OLAC NEWSLETTER
Volume 19, Number 3
September, 1999

TREASURER'S REPORT

1. There were 22 guests. Members and guests introduced themselves. Virginia Berringer reminded OLAC members of the retirement celebration for Nancy Olson to be held after the membership meeting June 26. The CAPC Chair announced that Amy Wood would provide an update on the revised Archival Moving Images Materials (AMIM) at Midwinter ALA. Marlyn Hackett and her subcommittee consisting of Johanne LaGrange, Amy Wood, Ann Caldwell, and Brad Eden, were recognized for their work drafting the OLAC response to the AMIM revision.
   
   
2. The minutes of the CAPC meeting of January 29, 1999, were approved as published in the March 1999 Newsletter with one correction-the title should be ALA Midwinter Meeting.
   
   
3. NACO-AV Funnel Update (Ann Caldwell)
   
   The project had a prolific year with the addition of 1,130 new names, 3 series, 24 subject headings, and 245 name changes entered from October 1-March 31, according to statistics from the Library of Congress. The University of Georgia, with Paula Moehle, led the 17 participating institutions with the addition of 569 names.
   
   
4. Subcommittee on Source of Title for Internet Resources (Marcia Evans)
   
   Marcia circulated the Source of Title for Internet Resources document and invited comment. The audience reached consensus quickly that the document should offer definitions and general guidelines rather than make specific recommendations. Such guidelines might advise catalogers to prefer visible sources of information over source codes or establishing priority of sources when given a variety of choices. A few spoke up expressing the view that some ambiguity is not a bad thing, since catalogers routinely exercise judgment skills. In addition to explaining words like "flash screen," this document is expected to assist catalogers in identifying what they have as well as aid in reducing the creation of duplicate records. John Attig suggested metadata be addressed in the document. The Subcommittee will survey catalogers to gather additional information. Revisions will be shared on OLAC-List and comments are encouraged. The final version will reside on the OLAC Web page. When the document is complete, AUTOCAT and INTERCAT readers will be notified.
   
   
5. MARBI Proposals and Discussion Papers
   
   John Attig reported on selected proposals and discussion papers that are on MARBI's agenda at the conference. (His complete report with an explanation of the documents and MARBI results can be found elsewhere in this issue.). CAPC members did not have any strong recommendations on any of the proposals to take to the MARBI meeting.
   
   Discussion Paper 114, Seriality and MARC 21, served as an introduction to an informative discussion about integrating resources, a potential new category of materials. The paper originated from a work prepared for the Toronto Conference on AACR and recommends defining two types of publications: 1. finite (those that are complete or intended to be complete), and 2. continuing (continuing resources would include traditional serials issued in discrete issues, and resources such as Web sites or loose-leafs which change over time, but the changes are integrated into the whole).
   
   Jean Hirons and her study group reported to the Joint Steering Committee in April and the recommendations are being circulated worldwide for review and comment. Issues to be resolved are:
   
   
   • Whether integrating resources should be a category in and of themselves with a new leader code, or if they are a subset of either the current monographic or serials format;
     
     
   • Do we need to amend the rules and MARC coding to display information about the current publisher as well as the original publisher in the publication area?
     
     
   • Do we need to revive latest entry cataloging conventions for integrating resources, and if so, do we need to distinguish this type of latest entry, from pre-AACR2 latest entry?
     
   
   
6. Old Business
   
   List of Sources for Authority Work for AV Materials
   

   This Subcommittee, which includes Robert Freeborn, John Felbinger, Sheryl Homer, and Ann Caldwell (ex officio), is charged with developing an annotated bibliography of reference sources for AV name authority work. A request for favorite sources will go out on the OLAC-List. Someone commented that Martha Yee had produced a related work. The CAPC Chair asked for a volunteer to chair the committee. The final document will be available on the OLAC Web site.

