Collection Maintenance Subcommittee Minutes

November 9, 2022 at 9:30 am

Phone/video conference

Action Items:

The CMS recommends adding the Collection Codes DAPJWL and BAEJWL.

The CMS recommends the policy changes listed under 3b – 3d (see below).


Present: Molly Warren (MAD), Tina Marie Maes (MAD), Sarah Hartman (MID), Laura Schmiedicke (MRO), Amy Lawrence (MCF), Theresa Skov (VER), Alison Wirth (STP), Sarah Bukrey (STO), Kate Hull (SUN), Nancy Kessenich (WAU), Kathy Baker (MFD)

Absent: Eric Crow (MTH)

Excused: Jennifer Hepler (POR), Kate Odahowski (MAD)

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Amy Gannaway, Kayla Linke


1.      Call to Order at 9:33 am

a.      Introduction of guests/visitor

                                                              i.      None.

b.      Changes/Additions to the Agenda

                                                              i.      AG – Discussion: Codes for Audio enabled books.

c.       Requests to address the Committee

                                                              i.      None.

2.      Approval of previous meeting minutes: September 14, 2022

a.      Motion: K. Baker moved approval of the September meeting minutes.  T. Maes seconded.

b.      Discussion: none.

c.       Vote: motion carried.

3.      Action Items

a.      New Collection Code Requests (SUN)

                                                              i.      DAPJWL (DIGITAL AUDIO JU WORLD LANG, World Languages Digital Audio Players)

                                                             ii.      BAEJWL (BOOK/AUDIO-ENABLED JU WORLD LANG, World Languages, Audio-Enabled Books)

1.      Motion: L. Schmiedicke moved to add Collection Codes DAPJWL and BAEJWL.  S. Hartman seconded.

2.      Discussion:  (This was discussed partially in 4a).  K. Hull just started ordering Spanish and other language Playaways.  They don’t have 20 yet, but they will be getting more as soon as they are made available.  There is not a code for digital audio juvenile world language yet.  There is one for adult.  They could wait if they needed to.  MAD is debating whether or not they will purchase more Playaways.  They only had a few patron super users who seem to check them out.  MID is also phasing these out for adult patrons.  Kids tend to check them out.  SUN has teachers asking for them.  For this reason, they are doing a big push toward purchasing juvenile Playaway titles. 

3.      Vote: motion carried.  (This will go to IC for final approval)

b.      Levels of Cataloging Policy

                                                              i.      Under Videorecordings:

1.      Remove:

a.      All non-local DVDs, including Blu-ray DVDs and Blu-ray 3D DVDs

2.      Replace with:

a.      All non-local DVDs

b.      All non-local Blu-rays, Blu-ray 3Ds, and 4K Ultra HD Blu-rays

                                                                                                                                      i.      Motion: see below

                                                                                                                                     ii.      Discussion: A. Gannaway spoke with catalogers and they came up with the changes listed above.  We need to add the 4K Blu-ray DVDs. It seems like a good idea to do a split out the DVDs and Blu-rays, similar to the sound recordings.

c.       Videorecordings BSE (Bibliographic Short Entry) Policy

                                                              i.      Under Title, including sub-titles:

1.      Add: 4K Ultra HD Blu-ray: include (4K UHD) in the title

a.      Motion: see below

b.      Discussion: A. Gannaway reviewed the proposed change.

d.      Videorecordings Searching and Matching Policy

                                                              i.      Under Edition:

1.      Add: 4K Ultra HD

a.      Motion: see below

b.      Discussion: A. Gannaway reviewed the proposed change. 

e.      Motion: K. Baker moved to accept the changes to the policies listed in 3b-d.  L. Schmiedicke seconded.

f.        Vote: motion carried. 


4.      Discussion

a.      Codes for Audio-enabled books

                                                              i.      Discussion:  Audio-enabled books are being cataloged.  People are finding there are more types of formats available now (i.e. foreign language, picture books, chapter books, etc.)  How do we want to code these?  We might need to change the original code into audio-enabled picture books and then we could add chapter books, world language, etc.  Fiction vs. nonfiction?  How are libraries shaping their collections?  SUN has their world languages titles shelved separately.  They currently use the world languages picture book collection code with a workaround but they have a lot of titles so a separate code would make sense.  When they have more space, they may be interested in some of the other format codes that would potentially be in different spaces.  STO, MRO, and VER said they wouldn’t use the other codes yet but may in the future.  They would consider using the World Language code.  M. Warren said it’s hard to know where the formats will be going – MPL doesn’t have enough to warrant a new code for World languages at this time, but if others have more, then makes sense to separate the world languages out.  Have libraries stopped buying CD/book kites or purchasing both formats?  SUN is not purchasing CDs.  VER has a 2023 grant to buy more audio-enabled materials.  STO is just buying Playaways and Wonderbooks at this time.  It sounds like libraries would use World Language code.  2023 might be pivot year as this format seems to be taking off.  We’ll revisit the discussion about expanding the codes for audio-enabled books other formats in 6-12 months. For now, we can move forward with the World Languages code.

b.      Updates from previous meeting

                                                              i.      Videorecordings Searching and Policy Change

1.      Approved by ILS Committee 10/5/22

                                                             ii.      Videorecordings BSE Policy Change

1.      Approved by ILS committee 10/5/22

c.       Multi-part DVD Packaging Workgroup

                                                              i.      Discussion:  A. Gannaway reviewed the purpose of the workgroup.  The change is now underway so the workgroup can be sunsetted.  Future cataloging issues related to multi-part DVDs will be discussed at CMS, and any circulation issues will go to the Circulation Services Subcommittee.  The workgroup sunsetting will go to the ILS Committee for final approval at the December meeting.  K. Linke reminded that we aren’t doing retroactive materials yet.  There is an online spreadsheet of new materials that have been added as full sets.  A. Gannaway reviewed the spreadsheet and workflow with the group.

d.      Other Bibliovation questions and discussion

                                                              i.      Discussion: none.

5.      Plan for Next meeting:  January 11, 2023

6.      Adjournment at 10:22 am


For more information about the Collection Maintenance Subcommittee, contact Amy Gannaway.


SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.


Collection Maintenance Subcommittee/Minutes/11-2022