National Library of Australia

Minutes

Draft Minutes of the 29th meeting held in the Conference Room, National Library of Australia on Thursday 20th April, 1995 at 8.30am.

Present:

Ms Pam Dunlop (NLA) Chair

Ms Susanne Moir (ALIA)
Ms Helen Hoffmann (ALIA)
Ms Margareta Nicholas (ALIA)
Ms Ann Huthwaite (ACLIS)
Ms Janet Thorp (ACLIS)
Mr Giles Martin (ACLIS)
Ms Julia Trainor (NLA)

1. Welcome and Apologies

Ann Huthwaite, Deputy Chairperson, assumed the chair at the beginning of the meeting, and welcomed all members. She invited Andrew Wells, who was no longer a member of ACOC, to chair the meeting for the conduct of the election.

2. Election of Chairperson

Andrew Wells assumed the chair and invited nominations for the position of Chairperson. Pam Dunlop was nominated by Julia Trainor, seconded by Margareta Nicholas. There being no other nominations, Andrew declared Pam Dunlop elected.

Andrew congratulated Pam on her election, and explained that he had come to the meeting to promote a smooth handover of ACOC business to the new chairperson, by bringing the committee up-to-date on developments on the various issues and providing background information where required. Pam Dunlop assumed the chair.

3. Minutes of the 27th Meeting, 28 February 1994 (ACOC/378min)

It was moved (Thorp/Hoffmann) that the minutes of the 28th meeting be accepted as a true record. Carried.

4. Business Arising from the Minutes (ACOC/392min)

In response to a question from Janet Thorp, Pam Dunlop gave an account of the evaluation of CatSkill, explaining that it had been well received and that the National Library integrated the use of the package with broader training in cataloguing.

In response to a question from Margareta Nicholas about ACOC input to IT/19 business, Andrew Wells explained that the draft standard on language codes, ISO 639, had been modified to provide separate codes for Australian and Papuan languages. IT/19 had approved the content of the draft, and no further work was expected.

Andrew supplemented this answer with further information about IT/19's work with bibliographic standards. He explained that he had discouraged IT/19 from attempting to create Australian 'clones' of an ISO standards for transliteration, as they may differ from the LC standards used in libraries. IT/19 was pressing for Australian standards for holdings data, and Andrew had explained to them that there was not much enthusiasm among Australian libraries for this. He mentioned that the matter may be raised by the ABN Standards Committee at the Annual Users Meeting in July, with a view to gauging the interest of libraries in standards for holdings data. Andrew undertook to keep ACOC informed of matters of interest in IT/19's business.

5. National Library Report

Julia Trainor reported on bibliographic standards issues which are being addressed in the Services to Libraries Division.

The report on the National Survey on Bibliographic Access to Documentary Pictorial Collections, prepared by Paul Hodgson and funded by the Working Group on High Priority Cross Sectoral Projects, was now available. Copies were distributed to ACOC members. The report will be made available from the National Library's World Wide Web server for FTP delivery via the Internet very soon, and it will be publicised on various Internet lists and in ABN news. Printed copies will be sent on demand while stocks last.

Part B of the report, which describes the method of access to the pictorial collections in the 23 institutions surveyed, is being edited with a view to mounting it on the National Library's WWW server as a directory to access to these collections.

Guidelines are being prepared to assist cataloguers, particularly in public libraries, to prepare collective records on ABN for their photographic collections. It is hoped to follow this with the development of guidelines to assist libraries with the indexing and captioning of photographs to promote access to individual images. There would be wide consultation on this.

The National CJK Project is considering how it will provide access to Chinese records using romanised data. The software supplier requires this information by 24 May, and a rapid consultation process has commenced. An options paper has been produced by Linda Groom and will be distributed to the CJK Technical Committee, the ABN Standards Committee, Technilib, Macquarie University and the City of Sydney Public Library. The paper describes various options including a Pinyin database, a Wade-Giles database, parallel records in one database, composite records, and parallel databases for Pinyin and Wade Giles.

