University Libraries > Libraries & Departments > Systems > Chinook Corner > ERM Task Force Minutes

ERM Meeting

Minutes 3-7-2007

Present:  Baia, Callahan, Gobrecht, Graber, Helgoth, Holladay, Jobe, Kellsey, Lamboy,  Moeller, Wicht

Also in attendance:  Austin, Thomas

• ILL codes in License Records
  
  To facilitate sending holdings records to Rapid and OCLC, the committee agreed to re-label “License Code 1” to “ILL Rules” in the fixed fields of the license records with the following values:
  
  y = ILL any format
  n = No ILL
  p = Print or fax
  s = Special requirements
  - = None
  
  After discussion it was also decided that the fixed fields would adequately describe most ILL terms in licenses.  To eliminate duplication of effort, it would no longer be necessary to add ILL terms using the values from the multi-value, variable length field x (Terms of Use Staff) unless there are special requirements. 
  
  At the present time, the addition of these codes will not facilitate a custom load of records for journals with no ILL restrictions into Article Reach because B code 3 is overridden by Serials Solutions in the MARC record load. 
  
  
• Trials
  
  Wicht reported that Collection Development is still looking for ways to use ERM to generate a database trials page.  Because “Featured Lists” cannot be used to display resource records, it is likely that the Libraries will use RSS feeds to generate the Trials page when it deploys WebPacPro.  Holladay reported that Collection Development is developing web-based forms for bibliographers to request trials.  The department is also planning on a web-based evaluation form that it hopes to link to trials to gather user feedback.

• Chinook Indexing Problems
  
  Baia alerted the committee to problems with the indexing of resource records.  It was suggested that Culshaw should look into this.  The following describe the observed problem.  Many other instances may exist.

1. Do a title search for "mergent online" and use scope "Internet Resources." You get the full resource record. Now do the same search using keyword. "Mergent Online" doesn't come up.

2. Do a title search for "mergent online" and "View entire collection." You get the full resource record. Now do the same search using keyword. You get the resource record, but it's not the full resource record.

3. In situation 2, you have to click on the titles with the display label "Other title," but you can't click on the "Database title."  This display was confusing to the person who reported this to me. "Where's the link?"

4. In order to get to the resource "Mergent online" when you do a keyword search, "Mergent online" has to be repeated as "Other title" in the resource record. When I first looked at this resource record in Millennium, I thought this repetition was a mistake and took it out. I put it back when I saw there was no clear way to get to the resource from the main database title unless it's also entered as "other title"(x).

5. Do a keyword search for "Pais international" "View entire collection." There are 2 results, both of which come up as "PAIS international in print." The second result is actually the resource record, but "PAIS international in print" is not its title. There's no way to connect to the resource from this record because the database title isn't repeated with tag x.

• Resource Records For Reference Book Collections
  
  Although many on the committee agreed with the points made by Wakimoto in the e-mail quoted below, Baia wonders if this decision would confuse the users.  For example, if the Subject and A-Z lists include resource records for encyclopedias with individual licenses (examples:  Britannica and Access Science), would users believe that these were the only electronic encyclopedias provided by the Libraries?  Some of the titles acquired from Brill are major resources for some disciplines.  Because of their importance allowing the individual titles to be subsumed under the resource record may not be the best solution.  Although collection level records may make sense when considering the workload, choosing not to create a record for a significant resource because of how the Libraries ordered and acquired the title as part of a package probably doesn’t make sense to the user. The committee believes that this discussion should be expanded to include the bibliographers and instruction librarians.

I would have to agree with Paul on this one: provide a collection-level resource record and provide a bib record for each title.  To me, adding the individual encyclopedia titles in the Databases A-Z would clutter the result, and Databases A-Z would lose its intended purposes.  I can see an argument for individual resource record for each encyclopedia to have it show in subject lists, but we have to think about how the subject lists created dynamically from ERM are used by the bibliographers and students.  These subject lists cannot completely replace a subject guide or research guide because the ERM generated subject lists will not include any print resources that may be critical for a particular subject area. (Wakimoto)

• Tracking The Availability/Cataloging Of Bib Records For Collections

The committee agreed that the Internal Notes (field N) of variable fields in resource record is the appropriate place to include information about the available of MARC records and other information related to cataloging.  Some expressed concern that use of this field is not done with any consistency within TS.  Baia will bring this issue to TS for discussion and resolution of the associated workflow issues.

• Public Display
  
  Until the WebOPAC committee releases the WebPacPro-enabled  redesign of Chinook estimated for mid May) some content issues associated with the ERM-generated Subject and A-Z pages are on hold.  Closer to the release date it will be important to involve bibliographers and instruction librarians.

• Updates
  
  Holladay reported that 95 license records have been completed.
  
  Baia would like to expand the pool of people enhancing resource records.  She will request additional authorizations to the ERM module as needed.