CATALOGING POLICY COMMITTEE
EXECUTIVE BOARD MEETING
MEMBERSHIP MEETING

CANDIDATES SOUGHT FOR OLAC OFFICES
CALL FOR CAPC PARTICIPATION

MARBI
CC:DA
AMIA CATALOGING COMMITTEE

NEWS FROM OCLC
OCLC MEMBERS COUNCIL REPORT

2005 WINNER
CALL FOR NOMINATIONS

REVISED CAPC DOCUMENTATION
REQUEST FOR SUBMISSIONS TO AUTHORITY TOOLS
A CHANGE TO WEB-BASED CONNEXION TUTORIALS
2005 UPDATE OF AACR2
LC IMPLEMENTATION OF 2005 UPDATE TO AACR2
CATALOGING USER GUIDE
CONNEXION CLIENT 1.50 COMING IN NOVEMBER
ARSC AUDIO PRESERVATION AND RESTORATION DIRECTORY
2006 ARSC CONFERENCE IN SEATTLE

CATALOGING AND ORGANIZING DIGITAL RESOURCES
E-JOURNALS
DIGITAL IMAGES AND ART LIBRARIES

DESCRIBING MICROCASSETTE AUDIO TAPES
DESCRIBING MINI-CDs
NON-SOUND RECORDINGS WITH "p" DATES?
CODING FOR PRINTOUTS
METRIC AND NON-METRIC MEASURES IN AACR2
"AUDIO ENHANCED" VIDEOS
RELATOR TERMS IN ADDED ENTRIES
PUNCTUATION IN FIELD 538
SOUND CARTRIDGES
WEBLIOGRAPHY/BIBLIOGRAPHY
CATALOGING STREAMING VIDEOS
REGION "ZERO" DVDs

In a few of my columns in the past few years, I have "seconded" the encouragement of various OLAC Presidents in asking members to consider becoming more involved in OLAC. In other columns, I have mentioned how impressed I always find myself whenever I think about the kinds of contributions of OLAC members make--to OLAC itself, as well as to wider cataloging ventures. In a recent column I suggested that dedicated OLAC catalogers should consider enhancing the pool of experience in such ventures with their specialist knowledge and experience. One example I gave for a way to become involved was to volunteer to work (somehow!) with the AACR3 drafts.

Since that time, AACR3 has morphed into RDA. Those who went to ALA in Chicago had the opportunity to attend various captivating meetings explaining why this change was made and trying to give an idea of the direction the cataloging rules are taking. Even though this move from the concept of AACR to RDA happened relatively quickly, this Newsletter issue already reflects the change in various places. The first place to look for it is in John Attig's MARBI and in Greta Groat's CC:DA reports. The reference is more subtle in other reports. For instance, RDA is mentioned in a few places in the CAPC minutes and some of the report reflects the work a CAPC Task Group will be doing on RDA (the "RDA Examples Project").

The Q&A column by Jay Weitz also brings up RDA, but less directly. In his answer to one question, he eloquently speaks of one of the prominent reasons why the movement towards changing the rules is so important--to make guidance more adaptive to changing formats, due to constantly evolving technology within the universe of our bibliographic entities (this is my articulation of the issue--his wording is much better). That reason alone hits most OLAC members straight between the eyes! Of course, as always, Jay's column is full of insight into the rules and their reasons; I encourage everyone to read all his topics very closely--and then to keep issues close at hand to consult for the excellent practical advice found in them.

Finally, not mentioned in this issue (because it came from a closed session), is the fact that RDA arose in the Board meeting when we discussed the theme of the OLAC 2006 Conference. News of RDA had already captured the imagination of so many people that it was decided to use it somehow as a focus of the Conference. (By now, of course, OLAC has received an online message about this from President Lubas; furthermore, she gives more information about it in her message opposite from this column, so I know it is all right to mention this one aspect of the Board's closed session here.) We are very excited about the RDA focus at the Conference and hope that OLAC members feel the same. Expect to hear more about Conference plans in the months to come!

