Shared Cataloging Program - Reports to HOTS
Shared Cataloging Program (SCP) Annual Report to HOTS
FY 2006/2007
October 10, 2007
Productivity
Serials
The net increase in access points was 4,537 1 for serial titles. Existing licensed packages for which we added one hundred links or more were Access World News (293), JSTOR (190), and Expanded Academic ASAP (150). There were five new subscription packages added this year. Taylor & Francis represented the largest package with 1060 access points added. CINAHL (459), Wilson Web Library Literature & Information Science (108), the International Index to Black Periodicals (90), and AccessMedicine (37) were other new packages. After distributing the EEBO records, we surprisingly discovered 386 serial titles contained therein. Re-cataloged as serials, we redistributed the records for these titles a few months later. Steady growth occurred across the majority of the remaining licensed packages. Staff added a total of 1,201 links for open access journals, 545 being for the Directory of Open Access Journals (DOAJ) titles.
Monographs
UC access to e-monographs significantly increased with the distribution of 95,293 EEBO monograph records. To date, this has been the largest single group of records distributed to the campuses. Including EEBO, the net increase in links for monographs was 113,307 for the year. While not nearly on the same scale as EEBO, staff added a large number of links to the National Bureau of Economics research papers (13,051), a new package. Staff added a nice chunk of links for the CRCnetBASE suite of products. CDL expanded the number of licensed CRC databases by 20, for which staff ended up adding 2,427 links. Substantive increases also occurred in SpringerLink (1,488), Safari Tech Books (507), IEEE Xplore conference proceedings (225), and SourceOECD (159).
Integrating Resources
The net growth in integrating resources (databases) was 63. Integrating resources remain a minor workload relative to journals and monographs. However, when individual title level access is possible and requested, the SCP workload mushrooms accordingly.
California Documents
Staff provided 128 serial title and 870 monographic title links. There was a net decrease of one integrating resource link during this report period.
Link Resolvers
Staff now maintains 115,222 PIDs, having created 7,091 over the year. The creation of PIDs continues to decrease as the staff favor the use of SFX OpenURLs. Staff created 1,041 BibPURLs, bringing the total of UCSD BibPURLs maintained to 6,185. We create BibPURLs using the same software as PIDs, the OCLC PURL software. The use of BibPURLs, in keeping with national level cataloging practices, are for open access material and are added to the OCLC master record for national and UC distribution. In contrast, the PIDs we create for UC licensed resources are UC specific, and thus not entered into the OCLC master record.
Review of 2006/2007 Goals
1. Process and distribute the EEBO and ECCO records.
SCP distributed the EEBO records but distribution of the ECCO records awaits a decision on URL practice.
2. Continue to work with CDL on integrated URL resolution service.
CDL has no immediate or near-future plans to develop integrated resolver software.
3. Continue to improve communication, with particular attention to status of work on current packages. One idea we are exploring is a wiki to record and share detailed information.
The SCP wiki, SCPedia, was launched in February and through it, staff have been able to track and communicate current activities on packages requiring batch processing. Dónal O'Sullivan investigated our options and serves as our wiki master. In another move to keep information flowing, we expanded the recipient list for our regularly published SCP Updates.
4. Complete the transition to SFX OpenURLs, phase one by Dec. 31, phase two by June 30. Distribution of records after phase two is a separate process.
Beginning July 1, 2006, staff began using SFX OpenURLs for serials in all cases where it is possible to do so. Retrospective conversion in records (PIDs to SFX OpenURLs) is taking place in two phases. In the first phase, completed this year, staff changed the native URLs in the PID server to the corresponding SFX OpenURLs. In phase two, staff replaces the PIDs in the bibliographic records with their corresponding SFX OpenURLs and redistributes the records to the campuses. Work is underway on phase two.
