draft

ORCA Catalog Design Task Force (CDTF)

Meeting minutes, March 14, 2003

last update 3-18-03

Attending: Nancy Hoover (Marylhurst), Janet Crum (OHSU), Lori Robare (UO), Diana Brooking (UW), Janet Chisman (WSU), Andrea Peterson (WWU), Pam Mofjeld (Orca staff)

Part 1 (before lunch) [submitted by Lori Robare]

Review charge:

We reviewed the elements of our charge and the timeline for our work. The group’s report is due April 1, but sample web pages need to be available earlier than that so that they can be distributed to directors for review.

Review old action items:

The rest of the morning was spent reviewing progress on old action items and web pages that have been drafted.

CJK vernacular display:

Staff are following up on this question with III; we will set up indexing to accommodate the vernacular fields so that they can be displayed as soon as possible

Table layout for institutional data in Release 2002, phase 2:

Diana presented information on the new style for display of holdings once Release 2002, phase 2, is installed in the union catalog. One giant table is created for all holdings. CDTF needs to decide which fields to include in the table, what to call the fields, column width, and whether or not to have field for URL merge over cells to the right.

It is difficult to know at this point exactly what data might be represented in the fields from all of the ORCA libraries (for example, the maximum number of characters displayed in a particular field). CDTF will make recommendations for column width but recognize that in practice, these may need to be adjusted. Consensus was reached on the following layout, with percentages showing width:

Institution Location Online Access Call Number and Holdings Status

(16%) (16%) (8%) (40%) (20%)

When present, the Online Access cell (with electronic link) will merge over the call number and status fields, so it is OK to give it relatively little space in this layout.

856 display in master bibliographic and/or institution record

It is important to display the link from the 856 in both the master bib record and the institution record because the institution display is empty (no local data) if an institution has not attached items (item, check-in, or order) to its bib record. Currently, there are Orbis and Cascade libraries that have bibs with 856 fields with no attached records. This issue could use further discussion in the future, but CDTF will not recommend any changes to the current Orbis display.

Main help pages

Janet Chisman drafted the outline for the main help pages, incorporating elements from current pages for Orbis and Cascade. The group looked at text of help items from current pages and will recommend specific text to be included as well as the outline. Some adjustments will include:

“About ORCA” – keep on separate page to allow linking from both home page and help outline; include text for what ORCA is and “News and organization information” and a link to members page.
Information on “Materials listed in ORCA” and Materials NOT listed in ORCA” can be combined into one page. Add wording to the “not listed” part to specify “uncataloged materials and special collections.” Move this item under “Search tips”.
“Visiting other ORCA libraries” can be moved under “Locating materials”
“Keywords: Broaden or narrow search”: began with text from Cascade since it was written with AVS in place; red is good for examples since keyword hits show up in red; delete sentence about parts of the record searched; include another bullet with example of parentheses: (gold or silver) and peru
“Search tips”: change DOS example to something more current, like “Learning PERL”
“Journals only search” – include link to members page along with text about accessing local library home pages for information about indexes and databases for journal articles
Members page: CDTF members liked the draft format but preferred softer buttons as links to library catalogs and home pages. Would like more of a balanced feel, either with three columns or by centering the two columns. Are director’s names important? (ask Nancy)
Need to note in report that help pages need to be reviewed for wording consistency since the text is drawn from various sources.

Review Draft Web Pages

The group reviewed pages and suggested changes; highlights are noted here but may not include all changes (Janet C. made directly on printouts too). Janet will incorporate general comments about format of search pages to all applicable pages.

Main page: include “ORCA is…” with wording as in Orbis; add “contact ORCA” link

Title search: use examples from Orbis; center on page but have bullets (examples) line up

Keyword: make first search box longer, if possible (Netscape display may be a factor)

Author search: take “Authors can be people…” text from Orbis; add conference name example (conference on aging); don’t capitalize Author, Artist

Subject search: 3 links works well. LC subject: add one example with subdivision (nairobi kenya maps). Medical: add example with subdivision. Other: could add examples from other schemes.

Keyword indexing

The group agreed that any fields currently not indexed in Orbis or Cascade should not be indexed in ORCA.

The group also agreed that all fields currently indexed in either Orbis or Cascade should be indexed in ORCA. This will require reviewing the current phrase indexing to include some fields not indexed in Orbis that are currently indexed in Cascade.

For the most part, the indexing in Cascade and Orbis should be combined to provide the most inclusive set of indexing parameters. For example, in Cascade, subfields abcdq of the 400 field are indexed. In Orbis, subfields fnptv (title subfields) are indexed. ORCA should include all these fields.

The following are exceptions to the rule above:

243: all but |6hs

490 index all indicators, and all subfields but |6x

504: do not index

540: do not index

533: |acf

534: |af

720: |a

Non-MARC fields are already included in the Orbis and Cascade phrase indexes and therefore will be included in the ORCA keyword index by default.

Genre Index

It should be noted that there is a major discrepancy between Cascade and Orbis in the way 690 fields are handled. This may need to be addressed by the cataloging group.

The genre index should include:

655, 2nd indicator 7, all but z,3,4,5,w

695, all subfields

755, all subfields except 2,3

MESH Index

The MESH index should include the fields with marc tag 650 2^nd indicator 2, all subfields except 2,3,6,e

LC Subject indexing should also include 600,610, 611,630s with a second indictor 2 (therefore, those heading types that are MESH; 2^nd indicator value 2=MESH).

Journal search pages

The committee briefly looked at the Journal search pages and determined that the Journal/Magazine search should be a title on each search page within the Journal scope.

On the Author search screen within the Journal scope, the text should be changed from :

Type the name of an organization or government agency responsible for authoring the journal.

Type the name of an organization or government agency responsible for issuing the journal.

Other

The committee should look at the results pages individually and forward comments and suggestions to the group.

Janet Crum informed the committee that the final report had to be completed by March 31 in order to be available for the ORCA Council retreat on April 2. The committee will need to be available to review the report during the last week of March.