Facilitator – Barbara Swetman                                 NOTE TAKER - Miguel Figueroa

Key Issues/Topics:  (Suggested discusssion questions:)

1.       Is it important to be consistent?

2.       Do we need a “style guide”

3.       Importance of the ANSI/NISO Z39.71 standard

4.       Are there any existing resources that are authoritative?

Outcomes:

1.      Suggestions for future enhancements

2.      Guidelines/recommendations

Notes from this group

Experiences with summary statements--use and frustration

• frustration with summary statement and its form--ordination (volume and year)
•      both are okay--some of that is legacy, built off the old system where they had to be separate
•      important to be consistent--it doesn't matter so long as it is consistent
•      ANSI standard allows for both
•      summary field is an OCLC creation--free text--you want to be consistent--try not to have two different presentations in the same holdings record--consistency both in the library and within the group (NYLINK, etc.)
•      ILS could sparse the fields differently

Is it important to be consistent?

• unanimity that it must exist within own institution
•      utility of a style guide--CLRC has a very old union listing style guide, but effective for referencing notes and for keeping members current.
•      have used the guidelines from NYLINK, also checking the view in OCLC to see the users perspective and consistency

JSTOR summary holdings?

• in OCLC E-serial holdings just shows your holdings--when issues are encourntered with ILL--they will add LHR
•      Add note in summary regarding embargo; will close in JSTOR if its closed
• A need for consistency in notes
•      summary field beginning date with note about JSTOR (assumed that user knows the embargo)
•      in specific holdings, inserted a note
•      JSTOR embargo requires a full year, so have to be careful as tracking the whole calndar ytear is challenging--need consistency of lanugage for expressing this
•      public note field can refer people to access the library--no date information
•      In public note, list out the specific holdings for each format (print, electronic, microfilm), etc to create one local holding record
•      OCLC holdings record only provides a hard code for one--even if one summary statement, they want three holdings records for each fromat
•      Separate holdings records also aid in the deflection as it specifies the holdings format--separate local holdings records allow manipulation for lending and recproduction policies rather than having deflection think they       are one format.
•      bracketing and equalling is just as hard (if not harder) than creating seperate holding record
•      will this work with Illiad?--appartenly not, but it swhould be coming
•           even if its in there it doesn't already reflect for ILL purposes

Importance of ANSI/NISO standard?

• available online for free (will add to the wiki--in simplicity booklet pg. 23)
• does help to better understand consistency--has several examples on some of the odd materials.
• use more complicated records (printed out) to use as a reference and double-check on world cat to see how users see it and whether it is displaying correctly.
•      covers punctuation issues that are important in level 4
• consitency across the library--often depends ont he material covered (newspaper vs serial journal)
•      dleimiter z for notes unique to the issue/volume etc.
•      does oclc support delimiter z?

availability of display via worldcat?

• until you know how you are dealing with everything, looking at it in WorldCat and OPAC helps reach decisions--look at other people's records in union list (or dervie fromt heir previous work)

Authoritative resources?

• Holdings Statement
• MARC for holdings
• Summary infromation from OCLC entry form directly--not a simple route--but can help to expand certain fields

Clarify--adding a note about missing holding (doens't fit in 863)--where should you put that note

• positive reporting--report what you own, not what you are missing
• number of gaps so extensive, that it defeats--try to bring to specifics--list range and then specify int he note where the incomplete is (i.e. a volyume or year); most of the time, make that note part of 863 with the corresponding holding-also try to have something that reflects that in the pretext summary statement--general statement or specific dates of incomplete
• in worldcat, not much of that summary field appears--illiad may show more--keep summaries short to avoid truncation--clickable in the summary that will drop you down to the complete statement

Suggestions for further enhancements?

• make it easier to get from entry to display view--right now you have to log-out and -in or else have two browsers open
• way to get back fromt eh bib record to get back to the LHR without losing the changes you've made
• navigation is extermely difficult--moving back is diffcult--maybe a back to edit b utton on the edit menu--not intuitive
• if you have a modified record, you shoulnd't be able to leave it accidently without actually confirming--a confirmation screen or a chance to go ahead and look with the option to go back

repetition of information

• information in the bib record does not have to be included int he local holdings record
•      will ill folks know to lok at the bib record or are they focused on the detail statments
•      you can't count on people to read and interpret the recod correctly

lhr with 866--want to put in the 853 form--can yu overlay your constant data--what to do to turn it into a machine-readalbe lhr?

• constant data should overwrite the record and then edit it.
• are you going to remove that 866?--if it is no longer accurate
• tutorial for creating the constant data record (insert link)

853 and 863 data--always expandable?

• compressible and expandable as unknown

supplements/indexes beyond 866, 867, 868?

• no