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Metadata/Cataloguing Subcommittee

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The CLSP Metadata/Cataloguing Subcommittee’s focus is to develop and recommend policies, guidelines and workflows regarding standard cataloguing and metadata activities, as well as facilitating discussions regarding local and consortial customization needs. Cataloguing and authorities activities include the migration and review of all bibliographic, holdings, item, and authority data and their configuration to ensure a smooth transition from existing systems to Alma/Primo.

Membership

Membership consists of a strong representation from small, medium and large FTE Ontario College Libraries with an interest in metadata and cataloging in relation to ExLibris’ Alma and Primo platforms.

Areas of Responsibility

The subcommittee has the following responsibilities:

  • Become proficient in the Alma/Primo systems and experts in the cataloguing and metadata functionality of the systems.

  • Provide guidance on consortium-wide decisions and best practices for individual colleges for metadata and cataloguing, including guidelines for item and bibliographic description, holdings data, data conversion, authority control, and data clean-up.

  • Identify how the implementation of Alma and Primo can enhance collaboration across the colleges and advocate for collaboration.

  • Support requests from the Implementation Steering Committee for research and recommendations related to discovery, customer service and front-end functionality (e.g., requests for briefing notes).

  • Collaborate with other subcommittees as appropriate to provide guidance from a metadata and cataloguing perspective.

Potential Subcommittee Activities

In fulfilling its responsibilities, the subcommittee may:

  • Develop and maintain system wide policies, best practices, and workflows for metadata practices within the Institution, Network and Community Zones.

  • Create a metadata migration strategy to bibliographic, holdings, item, and authority data from individual college systems to the Alma consortial environment.

  • Recommend configuration, including cataloguing management within the Institution, Network and Community Zones.

  • Make recommendations related to needs and options for cataloguing and metadata training.

Meetings

Agendas and Minutes

The Project and Communications Administrator (PCA) prepares agendas as directed by the Chair. Topics for the agenda can be proposed by any member of the sub-committee. Topics should be shared with the PCA in advance of the meeting, if possible. New items can also be added at the start of a meeting.

The PCA is responsible for minute-taking and any other related tasks. Minutes do not need to be highly detailed. They should capture a brief summary of deliberations, decisions and action items. Minutes are published within one week after the meeting.

Agendas and meeting minutes are published in CLSP Collaborative space in the sub-committee’s pages under Meeting Minutes.

Frequency

The sub-committee meets on an as-needed basis with meetings planned by the Chair.

Decision-making 

When an agenda item requires the sub-committee to make a recommendation, sub-committee members must receive the agenda in advance in order to review and prepare for the meeting discussion.

  • The sub-committee will strive for decision by consensus.

  • Where consensus is not possible, the decision will go to a vote by the voting members of the sub-committee. The Project Manager, PCA and OCLS members are considered ex officio and do not vote.

  • All members will be required to vote. Votes can be submitted electronically if members are not able to make it to a meeting.

  • The majority carries in terms of voting results.

Documentation

All documentation is stored in Confluence, including meeting agendas and minutes, briefing notes, and other relevant documentation and communication.

Exception: Confidential material is distributed by email and saved on the OCLS H-Drive under the CLSP Project Management Office directories.

Accountability and reporting

The sub-committee reports to the ISC. Chairs provide sub-committee updates in the weekly ISC meeting. Formal reporting is not required, but the sub-committee is responsible for preparing Briefing Notes at the request of the ISC or to address issues the sub-committee has identified.

Review and Approval

The Terms of Reference have been reviewed and approved by the sub-committee. Further review is not required unless a change is required to the Terms of Reference as identified by the sub-committee or the ISC. In that case, the members must review and approve the change and the PCA will amend the Terms as directed.

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