The Library's Annual Operational Plan for 1995/96 is in preparation, and in the Services to Libraries Division the highest priorities in standards work are the development of a strategy for access to the DNC of documentary pictorial materials, and a reconciliation of the forthcoming Aboriginal Thesaurus with LCSH and ABN and the APAIS thesaurus, where feasible.

Pam Dunlop reported on various developments occurring in the Collections and Reader Services Division of the National Library.

Ms Jasmine Cameron will be the NLA representative at CONSER and will attend the November meeting in Washington.

The results of the CIP survey have been printed in the latest issue of Gateways. The response rate was not high enough to give confident results, but did show that people use CIP information in their cataloguing.

The NLA information server has been available for some weeks. Mr Michael Proud's survey of Australia e-journals has been mounted on the server with links to the journals. A reporting form for identifying further Australian e-journals is being developed and it is hoped that the original survey can be expanded. Michael Proud is also undertaking a survey of Australian Government publications. He is looking at government moves to e-publishing and has found that many departments do not deposit their publications with their own libraries.

Meetings with AGPS over the development of a central register of Australian Government publications have not yet borne fruit. AGPS appears to think that it can organise reporting by directive to departments and departmental libraries. However, our discussions with departmental librarians reveal that they are sceptical about entering data on two separate databases. We have recommended that AGPS download data from ABN. Another problem is that departments do not deposit all their publications with their departmental libraries. AGPS is still working towards mounting a database.

The NLA will take up the agency for the International Standard Music Number.

The National Library is developing a way of extracting ISBN MARC records from Dynix for reporting ISSN data to Paris.

The National Library is trying to identify a list of Australian Internet resources for mounting on the information server. The National Library manuscripts conversion is complete and the Library wishes to link them with finding lists and mount those lists on the server.

6. ABN Standards Committee Report (ACOC/395)

Ann Huthwaite reported on ABN Standards Committee (SC), highlighting issues relevant to ACOC :

Committee IT/19, which is examining ISO standards to see if they can be cloned for Australian usage, was reported by Andrew Wells to have discussed standards for holdings statements on NDIS. The Standards Committee will be preparing a paper on standardisation of holdings for the ABN Annual Users Meeting. ISO standards for transliteration were also discussed but ABN is using LC standards which sometimes differ.

SC considered a paper by Julia Trainor on authority control in NDIS. Related issues were discussed at length and SC passed resolutions confirming the continuation and further development of the Australian extension of LCSH, and acknowledging the need to consult with Australian libraries to alert them to the possible implications for their local systems of the options being considered.

SC considered Giles Martin's paper on the possibility of contributing to the Anglo-American Authority File (AAAF). It was agreed in principle that the AAAF should be supported. When ABN is redeveloped it will be more feasible as the capabilities of the new system could be utilised for output of Australian MARC authority records.

Giles Martin pointed out that there were costs involved both ways (in both co-operation and hanging back). At the moment the link between the LCNA and the Australian forms is a see reference, which is not as explicit as it should be. Giles felt that it would be appropriate for the NLA to join in the discussions currently taking place between the British Library and the National Library of Canada, not necessarily accepting all that LC proposes.

The recommendation by the National Library to use a note (in field 533) to identify acetate based film was adopted without debate.

SC discussed its relationship with the CJK Technical Committee and issues relating to romanisation schemes. The SC foresaw the CJK system as the primary source of CJK data for all Australian libraries and enunciated some general principles for dealing with non-roman script data. It was stressed that parallel romanisation schemes should be avoided.

SC discussed its role in the implementation of NDIS and found two areas for immediate attention (minimum record standards and a system for incremental credits). A closed discussion list will be set up for SC members to allow rapid decision making.

Following on from a decision taken at the last ACOC meeting to centralise work on the Australian extension to LCSH, Andrew Wells wrote to all the state groups of ALIA Cataloguers' Section asking their opinions. The responses were positive. It needs to be made widely known that non-ABN participants can make suggestions for changes or additions to LCSH to the SHRP.

It was agreed that ACOC members should receive ABN Standards Committee papers.

7. Towards Federation 2001 (ACOC/396)

Andrew Wells commented on his paper.

