Serials
Interest Group for Academic Libraries in Oklahoma (SIGALO)
And Oklahoma Union List of Serials (OKULS)
Joint Spring 2006 Meeting
Oklahoma Department of Libraries
July 28, 2006
Following the brief OKULS
business meeting,
She
announced that the SCCTP workshops have actually generated some funds for SIGALO,
although we have no treasury. Michael Kim is holding some $200.00-$300.00 for
the group. She introduced Janet Hughes to talk about the latest SCCTP planned
workshop, Advanced Serials Cataloging. It will be held on Oct. 18-19 at OSU-Tulsa,
and registration is $80.00, to be sent to Michael. A flyer for the workshop will
be coming out soon. Our trainer will be Lisa Fuhrbotten, of Texas A & M.
Dana
Belcher asked if we will be rotating the workshops, and Janet said that we might
want to begin offering the workshop series over again. Linda praised Michael for
introducing the workshop, and suggested that we could offer one per year. She
asked if anyone objected to repeating the workshops as a SIGALO mission and
received a positive response.
Linda
mentioned that Elaine Bradshaw, Adri Edwards, and Kim Edwards have completed
their two-year stints on the Program Team. Mary Grace Berkowitz (OCU), Michele
Seikel (OSU), and Harriet Hobbes (Northeastern) volunteered to join the team.
Sarah Simpson volunteered TCCL to host the fall meeting, and Cheryl Suttles
volunteered Integris to host the spring 2007 meeting.
Dana
Belcher reminded everyone that the SIGALO and OKULS websites will be moving
soon, but you can still find them via a Google search. Sarah also commented that
Dana and Linda will be offering an OLA conference program next year on union
listing in Connexion.
After
the business meeting, Ila Grice Coffman (OU) presented a program on the MARC 21
Format for Holdings. She described the standards given in the MARC format so
that information sharing is possible among libraries is possible, and reviewed
the history of holdings standards. Z39.71 is our current ANSI holdings standard,
and it allows Level 4 detailed holdings. OCLC didn’t adopt the MARC 21
holdings format until 2006, with Connexion.
OCLC
Cataloging is available via the client or the Connexion browser, but you can
only access holdings using the browser. To get to local holdings, you click on
the browse options tab. Ila advised that for systems that offer serials
prediction, you can copy the publication patterns into your system. But she
cautioned the members to make sure the codes are correct for a title’s current
frequency. She reviewed the code choices available for Leader, 007, and 008. In
the 008, you can code for ILL pending policy. If your library doesn’t lend,
you can choose the code for autodeflection so ILL borrowers won’t waste time
requesting a title from your library.
ILA
also explained the uses of the 853/863, the 854/864, 855/865, and the 866
fields. The 853/863, etc. are fields which when filled out code for frequency of
publication, chronology, and enumeration. They are the fields that will allow
predictive check-in in your system. The 866 field is for free text summary
holdings. Ila reminded the members that the MARC 21 and ANSI standards are on
Cataloger’s Desktop, and Dana said that there are also links to them on the
OKULS webpage.
Co-Ming
Chan passed out handouts giving the number of local holdings statements from
Oklahoma and talked about why OCLC migrated our local holdings to MARC 21 at the
same as they migrated to Connexion—to allow automated routing of ILL requests,
record lending and copy status, and standardize the data to make local system
migration easier.
She
pointed out that LHR’s can now be created for monographic sets, which allows
any library to record holdings in WorldCat and improves fill rates for ILL.
You
must have a full level cataloging or union list OCLC authorization in order to
union list in Connexion.
Co-Ming
also spoke of the auto-deflection code in the 008 that can record your
library’s lending policy for certain categories of materials. This causes ILL
borrowers to pass automatically to the next lender in their string and speeds up
response time. OCLC used a default setting of “unknown” for Lending Policy
& Reproduction Policy in the 008 when it migrated our records. It’s okay
to leave these settings as is, unless your library has a specific policy of not
lending this material, and specific title.
In
Passport, records with gaps in holdings had holdings migrated to the 866 field.
All of the others received paired 853/863 fields. Co-Ming showed how the
holdings look in First Search. The problem is that, for records with both paper
and microform holdings, OCLC migrated microfilm
holdings into a $z note (public note) in the 852 field. In the 866 field, only
the paper holdings are recorded, not the microforms, so ILL borrowers &
lenders won’t know that you have microfilm that fills in gaps. Co-Ming
announced that OSU plans to present several examples of this problem to our
AMIGOS representative. She hopes that OCLC can give us a list of our titles with
this holdings display problem.
Meanwhile
each institution can create an additional LHR for your microform holdings so
that they will also show up on First Search. Each title would then have an LHR
for paper and an LHR for microfilm, which would be coded as microform in the
007. The summary holdings in each 863 would display in First Search. Co-Ming’s
handout includes the address of the inline tutorials from Kay Vincent of AMIGOS.
After
lunch, Dana Belcher (
She
announced that you can now email a list of titles that you have withdrawn to
OCLC, and they will remove your holdings symbol for you. You should also caution
ILL staff that the summary statement of holdings on the 866 doesn’t include
microfilm, so they will have to click on the summary to go deeper and see the
microfilm holdings as well. She recommended that we code the 853/863 summary
holdings a little at a time instead of just leaving the 866 or 852 $z notes as
is. 853/863 will be better for future migrations.
To
get to your holdings, click on the “Show Local Holdings” box for a title.
When you click on a linked field, it expands to show all of the coding. Code the
Leader as a serial at level 3.
The
007 contains physical description fields. The most important codes to fill out
in the 007 are the Category of Resource and Specific Material Descripion, the 00
and 01. Code the “00” in the 007 for text if you have paper, or “01” for
microform. The 008 has fixed fields and your library’s retention policy, plus
the ILL lending policy. Coding the acquisition end date would be handy to let
others know when you stopped receiving it. Completeness means how much of the
run you have. 50% is complete; less than 50% is incomplete.
The
853 provides captions & patterns (what kind of numbering and chronology a
serial has). Add a caption in parentheses so that it doesn’t display. If there
is no 3rd level enumeration, add (*). The 863 gives the actual
volumes that you have. You can indicate a gap in your holdings with code “g”
in $w. This is called the break indicator. You can add a limited retention note
in the $z in the 852 field to make it display. You can also go into the ILL
policies directory and set a blanket lending policy if you have a category of
material that you don’t lend.
Dana
reminded everyone that she, Junie Janzen, and Janet Hughes are agents, so they
can go into records and modify them, if you need help. But she said that OKULS
does NOT insist that we make changes to our migrated records. Dana’s
presentation is on the SIGALO & OKULS web pages, and she plans to rewrite
the tutorial in the coming year. Her advice is to work on making your holdings
for current subscriptions up-to-date first, then work on older, closed holdings.
To get your OCLC usage statistics, you can go to www.stats.oclc
and click on Local Holdings Maintenance detail report. It gives you your monthly
numbers for adds, updates, & deletes. You also can get your library’s
cataloging and ILL statistics there. You login the same member’s login for the
client. OCLC is currently working on a report that would give us each our whole
current serial inventory list. But she said that you might also be able to print
your inventory list from your own ILS system.
Respectfully
submitted by Michele Seikel, OSU Libraries
Last Updated: July 23, 2007
Page designed and maintained by:
Dana Belcher
East Central University
Linscheid Library
1100 E. 14th
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