7. New Business
   
   Guidelines for Coding Electronic Resources in Leader/06 (from the Network Development and MARC Standards Office, Library of Congress)
   

   CAPC felt there was a lack of clarification in this document and will write and send examples to CPSO, Library of Congress, with their concerns. The Committee will seek guidance on what is meant by "numeric data that can be manipulated." One problematic example mentioned was the CNN Web site, which consists of pictures, text, and videos. These categories are particularly difficult for libraries who do not view their items during the cataloging process.

1. Call to Order, Introduction, Announcements (V. Berringer)
   
   President Virginia Berringer called the meeting to order at 2:20 PM. Board members present included: Virginia Berringer (President), Sue Neumeister (Past President), Mike Esman (Vice President/President-elect), Richard Baumgarten (Treasurer), Cathy Gerhart (CAPC Chair), Kay Johnson (Newsletter Editor), and Meredith Horan (Secretary). The President welcomed Lowell Ashley, incoming Vice President/President-elect. Incoming Treasurer Jan Mayo was unable to attend.
   
   
2. Secretary's Report (M. Horan)
   
   The minutes of the last Executive Board meeting, January 30, 1999, at
   ALA Midwinter, Philadelphia, were approved as published in the March
   1999 Newsletter.
   
   
3. Treasurer's Report (R. Baumgarten)
   
   There is $11,000 in the treasury. Pat Thompson distributed membership renewals. Twenty-five copies of each back issue of the Newsletter will be transferred to the incoming Treasurer. Pat Thompson will transfer member name files to Jan.
   
   
4. CAPC Report (C. Gerhart)
   
   See separate CAPC report elsewhere in this issue.
   
   The Board approved a change to page 11 of the OLAC Handbook concerning the job description of the NACO-AV Funnel Coordinator. The Coordinator now reports to CAPC. The revision reads:
   
   "The Coordinator trains new participants, serves as a resource person, acts as a liaison with Library of Congress on NACO matters, and attends the Program for Cooperative Cataloging (PCC) meeting at ALA. As an ex officio member of CAPC, the Coordinator is responsible for making reports at the semi-annual meetings."
   
   
5. Newsletter (K. Johnson)
   
   Deadline for the OLAC Newsletter is August 1.
   
   
6. 2000 OLAC/MOUG Conference Report (C. Gerhart)
   
   Cavanaughs is a Seattle hotel, centrally located, with beautiful views of the city and waterfront. October brings good weather to the region and fall is the best time for vacations. Hotel staff appears very attentive to OLAC's needs. There are two hotel restaurants. Hotel rate is about $139 per night (including tax), even with four people per room. Starting the conference on a Thursday rather than a Wednesday reduces the hotel rate by about $10 a night. Reservations are held for 105 rooms Thursday, 125 rooms Friday and Saturday, and 75 rooms on Sunday A banquet lunch will run $15-$25 per person. There is no charge for meeting rooms. The Conference Chair plans to review files from the last joint OLAC/MOUG Conference. MOUG plans to contribute staff to the Program Committee and perhaps a Conference Co-Chair.
   
   The Executive Board clarified via an OLAC Handbook revision (page 8), that the Conference Chair reports to the Vice President/President-elect. The revision reads:
   
   "In alternating years the Vice President/President-elect accepts and carries through his/her past presidency the responsibility for being the OLAC Board's contact person for the OLAC Conference Planning Committee."
   
   The Chair asked for staffing suggestions for the Conference Program Planning Committee as well as a Program Chair. The Program Chair doesn't have to be from Seattle. A conference theme also needs to be established. Cathy will consult with MOUG's liaison to OLAC, Wendy Sistrunk, for planning ideas. A variety of conference tout-s will be investigated. Conference registration fees will be discussed at ALA Midwinter, when hotel costs are clearer.
   
   
7. Millennium Committee (K. Johnson)
   
   Three committee members met at ALA (Bobby Ferguson, Kay Johnson, and Sheila Smyth) to establish a timetable for the project. A review of OLAC's purposes and objectives is the group's first objective. The CAPC Chair inquired about the composition of the committee, noting that additional OLAC members were interested in contributing to the activity Kay responded by saying that members would have many opportunities to provide feedback during the evaluation process.
   