Greetings, OLAC members! It is an honor and a delight to address you in this, my first column as OLAC President.

I have exciting news. Our 2006 Conference will be held in Phoenix, Arizona at the Phoenix East/Mesa Hilton, on October 26-29. The theme of the Conference will be " Preparing for a Brave New World: Media Cataloging on the Threshold of RDA". Timothy Diel, of Arizona State University, and his committee are hard at work planning a stimulating program. The program will include the bedrock basic training in A/V cataloging topics, for which OLAC is so well known, as well as practical advice for dealing with emerging metadata standards and the very latest on RDA. Watch the OLAC Website and e-mail list for updates on the program and speakers.

I encourage you to make plans now, and to consider a longer stay in Arizona to take advantage of the multitude of natural and cultural sights in the area.

I would also like to take this opportunity to extend my congratulations and welcome to Steve Miller, our new Vice President/President Elect, and to Bobby Bothmann, our re-elected Treasurer.

In the upcoming weeks, our members will be seeing calls for candidates for OLAC office, OLAC committees, and nominations for the OLAC Award. Please partake in these opportunities to participate in OLAC. Our strength as an organization depends on an active membership.

If you are attending ALA in San Antonio, please consider fitting the OLAC CAPC meeting and the OLAC Membership meeting in your busy Conference schedule. Details will appear on the Website and on the electronic mailing list. It will be a good opportunity to hear the latest news on OLAC Conference, among all the other outstanding OLAC efforts!

TREASURER'S REPORT
Fourth Quarter and Year-to-Date
Through June 30, 2005
Bobby Bothmann, Treasurer

Lisa Bodenheimer, CAPC Chair, called the meeting to order at 7:30 p.m. Members present: Lisa Bodenheimer, Susan Leister, Linda Seguin, Lynette Fields, Kelley McGrath, Steven Miller. Ex officio members present: John Attig, Greta de Groat.

There were 28 attendees in total.

1. Welcome and Introductions
   The meeting was called to order at 7:30 p.m.
   
   The purpose of CAPC was given: "The purpose of the Cataloging Policy Committee of the OnLine Audiovisual Catalogers, Inc. (CAPC) is to represent the concerns of AV catalogers in matters relating to the formation, interpretation and implementation of national and international cataloging standards and related matters".
   
   
2. Approval of Minutes
   The minutes from the CAPC Meeting held on January 14, 2005, at the ALA Midwinter Meeting in Boston, Massachusetts were approved.
   
   
3. Announcements (L. Bodenheimer )
   Outgoing CAPC members Steve Miller and Lynette Fields were thanked. Incoming CAPC member Jeanette Ho and interns Lisa Robinson and Julia Dunlap were welcomed.
   
   
4. Reports and Discussions
   
   1. MARBI Report (J. Attig )
      Proposal 2005-07 makes it possible to use 041 $b for all languages for which there are subtitles on a DVD or video, including languages which duplicate the spoken language(s) given in $a, originated with CAPC. The LC MARC office reworked the proposal, and the proposal was then passed by MARBI.
      
      Proposal 2005-04/R is a proposal to create a subject field for hierarchical geographic names. The information would be placed in a 662 field. MARBI is still examining the details of creating subfields, and trying to figure out how to generalize geographic hierarchies since it has proved to be very difficult to anticipate all the possible hierarchies that can exist for a place. Authority control conventions for this field have not yet been discussed.
      
      Proposal 2005-08 relates to coded data for music for the form of music and the medium of performance. These codes are in the 008 and 047 and 048 fields. At present, the accepted codes are part of the MARC format, but the International Association of Music Libraries wants their list of codes to be authorized for use as well.
      
      Proposal 2005-06 is to provide access points for images--terms that tell what is depicted in a visual resource rather than giving the subject of the image. The relator subfields $e and $4 are to be used for depiction in 6xx subject fields.
      
