Cataloging

Group Members:
Diana Duncan (Field): dduncan@fieldmuseum.org | 312-665-7560
MJ Han (UIUC): mhan3@illinois.edu | 217-333-9515
Susan Lynch (NYBG): slynch@nybg.org
Lesley Parilla (SIL): parillal@si.edu
Suzanne Pilsk (SIL): pilsks@si.edu | 202-633-1646
Chris Robson (HUH): crobson@oeb.harvard.edu | 617-495-2366
Joe deVeer (MCZ): jdeveer@oeb.harvard.edu | 617-495-3946
as needed: Bianca Crowley: crowleyb@si.edu | 202-633-2239

The BHL Collections Committee has identified the a need for a cataloging consult group that can answer periodic questions about BHL records. Estimated commitment is 1-5 hours a month depending on the nature of the cataloging issue.

Meeting Notes organized in Google Drive see
https://drive.google.com/drive/folders/0B1puarmMOoXMSy1IdENHZWo4WUU?usp=sharing

Big Picture Question: Do BHL records need to maintain synchrony with institutional catalog records?
(caveat no need to worry about IA b/c of uploaded METS file)
Or can BHL records evolve/be enhanced independently of the source record?

Example cataloging questions:

• Can we add a series statement to this BHL record?
• A user may report an author is missing from the BHL record, should we add it?
• Can we add the abbreviation “TL2” to the BHL record somewhere so that it can be searchable under “TL2”?
• 2 or more authors may need to be reconciled, how can we determine the correct name authority?
• Library X catalogs Journals A, B, & C together but other libraries catalog Journal A, B, & C separately – how should we present the volumes in BHL?
• When merging duplicate titles together, how should we determine which record to keep and which to suppress?

BHL Cataloging Tools
BHL Administrative Dashboard http://admin.biodiversitylibrary.org
Gemini Issue Tracker http://biodiversitylibrary.countersoft.net/
Documentation on bhl wiki Help help

Meeting 8/23/16

Attendees: Diana Duncan, MJ, Suzanne, Lesley, Diana Shih, Susan Lynch

Here is a link to our meeting notes:
https://docs.google.com/document/d/1Dy5-onmdXNQ4xEUxLcwD3pdgzODz8f3AsvO4cEZGVvs/edit?usp=sharing

I put the action items in the notes but I will repeat them here:

Action items:
Cataloging group to start adding Gemini tech tickets for any metadata standard changes. One that needs to be created is “active” replacing florit dates.

Create Gemini tech ticket for adding authority control using VIAF URIs. Is this the same as the ticket for data modeling for BHL 2.0?

It sounded like we want a Gemini ticket for keeping Rod Page’s authority blobs out of our creator file

MJ will create a document for recording our case for authority control. Find it here:

__https://docs.google.com/document/d/1w9KupjarDG_EgBIDYPVzojzCSr8FMmsWNDjmqYbGvo0/edit?usp=sharing__


Susan will provide MARC records that Mariah created to Diana S. for her to review


MJ provided a link via email to U of I’s MarkMaker tool:
__http://quest.library.illinois.edu/marcmaker/entrance/__

Another helpful link to the LC PCC working group webpage:
__https://www.loc.gov/aba/pcc/bibframe/TaskGroups/URI-TaskGroup.html__

Follow up 1/19/16

Dial 1-877-860-3058, 961479#

Attendees: Joe, Diana Duncan, MJ, Suzanne, Bianca, Chris, Lesley, Diana Shih
Welcome Lesley Parilla to the group!
MJ's workflow doc BHL-Metadata.docx
How have things been going? What to do going forward?
It's ok to have duplicate volumes on a record;

• OK if decisions are in editing documentation,

e.g. https://docs.google.com/document/d/1FbcRHlWIH-S7FmO1vBYE88pm-RaWsZtBpiYMvvINIUw/edit?usp=sharing
MAY need to link workflow document to editing documents and vice versa...
BHL Documentation: Help
need to see what kinds of decisions cataloging group is making
wouldn't it be nice to search the documentation for what you needed to know?
How are folks managing Gemini emails/tasks - some keep emails in Inboxes and tag, others move emails based on tasks into specific folders
Do we need a better way to distribute issues better? Better reminders?
Do we have turn-around time expectations?

