BCC94/C/2a. Bibliographic Control Committee March 3-5, Minutes. Thursday, March 3, 1994, Closed meeting

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1 BCC94/C/2a Bibliographic Control Committee March 3-5, 1994 Minutes Thursday, March 3, 1994, Closed meeting I and II. Call to order, adoption of agenda, and approval of 1993 minutes The closed meeting of the Bibliographic Control Committee was called to order by Jennifer Bowen at 3:00 p.m. The agenda was adopted and the minutes of the 1993 meeting was approved. It was requested that the BCC secretary be sure to circulate the minutes before publication in the Music Cataloging Bulletin so members may comment. Also a clean copy needs to go to the Chair of BCC for official distribution and document numbering. III. Report from the Chair A. Changes in the BCC membership Bowen reported that there had been some changes in the membership of BCC. The new Subject Access Subcommittee chair is Harriette Hemmasi. Greta de Groat is the new representative from WLN. Jerry McBride has been elected to the Executive Board and will be resigning, Karen Little will replace him. The new Subject Access Subcommittee members include, Brad Young and Mark Germer. B.BCC Budget The BCC budget has been reduced significantly. This is partly due to the fact that members have been good at keeping expenses down and partly because of the ALA schedule which overlaps fiscal years this year. BCC has sent a letter to the Board requesting that funding for MLA attendance at SAC and ACIG be reinstated. It is important that the Board know the importance of these activities to the effective representation of the music community in the decision making process nationally. It is hoped that t he point will be made and no further work will be needed on this. These two positions were particularly vulnerable to being cut because they are not formal so BCC will need to diligently keep the Board informed about their importance. Bowen asked that c hairs try to get some funding from their institutions to offset the cost to MLA. C.Response to LC Task Force Report Philip Schreur reported that the Subcommittee on Descriptive Cataloging had discussed posting this Report on MLA-L and asked how BCC felt about it. BCC approved and asked that responses go to Library of Congress. It will also be published in MCB. The deadline will be May 15th. D.Liaison to AMIA Cataloging and Documentation Committee AMIA has requested a liaison to BCC. Since we are not set up to have representative from other groups on BCC we cannot comply, but we can put into place a mechanism to keep them informed of our work. IV. Subcommittee Reports A.Subject Access Harriette Hemmasi reported that ALA Subject Access Committee has set up a subcommittee to advise the Music

2 Thesaurus Project. The chair of that subcommittee will be Brad Young. Bowen wondered if this group would in any way conflict with the BCC advisor y group. Hemmasi thought that the ALA group would be performing a more external role, mainly communicating with the nonmusic community. McBride wondered how the AAT was handled. Hemmasi indicated that they also had advisory groups. However, initially the work needs to be done by one person getting frequent feedback from the LC Subject Group. Schreur hoped that the people on the two groups would overlap. The Working Group on Terminology in Contemporary Music is being chaired by Michael Colby and is developing genre terms with descriptions. Amanda Maple is chairing the Working Group on Faceted Access to Music. B.MARC Formats Jerry McBride reported on the work of MARBI over the past year. There are currently proposals to include the ISMN (International Standard Music Number) in the format, to add subfield n, t, y and z to the 654, and to add the musical sharp symbol to the USMARC character set. The discussion paper about replacing field 240 with field 100 subfield t and following positions will not be advanced as a proposal. The primary reason is the cost of the change and the difficulty of the conversion. The Discussion Paper on linking fields will be coming back as a proposal together with some other similar linking techniques. He is recommending that the music proposal be separated out from the other techniques since the music technique has to do with access rather than display. In general, McBride thought that better communication with Library of Congress was needed to insure adequate support for specifically music related proposals. Bowen agreed to help with this communication. Joan Schuitema will also need to consider how it might affect the core record and simplification. Laurie Phillips has requested that MARBI look at the possible subfielding of the qualifiers of corporate bodies. For instance, in the heading The Who (Musical group) using a subfield to separate the qualifier from the heading. The Subcommittee will consider this request. An additional comment about inconsistencies in the form of name for popular musicians will be forwarded on to the Descriptive Cataloging Subcommittee. C.Descriptive Cataloging Subcommittee Phil Schreur reported on a number of things. There is general frustration at not being able to implement any of the multiple versions recommendations. Guidelines and rule changes for interactive multimedia are moving along. The British are asking for a compromise on our proposal to clarify the definition of work of work that has been on the table for some time. Our proposal to change how key for twentieth century work is added to uniform titles was approved at CCDA so it will now go to JSC. We also received compliments on the quality of this particular