5. Develop a more efficient workflow for SFX maintenance.
A variety of SFX KnowledgeBase (KB) maintenance tasks were successfully transferred to CDL Acquisitions staff at UCSD, namely to Maria Figueroa. This was a welcome development for SCP staff as cataloging can proceed more quickly. SCP staff and Maria developed the necessary KB maintenance reporting procedures that resulted in the distribution of more records within a week after initial reporting.
6. Continue to explore new ways to consolidate link maintenance, i.e., using SFX OpenURLs, and possibly the OCLC Digital Archive links for CalDocs.
We implemented a proposal to consolidate link maintenance, i.e. to use SFX OpenURLs whenever possible and started a cleanup project for existing links. In keeping with the UC linking guidelines emphasis on not duplicating effort, using durable links, and favoring sites of more “permanence,” SCP began using OCLC Digital Archive links for CalDocs (when available).
7. Continue exploration of batch process improvements, especially processes that aid campuses in processing SCP files.
Staff developed several macros to automate a variety of manual cataloging routines. Staff also successfully leveraged UCSD's MARS batch authorities control processes to bring the Naxos records under authority control. We were able to move a variety of batch processes such as global record updating and maintenance, and transferred the SCP weekly file sorting and processing from UCSD staffer Karen Peters to SCP staffer Kate Garvey-Clasby, thereby consolidating more SCP related activities within the SCP. Advancing our processing on another front, Dónal O'Sullivan created macros to move the cloning of CDL records from a telnet process to OCLC Connexion.
8. Hire the temporary Chinese language cataloger and begin processing and distributing Chinese language records. Develop a longer-term strategy for systemwide CJK cataloging.
After a long recruitment, we hired Bie-Hwa Ma as our Chinese language materials cataloger. She will begin November 13 and will start with a focus on cataloging the China Academic Journal titles, other Tier 1 Chinese language packages, and Chinese integrating resources. After some consideration and with the assistance of Jim Cheng, Head of UCSD's International Relations and Pacific Studies Library, SCP proposed a funding model for this position that would provide supplementary funds to extend the initial one year appointment to three years. In general, the proposal asks the campuses to jointly and directly fund the appointment for years two and three, from any source they choose, in proportion to their CJK resource needs. If successful, this funding model could serve as a prototype for other systemwide collaborative cataloging ventures.
9. Work with CDL staff to find a sustainable mechanism for distributing records with appropriate links for UC's digitized content from the Open Content Alliance and Google Books projects.
CDL is working directly with OCLC to add records to WorldCat with the appropriate links. Whether in the future SCP distributes records for these materials to be added to local catalogs is still under systemwide discussion.
10. Evaluate MARCit! and other similar services to assess economies for maintenance.
Exploration of these strategies is on hold pending WorldCat Local pilot project results.
11. Evaluate various strategies for staffing, cataloging, and distributing records for non-textual materials (music, maps, etc.).
As mentioned in 8 above, SCP explored and proposed a new funding model for addressing a specialized, systemwide cataloging workload. SCP continued to explore mechanisms for performing authority control on vendor records, mostly involving the use of UCSD's existing MARS authority control processing.
12. Continue to monitor the implementation of Verde and leverage that system and its data through SCP processes to reduce redundancy and achieve greater efficiency.
No final decision on adoption of Verde has been made.
Other Accomplishments
Non-textual electronic resources cataloging : For the first time, SCP provided records for non-textual resources, Naxos music library materials. Developing our cataloging strategy involved consultations with UCSD's head of music cataloging, UC music bibliographers, and the SCP Advisory Committee (who consulted with others at their campuses). Among the challenges posed were issues related to authority control, relator codes, SFX linking, and variant local practices. Recent issues regarding the records and SFX menus show us that we are still learning how best to process non-textual online resources. Still, SCP successfully addressed other systemwide issues, reconciling local cataloging practices for example; pointing again to how the UC's can work together and find common ground.
