier discs (CED) that used a different machine with a stylus; the trade name was SelectaVision. They were produced from about 1980 to 1984. These would each be described simply as "videodisc" in the 300. The 538 could state the type (CAV, CLV, CED) and include the tern LaserVision, or whatever else was listed on the container along with that term.
More next issue!
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