proposal. D.Authorities Subcommittee Joan Schuitema reported that there will be a push to get more participation in NACO. Even though the 240/100t proposal was not looked upon favorably by MARBI, the Subcommittee feels that it should be brought back when the climate is more favorable. The recommendations included in the CCC Authorities report to Sarah Thomas have been answered in detail by Mark Ziomek at LC. Some of the recommendations will be going forward. The reply will appear in the MCB. V.Reports from other A. Richard Hunter indicated that he will be reading a report written by Deta Davis at LC at the open BCC meeting. B. Ed Glazier, RLG, indicated that he had no business other than that in his report to the open meeting. C. Jay Weitz, OCLC, reported that his report at the open meeting will concentrate on authorities, LSP, RILM database and Epic/FirstSearch. Friday, March 4, 1994, Open Meeting I. Introductions: Jennifer Bowen introduced the committee, explained the organizational structure of the BCC, and

3 introduced the two new members of the Committee, Harriette Hemmasi as Subject Access Subcommittee chair, and Karen Little, as MARC Formats c hair. She reported that two new Working Groups have been appointed, Faceted Access to Music, chaired by Amanda Maple and 20th Century Terminology, chaired by Michael Colby. Bowen reported on the budget for the BCC. Funding for travel to ALA has been cut for all committee liaisons and funding for representative to SAC will not be funded at all. The BCC will be working hard to get this funding back since although the representative to SAC is not formal because of the structure of SAC, it is still extremely important for us to have the chair of the MLA Subject Access Subcommittee there. Joan Swanekamp will be chairing a group to do a self examination of the BCC. There are two reports circulating in which comments are being solicited, the Library of Congress Series report and the Library of Congress Music Group report. Lenore Coral reported on ISO business. The ISMN (International Standard Music Number) report has been published and now the implementation phase will begin. There is still lots to do including looking for an agency to manage the ISMN and the process of encourage music publishers to use the numbers. Joan Swanekamp reported on the Cooperative Cataloging Council (CCC) which was appointed by Sarah Thomas at Library of Congress. The CCC will be looking for less cumbersome ways than NCCP to involve more people in the shared cataloging process. In the Program for Cooperative Cataloging the records will be more flexible, training will be less rigorous and will be done at the utilities and new records will have the authority work done. The PCC has set ambitious goals but hope they achieve most of them. A core record for music is being developed and more groups will be appointed to look at other specific topics. There will also be some internal LC task groups appointed to look at some narrow topics. Jim Cassaro reported on IAML in Helsinki. At this conference the topic was cataloging and the future. There was also a session on minimal level cataloging and arrearage reduction. There is also a group looking at uniform title for manuscript collections of nonliturgical vocal music. II. Reports A. MARC Formats Subcommittee -- Jerry McBride reported that reports from the MARBI meetings could be found in the Music Cataloging Bulletin. The proposal to find an appropriate place for the ISMN will be discussed in a future MARBI meeting. The discuss ion paper on the 240/100t will not be going forward at this time. At the open Subcommittee meeting there will be a discussion of Discussion paper 75: Linking Fields in the USMARC Bibliographic Format. Jerry will be stepping down as chair of the Subcommittee and Karen Little will be taking over. Future issues for the Subcommittee can be sent to Karen. B. Subject Access Subcommittee -- Harriette Hemmasi reported on the various working groups that been constituted. Taras Pavlovsky will be chair of the Working group on Folk Music, Amanda Maple will chair the Working Group on Faceted Subject Headings, an d Michael Colby will chair the Working Group on Music Terminology. ALA has decided to appoint a group of people to advise those working on the Music Thesaurus Project, with Mark McKnight representing MLA on it. C. Descriptive Cataloging Subcommittee -- Phil Schreur reported that CCDA looked at three reports: 1) cataloging of Internet resources, 2) cataloging interactive multimedia, and 3) the final report on cataloging multiple versions. CCDA also discussed two proposals from MLA. An earlier proposal on the definition of work in the uniform title chapter was accepted in part only, because the British failed to see the need for the change. Also, the proposal to change the rules for adding key to uniform titles for 20th century works was discussed and passed on to JSC. The Subcommittee is attempting to get more done between meetings by making better use of electronic mail. In the near future, the Subcommittee will be looking at name headings for popular music performers. D. Authorities Subcommittee -- Joan Schuitema reported on the 240/100$t proposal that did not pass in MARBI. This proposal will be kept around for possible resubmission in the future. The Subcommittee's recommendations to Library of Congress have been considered by LC and a response received. The Recommendations are available on the MLA Clearinghouse. The LC response will appear in MCB. The Subcommittee was very pleased with the response garnered from LC. New business the Subcommittee will be pursuing includes the possibility of looking at the types of