   
8. Old Business
   
   There was no old business.
   
   
9. New Business
   
   
   1. Outreach-Advocacy Coordinator
      
      The idea for this originated with a request from Jan Mayo and the last Conference Planning Committee. Jan asked for the creation of a staff position responsible for conference fundraising. The Board approved the following as an addition to the OLAC Handbook, page 11:
      
      "The OLAC Outreach-Advocacy Coordinator is responsible for developing and proposing strategies for membership growth. Strategies for membership growth could include: developing publicity materials, developing regional chapters, promoting findings and vision of the OLAC Millennium Committee. This position also acts as a repository for fundraising data related to conference sponsorship and put-sues conference donations. Other outreach-related activities could include developing and maintaining a speakers bureau."
      
      Members interested in this activity should contact the OLAC President.
      
      
   2. NACO-AV Funnel Coordinator
      
      The Board approved the creation of a NACO-AV Funnel Web page. Ann Caldwell will oversee its development.
   
   
10. Committee appointments were discussed in closed session.
    

1. Call to Order, Introduction of Officers, Announcements (V. Berringer)
   
   President Virginia Berringer called the meeting to order at 8:10 PM. and introduced the current officers: Virginia Berringer (President), Richard Baumgarten (Treasurer), Kay Johnson (Newsletter Editor), Cathy Gerhart (CAPC Chair), Meredith Horan (Secretary), Sue Neumeister (Past President), Lowell Ashley (incoming Vice President/President-elect), and Mike Esman (Vice President/President-elect) Jan Mayo, incoming Treasurer, was unable to attend. There were 20 guests.
   
   
2. Secretary's Report (M. Horan)
   
   Meredith Horan asked for a motion to approve the minutes of the last membership meeting, held January 31, 1999, at ALA Midwinter in Philadelphia, and as published in the March 1999 Newsletter. The motion passed.
   
   
3. Treasurer's Report (R. Baumgarten)
   
   Richard Baumgarten reported that there was about $11,000 in the treasury. He is in the process of transferring the financial material to incoming Treasurer Jan Mayo. Jan will receive twenty-five copies of each newsletter. Pat Thompson mailed membership renewal notices. Members notified late about membership renewal will still receive the entire years run of OLAC Newsletters.
   
   
4. Newsletter Editor's Report (K. Johnson)
   
   The deadline for the September Newsletter is August 1. The June Newsletter was mailed a week ago.
   
   
5. Committee Reports
   
   
   1. Cataloging Policy Committee (CAPC) (C. Gerhart)
      
      See separate minutes of the CAPC meeting elsewhere in this issue.
      
      
   2. Conference Report (C. Gerhart)
      
      Conference Chair Cathy Gerhart reported that the Joint OLAC/MOUG Conference, October 12-15, 2000, will be held at a hotel called Cavanaughs, Fifth Avenue, Seattle. In order to get the most reasonable rate, the conference will begin on a Thursday and end on a Sunday Cathy is looking for a Program Chair and is organizing a Local Arrangements Committee. (See separate report elsewhere in this issue.)
      
      
   3. Millennium Committee (K. Johnson)
      
      Kay Johnson listed members of the committee, which include: Bobby Ferguson (Co-Chair), Marianne Gelbert, Judy Gummere, Rebecca Lubas, Scott Markham, Howard Pitts, Sheila Smyth, and Barbara Tysinger. The group will communicate to the membership via the OLAC-List and Newsletter. The Committee's first task was to develop a timetable for activities. In early September, the membership may see some draft proposals. The Board will receive recommendations by January 2000. If the Board approves the changes, the membership will receive a ballot amending the Bylaws in March 2000. Approved changes will be announced at the OLAC 2000 Conference. The Committee welcomes suggestions.
      
      
   4. Outreach-Advocacy Coordinator
      
      The President introduced a newly established position for an Outreach-Advocacy Coordinator who will be responsible for developing and proposing strategies for OLAC's membership growth. The position includes developing publicity material, developing regional chapters, and promoting findings and vision of the OLAC Millennium Committee. This position acts as a repository for fundraising data related to conference sponsorship and pursues conference donations. Other outreach-related activities could include developing and maintaining a speakers bureau. If anyone has interest in this position or wishes to serve on the committee, talk to the OLAC President.
      
