SABINET ONLINE STANDARDS COMMITTEE MINUTES 11 September 2002 1 Welcome The chairperson welcomed all in attendance. 2 Apologies Susan Battison, NLSA Tienie de Klerk, NLSA Santie Engelbrecht, NLSA Louise van Heerden, NLSA 3 Minutes of the meeting held on 29 May 2002 The minutes were approved with minor corrections. 4 SabiCat feedback 4.1 General Ros Hattingh filled in the SOSC members on outstanding technical problems being experienced on the Innopac system: 1. During processing the links between items and bibs are sometimes being disrupted. This has been given a high priority by Innovative but they have not yet resolved the problem. 2. Link maintenance is not working correctly. It requires two processes to update the bib locations and to sort the attached items. 3. Load tables have also been disrupted and no batch loading can be done at the moment. 4. Dual connection sometimes results in SACat item records being saved on the local systems. Innovative is looking at this as well. There are now 3 334 721 bibliographic records, 8 175 247 institution records and 1 018 783 authority records. In 2002, 62 223 bibliographic, 163 050 holdings and 14 897 authority records have been added. There are now 170 SabiCat clients including SabiCat Advanced clients. 4.2 Training The training for the Basic (holdings) course is slowing down somewhat. The course has been scheduled for each month until the end of the year. If there is need for retraining or training for new staff members institutions are welcome to sign up. The Advanced (cataloguing) training at the same time is picking up as institutions become more ready to fully implement SabiCat. Phase I of SEALS will be given training early in October. Attention is being given to the departmental libraries to assist them in implementing the InMagic converter and getting the workflow of downloading records from SACat sorted out. 4.3 Documentation and Communication SabiTech 1 of 2002 is available on the website. Cataloguers are reminded to read through these notices and refer back to them for policies. 4.4 Holdings Format Forum A date has been set for the holdings format forum: 23 October 2002. The idea of this forum will be to re-evaluate the structure and needs of the holdings format. Specific issues to be discussed include: the need for detailed holdings, how to handle various formats and to handle holdings with the single record approach. A cataloguer and an ILL person will be invited from a range of institutions and a survey will be circulated nation wide. If needed the forum will be taken to other regions for more feedback as well. 4.5 Workflow Developments Ros Hattingh reported back about the future developments planned by III as they move to web-based cataloguing. Although details from III are very sketchy at this point, they have indicated that there will be separate developments for single and dual connection clients and there will be costs involved. One feature indicated on the brief is the future ability to edit holdings. The development brief has not been circulated as it is very unclear and does not discuss the dual connection at all. Sabinet Online is also cautious about some of the planned developments as the web- based approach could potentially be difficult to implement in the South African environment due to the slowness of internet connections. SOSC members expressed interest in seeing the development brief despite its incompleteness. Ros Hattingh said she would circulate it. 5 Working groups 5.1 Input standards 5.1.1 Multiple Formats for Bibliographic Records A draft of guidelines to assist cataloguers in sorting out the single record approach for multiple formats was discussed. The key points to highlight are: That the single record approach can only be used when a resource is reproduced as a web resource; and the single record approach must begin with describing the original document. Holdings for printed books cannot be added to a bibliographic record for an e-book. It was recognized that as OCLC is our source of records we cannot deviate from their policy. The issue that potentially holdings for e-resources could be scattered (on the single record for the original document or on a separate record for the e-resource) was referred to the holdings format forum. It was suggested that guidelines in terms of identifying notes and workflows for maintaining holdings be developed to minimize the confusion. A decision was also taken to add the secondary material type codes in the 977 fields for use on MagNet. This would allow for limiting by e-book or e-journal even when the single record approach is being taken. 5.1.2 856 and local URLs A suggestion was made to only add locally used URLs on the local catalogue to minimize clutter with multiple 856 fields in bibliographic records. It was suggested that guidelines be written to assist cataloguers creating the 856 to make them as clear and as useful as possible. The issue of link checking was also raised and reference was made to some freeware available that can do this checking. Once checked though, the links need to be edited if they no longer work. Sabinet Online will investigate this maintenance further. 5.1.3 Afrikaans Subject Headings Afrikaans subject headings remain on SACat coded as LCSH (650 _0). As their coding cannot be used to identify these headings, Sabinet Online will investigate alternative means of identifying these and changing their tags to 653. 5.2 Authority control 5.2.1 SACat implementation of 7XX field in authority records: indexing and maintenance III is still busy with testing their planned implementation of the 7XX field. NLSA and Unisa are test sites in South Africa and Anne van der Walt has examined the functionality of the III implementation at Unisa. Claudia of III has been contacted regarding the functionality of the 7XX as see from references on SACat and her response has been that they will first sort out the test sites before they make any changes or accommodation of the 7XX fields on non-test site systems. Her latest correspondence indicates that III is becoming more aware of the implications of their proposed functionality and they still need to develop the software further. 5.3 Quality control and database maintenance 5.3.1 OCLC Bib Notification Service The evaluation of the Bib Notification Service was shared with the committee. In general it was found that the records supplied were improvements over the existing records on SACat, primarily because of the addition of the 505 fields. Although the test had been expanded to include non-book material in practice very little of these other formats came through in the second round of evaluation. The estimated cost of the service is approximately 2% increase per client. In principle the SOSC approved the implementation of the Bib Notification Service for books for a limited period, but it was suggested that Sabinet Online first load the files received thus far to assess the impact of the service on staffing and database management at Sabinet Online. Feedback will be given via email when this has been completed (it will need to wait until the load table problem is sorted out). 5.3.2 Interfacing and holdings The procedure for dealing with unmatched bibliographic records when holdings are batch loaded needs to be developed. 5.3.3 NetLibrary e-books OCLC has now taken over NetLibrary and the African Digital Library of approximately 3000 books will be made available. OCLC has supplied those bibliographic records to Sabinet Online to be loaded onto SACat. With the loading problem on Innopac, these records will first be loaded onto MagNet and a title list will also be made available. Automatic authenitication for accessing these titles will be provided if connecting through MagNet. The access to off-line readers will be investigated. 5.4 Products 5.4.1 UCTD Database maintenance is still being done to thesis records before they can be extracted for the new UTCD. The availability of digital theses is being investigated by Pierre Malan but as this involves intellectual property rights and high level university governance decisions, it will likely take some time. 6 General 6.1 Bib formats & standards, 3rd ed. The third edition is now available on the SabiCat website. One significant change is the ability of non-Bibco cataloguers to use the encoding level “4” for core level records. South African libraries following the SabiCat core level standards and omitting details such as the physical dimensions of an item (300$c) may use “4” now instead of “k” (minimal level). Core level records will now also be allowed to be upgraded to full level by cataloguers when these details are added. 6.2 AACR2r developments Anne van der Walt of Sabinet Online will look into the changes in AACR2r and provide highlights to be circulated to cataloguers. Ina van der Merwe of UNISA is also working on this for the IUGSA conference and she will be contacted to collaborate on this summary. 6.3 Quality cataloguing A recommendation was made that the SOSC members develop a document highlighting the need for quality cataloguing from various angles: the impact of poor records on the end-users, the impact on the reference librarians and circulation desk. Di Man volunteered to collect the comments and inputs for this document and compile it. Her email is Di.Man @wits.ac.za 7 Next meeting The next meeting will early next year with feedback on the various agenda points by email. A date will be set later.