Monday, August 18, 2003, 9:00 a.m.

Attendees: Geoff Kirkpatrick (BETH), Lisa Bouchard (BETH), Lisa Pitkin (GUIL), Barbara Kubli (STEP), Peggy Mello (COLN), Carol Reppard (TROY), Pat Nonamaker for Sue Dague (EGRN), Debbie Canzano (COHS), Barbara Kendall (BRUN), Barbara Goetschius (RCSC), Julie Stump (VOOR), Diane Riganti (UHLS), Mary Ellen Bena (UHLS), Marcia Middleton (APLM), Rob Carle (UHLS), Bob Jaquay (COLN), Carol Lagassi (CDLC), Phil Ritter (UHLS).

Phil Ritter called the meeting to order at 9:00 a.m. and thanked everyone in attendance for their interest and willingness to meet. Since this advisory council had not met for some time, he asked everyone to introduce themselves and tell which library they represented. He discussed his purpose in arranging for this meeting and thanked everyone for taking the time to attend. Because we are now advertising for a new Manager of Automation Services, he made clear that the Selection Committee was not looking for a “cataloger” but someone with broad technology and automation experience. Our goal is to hire an individual who can oversee all the functions of the department. Likewise, he sees the main purpose of UHLS as maintenance of the database. His vision is that the member libraries will be able to do the great majority of the necessary cataloging and that only a few very specialized materials would have to be sent to UHLS for cataloging. UHLS would also be able to contract that cataloging with CDLC that has a professional cataloger on staff for this purpose. The current UHLS database is in much need of maintenance, and he sees the UHLS staff being responsible for cleaning, monitoring, and maintaining that database.

During the discussion that followed, everyone agreed that the member library catalogers could perform the necessary cataloging tasks if some changes were made. It became clear that everyone expected that there should be better databases from which to import records, more system access for the catalogers, better cataloging standards established and enforced, self-policing among catalogers, an individual account for each cataloger, more training, and a mentoring system among catalogers.

In order to illustrate some of challenges facing us, a number of technical issues were discussed and illustrated. The problem with Newcats was discussed, including their use as work forms for acquisitions, and the process for merging Newcats into complete bibliographic records. The functionality of Z39.50 was discussed, and the necessity for adding new and better databases was emphasized. The training needs for MARC editing and the use of ‘h’ sub field and 690 fields were discussed.

It was agreed that the next step was to establish a sub-committee to deal with several issues. Geoff Kirkpatrick moved and Bob Jaquay seconded that such a sub-committee be created that would recommend the establishment of standards with some kind of peer control for the following actions: 1) linking items to existing bibliographic records, 2) importing and merging MARC records, and 3) creating new MARC records. This sub-committee is to bring recommendations to the Database Maintenance Advisory Council that would then forward these recommendations to the Automated Services Committee for approval and implementation. This motion received unanimous approval.

The following individuals volunteered for and were appointed to the sub-committee: Rob Carle (who will schedule and chair the meetings), Mary Ellen Bena, Julie Stump, Sue Dague (volunteered by Pat Nonamaker), Peggy Mello, Lisa Pitkin, Lisa Bouchard, and a representative from APLM to be recruited by Marcia Middleton. This sub-committee will meet as many times as necessary to have a report with recommendations for the next meeting of the Database Maintenance Advisory Council. It is preferable that these recommendations be submitted to the Automated Services Committee at its meeting on September 23, 2003.

The next meeting of this advisory council was scheduled for Thursday, September 18, 2003, at 2:00 p.m. in the Meeting Room at UHLS.

The meeting was adjourned at 10:30 a.m.