RC8 Australian extension to Library of Congress Subject Headings (LCSH)

It is feasible to have a co-ordinated approach to the establishment of the Australian extension to LCSH. The ALIA state Cataloguers' Sections have agreed to use SHRP. Non-ABN members need a well publicised method of contributing. ACOC should write to its parent bodies explaining this progress.

RC11 Survey of thesaurus usage in Australian libraries

A research grant application has been lodged with ACLIS, ALIA and the National Library. ACLIS and ALIA had indicated that they are willing to commit funds. Andrew is expecting an official response soon.

RK3 Improving access to materials for people with disabilities

A watching brief was being maintained on this item. Julia Trainor will arrange for article to appear in a future issue of Link-Up, outlining achievements so far and inviting suggestions for improving access to materials for people with disabilities.

8. JSC MATTERS (ACOC/397)

At this point, Ann Huthwaite assumed the Chair, and led discussion on JSC business which will be on the JSC agenda at its next meeting in Leeds, UK, 17-20 May 1995.

AUS/1 Technical specifications for video recordings.

No further correspondence has been received on this item at this date.

AUS/6 Inclusion of terms for computer memory.

ACOC supported the Library of Congress proposal that the unabbreviated forms of terms for computer memory (e.g. 'gigabytes') be used in the examples as there are as yet no standard abbreviations. The Committee supported this proposal.

AUS/8 Addition to GMD for captioned video recordings and motion pictures.

ACOC supported the ALA proposal to express captioning as a description of the enhanced language of the item rather than as a description of the intended use of the item. Instead of the instruction 'Indicate captioning or signing for the hearing impaired', the ALA proposes 'Indicate enhancements such as closed-captioning'.

LC/20 Revision of rule 21.1B4.

The Committee supported the removal of AACR2 rule 21.1B4, which deals with main entry under subordinate units of corporate bodies. This would not prevent main entry under subordinate units of corporate bodies, but would simplify the application of the main rule.

ALA/19 Illustrations - rule 2.5C2.

ACOC supported the ALA proposed change to rule 2.5C, retaining the list of descriptive terms for illustrations, but permitting the use of other terms as appropriate. ACOC also supported the Library Association proposal that the rule should become optional.

ALA/20 Cross reference for legal documents and headings.

ACOC supported the creation of alternative rules for providing access to legal documents, either by added entry or by reference in the authority file. There are apparent inconsistencies that need to be checked. The example on the North American Free trade Agreement (1992) on p.18 does not seem to justify 26.6B1 but rather 26.6A1.

ALA/22 Chief source of information for computer files - rule 9.0B1.

ACOC supported LC's proposal to expand the definition of "chief source of information" to include the first display of information, the header to the file including subject lines, uncompressed versions of the file, and information at the end of the file.

ALA/23 Mode of access to Internet resources.

ACOC supported the provision of the most helpful information so that users are not frustrated in their search for Internet resources. If the URL is supplied as the mode of access, it should contain the full URL, including protocol, location and pathname. The Committee considers that "Mode of access:" should be included in the bibliographic record in a note. The examples should be checked for currency and completeness.

ALA/25 Modification of rules in Chapter 9 to reflect current usage.

The Committee supports this revision to reflect current usage of 'disk' and 'disc'. There will be two terms: 'computer disk' for magnetic computer disks, and 'computer optical discs' for CDs. Note the difference in spelling. ACOC speculated that people would not necessarily pick up on the difference in spelling, which reflects a convention, but which does not really matter.

ALA/26 Key and mode in music uniform titles.

ACOC supported a proposal by the British Library that there be only one rule for cataloguing pre- and post-nineteenth century works. The rules as they stand are unnecessarily complex and may require the cataloguer to spend time determining the century to which a work belongs.

ALA/28 Marks of omission in 1.1B1.

The Committee noted this proposal.

ALA/29 Main entry for cataloguing of video recordings that include musical elements - Information document

CC:DA sees an issue here as to choice of main entry for video recordings of musical works and includes a document presenting a case for composer main entry.