      A late addition to the MARBI agenda was a discussion paper by Sally McCallum on using MARC 21 with FRBR record configuration. The report discusses what information should go in bibliographic records versus what information should go in authority records, what level of bibliographic records information belongs to, and also discusses what information belongs in holdings records. The objective of the report is to make it clear that, in an exchange environment, complete records must be exchanged. So, for example, a library using a VTLS catalog that dissects records to "FRBR- ize" them would need to have a mechanism to put the records back together for dissemination.
      
      
   2. CC:DA (G. de Groat)
      Update on the creation of a new descriptive cataloging code (now called RDA: Resource Description and Access). Please see the full CC:DA report of this issue.
      
      
   3. Subcommittee on Source of Title Note for Internet Resources (S. Miller)
      This subcommittee has been creating a document "Source of Title Note for Internet Resources". The committee endorses the current document (3rd rev., 2005-06-20).
      
      

      Discussion of the document: the Subcommittee tried to step back from being completely comprehensive. Instead of two sources of information, they picked one source and location and came up with three main terms: home page, html header, and Web page, which is to be used only for "single" page documents. IPDF documents use print terminology and the page number, which appears on the document itself since the electronic page numbering vanishes when the resource is printed. For serials, CONSER's terminology is used. The glossary is now a selected list of commonly used terms.
      
      CAPC voted to endorse the current draft of the document (3rd rev., 2005-06-20).
      
      

   4. Added Entries for Non-Human Actors and Other Entities (G. de Groat)
      Comments were solicited from the OLAC membership on how to handle names of animal actors, deities, legendary characters, etc. It was determined that the membership wanted to be able to use these entities as names. CAPC had countered with the suggestion that the entities be used as 1xx fields and be formulated according to subject rules, and be used as subject added entries.
      
      After a lively discussion, it was deemed that this proposal was of limited applicability and presented numerous problems in execution. After some discussion, it was recommended by the Committee that the proposal be re-written as an informational paper and submitted to the Library of Congress, ARLIS (currently working on a similar proposal for building names) and the CAPC Website so that the extensive research done on this proposal might serve some future purpose.
      
      
   5. FAQ/Best Practices Subcommittee (C. Gerhart)
      The Subcommittee will have a report prepared for the Midwinter meeting.
      
      
   6. CAPC Resource Maintenance Task Force (S. Roe)
      No report.
      
      
5. New Business
   
   1. AACR3 Examples Project
      The AACR3 Examples Project will now be called the RDA Examples Project. Any work on this project should be set aside until the new draft is issued.
      
      
   2. Subject Headings for Media Materials
      It was noted that there are many gaps and hierarchical oddities in LCSH as applied to media materials, owing to LCSH's dependence on literary warrant (and the fact that they do not do extensive cataloging of media materials). A SACO funnel project was proposed. It was also suggested that many of the terms needed for media materials are form/genre terms rather than subjects and that a broader discussion of what are appropriate subject terms was needed. Then, terms could be taken to SACO for approval.
      
      There was discussion about the possibility of having a focused working session on the topic of AV subject headings and genre terms. Lynn El-Hoshy or another SAC member and Martha Yee would be good people to lead the session, if it were possible to arrange.
      
      
   3. Meeting Times
      It is not known how ALA's restructuring of the conference schedules will affect the CAPC meeting. It is possible that the time of the meeting will have to change.
   
   
6. Adjournment
   
   

1. Call to Order (R. Freeborn)
   President Robert Freeman called the meeting to order at 3:00 p.m. Board members present: Amy K. Weiss, Rebecca Lubas, Lisa Bodenheimer, Robert Freeborn, Jain Fletcher, Cathy Gerhart.
   
   
2. Secretary's Report (A. Weiss)
   The minutes from the Board meeting held at the ALA Midwinter Meeting in Boston, Massachusetts were approved.
   
   
3. Treasurer's Report (R. Freeborn for R. Bothmann)
   The Treasurer's Report is available in the June 2005 OLAC Newsletter.
   
   
4. Newsletter Editor's Report (J. Fletcher)
   Newsletter Editor Jain Fletcher has produced a document showing Newsletter production costs from June 2002 through March 2005. The average cost per page in the Newsletter is $.035, and the total costs of production are about $1700 per issue. Jain suggested that because there would not be a lot of content at the end of the year in this non-Conference year, to save money, it would be advisable to combine Newsletter issues 3 and 4 (September and December). There is a past precedent for doing this.
   
