> I'm forwarding the following notes of the meeting held at the Frick Art
> Reference Library last month on behalf of Mark Bresnan.
>
> Thanks to Eric Wolf for recording and producing them.
>
>
> Daniel Fermon
> Assistant Librarian
> Museum of Modern Art Library
> 11 W. 53rd Street
> New York, N.Y.
> (212) 708-9434
>
>
>
>
> ARLIS/NY Catalogers Discussion Group Meeting Minutes October 15,
> 2001
> Hosted by the Frick Art Reference Library at the Frick Collection
>
> Attendees:
> Mark Bresnan, Frick Art Reference Library; Eric Wolf, Frick Art Reference
> Library; G. Jesse Sadia, Frick Art Reference Library; Kerry Sullivan,
> Frick Art Reference Library; Rodica L. Preda, Frick Art Reference Library;
> Amy Schwarz, Frick Art Reference Library; Erin Elliott, Bard Graduate
> Center; Vicky Bohm, Watson Library; Melanie Wacker, Watson Library; Oleg
> Kreymer, Watson Library; Annamaria Poma Swank, The Cloisters; Beth
> Kushner, Brooklyn Museum; Daniel Fermon, MoMA; John Maier, NYU; Sarah
> Osborne, Morgan Library; Maria Oldal, Morgan Library; Charles Egleston,
> Morgan Library; Danielle Kovacs, Morgan Library; Gladys Markoff-Sotomayor,
> Columbia University; Zimra Panitz, Whitney Museum
>
> Business:
>
> Mark Bresnan of the Frick Art Reference Library chaired this meeting.
> After welcoming the group to the Frick Collection he introduced the topics
> of the meeting: Retrospective Conversion (RECON) and Table of Contents
> Notes (TOC). These are both projects currently underway at the Frick Art
> Reference Library (FARL).
>
> -RECON
>
> Mark Bresnan began the discussion of RECON with a summary and status
> report of the RECON projects undertaken or underway at the FARL. The
> first RECON project undertaken here was an in-house project to convert all
> of the serials holdings from cards to OPAC. This was coordinated by
> Patricia Siska and is completed, though some holdings information is still
> being updated from time to time. Rodica Preda was then brought in to
> coordinate RECON of books; this project was broken into three parts:
> 1. Auction Catalogs in the SCIPIO database. Cards were sent to an
> outside vendor (Electronic Scriptorium) and MARC records were generated
> from these cards. In-house RECON staff then updated (and continues to
> update) these records with the actual sale catalogs in hand.
> 2. RECON of Monographic Books. This part of FARL RECON project is
> currently underway. Cards were sent to Duncan Systems Specialists. They
> will be converted to MARC format, authorized, then brought into OPAC.
> 3. RECON of Exhibition Catalogs. Same process as above with additional
> problems: multiple artists and exhibitions were often cataloged on the
> same card in card catalog. Should item-level MARC records be generated or
> should collection-level records be made?
> The FARL also has a RECON project in its Photoarchive Department. This
> involves adding to its Artists Authority File the AACR2 or LC forms for
> artists' names. They are currently reviewing vendor's work in-house on
> over 24,000 records.
>
> -Questions and Discussion regarding RECON
>
> A discussion of problems libraries have experienced with RECON projects
> began:
>
> Danny Fermon mentioned the fact that items like CD-ROMs attached to books
> often slipped through the cracks of RECON project at MoMA. Non-standard
> records stay that way because library lacks the staff to upgrade all of it
> records systematically.
> Vicky Bohm of the Watson mentioned similar problems at her institution.
> When catalogers find such problems they usually fix them on the record in
> question, but only this ad-hoc approach is used, not a systematic upgrade
> of RECON items.
> Danny Fermon mentioned that MoMA has used the 035 MaRC field (admittedly
> improperly) to flag RECON records.
> Beth Kushner then asked about the proper use of the 035 field.
> Maria Oldal explained that the 035 is a computer-generated field and
> suggested moving old 035s to 902 field to preserve the information
> contained there. She further explained that while multiple 035s can be
> sustained in RLIN, they cannot be in many OPACs including the Voyager
> system used by the Morgan. Further the 035 is a local field which drops
> out in RLIN derived records.
> Danny Fermon reiterated and explained the extra 035s can be added to RLIN
> records.
> Mark Bresnan then asked about RECON of analytics and items without full
> records.
> Gladys Markoff of Columbia stated that this information was taken directly
> from shelflist cards at main library at Columbia, but that the Avery
> Library went back to the books themselves. In some cases the vendor used
> records for different editions or completely different titles in deriving
> records. A project will correct this.
> Maria Oldal stated that the Morgan RECON was from shelflist cards, though
> the Reading Room Catalog is far more complete. She stated that this
> catalog would not be retired anytime soon as it is still very useful to
> readers and is superior for analytics and records for illuminated
> manuscripts. There was an effort to do RECON from this catalog, but the
> process was far to slow - project only got as far as letter "b". Cards
> are all pre-AACR2 forms. Catalog set up with full record on Main Entry
> card with other cards as cross-references.
> Vicky Bohm added that at the Watson the older cards were the better ones.
> Maria Oldal explained how some of the cross-references in the old catalog
> were left out in RECON at the Morgan.
