Aleph Steering Committee
Standing Subcomittee on Bibliographic Standards and Policy
Minutes of the Meeting, 10 November 2003

Attending: Ann Sitkin (chair), Mollie Della Terza, Elizabeth Eggleston (secretary), Ruth Haas, Lynda Kresge, Tina Kussey, James Lin, Janet Rutan, Helen Schmierer, Bruce Trumble
Absent: Anne Engelhart, Steven Riel
Distribution: HULINFO

Holdings Records

The Subcommittee discussed providing a list of abbreviations to be used in 853/854/855 fields in the holdings record. The Standing Subcommittee on Serials, Series and Continuations (SSSSC) will work on putting together a list and guidelines for using abbreviations in these fields.

Helen Schmierer distributed the recently issued versions of the documents Holdings Records in the Hollis Catalog and 007 Physical Description Fixed Field in Holdings Records in the HOLLIS Catalog.

Copy Numbers

Elizabeth Eggleston presented a paper she had written on the use of copy numbers in the HOLLIS Catalog, reviewing past usage, display options, Aleph system issues, and national standards and presenting pros and cons of various recommendations. Janet Rutan mentioned planned changes to the way the system will treat copy numbers for serials that will be initiated when we come up on the new version of Aleph.

The decision was made to draft separate guidelines for entering copy numbers in holdings records for monographs and serials.

Authority Records in Aleph

The Standing Subcommittee discussed the draft document that will provide guidelines for making authority records in Aleph. Aleph system changes that have been implemented recently will necessitate updating the draft before it is distributed. The Standing Subcommittee decided to remove the requirement that any authority record in Aleph contain a cross reference or a public note. Some editorial revisions were also suggested. There remain several issues related to the way imported authority records are treated by the system that are problematic in making recommendations.

Series Authority Training

The Standing Subcommittee on Serials, Series and Continuations and the Standing Subcommittee on Bibliographic Standards and Policy are sponsoring a Series Authority Workshop at Harvard on December 10, 11 and 12. The session held on December 10 will be held in the Lamont Forum Room; those held on the December 11-12 at the Gutman Conference Center. The maximum number of attendees that can be accommodated will be 30. Attendance will be limited to those who have not had this training before, and to one or two people per library unit.

The trainers will be Judy Kuhagen, Senior Policy Specialist, Policy and Support Office, Library of Congress, and Manon Theroux, Authority Librarian and NACO Coordinator, Catalog Department, Yale University Library.

SSSSC Documentation

The Standing Subcommittee on Serials, Series and Continuations will present a draft of its document on cataloging electronic resources, and also its guidelines for use of abbreviations for next meeting.

Next Meeting

The next meeting will be held December 8, 2003, 10:00 a.m.-12:00 noon.

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