4 composition list and recommending some addition to authority records for these terms and closer working relationship with the Automation Subcommittee on local systems and authority control. E. Working Group on Videos -- Lowell Ashley reported that the Working Group has spent the year soliciting comments from other groups on the paper they wrote on video cataloging. OLAC, Jean Weihs and various ALCTS groups all responded with varying degree s of support for the recommendations. Much of the controversy has centered on the choice of main entry. The Working Group has done a new draft with no substantive changes besides adding a bibliography. The Working Group will be looking at possible suggestions for Rule Interpretation for musical performances only. F. Sheet Music Roundtable -- Sarah Shaw reported on the work done by this group. They are continuing work on the bibliographic description of sheet music. They have redrafted Chapter 5 of AACR2 for sheet music using Steve Henson's book on cataloging archives as a model. G. Working Group on Terminology in 20th Century Music -- Michael Colby reported that the charge of this group will be to identify key concepts and present headings to be set up as subject headings by LC. Each member of the group will have a specific are a of expertise. H. Working Group on Faceted Subject Headings -- Amanda Maple reported this group will be promoting understanding on this subject. They will be working with the MARC Formats Subcommittee and the LC Music Subject people. David Thomas and Stephen Yusko will be on the Group. A report will be in the MLA Newsletter. I. Library of Congress -- Richard Hunter read a report written by Deta Davis. During the past year there has been considerable examination of the process of music cataloging at the Library of Congress and preparation for major changes in the near and long-term future. A Music Cataloging Task Force was set up in March 1993 to recommend ways to reduce the arrearage in music cataloging, to redistribute the responsibility for the reduction, to look at ways to use cataloging outside LC and to clarify the role of CPSO (Cataloging Policy and Support Office) in establishing policy. Music catalogers from outside LC were invited to come for two days to help accomplish the goals. The outcome was the "Recommendations of the Music Cataloging Task Force" some of which has been implemented in November 1993 and some will be discussed more when Barbara Tillett arrives as the new head of CPSO. The question of LC's official position on the Music Thesaurus Project will also be addressed then. Under the auspices of the Cooperative Cataloging Council, the Core Bibliographic Record for Music Task Group is being formed. Joan Schuitema will be chair. The charge of this group will be to develop standards for core bibliographic records for scores and sound recordings which can be accepted without modification of which can be dynamically enhanced by program participants. Changes in the organization of the Special Materials Cataloging Division have been almost continuous. Currently the Division has an Acting Chief, Susan Vita, but a posting for the permanent chief is in the works. Ken Valdes retired in October and was replaced by William Palmer. Pat Hines retired in October. With the help of a consultative manager, the Music and Sound Recordings Teams have almost doubled their productivity. The arrearage of scores requiring full cataloging was eliminated in December. The next goal will be to clear the arrearage of product ion level cataloging by the end of The sound recordings cataloging team faces 2.3 million recording (published and archival) that they have pledged to clear 80% of by 2000 while keeping current with new receipts. Innovative solutions to attaining this goal will be investigated, including collection-level records, brief cataloging and contract cataloging. By using OCLC significant strides are being made in reducing popular music arrearages. These records contain the field 042 "lccopycat." Cooperative cataloging continues to be supported at LC. NACO-Music now includes 14 libraries. Discussions about possibly expanded this Project are now underway. The budget situation for the Library of Congress continues to be a major factor in all aspects of the library's operation. LC offered an incentive buy out program for 250 staff who were eligible. 245 staff members took advantage of it. It is probable that no new staff will be hired in the next two years. Dr. Billington has asked for a 7.9 percent increase to fund pay increases, inflation and to prevent further reductions in service. It is likely that the increase will not be approved but the Cataloging Directorate and Special Materials Cataloging Division are optimistic that they can continue a high level of arrearage reduction and achieve the goals they have set forth for themselves. J. RLG -- Ed Glazier reported on some new products available at RLG. Eureka has been introduced and Zephyr, which