> Rodica Preda reminded the group that if the library's collection is all in
> electronic format then the cross-references can be accessed easily by the
> links in authority records..
> Vicky Bohm discussed how name changes of museums and AACR2 forms require
> adding cross-references to the Name Authority File when cataloging older
> works, particularly catalogs (e.g. Imperial Museum which is now State
> Museum, etc.).
> Rodica Preda explained how her vendor is instructed to use a 955 field to
> flag non-standard records. Furthermore she discussed how a 6XX with a
> second indicator of 4 can be used for a subject heading in the correct
> form which is not established by LC. She then asked the group which
> institutions were recently of currently involved in a RECON project and if
> they had specific policy guidelines outlining these projects.
> John Maier responded that the Middle-Eastern department at NYU has
> recently completed a RECON project, but the librarian in charge, Meryll
> Gaston had then departed for Santa Barbara.
> Maria Oldal then related the RECON policy at the Morgan. Electronic
> Scriptorium was contracted to create records from the shelflist. The
> Morgan had provided them with an 80-page instruction manual setting out
> the guidelines for the project. A sample set of cards was sent to
> Electronic Scriptorium and reviewed by the Morgan before they sent out the
> 30-40,000 records from their autograph manuscript collection for RECON.
> Guidelines were sent telling the vendor to translate pattern "x" on card
> to pattern "y" in MARC. The Morgan spent a great deal of time preparing
> the manual. After this, the Morgan did the authority work in-house with a
> special grant-funded position. She stated that with printed book RECON
> the vendor's original records were consistently superior to the derives.
> Rodica Preda agreed that vendor does superb work, but it is essential to
> provide clear guidelines and properly prepare shelflist cards.
> Maria Oldal added that it is important to check this work. Each category
> of record must be checked, important part in quality control process.
> Rodica Preda sent out 100 records first in Monograph RECON project.
> Mark Bresnan asked about multiple artists and venues in RECON projects
> involving exhibition catalogs.
> Rodica Preda said effort was made to include all venues and artists when
> possible. Probably using 600 _4 for artists and 710 or 720 for venues
> (formerly 797), though this doesn't follow the role of 3.
> Danny Fermon stated that the rule of 3 is not largely adhered to with
> venues.
> Rodica Preda stated a dislike for the 720, but said one cannot use 710 2_
> for a non-AACR2 heading.
> Maria Oldal suggested that one can do whatever one wants if the record is
> not coded AACR2.
> Danny Fermon mentioned that his local system did not support 797, etc.
> Vicky Bohm stated that the Met tags their own exhibits as 600s.
> Danny Fermon asked for explanation of the difference between 6XX _4 and
> 690.
> Maria Oldal explained 6XX _4 follows standard form.
> Vicky Bohm said that Arms and Armor department uses x90s at Met.
> Mark Bresnan reminded the group that some libraries like the National
> Gallery code at 9914 level.
> John Maier replied that these are the records that people avoid as copy.
> Maria Oldal reminded the group that RLIN CC code only exists in RLIN and
> those who catalog locally cannot change this field.
>
> -Break
>
> -Announcements
>
> Rodica Preda announced the coming meeting of the New York Technical
> Services Librarians at the Princeton Club on November 2.
>
> -Table of Contents Notes
>
> Mark Bresnan introduced the topic by stating that the FARL is beginning a
> project to send recent English language records to a vendor (Blackwell's)
> who will add 505s to records. He also stated that the FARL ordinarily
> adds 505s to original records for festschriften and congress proceedings.
> He then inquired into policies and practices of other libraries.
> Melanie Wacker and Oleg Kreymer replied that the Met adds contents notes
> to any book where the Met is involved. Otherwise, contents notes are left
> to cataloger's judgment. Catalogers provide information and pass item
> along to para-professionals who do data entry.
> Annamaria Poma Swank said in some cases a partial contents note can be
> made.
> Vicky Bohm said that when artists' names are chapter titles or subtitles
> the Met adds them separated by $t in 505s in both creates and derives.
> Maria Oldal asked if people add code to non-enhanced 505s.
> Vicky Bohm replied that she does.
> Danny Fermon asked whether one can search only 505s.
> Maria Oldal answered that one cannot; however, key title word searches
> achieve largely the same goal. She then asked about sharing records with
> vendor provided 505s via RLIN.
> Eric Wolf explained that this could not be accommodated due to
> intellectual property law; the vendors own the fields they provide.
> Cataloged records (already in RLIN) are sent to vendor, enhanced, and
> returned to OPAC, but not uploaded into RLIN.
> John Maier wondered if Z3950 protocol could be used to "steal" such
> enhanced records.
> Danny Fermon stated that 035s indicate that records have been altered by
> vendors.
> Mark Bresnan asked what other libraries use outside vendors for
> enhancement.
> Gladys Markoff stated that Columbia uses Blackwell for contents notes.
> Eric Wolf said he would report more in future meetings when Frick's TOC
> project was further along.
>
> -Next Meeting
>
> Tentatively set for December 3 at the Bard Graduate Center.
> Possible topic: URLs.
>
> Recorded by Eric Wolf
>
>
>
>
>
>
>
>
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