      
   5. Awards Committee (S. Neumeister)
      
      Sue Neumeister announced that the 1999 Nancy B. Olson Award (formerly OLAC Award) was awarded to Sheila A. Smyth for her outstanding long-time contributions to the AV community Members of the Awards Committee included: Kevin Furniss, Pat Thompson, and Sue Neumeister Immediate Past OLAC President and Chair of the Committee. Sheila was unable to attend the meeting but received the award at the ALCTS-MRC meeting on June 29.
      
   
   
6. Library of Congress and Utility Reports
   
   
   1. Library of Congress
      
      See LC report in March 1999 newsletter and summary from LC in the CC:DA report in this issue. (David Reser)
      
      
   2. OCLC
      
      See separate report elsewhere in this issue. (Glenn Patton)
      
   
   
7. There was no old business.
   
   
8. There was no new business.
   
   
9. The President presented the gavel to Mike Esman, incoming OLAC President.
   
   
10. The President presented Nancy Olson with a Lifetime Achievement Award upon her retirement in appreciation of her immeasurable contributions to the profession and especially OLAC. There was a cash award as well.
    
    
11. There was no question & answer session.
    
    
12. The meeting adjourned at 9:10 PM. and was followed by a party for Nancy Olson.
    
    

VICE PRESIDENT/PRESIDENT ELECT:
LOWELL ASHLEY
Cataloging Services
Smithsonian Institution Libraries
National Museum of Natural History
Room 30
Washington, D.C. 20560-0154
202-357-3161
202-357-4532 (Fax)
E-mail: lashley@sil.si.edu

TREASURER:
JAN MAYO
Joyner Library
East Carolina University
Greenville, NC 27858-4353
252-328-0293
252-328-4834 (Fax)
E-mail: mayoj@mail.ecu.edu

SECRETARY:
MEREDITH HORAN
Librarian
Cataloging Section
National Library of Medicine
8600 Rockville Pike
Bethesda, MD 20894
301-435-7030
301-402-1211 (Fax)
E-mail: meredith_horan@nlm.nih.gov

CAPC CHAIR:
CATHY GERHART
University of Washington Libraries
Monographic Services Division
Box 352900
Seattle, WA 98195-2900
206-685-2827
206-685-8782 (Fax)
E-mail: gerhart@u.washington.edu

NEWSLETTER EDITOR:
KAY G. JOHNSON
326 Hodges Library
University of Tennesee
Knoxville, TN 37996-1000
423-974-6696
423-974-0551 (Fax)
E-mail: johnsonk@utk.edu

IMMEDIATE PAST PRESIDENT:
VIRGINIA M. BERRINGER
Bierce Library
The University of Akron
Akron, Ohio 44325-1712
330-972-7244
330-972-6383 (Fax)
E-mail: vb@uakron.edu

Return to Table of Contents

Sue Neumeister, Chair
OLAC Nominating Committee
Central Technical Services
Lockwood Library Building
University at Buffalo
Buffalo, N.Y. 14260-2200
neumeist@buffalo.edu
(716) 645-2305
(716) 645-5955 (fax)

CALL FOR VOLUNTEERS !!!
OLAC OUTREACH-ADVOCACY COORDINATOR

Responsible for developing and proposing strategies for membership growth. Strategies for membership growth could include: developing publicity materials, developing regional chapters, promoting findings and vision of the OLAC Millennium Committee. This position acts as a repository for fundraising data related to conference sponsorship and pursues conference donations. Other outreach-related activities could include developing and maintaining a speakers bureau.

Cathy Gerhart, CAPC Chair
Monographic Services Division
Box 352900
Seattle, WA 98 195-2900
or
e-mail to: gerhart@u.wasbington.lib

LIFETIME ACHIEVEMENT AWARD
Presented to
Nancy B. Olson

Upon her retirement

In appreciation of her monumental contribution to the library profession by promoting a universal standard for cataloging audiovisual materials through writing, publishing and teaching.

