Cataloging Committee
Annual Report
July 1, 2004 - June 30, 2005

Prepared by Ryan Finnerty and Linda Barnhart

Charge

• Develop, approve, and coordinate cataloging policies, procedures, projects, and workflow studies.
• Discuss and respond to national and international level cataloging proposals and discussion papers, and propose changes as appropriate.
• Identify and provide for continuing education needs on cataloging issues.
• Propose, review, and approve systems policies, procedures, and parameters that affect the catalog or cataloging functions.

Accomplishments of the Past Year

Ongoing committee tasks:

• Share information from and with the INNOPAC Coordinators Team (ICT), the Information Services Committee (ISC), the Acquisitions Committee, and the OPAC Coordinator.
• Discuss and act on Millennium location requests and other new codes proposed by other groups.
• Discuss and promulgate updated cataloging policy changes from the LC Cataloging Service Bulletin, OCLC Technical Reports, and other sources.
• Discuss and provide feedback on proposed cataloging policy changes from MARBI, CC:DA, and other sources.
• Share information received at conferences and workshops, such as IUG and ALA.

New subgroups appointed:

• Ad hoc Group on Serial Records for Monographic Series (Adolfo Tarango, Stacy Nelson, Ryan Finnerty, Arvid Nelsen): Charged to figure out implementation process for serial and checkin records needed for some monographic series to link from A&I databases using SFX. Work completed and group was discharged.
• TPOT Metadata Subcommittee (Aaron Olsen, chair; Becky Culbertson, Jim Soe Nyun, Shirley Higgins, and Cindy Geraldo): Charged to establish metadata guidelines for TPOT documents to facilitate the transition to the Vignette content management system.

Existing subgroups:

• Reindexing Subcommittee (Karen Peters, Marilu Vallejo, Jim Soe Nyun, Paul Weiss, and Susan Jurist): Charged to accommodate the new form/genre index on Roger, propose any other needed new indexes, and reevaluate our current indexing rules. Work completed and reindexing on the verge of being implemented.
• Subcommittee on Single and Separate Records (Arvid Nelsen, Adolfo Tarango, Paul Weiss, Stacy Nelson, Susan Jurist, Ryan Finnerty, Becky Culbertson): Charged to articulate current and historical practice for UCSD records and to make recommendations for policy in this area for the future. Work completed and group was discharged.
• Authorities Subcommittee (Ryan Finnerty, Arvid Nelsen, Margaret Christean, Shirley Higgins, Paul Weiss): Charged to re-evaluate current authority practices and documentation in light of Catalog Department reorganization and the use of the OCLC MARS service to clean up federal documents bibliographic headings and add authority records.

Major actions and activities:

• Authorities processing. Made the major decision to streamline authority work by utilizing an authority vendor, based on the experience gained from using MARS to process 210,000 federal documents to obtain authority records, effective January 1, 2005. Additional processes and details subsequently worked out:
• Agreed to overlay existing authority records, even though some local data would be lost, to achieve updated data in an automated way
• Devised and implemented mechanisms to protect future and some legacy local data coded in authority records
• Determined a special plan for handling series authority records
• Agreed that special reports were needed to accurately handle two categories of headings: romanized CJK fields and music uniform titles
• Reindexing for Roger/Millennium. The Committee reviewed an extensive document that recommended many changes to the indexes in our III system. This process began with the approval of a new genre index, but additional suggestions were incorporated to leverage the (expensive) reindexing process. III is still reviewing the indexing document; it is hoped this will be implemented this summer.

Other activities:

• Monitored MilCat implementation , including the installation of Millennium Silver and beta testing of Millennium Release 2005.
• Discussed SFX linking and its implications for Roger. Established an ad hoc group to determine the implementation strategy for adding serial records to Millennium/Roger with special notes in the checkin records to facilitate linking to Roger from the A&I databases from monographic series.
• Discussed the need for guidelines for embedded metadata for TPOT documents to facilitate the transition to a content management system and established a subcommittee to work on this.
• Discussed ISBN-13 implementation by the Library of Congress and its implications for the UCSD Libraries.
• Facilitated a formal response to CONSER about a recent decision on serials copy cataloging.
• Received information on the Master Record for Monographs project. Database Management has completed Phase One of the project, and requested and received a fresh Duplicate Record Report from III. After further work on the report, which notified us of 80,000 duplicates, it was determined that only 3,900 remain to be merged. DBM will work on these as time permits.
• Accepted the final report from the Subcommittee on Single and Separate Records “Proposed Model for Combining Formats on a Single Record” which articulates the current and historical practice for UCSD records and makes recommendations for policy in this area for the future.
• Accepted a proposal to define and use the 793 subfield g in SCP records to code subscription information in bibliographic records to assist other UC campuses for statistical purposes. UCSD will accept these codes but will suppress them from public display and will not index them.
• Acclaimed Ryan Finnerty chair through December 2005.
• Accepted a proposal to suppress authority records that had “Selections” in the title. These will be identified, reviewed, and either suppressed or deleted.
• Discussed machine-generated contents notes and their implications for Roger. The Library of Congress has a project underway to scan information into the 505 field that previously was only linked via an 856 field.
• Approved the revamped Cataloging Committee Web site.
• Approved a proposal from the Reserves Unit to add item records for uncataloged reserves to fully cataloged bibliographic records, but did not agree with them that the LC call numbers could be changed temporarily to ORC numbers.
• Approved (and DBM completed) a project to globally add cross references to authority records which contained the abbreviation “Dept.” in headings to include a spelled-out form as a reference.
• Noted with approval the news of CJK functionality on the main Roger port.
• Received information from the PCC, IUG, and FRBR meetings.
• Began discussion of an appropriate policy for using the controlling headings function in OCLC Connexion.

Priorities and Horizon Issues

• Monitoring authorities processing and following up on details.
• Possibility of performing a fresh reload of all NLM MeSH authority records.
• Establishing a preferred hierarchy of genre heading thesauri.
• Retrieving and loading current and retrospective table of contents data in house in addition to relying on an outside vendor.
• Evaluating and implementing OCLC's Bibliographic Notification Service.
• Evaluating OCLC Connexion's new ability to provide Cyrillic, Greek, and Hebrew scripts.
• Monitoring GPO cataloging policy changes, watching particularly the potential to move to separate records for electronic resources.
• Responding to and advising on the new Resource Description and Access rules (aka AACR3).
• Responding to changes in LC practice, e.g., adding death dates to headings.
• Responding to changes in NLM practice, e.g., restructuring of MeSH in bibliographic records.

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