Collection Maintenance Subcommittee Minutes

March 12, 2025 at 9:30 am

Phone/video conference

 

Action Items:

The CMS recommended a change to the Books Searching and Matching Policy regarding annual Serial publications.

 

Present: Amanda Payne (POR), Molly Warren (MAD), Tina Marie Maes (MAD), Keri Van Gorden (MAD), Sarah Hartman (MID), Laura Schmiedicke (MRO), Amy Lawrence (MCF), Theresa Skov (VER), Kate Hull (SUN), Nancy Kessenich (WAU), Kathy Baker (MFD)

Absent: Alison Wirth (STP), Sarah Bukrey (STO)

Excused: None

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Amy Gannaway, Kayla Linke

 

1.     Call to Order at 9:33 am

a.     Introduction of guests/visitors

                                                    i.     None.

b.     Changes/Additions to the Agenda

                                                    i.     None.

c.      Requests to address the Committee

                                                    i.     None.

2.     Approval of previous meeting minutes: January 8, 2025

a.     Motion: K. Baker moved approval of the January meeting minutes.  T. Maes seconded.

b.     Discussion: none.

c.      Vote: motion carried.

3.     Action Items

a.     Change to Books Searching and Matching Policy

                                                    i.     Serial publications (not magazines received in Serials module): Title, Year or Year Range, Volume.

1.     Serial issued before 1995: Year and/or Volume in Title field; however, if [-1994] is in the Title field you may link your pre-1994 serial.

2.     Serial issued 1995 or later: Year and/or Volume in Title field.

                                                   ii.     Motion: L. Schmiedicke moved approval of the change to Books Searching and Matching Policy.  M. Warren seconded.

                                                 iii.     Discussion: A. Gannaway spoke about merging older annual serials bib records at the last meeting. The date parameters in this policy are outdated.

                                                 iv.     Vote: motion carried.  This will go the ILS Committee in April for final approval.

4.     Discussion

a.     Updates from previous meeting

                                                    i.     Merging older annual serials records

1.     This hasn’t been started yet but may be started by May meeting.

                                                   ii.     New Collection Code requests:

1.     BAEA, BOOK/AUDIO-ENABLED AD (Audio-Enabled Books)

2.     BAEJFI, BOOK/AUDIO-ENABLED JU FIC (Audio-Enabled Books Fiction)

3.     BAEJNF, BOOK/AUDIO-ENABLED JU NFIC (Audio-Enabled Books Non-Fiction)

4.     Approved by ILS Committee on 2/5/25, added to Bibliovation on 2/7/25.

                                                 iii.     Change to Levels of Cataloging Policy

1.     Add Streaming devices under PERM

2.     Approved by ILS Committee on 2/5/25

                                                 iv.     Deleting MARC records for OverDrive magazines

1.     Completed 1/29/25

b.     Gulf of Mexico / Denali Library of Congress heading changes

                                                    i.     Discussion: In February, there was a tentative document put out for heading changes.  The comment section was only open for one day and normally there is more time for comments.  A. Gannaway and K. Linke talked about this with MAD Catalogers.  These changes haven’t been finalized and we don’t know when that might happen.  If it does get approved, the headings would update as part of our automated authority control.  We can add Local Headings to keep the original names on the records.  A. Gannaway will keep an eye on this and report back to the group.

c.      Meeting format (virtual vs. in person)

                                                    i.     Discussion: The group prefers keeping this a virtual meeting.  We will review this again next year. 

d.     Update on ILS Evaluation

                                                    i.     Discussion: A. Gannaway has updated the ILS Evaluation webpage.  The workgroups completed all their recommendations.  The Lead workgroup reviewed them and developed a recommendation that will be presented at the March 20 All Directors Meeting.  Directors will vote on the recommendation at the May 15 All Directors meeting.  Anyone is invited to attend the presentation and a virtual option will be provided. 

e.     Other Bibliovation questions and discussion

                                                    i.     Discussion: K. Hull asked where to get information on proposed changes to Subject Headings.  A. Gannaway stated she received it from the Autocat email list.  There are also email notifications available from Library of Congress.

5.     Plan for Next meeting:  May 14, 2025 at 9:30 am via phone/video conference

6.     Adjournment at 9:56 am

 

For more information about the Collection Maintenance Subcommittee, contact Amy Gannaway.

 

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

 

Collection Maintenance Subcommittee/Minutes/03-2025