In recognition of immeasurable contributions to OLAC from its infancy as founder, officer, editor, resource, and supporter.

On this date, Saturday, the twenty-sixth of June, nineteen hundred ninety-nine in the City of New Orleans, Louisiana

Virginia M. Berringer
President

For her outstanding leadership as OLAC President

For her numerous contributions as OLAC's liaison to the ALCTS AV Committee

For her exceptional skills at planning, organizing and presenting at OLAC conferences and other national programs

For her nationally recognized contributions in the physical processing of nonbook materials

For her thoughtful guidance as Chair of the ALCTS AV Committee

For her insightful reports in the OLAC Newsletter

For her continuing involvement and wise counsel as a member of OLAC's Millennium Committee

On this day, Saturday, the twenty-sixth of June, nineteen hundred and ninety-nine

Virginia M. Berringer
President

1. Nominees may be OLAC members, but membership in the organization is not a requirement;
   
   
2. The nomination must be accompanied by a statement that provides supporting evidence of the nominee's qualifications;
   
   
3. The nominations and statement(s) must be postmarked no later than December 1,1999 and must be received by the Award Committee Chair no later than December 15, 1999.
   
   
4. Nominees shall have made contributions to audiovisual cataloging by:
   
   
   1. Furthering the goals of standardization of AV and/or computer file cataloging, including MARC coding and tagging;
      
      
   2. Interpreting AV and/or computer file cataloging rules and developing policies on organization for these materials on the national and/or international levels;
      
      
   3. Promoting the understanding of AV and/or computer file cataloging, coding and data exchange by professionals unfamiliar with these materials and processes.
      
      

• Amount -- up to $2,000
  
• Period of Grant --July 1, 2000 through June 30, 2001
  
• Grant recipients are expected to present the OLAC Executive Board
  with an interim report within one year of the date of receipt of the grant.
  

• Deadline for proposal submission to OLAC President, MARCH 1, 2000
  
• Award recipient notified, MAY 1, 2000
  
• Award recipient notifies Chair of acceptance, MAY 15, 2000
  
• Award announced during the OLAC Membership meeting at the 2000 ALA Annual Conference in Chicago, Ill.
  

• Current personal member of OLAC
  

• Three copies of the grant application must be submitted to the OLAC President, postmarked no later than MARCH 1, 2000.
  

1. Cover Page:
   

   Title of proposal
   Name, affiliation, address of applicant, phone numbers
   Date of submission
   Abstract of the project proposal
   

   
   
2. Proposal:
   

   Thesis
   Summary of the research problem, including; justification of the project and/or a review of the literature
   Description of proposal research
   

   
   
3. Project Outline
   
   
4. Project Budget:
   

   Materials
   Staff
   

   
   
5. Vita
   

• Statement of the problem
  
• Review of the literature
  
• Thesis
  
• Methodology
  
• Results
  

2000 OLAC RESEARCH GRANT APPLICATION FORM

Principal investigator:

Mailing address:



E-mail address:

Daytime telephone:

Place of employment:

Position title:

Project title:

Brief description of proposed project:

Michael Esman
OLAC President
National Agricultural Library
Room 110
10301 Baltimore Ave.
Beltsville, MD 20705-235 1

E-mail: mesman@nal.usda.gov

1. What do you perceive as OLAC's mission?
   
   
   
   
2. How does OLAC benefit you professionally? How has OLAC affected the quality of your audiovisual cataloging and networking with other AV catalogers?
   
   
   
   
3. What improvements do you suggest for OLAC?
   
   
   
   
4. How do you see OLAC changing in the future?
   
   
   
   
5. "What do you think of the name "Online Audiovisual Catalogers?" Does it accurately reflect OLAC's present and future missions? If not, what are your recommendations for changing the name?
   
   
   
6. Does the logo with the film reel in the initial letter "0" accurately reflect OLAC's current and future missions? Why or why not? If not, what recommendations do you have for a logo?
   