CONSER/NACO Related Activities. Renee Chin continued her role as the UC CONSER Funnel's Communications Coordinator, maintaining the Funnel's email list and Web presence ( http://libraries.universityofcalifornia.edu/hots/conser/ ). Catalogers contributed towards the development of the CONSER Standard Record guidelines, providing valuable feedback towards drafting of the final guidelines. Adolfo R. Tarango, through his role as UCSD's CONSER representative, was able to present the SCP perspective directly at the annual CONSER Operations Committee meeting in May. Catalogers received CONSER record authentication training, allowing them to create 8 original CONSER records and to authenticate and convert 7 non-CONSER records into CONSER records. Additionally, catalogers re-authenticated 5 CONSER records, made enhancements to 180 CONSER records, and performed CONSER related work on 11 non-CONSER records. Adolfo, with Manual Urrizola (now of UC Riverside), gave the CONSER SCCTP Basic Serials Cataloging Workshop at UC Berkeley. In addition to UC Berkeley staff, attendees also included staff from UC Davis and other local libraries. Adolfo assisted with the CONSER serials cataloging review of UC Davis (review completed) and UC Santa Barbara (ongoing). For NACO, catalogers added 87 new and revised 22 headings in the national authority file.
Congressional Serial Set. Becky Culbertson and Adolfo, along with John Riemer of UCLA, continued to work with Readex, to maximize the use and availability of the vendor's record set. Becky, in conjunction with the Secretary of the Senate Library, Leona Faust, worked to develop the transference of their proprietary records into MARC records. Readex is currently marketing their MARC record set exclusively, but for a significant fee. After internal discussion and consultation with Ivy Anderson, Linda Barnhart contacted OCLC directly to encourage their pursuit of talks with Readex. We trust they will be successful and Readex will agree to the loading of records into the OCLC database and dissemination of the set as an OCLC WorldCat Collection Set.
Personnel. Dónal O'Sullivan joined the SCP on July 23rd as our new California documents cataloger. Coming from the UCSD Libraries' Acquisitions Department, Dónal worked on the acquisitions of government publications, including California documents. As noted above, Dónal has already contributed to SCP cataloging efficiencies by developing a variety of computer macros that have sped up various processes.
Goals for 2007-2008
• Keep current with cataloging and with serial and URL maintenance
• Begin the cataloging and record distribution of Chinese language resources
• Continue to improve communication with the campuses, with particular attention to status of work on current packages
• Prepare a workload analysis methodology to measure current workloads, to estimate completion dates for packages that are underway, and to anticipate and plan for future work
• Strategize about SCP workflows, roles, and responsibilities in a WorldCat Local environment
• Develop a process for the speedy resolution of complex link resolution questions
• Incorporate the Lawrence Berkeley Lab into current record distribution work streams, if so directed by CDL, along with providing them with an appropriate retrospective file of records
• Perform a retrospective cleanup for outstanding titles lacking targets in SFX
• Install a shared SCP “power station” dedicated to process-intensive operations such as global updates and file processing, and to release staff workstations for other use
• Explore possibilities for creating additional WorldCat Collection sets
• Continue development and improvement of batch processing techniques
• Continue to monitor ERMS implementation plans and, if procured, leverage relevant system functionality to reduce redundancy and achieve greater efficiency
Horizon Issues
Staff are excited at the potential changes that might be brought about through execution of the WorldCat Local pilot . If successful, this might lead us to move the record cataloging upstream so that all (or most) of our cataloging is done in OCLC, rather than locally. Depending on the Pilot results, staff may need to significantly alter their workflows, take on new roles and responsibilities, drop others, or the SCP may morph into something else entirely.
With the hiring of Bie-Hwa Ma, the SCP embarks on a new course, CJK cataloging . We already know that the quantity of online resources made available is staggering, and growing. However packages like EEBO, ECCO, and the Congressional Serials set are dwarfed by the quantity of Chinese language materials alone. A rough estimation of already CDL licensed Chinese language materials exceeds a million titles. Staff will pursue batch processing options for these and other large packages, but in dealing with these resources, staff will undoubtedly find new challenges to overcome, such as scripts.
