May 17, 2006 Meeting Minutes

OPAC Records Working Group

First Meeting,  May 17, 2006.

The first meeting of the OPAC Records Working Group (ORWG) met on May 17, 06. The following people were present: Atoma Batoma, Susan Braxton , K.C. Coe, David Griffiths, Gail Hueting, Shu Yong Jiang, Qiang Jin, Jenny Marie Johnson, JaEun Ku, Chew Chiat Naun, Michael Norman, Sarah Shreeves, Fung Simpson, Marek Stroka John Wagstaff, , Helen Zhou.

The meeting began with introductions.  Naun explained in his introduction that the ground rules for ORWG result from CAPT rules and invited the group to define the purpose and the structure of the Group and come up with a new name that reflects that purpose. The following issues were discussed.

Purpose of the group: The main charge of the group consists of formulating, documenting, and publicizing cataloging, classification, authority control, and holding policy and principles for the Library's MARC based collections. It reports to, and makes recommendations to the Content Access Policy and Technology group (CAPT). CPC used to issue policy without recommending any implementation procedure. ORWG will do more by deciding issues of practical procedure including authorization, documentation as well as cataloging.

Structure of the group: In order to carry-out out its tasks ORWG will be divided into sub-groups such as the Training and Documentation Group, the Authority Control Group, and the Cataloging Clearinghouse Group. These sub-groups will be charged with specific tasks and will report to, and make recommendations to the whole group. The sub-groups need not have only professional librarians as their members.

Training and Documentation Group.  TDG's members are Gail Hueting, Janet Weber, Helen Zhou, Eleanor Hornbaker. The group is charged with gathering information on the best techniques  and strategies for training staff members and GAs. Training includes, but is not limited to, training on Unicode, on  new versions of Voyager, and use of local classification schemes.  The group needs help with expertise. For the time being its members are focused on Central Technical Services Division, but they  intends to involve people from other divisions once they get a grip on the extent of the work to do. They have a folder on the G:/ drive for the time being, but will move their documentation to a definitive place later.

Voyager Authorization: The Group decided to give the authority for approving authorizations to the Documentation and Training Group. One important issue discussed here was the ambiguity of the text about who exactly should get authorization.  For example, it was a shared belief that GAs need Voyager authorization to do their work, yet the text is not clear as to whether GAs should get that authorization or not. It was suggested that  the Training and Documentation group change the text of the document which is an edited version of the CPC document so as to make it more straightforward.

Communications: The group agreed to use two different types of communication channels: a forum for posting more substantive documents, and discussion groups for alerting more people.

Statement about LC decision: It was suggested that, as a group we come up with a statement about LC's decision regarding ceasing the creation of series authority records (SARs) and treating all series only via transcription in bibliographic records, as this will have a tremendous impact on our library.  Michael Norman is charged with writing the statement, and the group members are asked to send him any questions, concerns or suggestions.

Meetings Calendar: A calendar for the whole year was suggested. The meetings will be held every other month (February, April, June, August, October, December). It was also suggested that meetings be called not less than a week prior to the due date so as to allow for a preparation time. Minute taking will be rotated among group members.

New name for the group: The group came up with a new name that reflects not only MARC format but also cataloging and other metadata schemes. We also hope that it reflects our future impact on the overall scope of the OPAC. That new name is Cataloging Working Group (CWG).

Submitted by Atoma Batoma