Multi-part DVDs Packaging Workgroup Notes

August 2, 2022, 2:30 pm

Phone/video conference (Zoom)

Action Items:

None

Present: Tom Campbell (MAD), Kathy Wolkoff (MEA), Judy Taft (ACL), Autumn Baumann (POR), Rebecca Swanson (FCH), Heather Garvey (SUN), Alison Wirth (STP), Sarah Hartman (MID), Nancy Kessenich (WAU), Sue Ann Kucher (REE), Kate Odahowski (MAD), Margie Navarre Saaf (MAD), Kathy Baker (MFD)

Absent: None

Excused: Eric Norton (MCM), Nate Snortum (DCL), Katelyn Van Lankvelt (SKC), Sarah Bukrey (STO), Eric Crow (MTH), Kayla Linke (SCLS)

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Vicki Teal Lovely, Heidi Oliversen, Amy Gannaway

1. Call to Order at 2:32 pm

a. Introduction of guests/visitors.  None.

b. Changes/Additions to the Agenda.  None.

c. Requests to address the Committee.  None.

2. Approval of previous meeting notes: July 19, 2022

a. Motion: M. Navarre moved approval of the July meeting minutes.  A. Wirth seconded.

b. Discussion: none.

c. Vote: motion carried.

3. Action Items

a. None.

4. Discussion

a. Matching and repackaging during transition period

1. Discussion: A. Gannaway reviewed the Multi-part DVD TV Series Set matching Survey results.  There were 34 responses and there are still differences of opinion as to where people would like to go with this.  At this meeting, we are tasked with coming up with guidelines.  We originally said we are not requiring repackaging.  There is concern from libraries who won’t be able to do this.  The majority is concerned with patron confusion about having two bib records for one item.  Is this permanent or temporary?  Why are we suggesting two different records?  REE is concerned with county funding and a library getting one circ for a set versus five to six circs with individual disc records.  Will we allow two versions in database for years?  Will there be an end point?  Can we say titles with a certain copyright date can be both ways for a specific number of time (i.e. a year)? Then perhaps repackage by a certain date.  MAD suggested that libraries create a new record for the entire set when libraries get a new set. Yes, libraries should create a new set record.  REE is looking at repackaging, but they are the only holding library for 2000+ items (older TV series are popular with their patrons).  What scenarios would a library create a new set record?  If it is a brand new item to LINKcat.  If the existing set in catalog is incomplete (missing a disc).  M. Navarre Saaf asked if we could run a report to determine if there is a set and one individual disc record where the disc hasn’t been checked out in a certain amount of time and ask libraries to delete this item record. We would just let them know and the library can decide what to do with it.  For some, the goal is to eventually have all our series on a single set record.  We can come up with regular report process for duplicate records.  If a library gets a new set, they should create a new BSE for the set.  Any libraries buying it after the set record is created, they should link to the set record.  This is a best practice and we will need to update the Linking manual and review with the subcommittees, and review policies to see if updates are needed.  We will hold off on other repackaging requests and see how this goes.  MAD would be first to know about new set records and they can add the item to a google spreadsheet and libraries can decide if they want to repackage their copy.  It would be easier than trying to figure out how to run a report.   There was a question about adding full season to the edition field, the title, or both?  Half of the responses said both.  Currently, many titles have “the complete set or season” listed.  Would it make sense to say “all discs” to this?  The title field is more apparent to patrons than the edition field. The group decided to list “full set” in edition field and “all discs” in title after DVD.    

ii. Resolutions:

1. Beginning September 1:

a. All newly received multi-part fiction television series or mini-series with no matching record for the set, will be added to a new record for the set, even if there are matching records for the individual discs.

b. All newly received multi-part fiction television series and mini-series with a matching set record will be added to the set record, even if there are matching records for the individual discs.

2. MPL catalogers will add “full set” in the edition field and “all discs” in the title after DVD.     

b. Marketing and talking points for patrons

i. Discussion: V. Teal Lovely shared the results of the survey for Talking Points.  ILS staff will review them and come up with a Talking Points document.   We will also be putting this on a bookmark for libraries (similar to what we did for Local Holds).  V. Teal Lovely will put the suggestions from the survey into a google doc and people can pick their favorite.    

5. Plan for Next meetings: Mid-August: late fees/replacement fees for single discs/sets – MK creating doodle for this meeting.  Due Friday.

a. Conversation about how libraries deal with certain scenarios (missing disc, replacement fees)

b. August 23 finalize talking points/PR. 

6. Adjournment at 4:01 pm.

For more information about the Multi-part DVDs Workgroup, contact Vicki Teal Lovely.

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

Multi-part DVDs Workgroup/Notes/8-02-2022