   There was a motion to combine Newsletter issues, which was seconded and approved by the Board.
   
   The OLAC Newsletter Style Sheet produced by Jain was discussed.
   
   It was also suggested that OLAC may wish to set word limits for the OLAC Conference reports, both as an aid to authors and to the Newsletter Editor.
   
   
5. CAPC Report (L. Bodenheimer)
   Kelley McGrath will be granted a four-month leave of absence from CAPC.
   
   The Board has asked that Lisa Bodenheimer continue as CAPC Chair.
   
   The possibility of adding more members to CAPC in 2008 when Resource Description and Access (RDA) is issued was discussed, as was collaboration with MLA, MAGERT, and other bodies to create rules of practice after the publication of RDA.
   
   For the full CAPC report in this issue.
   
   
6. Closed Session
   Discussion of the forthcoming OLAC Conference.
   
   
7. Adjournment
   The meeting adjourned at 5:00 p.m.
   

1. Call to Order, Introductions, and Announcements (R. Freeborn)
   The meeting was called to order at 8 p.m.
   
   The Board is beginning the search for candidates for the positions of Secretary and Vice President/President Elect. Interested parties should contact Cathy Gerhart <gerhart@u.washington.edu>.
   
   
2. Secretary's Report and Approval of January Minutes (A. Weiss)
   The minutes of the January Membership Meeting held in Boston, Massachusetts, on Saturday, January 15, 2005, were approved.
   
   
3. Treasurer's Report
   No report, but Members are referred to the June 2005 Newsletter for the latest financial figures.
   
   
4. Newsletter Editor's Report (J. Fletcher)
   Newsletter Editor Jain Fletcher has analyzed the cost of producing the Newsletter over the past 3 1/2 years, per page and per issue. From December 2002 through June 2004 the average page cost was $.036 per page. After that time, printed on lower weight paper, the cost per page was $.034. The Newsletter costs now average about $1700. to print and mail each issue.
   
   In order to economize, the Board has authorized merging Newsletter issues 3 and 4 for 2005. The combined issue will feature the call for candidates for OLAC offices and ALA reports.
   
   In further discussion with members about conserving production costs, it was suggested that fewer copies of the Newsletter be printed. There has always been an attempt to anticipate the need for extra copies of the Newsletter for people who have renewed their membership late in the year. OLAC has often ended up with a large surplus of Newsletter copies. There will still need to be more Newsletters printed then there are members, but the idea is that copies would be given to people who renew their membership late only until such time as the supply runs out; after that point, new members and renewing members will be directed to the Web version.
   
   
5. CAPC Report (L. Bodenheimer )
   Please see the meeting minutes in this issue.
   
   
6. Reports from Liaisons
   
   1. Association of Moving Image Archivists (AMIA), Cataloging Committee
      No report. OLAC needs a new AMIA liaison. Interested parties should contact the OLAC Board.
      
      
   2. Music OCLC Users Group (M. Huismann )
      MOUG held its annual meeting 15-16 February 2005 in Vancouver, British Columbia, preceding the Music Library Association meeting. Full reports from the meeting appear in the MOUG Newsletter (no. 89).
      
      At the business meeting, the MOUG Distinguished Service Award was given to Ralph Papakhian and Sue Stancu of Indiana University.
      
      For more information about MOUG, see the MOUG Website at: <http://www.musicoclcusers.org/>.
      
      
   3. OCLC (J. Weitz)
      Please see the highlights from the OCLC News in this issue.
      
      
   4. CC:DA (G. de Groat)
      Please see the full report in this issue.
      
      
   5. MARBI (J. Attig)
      Please see the full report in this issue.
      
      
   6. Library of Congress (G. Kinnaly)
      The Music Cataloging Decision s have been merged with the LC Rule Interpretations.
      