• Each person to take on one of the big nasty issues

Diana D. and Joe have volunteers who can help - simply use their logins; prefer to field simpler portal edits to volunteers -

• Catalogers to focus on gnarly issues
• This call is a good place to discuss icky issues -

how often do we want to have calls?

• Cataloging group should be the one to make the decision about how to handle the tough issues with recommendations on how to implement; Purpose of group is to make decisions about serious cataloging questions
• For issues that don't fit in the cataloging group - turn them back into "new" issues so that Bianca will see them and re-triage
• add a comment about "let's discuss on cataloging call" to issues where questions come up
• once a month as needed - all OK - MJ is happy to schedule calls - to make sure folks keep in touch
• FEEL FREE to reach out over email and phone

Bianca to add folks' emails and phone numbers for questions - DONE
Diana Shih can provide quick update on staff call
Wouldn't it be nice if we had Name Authority Control (already)?!
Need to throw Creator table at VIAF but there is no place to keep this data - really need to get Name Authority as a priority
BHL isn't serving MARC - BHL takes MARC and derives its own records into tables from the original MARC
Maybe it would be good to have a report come out on a regular basis
Ignore emails and plan to go in once/week - you can turn your email updates off, even just for the Cataloging workspace if you want

• How about a report of what work has been accomplished? Bianca to investigate this

Kick-off Mtg 5/19/15

Dial 1-877-860-3058, 961479# with group members + Bianca and Jackie (Chris out sick)

Agenda
Background (Bianca & Jackie) - what is a BHL cataloging issue anyway?
Overview of tools needed to perform BHL cataloging tasks (Bianca)
Possible workflow scenarios
Group chair needed? If so, who?

Overall workflow:

1. Jackie performs triage of all issues that come into Gemini system. Where cataloging is necessary…
2. Portal Editing component assigned
3. Cataloging task investigated
4. Cataloging task completed
5. (if necessary) User contacted regarding changes implemented/decisions made

Proposed workflow: Jackie and/or Bianca triages the cataloging issue directly to the Cataloging group for consult…
Cataloging group implements changes for now, documenting best practices to compile for recommendations to Contributing Libraries to someday implement changes themselves

Need to consider workloads and where they fall as well as
Source records
Need to be conscious of poss. obscuring cataloging work already completed
exports from BHL are NOT in MARC format so we do not have to worry about MARC leader changes
BHL retains original MARC provided by the Contributing Library at the time of digitization and derives the metadata for its records from these MARC recs but does not keep its metadata in MARC format (if we want genuine MARC format for recs in BHL, we wouldn’t get it from BHL)
MJ: work with Hathi Trust and they periodically send email alert where they find cataloging errors which helps to improve UIUC’s catalog; alerts helpful and libraries should be informed when changes are made in BHL
Cataloging component to queue and assign cataloging issues
BHL Staff meeting to designate someone from each institution to correct cataloging questions
Cataloging group to provide guidance on how to handle cataloging issues going forward - simple issues go to host library or to cat group, complex issues go to host library or to cat group
Documenting cataloging decisions to help distribute work in the future
Rule of thumb: Always choose a BHL partner Contributing Library record over a non-partner or “ingest” record
Alerting home institution is a good idea b/c it improves their own records
Create cataloging workspace & populate with issues already pending
See how things shake out as far as small issues vs. big issues
Not pagination!
What about getting back to users? Might need some assistance here but not all catalgoing issues require a response
What about statistics?
Gemini workspace has some metrics that might be helpful

BC and JC to set up workspace and work out details of how group can work in Gemini
BC to follow up with those folks that need logins/access to tools