ON THE CATALOGING/CATALOGUING FRONT

Cataloging and Classification Committee

The Cataloging and Classification Committee met on Sunday, June 28, at 9:30 AM in the Washington Courtyard by Marriott. Chair Barbara Story convened the meeting.

MARBI Report

[Further discussion of the MARBI meetings can be found in the minutes of Executive Board II/General Membership Meeting. — ed.]

The first item on the agenda was the MARBI report, given by Susan Moore. Susan reported that proposal 98-7, dealing with incorrect dates, had been discussed at the meeting on Saturday. The proposal was modified to specify that correct dates be entered in the 008 field and incorrect dates be put in the 046 field. This revision was passed. Included on the schedule for Sunday afternoon were two proposals put forward by the U.S. National Imagery and Mapping Agency (NIMA): proposals 98-12 dealing with field 355 (Security Classification Control) and 98-14 regarding field 052 (Geographic Classification Code). Also up for discussion was Discussion Paper 110 on changes to the Computer File 007 field, and Proposal 98-11, which proposes changes to accommodate the new NISO holdings standard Z39.71; among the proposed changes would be changing the name of the 007 field for Maps to 007 for Cartographic Materials.

Monday's meeting was set to discuss proposal 98-16 dealing with the indexing of entries with non-filing indicators. The proposal would do away with filing indicators and add control characters to the access fields to be placed immediately before and after character strings that are to be ignored when filing. The proposal originated with the USMARC electronic list and has strong support from the German cataloging community. This has been a long-standing issue and generated some discussion at the current meeting. In response to a question about the feasibility of the proposal, Susan pointed out that vendors and utilities are represented on MARBI in order to address feasibility issues. Ellen Caplan told the Committee that OCLC has discussions before the ALA meetings to assess the feasibility and cost of implementing proposals.

OCLC Report

Ellen Caplan was next on the agenda with the OCLC report. For the benefit of those new people who did not know her, Ellen mentioned that she works in the department at OCLC that deals with quality control and batchload projects. She reported on the database scan that was done last September to convert atlas records from Books format to Maps format. 17,344 LC records and 28,515 member-input records were converted. A scan could not be devised to catch all the records needing changes, so OCLC users are being asked to report any atlas records in the Books format which they find in the OCLC database. A number of MARC updates have occurred since format integration was implemented, resulting in the need for several things to be done to update the database. No schedule has yet been set as to when changes will be made. However, OCLC will be coordinating its efforts to implement the changes with LC and the other utilities. In March OCLC implemented new indicator values for the 856 field. Ellen said we should also watch for type code changes in computer file records. They should be reported; duplicates should not be entered.

TechPro, OCLC's contract cataloging unit, is currently working on several map projects, and some of the catalogers have gone out for special training in map cataloging. OCLC recently began loading Australian records, including only a few map and atlas records. CIP records for maps are upgraded at OCLC's Portland CIP office, though these records are not numerous.

Finally, on the issue of type code changes, Ellen asked that OCLC users check Bibliographic Formats and Standards, Chapter 5 for the procedure to follow when submitting a type code change request, rather than sending such requests directly to her. This is mainly to ensure that requests are properly tracked, counted, and processed in a timely manner. Type code changes will usually be completed within one or two days. If they are not done within two days, the requestor may contact Ellen or Susan Walker to find out what the problem is.

AACCCM Report

Elizabeth Mangan gave the Anglo-American Cataloguing Committee for Cartographic Materials report for Mary Larsgaard, who was unable to attend the meeting. A meeting of representatives from the five participating countries (U.S., Canada, U.K., Australia, and New Zealand) has been set for September 8-14 in Washington, D.C. Between 12 and 17 representatives are expected for the meeting, which will discuss the proposed new rules to accommodate new Federal Geographic Data Committee (FGDC) standards. Discussion will also take place on a restricted access web site that has been set up by Mary Larsgaard at the University of CaliforniaSanta Barbara. The new rules will be included in the revision of Cartographic Materials. An appendix is being written on "geomatics," a Canadian term used to describe digital cartographic materials. Mary Larsgaard is writing an appendix on remote sensing. A reflector (a web site using CU-SeeMe software for video conferencing) is being set up to facilitate coordination of the U.S. discussions, as the U.S. has several representatives and only one vote, as have each of the other countries. One issue that has recently come up is that copyright clearance will be needed from ALA Publishing for use of the AACR2 rules. This is not a problem, but something that needs to be done before the revised edition can be published. The committee will look into making it a part of Cataloger's Desktop, which will require a licensing fee as for AACR2. A fund in Canadian dollars will be split up for travel expenses and to help defray LC's costs to put on the meeting.

About 6-10 new rules will be proposed to CC:DA and to its Canadian counterpart. It is hoped that the other countries will make simultaneous proposals. ISBD punctuation may be a problem for the new rules. Dorothy McGarry, who has done work on ISBDs in the past, will aid in expediting the proposals. If all the countries can submit the same proposals the process should be greatly streamlined. A question was asked about whether a better way could be devised to keep the rules current. One possibility is for LC to do rule interpretations of AACCCM rather than of AACR.