The Committee does not support any changes to the current rules and feels that this problem should be addressed in connection with the Main Entry debate at the proposed International Conference.

Ann Huthwaite reported that JSC had written to the Committee of Principals in July 1994 formally proposing an International Conference, but no response had yet been received.

9. Decimal Classification Editorial Policy Committee Report (ACOC/398)

Giles Martin reported on the April meeting of the Decimal Classification Editorial Policy Committee (EPC) speaking to a report which he had originally posted to Catlibs. The next meeting will be held in November.

EPC has reviewed the index for Edition 21. This raised the issue of whether the index should only be a guide to terms found in the schedules or whether it should provide wider access.

EPC also reviewed the equivalence tables, the introduction, the glossary, the "new features" and the manual.

Planning has started for Edition 22 and the November meeting will look at broad issues such as 'literary warrant', particularly in an age when DDC may be used to classify other materials in journals, technical literature and on the Internet. Other issues to be looked at will be the treatment of interdisciplinary topics, the nature of an 'edition' of DDC, and how to make faceting more consistent in DDC.

EPC also looked at some details of how Edition 21 will be published as the schedules would run to 3 volumes but a small increase in page size could bring the them back to 2 volumes.

Giles tabled his draft proposal for a revision of DDC Table 2 - 94 Australia, noting that the present table had not been revised for many years. The proposal includes relocation of the Northern Territory from -9429 to -948 and of South Australia from -9423 to -942. It is noted that the statistical divisions upon which the last revision rested have now changed. The question is raised as to the amount of detail required in the classification, with Australian users requiring more than other users. The next logical level of detail could be provided by either statistical subdivisions or local government areas, though the latter are subject to revision and therefore less stable. Giles also outlined options for publishing the revised schedule, which could be done by the NLA as a separate expansion of DDC.

The Committee decided that the proposal should be distributed for comment to ACLIS and ALIA groups as an issues paper with definite options. Giles agreed to draw up the paper.

10. Descriptive Cataloguing (ACOC/399)

The Committee considered the letter from Rosalyn Taylor from the Fisher Library, University of Sydney, regarding the word 'version' appearing on CD-ROMs. AACR2 Rule 9.2B2 says to take such words as evidence of the presence of an edition statement. However, serial CD-ROMs are using the term as part of the numeric designation, rather than edition data, and there is some difference of practice arising on the NBD because the rule is misleading. The Committee considered that there should be only one record for the successive 'versions' of such serials. The matter will be referred to the ABN Standards Committee to devise a solution, and possibly to refer it back to ACOC if the Standards Committee deems that a rule change is warranted.

11. National Cataloguing Conference (ACOC/400)

Andrew Wells noted that speakers for the National Cataloguing Conference have been organised but for one keynote speaker and two papers. Day One will focus on the 'objects' of cataloguing (eg Do we own electronic resources? Can we think outside of MARC?). Day Two will look at the management of the practice of cataloguing (eg Cataloguing : art or sport?).

Once again ACOC will sponsor a half day pre-conference seminar, this time looking at the future of AACR2. The Committee discussed possible papers for presentation, eg the effect of the Internet environment, interactive media, the work of JSC, Internet resources, the main entry debate. Janet Thorp agreed to manage the program, and Helen Hoffmann, Andrew Wells, Giles Martin, Pam Dunlop, Ann Huthwaite and Sue Moir agreed to speak. Julia Trainor agreed to chair the session and to provide a summary at the end.

12. Publicity And Reporting (ACOC/401)

The Committee discussed the best way of reporting its activities which included :

  • A regular report to Cataloguing Australia after each meeting.
  • Each representative to report to their parent body.
  • A report to the ACLIS National Council
  • A report in the ACLIS annual reports
  • A report to go on Catlibs
  • Agenda and minutes to go on the NLA server
  • A report for ALIA General Council
  • A report in ACLIS news
  • A report included as an Incite news item.
  • A report to the New Zealand corresponding member
  • A briefing for Mr John Brudenall as ALIA General Councillor with responsibility for cataloguing

13. Date of Next Meeting

The Committee confirmed that the date of its next meeting will be 28 August.


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