   
   
   
7. Do you feel OLAC's purposes and objectives, name and logo are effective in attracting new members? Why or why not?
   
   
   
   
8. Other comments?
   
   
   
   

Kay G. Johnson
326 Hodges Library
University of Tennessee
Knoxville, TN 37996-1000
e-mail: johnsonk@utk.edu (or) johnsonk@aztechb.utk.edu

Online Audiovisual Catalogers, Inc. (OLAC)

Section 1. To establish and maintain a group that can speak for catalogers of audiovisual materials.

Section 2. To provide a means for exchange of information about the cataloging of audiovisual materials.

Section 3. To provide a means of continuing education for catalogers of audiovisual materials.

Section 4. To provide a means of communication among catalogers of audiovisual materials.

Section 5. To work toward common understanding of audiovisual cataloging practices and standards.

Section 6. To provide a means of communication with the Library of Congress.

Section 7. To maintain a voice with the bibliographic utilities that speak for catalogers of audiovisual materials.

1. Leader/07 (Bibliographic Level): The report suggests a modified schema of types of publication. Instead of a simple division of the bibliographic universe into serial and non-serial (monographic?), the report distinguishes in the first instance between static and continuing resources; continuing resources are further divided into successively-issued resources (including serials) and integrating resources (those that are revised by updates that are integrated with the existing content, e.g., loose-leafs, databases, many web sites).
   
   The discussion paper suggests a number of ways in which these categories can be encoded in Leader/C 7. The options range from re-defining code 's' as continuing to adding an additional code for "integrating.
   
   
2. Publication, distribution, etc., information: The report recommends that publication information from both the earliest and the latest issue be recorded in the Publication, Distribution, etc. Area (field 260). The discussion paper presents various alternatives for encoding this information (a new 26X field, repeating 260, new subfields in 260).
   
   
3. Latest entry conventions: The report proposes that integrating resources be described from the latest issue. The discussion paper raises the question of whether the current code for Latest entry" in 008/34 should be used or whether this proposed cataloging practice is in fact something new and should have its own code.
   

Leonardo, da Vinci, Workshop of
Leonardo, da Vinci, School of
Leonardo, da Vinci, Follower of

• The information is valuable and should be encoded in MARC records.
  
  
• Some institutions will want to treat the entire heading as a name and place it under authority control whereas other institutions will want to place only the name of the real artist under authority control.
  
  
• Given that, it is preferable to define a new subfield for the qualifier, rather than using subfield $c.
  
  
• If possible, the new subfield should be defined somewhat broadly so that it can be used for purposes other than qualifiers in headings for anonymous artists. (This is because there are very few undefined subfields available in XOO fields.)
  

9.3A1 wording modification

9.3B1 ISBD-ER addition -- delete the 1st option; include more terms

9.3B2 wording modification

9.4B2 new rule being proposed; consider all remote access "resources" to be published

9.4C1 add electronic resources

9.4D2 undelete the "deleted" portion

9.4F2 undelete the "deleted" portion

9.4F3 will remain as is

9.5B3 omit word "electronic" (area that covers GMD)

wording modification:
1 disc [electronic resource]
1 computer disc [electronic resource]

accompanying materials - modify wording in the examples

9.7B20 wording modification

1. An item has a conclusion (finite publications);
   
   
2. An item has no predetermined conclusion (continuing publications).
   
   

1. DP 114 (seriality and MARC 21); this will provide for a new umbrella term for existing discrete issues,
   
   
2. DP 115 (works of art and responsibility for such works),
   
   
3. DP 118 (nonfiling indicators--MARC 21; new ISO characters have been defined; this may fix some descriptive problems such as transcription and indexing issues).
   

Jay Weitz
Consulting Database Specialist
Library Resources Division
OCLC Online Computer Library Center
MC 741
6565 Frantz Road
Dublin, Ohio 430 17-3395

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

Contact Nancy Olson at
avnancy@ic.mankato.mn.us
Phone: 507-726-2985