BIBCO-At-Large Meeting Summary

ALA Annual Conference
Orlando, Fla.
June 27, 2004

Ana Cristán greeted the group and announced a change in personnel at LC for the BIBCO Coordinator position. Effective July 1, 2004 Carolyn Sturtevant will begin serving as Acting BIBCO Coordinator until a permanent appointment is made. Sturtevant will also continue as NACO Coordinator.

SACO Program update:

The PCC Policy Committee agreed to the recommendation made in the Final Report of the Task Group on SACO Program Development that SACO should be a more formally organized program. The final disposition of the report recommendations and follow up actions have resulted in the following SACO Program parameters: 1) All PCC members are automatically SACO members. This means that each institution will have a LC liaison to review their SACO proposals, even if they send only one per year. 2) Non-PCC libraries may apply to join SACO and must agree to submit 12 or more proposals per year. Proposals from non-PCC institutions that choose not to apply to join SACO will not be accepted via the SACO process. These proposals will be returned to the submitting library with a letter referring the submitting institution to a regional SACO mentor.

The details for the newly formed SACO mentoring project are still in the process of being worked out. The new SACO application form has been approved by the PCC Steering Committee and is now available for use. Letters will be sent to all SACO-only participants inviting them to complete the application form. The SACO FAQ now include information about these new parameters and new information will be added as these detailed are ironed out.

BIBCO contacts and NACO funnel coordinators are invited to volunteer to take-on the role of SACO regional mentors. A workshop on guidelines and review tips for SACO mentors is under development to be held in conjunction with ALA Midwinter. Please send questions, comments, or expressions of interest to John Mitchell (jmit@loc.gov) or to Carolyn Sturtevant (cast@loc.gov).

042 BIBCO Policy Decision:

At the May BIBCO OpCo meeting a lively discussion on whether or not non-PCC catalogers should be asked to delete the 042 when using a PCC record for copy, especially if any changes/enhancements were made, resulted in a call to form a task group to define the 042 and to determine BIBCO policy on its use. The request was subsequently presented to the PCC Steering Committee (SC) who determined that the MARC 21 Bibliographic Format provided adequate explanation of the use and a clear definition of the 042 field and that the BIBCO policy on the use of the 042 should be that cataloger’s should follow the policies, procedures, and practices of the utility within which they work. The question will be added to the FAQ on BIBCO Cataloging found on the BIBCO Home Page.

Parallel language records in OCLC:

Cynthia Whitacre (OCLC), distributed a handout summarizing OCLC Technical Bulletin 250 on parallel records available on OCLC's WorldCat documentation website. The term parallel record arose at the BIBCO OpCo May 2003 meeting. Previous OCLC policy did not allow more than one record for an item. For example, if a BIBCO or enhance library found an existing Spanish language record, and wished to upgrade it, they were expected to change the cataloging to English language when upgrading within WorldCat. Now, Spanish language cataloging is retained with English language cataloging added as an additional parallel record, as described in Technical Bulletin 250. OCLC has noticed some confusion between the language of the item and the language of cataloging among catalogers. Whitacre reminded catalogers that the language of cataloging as given in $b of the 040 is different from the language of the item, which is recorded in 008 (fixed field).

OCLC is currently considering adding a subfield $b to all bibliographic records in order to denote what the language of cataloging is for each record. Currently for those records not containing a $b the default cataloging language is considered to be English; however, this is not always true. It is envisioned that the change to include a subfield $b in every 040 would result in making WorldCat more accepted internationally, and thus a better bibliographic partner.

Whitacre also reminded the audience that the new policy on parallel records doesn't apply to vendor records. Catalogers are still requested to upgrade these records and change the language in the 040 to English. If subject headings in non-English languages are found in vendor records, catalogers may leave these in the record when upgrading, as long as they are correctly coded, while completing the descriptive work in English. Numbers for multiple records in other languages should appear in one 936. OCLC requests that a library entering a parallel record into WorldCat add a 936 field giving the letters PR for Parallel Record and the OCLC control number of the parallel record. The number will become a hot link to the existing record, but there is no requirement to enter a 936 field on the existing record. A question concerning parallel records with a link to OCLC's Technical Bulletin 250 will be added to FAQ on BIBCO Cataloging.

Please report errors in coding that you find regarding parallel records in the usual ways to the OCLC Quality Control Section bibchange@oclc.org or online reporting or toll free fax 1-866-709-6252 or mailed to OCLC Quality control Section, 6565 Frantz Road, Dublin, OH 43071-3395) or online reporting or toll free fax 1-866-709-6252 or mailed to OCLC Quality control Section, 6565 Frantz Road, Dublin, OH 43071-3395)

Possible errors to report:

• 040 $b, language of cataloging, incorrectly coded
• 936 citing its own record number
• 936 citing a record number for a record representing a translation, rather than a parallel record

936 Record Reported as duplicate-Use #54356749

This practice is not required, just permitted in response to those who have requested it. Contact Cynthia M. Whitacre (whitacrc@oclc.org) with any questions.