Over the years, the Collections Integration Group (CIG) has been a very important group for the SCP. This informal information-exchange forum provided SCP with advanced notice of up-coming packages, allowing SCP to better prepare for the coming workloads and to catalog materials more quickly. It was also an important forum at which SCP shared appropriate information with CDL Acquisitions and CDL staff. We were therefore concerned when recently the group's regular meetings were cancelled and its ongoing future brought into question. We were later partially relieved to hear that the group may not necessarily be retired. SCP strongly supports the group's, or a similar type group's, continuance as an important mechanism whereby key players involved can commonly hear and share critical information.
Large workload increases remain a part of SCP's life. Therefore, we must continue to exploit new techniques for efficient processing and manage cataloging expectations carefully. There are two types of workloads, fixed and ongoing. Fixed workloads, such as EEBO and ECCO, represent workloads that can require a significant investment in time and effort initially, but when done, truly are done. Ongoing workloads, such as Naxos, can require significant initial planning and processing, and then require the development of processes for the ongoing addition of content. Ongoing workloads manifest themselves in two ways, the first, such as the Naxos or IEEE conference proceedings, are packages that as a whole we know from the start content will continually be added. Ongoing workloads can also manifest themselves through decisions to create analytic entries for serial publications. For example, the JSTOR journal Yale French Studies was originally a “fixed” workload; we cataloged this title as a serial, and so, notwithstanding the potential for a title change or the licensing of the title from another vendor, the cataloging was done. However, the campuses requested the serial title be analyzed, and so an ongoing workload was created. To the extent that such requests are approved, the SCP workload will expand.
Substantial change is coming . The unknown impact of the WorldCat Local pilot, the unknown linking practices for “local URLs” and local data within that pilot, the creation of a UC ERMS, the unresolved question about the distribution of mass digitization records, and other fast-moving efforts combine to form a rapidly changing environment. SCP needs to position itself to be flexible and responsive, and must remain mindful of its mission to efficiently provide bibliographic access to electronic resources for UC users.
Submitted on October 10, 2007 by Adolfo R. Tarango
Productivity/Statistics
Link statistics since inception through: |
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|
June 30, 2006 |
June 30, 2007 |
FY 2006/07 Net Increase |
Serials |
18,475 |
23,012 |
4,537 |
Monographs |
81,639 |
194,946 |
113,307 |
Integrating Resources |
444 |
|
63 |
CalDoc serials |
954 |
1,082 |
128 |
CalDoc monographs |
2,499 |
3,369 |
870 |
Cal Doc IRs |
33 |
32 |
(1) |
Total |
104,044 |
222,948 |
118,904 |
PIDs |
108,131 |
115,222 |
7,091 |
BibPURLs |
5,144 |
6,185 |
1,041 |
Total |
113,275 |
121,407 |
8,132 |
FY 2005/2006 Production Transactions Details |
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|
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New Access1 |
Modified Records2 |
Withdrawn Access3 |
Total Transactions |
Serials |
4,264 |
5,614 |
373 |
10,251 |
Monographs |
105,495 |
106,156 |
73 |
211,724 |
Integrating Resources |
59 |
32 |
4 |
95 |
CalDoc Serials |
130 |
109 |
13 |
252 |
CalDoc monographs |
783 |
50 |
9 |
842 |
CalDoc IRs |
3 |
--- |
--- |
3 |
Total Transactions |
110,734 |
111,961 |
472 |
223,167 |
1New Access: all instances of adding an 856 link, either because a new title was cataloged, or a new link was added to previously cataloged title.
2Modified Records: all instances of bibliographic record maintenance such as updating holdings data, processing title changes, correcting cataloging errors, etc
3Withdrawn Access: all instances of the removal of an 856 link