      The Cataloging Distribution Service is taking a survey about cataloging documentation. There is a Web survey available until July 31, 2005, and there were also focus groups held at ALA.
      
      There has been a proposal to add dates to names. CPSO has considered four options, the most likely of which is only adding death dates to open dates, which would help solve patron confusion and consternation over open dates for persons who are known to be deceased.
      
      The bad news from LC is that they have received only a tiny budget increase from the House. The good news from LC is that the new AV Center, which is in Culpepper, Virginia will start up in August of this year, with materials staring to arrive at the Center in September. Staff will start working at the Center next August.
      
      More good news is that the Library's cataloging statistics have improved in almost all categories of materials.
      
      
7. New Business
   None.
   
   
8. OLAC Award Presentation
   The Nancy B. Olson Award for 2005 was presented to Jay Weitz for his many contributions to audiovisual cataloging.
   
   
9. Adjournment
   Robert Freeborn thanked the OLAC Members for the opportunity to serve as their President, and then passed the gavel to the new OLAC President, Rebecca Lubas.
   
   Rebecca noted that Cathy Gerhart will be leaving the OLAC Board and thanked her for her many years of service.
   
   The Question and Answer Panel followed the meeting.
   
   

• Add Call Numbers/Subject Headings to Master Records
  • Catalogers can now add a call number or subject heading(s) on a master database record, regardless of their library's profile, as long as that call number or subject heading scheme is not already present in the record. For example, if the library is profiled to add LC subject headings only, catalogers can now add NLM subject headings as long there are no NLM subject headings present in the record.
• Validation
  • In some cases, the system previously automatically changed the tag and/or subfield for some validation errors. The system will now report these issues as validation errors so that catalogers can resolve the errors as needed. For example, prior to this change in validation practice, if an invalid ISBN or ISSN was entered, the system automatically moved the data to subfield $z; with the change in validation practice, the data fails with a validation error and the cataloger can determine if the data was entered incorrectly or if it should be moved to subfield $z. Another example includes entering multiple occurrences on non-repeatable tags: In the past, if a cataloger entered two 245 tags, the system automatically changed the second one to a 246 tag; now the data fails validation and the cataloger can determine how to resolve the tagging issue.
  • Validation error messages have been updated to include the occurrence numbers for tags and subfields, the position of the data, and MARC designations for the fixed field and 006. Additional validation changes will be included with Connexion Client 1.40 (July).
  • In Connexion Client, if a cataloger edits an unlocked record and plans to replace it, s/he no longer receives a validation error message on an element that s/he is authorized to add, change, or delete. For example, if a cataloger has a CONSER or National Enhance authorization, s/he can now add, change or delete field 042 and validate without receiving a validation error on the record.
• Format of Data
  • In some cases, the system automatically fixes the format of data such as changing lowercase and uppercase values for fixed field elements. For example, if a lowercase "k" is entered for the Encoding Level, the system automatically changes this to uppercase "K." This will continue to work in the Connexion Browser; however, Connexion Client 1.30 users must enter this type of data in the correct format or records will fail validation. Connexion Client version 1.40 (July) will resolve this issue.
• Replaced Date in Bibliographic Records
  • The "Replaced Date" in bibliographic records in the Connexion Browser now includes the full timestamp instead of just the year, month, and date. This is the same format that is included in the 005 field in exported records, and it matches how authority records display. Connexion Client users will see the full "Replaced Date" in Client 1.40 (July).
• Authorities 040
  • When an authority record is replaced, the library's MARC Organization Code is now added to the 040 subfield $d.

Instead of:
    Application of α -hydroxyl
Enter as:
    Application of [alpha]-hydroxyl
Instead of :
    α-, β-, and γ-spectroscopy
Enter as:
    [Alpha]-, [beta]-, and [gamma]-spectroscopy

• Duplicate records that result when bringing in metadata from a number of institutions. Should these records be de-duped?
  
  
• "Granularity" issues--is the object being described as a whole or in parts? This is similar to issues that arise with series records.
  
  
• Linking issues--does the link point to the object itself, or to an intermediary object?
  