Integrating Resources documentation update:

Judy Kuhagen (LC) presented news about Integrating Resources and developments in AACR. Both the BIBCO Manual Appendix A and the SCCTP course on Integrating Resources will be affected by updates to the procedures for integrating resources being prepared by the SCT Task Group to Update Integrating Resources Documentation and Training, chaired by Kuhagen. The charge, members, timeline, etc. of this TG appears on the SCT Home Page and information for corrections, suggestions, queries, etc., should be sent by July 30 to Judy Kuhagen.

The 2004 Update to AACR2 is in the warehouse and ordering information is available on the AACR website. LC will implement the 2004 update on September 1. The Library of Congress Rule Interpretation (LCRIs) will be out shortly and will be on the next release of Catalogers Desk Top. The CPSO website will include a summary of the changes in documentation as soon as these are available

The major changes in the 2004 Update to AACR2 include the following:
1.0 Revised to begin with concept of "what is being cataloged"? that is currently in LCRI 1.0; the basis of description for all modes of issuance has been added and 1.0H has been deleted and its content moved to 1.0A3.
1.6B1 Revised to delete the reference to rule 12.1B as result of the Philadelphia BIBCO-At-Large discussions (this was already implemented via LCRI 1.6B)
6.5B1 and 7.5B1 Contain options that PCC will need to decide on so that this can be published in the LCRIs. A call for comments was issued on July 9th to CONSER and BIBCO catalogers with the following text:

6.5B1.
Option added to use "a term in common usage" to give physical carrier's specific format (e.g., "DVD-audio").
[LC won't be applying the optional provision of the rule. FYI: MLA members did not support this option when it was discussed by ALA's Committee for Cataloging: Description and Access.]

7.5B1.
Option added to use "a term in common usage" to give physical carrier's specific format (e.g., "DVD-video").
[LC uses Archival Moving Image Materials, not AACR2 chapter 7, for its cataloging of moving image materials.]

9.3 Rule on special characters was deleted; as was 3.3E. 3.3F and 3.3G renumbered.
9.5B3 Option has been added to give extent of remote access electronic resourcesand new rule 9.5B4 and 9.5C3 have been added. A call for comments was issued on July 9th to CONSER and BIBCO catalogers with the following text:

9.5B3.
Option added to give extent of remote access electronic resources. The rule will go on to say that cataloger should use a term from subrule .5B of appropriate chapter or use a term in common usage (e.g., "1 photograph," "1 sound file," "6 remote-sensing images," "Web site").

New rules will give instructions (9.5B4) about recording the number of files and/or the number of records/statements/bytes in area 5 or in a note and instructions (9.5C3) about giving other details about the resource (e.g., file types) in area 5 or in a note.[LC will apply the option in 9.5B3 on a case-by-case basis.]

12.1E Rule revised to make current provision for other title information currently only applied to serials to also apply to integrating resources.
21.2 Subrule rearranged so that major/minor concept apply only to serials, but not to multipart monographs and integrating resources.

Please send your comments and suggestions as to what the PCC policy on rules 6.5B1, 7.5B1 and 9.5B3 should reflect to jkuh@loc.gov by August 27, 2004.

Khagen also commented on the AACR3 publication scheduled for 2007, she mused that the date may be optimistic but that currently that timeframe continues to be the goal. ALA will get drafts in November for comments and a general editor is being sought to investigate new approaches to successively issued resources, collections, and uniform titles. The public website of the Joint Steering Committee for Revision of AACR contains a presentation by Dr. Barbara Tillett on AACR3.

In response to a question on whether or not the “Rule of three” is likely to change, Kuhagen responded that she was not certain but thinks that there definitely will be more written into the rules about cataloger judgment and local needs. Change in rules can be expensive, so library administrators like flexibility

SCT-Training issues- David Banush (Cornell)
Besides noting the work of the new IR task group Banush spoke about the work being performed by the joint ALTS/PCC task groups on basic subject analysis training and on name and title authorities and hinted that other groups to develop materials for series and classification maybe forthcoming. For an update on the BIBCO Training Manual (BTM) Banush called on Rebecca Malek-Wiley (Tulane U). Malek-Wiley in collaboration with Becky Uhl (Arizona State U) and Iris Wolley (Cornell) is under contract to revise the BIBCO Training Manual. The draft includes more on technical aspects of cataloging with a focus on exercises using several formats, and attempts to achieve a more balanced treatment of full and core records. There are PowerPoint slides for training, printed manuals, and Word exercises. Appendices cover such topics as SACO and post-training review and implementation. The final draft will be available for comment September 1.