Database Standards meeting was held Tuesday December 2, 2003 at Rolling Prairie Library System, Decatur, Ill.

Jo, RPLS was to research the following questions and have included the follow up from those questions that were asked from the meeting.

Change local library call no?

According to Darren at Dynix:

"I believe data services can do this, you would just need to supply them with the location code and they can run a script that would change the call numbers."

So we'll put that in the stack of questions to ask the data services manager, but we'll proceed for now on the assumption that yes, call numbers can be changed on a local library basis.

  What happens to bibliographical records with no items attached?  (DRA purge)

Answer from Dynix:  According to Dynix. Bib records with no items are OK.  We will remind the data services person at Dynix that these records exist, so he doesn't try to "fix" them.

How to handle Internet records?

Long URLs in bib records are OK (Gisela's question).  Darren at Dynix tested a bib record with a URL that wrapped three lines – the link was still good.

Announced that everyone should have received the CBT & launcher discs in delivery and installed on computer.  Question was asked to preview the OPAC and that is web based so no CD is needed.  Use Dynix website to preview, making sure it is a Horizon site selected.

Announced that Dynix would use the ALA search indexed.

Briefly talked about State Library and the fee structure for OCLC use.  Even though State Library has pushed the start date to July 2004, we will use April 22, 2004 – live with Dynix as our implementation for OCLC.   All ILLSAP libraries will become OCLC members.  We will have a Z39.50 interface built into our database.   Jo will keep us abreast of the fees set by the State library.  The next State Standards meeting is the end of January 2004.

Discussed the OCLC derived records mandate and the 035-field block.  Will be able to add local fields like 650 subject headings.  Will need to monitor duplicate records.  Must maintain uniqueness for each record.   Do not pull CIP cataloging only full record.

Jo mentioned that the “945  $b OCLC DO NOT SET” will be set up in the template as a choice when cataloging. 

In order to pull reports for non- fiction – Dynix needs to have consistent call no’s.  This will allow for Dewey breakdown by ten’s.  So non-fiction call no’s were decided along with recommended ways.

It has been indicated that some libraries would like to have spine labels be computer printed.  In order for that to happen, a space MUST be included in the call no.    An example would be: J 123.45 JOH and then a spine would be created to look like:    

J
123.45
JOH

J nonfiction – MUST have space
J 123.45 JOH     

Y nonfiction – MUST have space
Y 123.45 JOH     

J & Y nonfiction will be able to be broken down into Dewey 10’s for reports.  610, 620, 630, etc.  This can be used to show how many items circulated or for inventory purposes

J Reference – use only 3 letters REF and the same for Adult
J REF 123.45 JOH     

Adult reference will use call number.
REF 123.45 JOH         

Adult nonfiction - The use of the first 3 letters of author last name is recommended, although libraries can continue to use local cutters.
123.45
JOH   

VIDEO   (spell out VIDEO – recommended) – call # Will remain local
VIDEO 123.45 JOH

Recommended for books on tape or CD
AUDIO 123.45 JOH
AUDIO CD 123.45 JOH

Music Cassette – recommend that CASSETTE be spell out
CASSETTE

Recommended
DVD

CD-ROM
Recommended for music
CD

If a library wanted to change their call numbers (for example change REFERENCE to REF) Dynix can do this at the migration and we have until the beginning of Feb. when we can see the database, until April to make the changes.

Biography will remain a local decision.

Codes in front of the Dewey number could muddle the call number reporting.

Check in the OPAC to see how the call no will appear.

This will also allow one to do an item level call number search.  If libraries want Dewey counts by 10’s; call no consistency is important.

Items such as large type, fiction, etc. will be designated as local collections in Dynix. 

Bottom line - BE CONSISTANT!!!!!

Additional questions: 

     Explain how the train the trainer procedures will be handled.  Jo McLain gave a detailed explanation and answered questions.

Meeting adjourned at 11:30 a.m.

Next meeting will be held February 3, 2004

Those in attendance:  Cathy Marx, Richland, Kregg Argenta Lincoln Library, Gisela Motzkus, IDOT, Karen Anderson, Decatur public, Shirley Ackerman, Lincoln library, Amy Matzke, Hanson Professional Services, Patsy Walters, RPLS, Nancy Simpson, EPA, Nancy Kruse, Rochester, Karla Johnson, Effingham, Shirley Shaw, Taylorville school, Jane Schmidt, Mary Ann Pohl, State Historical, Jo McLain, RPLS, Ellen Murray, IASB