LC Report

Barbara Story gave the Library of Congress report. The Geography and Map Division (G&M) is now cataloging electronic materials with a cartographic emphasis that had formerly been cataloged as computer files. Most current materials will start coming through G&M. They are following the guidelines for coding of these materials set forth in Guidelines for Distinguishing Cartographic Materials on Computer File Carriers from Other Materials on Computer File Carriers (document available on LC web site at http://lcweb.loc.gov/marc/cfmap.html).

National Digital Library: The GMD expects to complete the scanning of the panoramic map collection soon. A total of 1,328 images had been scanned and put up on the web site (not all of these panoramic maps) at the time of the meeting. As more panoramic maps are encountered they will be put up on the web site. Scanning of nineteenth century railroad maps has begun; about 60 were up on the site. The catalog records for the railroad maps are being taken from the published of these items; the 623 records are being coded as level 5. It was not certain whether these records could be distributed on OCLC. Ellen Caplan pointed out that OCLC does not distribute level 5 records for books, but she was not sure about the status of level 5 map records. The next major collection to be digitized is the collection of Civil War maps. The bibliographic records for the Civil War map collection have been converted, using bibliography entries as for the railroad maps. This collection comprises some 7,000 maps. Money has been approved to continue the project by scanning from microform reproductions, but a re-scan of the material would be necessary to fulfill print requests, so G&M is requesting the additional money to scan all maps from originals from the outset.

Titled Collection: A pilot project has been completed to catalog these using "adequate level" standard-essentially taking most of the information from the folders that the maps have been stored in. The initial contract was for 3,000 records, which have been coded as level z. The records will be distributed and are currently available on the web site. The original plan for the pilot project was to start with world maps, but these proved problematic, so they began with United States maps instead. The impetus to create some kind of catalog record for these items has been the increased emphasis recently on security issues. Without cataloging the titled collection it is almost impossible to know what is in the collection.

Form/genre: G&M has been applying genre terms in the uncontrolled 653 field to records for digital cartographic materials. The terms,"Maps-Digital-Raster" and "Maps-Digital-Vector" are being proposed for the Subject Authority File as approved headings. G&M is currently inviting comment on the proposed form/genre headings list for cartographic materials. A MAGERT program on Saturday, June 27 had included more information on the form/genre initiative for cartographic materials. This program will be the subject of a future column.

Electronic G-schedule and other matters: Barbara announced that Ralph Ehrenberg, chief of G&M, has announced his retirement. Elizabeth Mangan has been appointed acting chief.

The summer project has been announced, in which map catalogers come to the Library of Congress to work and learn at the Geography and Map Division in return for a grab at some of G&M's choice duplicates. This year's participants will be Dwight Walsh of the Citadel and Lucinda Hall of the University of Minnesota.

The latest news about the electronic G-schedule is that it will probably be made available via the World Wide Web. Early confusion had led to the perception that the final printed schedule could be different from the electronic product. Now the word is that they must be the same and that the cutter numbers will not be printed in the paper schedule. When the schedule is finally put on the Classification Plus CD, and it will likely be the last to be added, it will probably consist of a digital version of the print schedule with links to a separate infobase which will include the cutters. The web version of the Minaret database is currently available at LC. Minaret is the software package used to create the MARC classification records for the G-schedule. G&M is negotiating to put this up on the web in some form.

CC:DA report

Next on the agenda was Betsy Mangan with the CC:DA report. Two task forces are doing work that should be of interest to the cartographic cataloging community. A new task force on rule 0.24 has been formed to deal with the recommendations that came out of the Toronto meeting in regard to changing the rules to accommodate content over carrier. The Metadata Task Force, with Mary Larsgaard as Chair has broadened its emphasis from TEI to include issues surrounding the uses of metadata.

At the international level, Thomas Dulsey has created a new model of AACR2 that is organized by area rather than by format. This approach would facilitate content over carrier.

CC:DA also discussed an OCLC initiative to work with German catalogers to get their cataloging rules in line with AACR2. The biggest problem the Germans have with Anglo-American cataloging involves multilevel records. While AACR2 and MARC format allow multilevel cataloging, in practice it is rarely done. German catalogers are very much committed to multilevel cataloging and do not want LC records to bump German multilevel records. Mary Larsgaard spoke in support of this initiative. It has not yet been determined what may result from it in terms of a proposal.

CC:DA also heard a presentation from the Seriality Task Force, not a CC:DA affiliated task force, headed by Jean Hirons of LC. The task force report divides publications into complete and ongoing, with the latter consisting of three types of publications: those in which the number of parts is determinable, those that continue indefinitely, and those which the task force refers to as integrating entities, regularly updated as are looseleaf publications. To relate this to cartographic materials, one could ask whether a map series in which sheets are regularly updated and replaced would qualify as a traditional serial or an integrating entity. The consensus of the committee was that the task force report, which only looked at language, material was not sufficiently specific in defining concepts.

Announcements

It was announced that a special issue of Cataloging & Classification Quarterly on map cataloging is being put together and is scheduled to be the March 1999 issue. It is being co-edited by Mary Larsgaard and Paige Andrew.

Kay Johnson announced that the Online Audiovisual Catalogers, Inc. conference will be meeting in Charlotte, N.C. from November 4-7, 1998, and will have several workshops including a map cataloging workshop. Information about the conference can be obtained from the web site at http://ublib.buffalo.edu/libraries/units/cts/olac/conference. The OLAC newsletter can be viewed at http://ublib.buffalo.edu/libraries/units/cts/olac/newsletter.

Mark Crotteau