5 uses the same local search system to search RLIN. ARIEL for Windows is being Beta tested and the RLIN system is being tested for Windows. They are also investigating FTP of records to augment the current tape load system. K.OCLC -- Jay Weitz reported on enhancements to the Prism service. Prism ILL will also be enhanced this year. Some of the projects OCLC is working on is: LSP under Prism, duplicate detection, purging subfield w's, updating of CIP records and mounting RILM. Saturday, March 5, 1994, Closed meeting Phil announced that he will be posting the LC Music Task Force Report and our reply to LC on MLA-L. The deadline for responses will be May 15th. He hopes to get the public service response this way. Phil will also write a "cover" memo to go with it. Working Group on Sheet Music -- Sarah Shaw attended the meeting to get feedback on the latest draft of the sheet music guidelines. Bowen asked that in the document it be made perfectly clear to the user of the guidelines what is comment and what is AACR2. Also, Shaw should find out whether any permission is needed to quote Chapter 5 of AACR2. Shaw will contact Henson and find out what he did. Another model that might be considered is the one used in Smiraglia's book but the Henson does work better in this case. Glazier wondered if there were any tagging issues. Shaw indicated that there would be tagged examples. Bowen hoped that the Working Group could finish it's work at the end of the 3rd year. Glazier thought there might be changes needed to the charge to make this realistic. Shaw agreed that they should finish after 3 years. Since the authority work and tagging is not unique to this material, it can be ignored. The subject access seems to be more of local issue so may not need too much addressing, maybe just addressing the kinds of heading that may be needed. Classification is not in the charge. Description is clear cut and nearly done. Bowen thought that further editorial work could be done even if the Group was not reappointed. Schreur wondered what the next step was. Bowen indicated that a painstaking review would be needed by DCS and BCC and then it could probably submitted as a Technical Report. The new editor of the Technical Report Series will need to be contacted. Working Group on Music Videos -- Lowell Ashley reported that there may not be a solution to the most controversial issue, that of choice of entry for music videos. The Working Group does support the recommendation of Ashley to submit a proposal for clarification in an LCRI. A position paper might be needed for this step. Bowen thought that if there is wide interpretation going on, then some interpretation by LC may be needed and CC:DA may need to look more broadly at the concept of main entry in genera l. The only problem may be that the whole discussion may backfire and effect sound recordings choice of entry. A discussion paper might be a good idea. Schreur indicated that he would like to see a discussion at CC:DA. CC:DA would be interested in tackling even if it would take time. Bowen thought that the guide, based on AACR2 current practice could include a statement about work being done on the choice of entry problem. Ashley thought that the guide did cover many other important issues other than choice of entry so it is important. Schuitema wondered if it would weaken the argument in CC:DA if the guide was issued before it. Schreur didn't think it should be held too long. Bowen thought the examples might be very helpful for the discussion an d the examples that are problematic could be identified as such. Ashley agreed to reformat the guide including more explanation on the examples. The question of who would write the discussion paper was discussed. Grace Fitzgerald and possibly David Thomas would be good. Also getting views from the ALCTS A-V committee would be helpful. Bowen thought the discussion paper might also be made available on the MLA Clearinghouse. Working Group on Terminology in 20th century Music -- Michael Colby reported that the working group had put together a list of terms and were now working on definitions and corresponding with Deta Davis as LC about new subject headings. They hope to have something at the Atlanta meeting. Bowen wondered if another year would be needed. Colby wanted to have time for comments. The Clearinghouse may be a way to get comments quickly. Colby wasn't sure what the purpose of this list should be other than pro posing new subject headings. Glazier thought that it might feed into the Thesaurus Project so wouldn't need to be published separately. Bowen thought the Clearinghouse

6 should be pursued. Working Group on Faceted Access to Music -- Amanda Maple asked for guidance from BCC on how to go about fulfilling their charge. They will be putting together a bibliography, trying to put together a larger forum next year at MLA to involve reference librarians, noting specific suggestions as they go, and looking at Sherry Velucci's paper. Hemmasi then talked a little about the Thesaurus Project pointing out some of the feature of the thesaurus. Bowen thought it would be very useful to know the level o f knowledge out there ahead of time so that the forum could be useful. Maybe some kind of questionnaire could identify this? Hemmasi thought they could see what is already planned for the plenaries or other group meetings. McBride commented that it was important not to do this too early. Bowen thought the AAT people might be able to give us some idea how fast these things go and what to plan on. Schuitema would like to see something at every meeting just to keep it in the forefront of people's minds. McBride thought a plenary would need substantial planning. Maple reported that at least something will go in the Newsletter. Jim Cassaro's paper is a good place to begin reading. It is available on the Clearinghouse. LC Series Report -- Bowen reported that comments on the draft will go to Michael Ochs who will write a cover letter. There was some problems getting the responses organized and copies to everyone. Bowen will post the report to MLA- L and look at the procedure for distributing this kind of thing so it is done better. Respectfully submitted, Catherine Gerhart MCB Editor Last updated February 4, 2000