  
• Issues surrounding access and rights to access

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

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

For his many years as OCLC liaison to Online Audiovisual Catalogers

For his insightful and often humorous comments and advice as a longstanding Q&A panelist at OLAC meetings, and more recently, as the Q&A column editor for the OLAC Newsletter

For his service to the wider online/AV community through his work on the PCC Standards Committee, IFLA's Permanent UNIMARC Committee, and ALA 's Committee on Cataloging: Description and Access

For his continually demonstrating and proving the importance of standardized audiovisual cataloging

For his creation of widely adopted cataloging guides

For his calming mantra to advice seekers, "Do not agonize"

On this day, Saturday, the twenty-fifth of June, two thousand and five

Robert Freeborn, President

As Chair of the Nancy B. Olson Award Committee, I would like to invite nominations for this award. The annual OLAC Award "recognizes and honors a librarian who has made significant contributions to the advancement and understanding of audiovisual cataloging". Details on the Award and submission criteria, as well as a list of past recipients, can be found on the OLAC Web page: <http://www.olacinc.org/award.html>.

The award recipient receives an engraved plaque containing an inscription recognizing his or her special contributions to the field.

The Nancy B. Olson Award is the highest honor for catalogers of audiovisual and electronic media. The award is named for the founder of OLAC, a woman who continues to be an inspiration and resource for AV catalogers.

Nomination(s) and statement(s) must be post-marked no later than November 15, 2005 and received by the Award Committee Chair no later than December 1, 2005.   Please send nominations to me (contact information below).

With thanks,

Robert Freeborn
Chair, Nancy B. Olson Award Committee
Immediate Past President, OLAC

• Microsoft® Internet Explorer 5.5, service pack 1 and above.
• Netscape Navigator 7.2 and above.
• Firefox 1.0 and other Mozilla-based Browsers.
  

• Batch set or delete holdings without having to retrieve the records first
  
• Customize the short index list in the search and browse WorldCat dialog
  
• View drop-down lists of valid values for fixed field elements
  
• Set validation options of none, basic, or full for setting holdings and exporting
  
• Export/import records in Unicode 8-bit format.
  
• Plus a lot more

300 1 sound cassette (XX min. ) : $b analog, 15/16 ips, 2 track, mono. ; $c 1 7/8 x 1 1/4 in.

007 s $b s $d k $e m $f n $g z $h l $ i b $n e

260 … $c p2004, c2003.

"Not all measurements prescribed in Part I for library materials are metric. They are the normal measurements used at this time in libraries in Australia, Canada, the United Kingdom, and the United States. Where no predominant system of measurement exists, metric measurements have been used. Substitute metric measurements for nonmetric measurements when: either a) in the course of time a metric measurement becomes the normal measurement for the materials in question, or b) the rules are being used in a country where only metric measurements are used."

• Type: i
  
• Form: s
  
• 006 for the electronic resource aspects
  
• 006 for the book
  
• 007 for the sound recording aspects
  
• 007 for the electronic resource aspects
  
• GMD of [electronic resource]
  
• 300 per AACR2R Ch. 9 (SMD of "1 computer chip cartridge")
  
• 538 for which types of base unit one needs to use the cartridge
  

• Type: Code "g" (Visual Materials Leader/06)
  
• TMat : Code "v" (Visual Materials 008/33)
  
• Form: Coded "s" for electronic (Visual Materials 008/29)
  
• 006: Computer File, with "File" coded "z"
  
• 007: Videorecording
  
• 007: Computer File
  
• GMD: "[electronic resource]"
  
• 300: Previously not used for remote resources, but under the new rules 9.5B3 and 9.5C2, a "physical" description may be included
  
• 500: Streaming video (parenthetical duration optional here or may be included in 300 subfield $a if that option is chosen)
  
• 538: System requirements (Streaming video software player – RealPlayer, Windows Media Player, QuickTime, etc.; any other requirements such as memory, operating system, modem speed, sound card, video card, browser, etc.)
  
• 538: Mode of access: World Wide Web
  
• 856: URL in subfield $u