ALCTS Technical Services Directors of Large Research Libraries Discussion Group

2002 Midwinter Meeting (New Orleans, LA)
January 18, 2002

Appendix to Minutes of Meeting:

Round Robin of Issues of Importance (major events/developments/concerns) to Local Institutions

These reports were distributed over the Big Heads electronic discussion list in the weeks prior to the New Orleans, LA midwinter meeting in January 2002.

For the minutes of the Big Heads meeting at New Orleans, click on

This compilation was prepared by Judith Hopkins, University at Buffalo



Columbia University
Cornell University
Duke University
Harvard University
Indiana University
Library of Congress
National Agricultural Library
National Library of Medicine
New York Public Library
New York University
Ohio State University
Pennsylvania State University
Princeton University
Stanford University
University of California at Berkeley
University of California at Los Angeles
University of Chicago
University of Illinois at Urbana-Champaign
University of Michigan
University of Minnesota
University of Pennsylvania
University of Texas at Austin
University of Virginia
University of Washington
University of Wisconsin at Madison
Yale University


Round Robin Update, January 2002
From: Lee Leighton (

Berkeley Big Heads Round Robin Report

  1. Hiring freeze.

    The library is under a hiring freeze mandated by the Governor and the University. The freeze is in anticipation of a budget cut in the next fiscal year, but we won't have any information on the extent of the cut until the end of January 2002 at the earliest. To prepare for the cut, which we think will affect only recurring funds, the Library has reviewed and prioritized our approximately 40 open librarian and staff positions in anticipation of returning the funds for those positions to the campus. We have also decided to exempt from the freeze and fill 10.75 positions in the highest category. Technical Services has a Germanic cataloger, a serials cataloger and two library assistant positions in acquisitions among the exempt positions to be filled.

  2. Vendor records.

    Technical Services is considering ways to better use existing staff in light of the overwhelming number of low-level vendor records in the utilities, which don't easily fall into the categories of original or copy cataloging. For one week in December we experimented with all staff who could do LC classification working on the current German and Italian materials in the backlog that had vendor records. During that week we were able to upgrade approximately 1,400 vendor records using OCLC's CatMe.

  3. Electronic ordering through Academic Book Center.

    We are planning to expand a pilot project in which we have been using the Academic Book Center's Book Bag and E-Link systems for firm ordering and tagging approval materials. The pilot included our math and physics libraries, and we hope to extend the use of the AcBC systems for ordering all our other science materials.

    Lee Leighton
    AUL and Director, Technical Services

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Judith Nadler


    January 2002


    Constrained budgets for the rest of this year and for next year require that we find ways to reduce expenditures. As a first step in this strategizing effort the Library Council is engaged in a process of reviewing current goals and accomplishments, focusing on what we are doing well and what we would like to do better or start doing. The next step will be to identify what we can do differently, and what we can (or will have to) stop doing.


    Acknowledging that the Library is evolving as an organization, and staff skills must also evolve in response to new and different service requirements, a program was developed to identify required knowledge and skills, and to design programs that reflect both staff needs and Library needs.

    This multi-part program includes: Computer Training, Brown Bag Lunches, Basic Supervisory Training, Performance Appraisal Training, Library Orientation.

    One of our newest activities is a Management Training program that is intended for supervisors with some experience. The purpose of this program is to cultivate managers with good leadership skills in support of the Library's mission and to bring leadership and management concepts into the Library in a new way.


    The Library has created a tuition assistance program to support staff interested in completing an MLIS or MLS degree. This program complements University benefits that provide tuition remission at the University or tuition payment for an employee's first undergraduate degree.

    This program hopes to encourage staff to consider careers as librarians in university research libraries while also providing opportunities for development and growth as a member of the library staff.


    A major advance was the implementation of a new search interface developed by Epixtech for the online catalog. The new system provides faster keyword searching with full Boolean capabilities and other new features. Library staff conducted systematic usability studies with faculty and students and worked closely with the vendor in the development of the new searching capabilities.

    Cataloging continues to give a high priority to rapid cataloging of newly acquired electronic resources, as one way of making their existence known to our patrons. Developing additional mechanisms to guide people through the maze of electronic resources and help them find information continues to be a challenge. The implementation of SFX has facilitated automatic access from a number of electronic indexing services to the full text of the indexed electronic resources. We are exploring the option of obtaining and loading into Horizon MARC records for the titles contained in our various aggregated electronic resource packages.


    The University's Dissertation Office, previously part of the Office of Academic Publications, has moved to the Library administratively as well as physically. The Office provides guidance to students writing dissertations, disseminating prescribed standards, helping writers to understand and follow them, and assuring quality control.

    The relationship between the Library and the Office extends back to the first deposits of dissertations into the Library's collection and has expanded in the years since as issues of bibliographic control, binding, preservation, access, and archiving have evolved. The Library is well-positioned to take on the Dissertation Office's current responsibilities and to expand them to meet new needs, assisting students in understanding electronic publishing and related computer-based applications, as well as addressing emerging issues such as electronic dissertation production, digital archives, and rights management.


    In addition to orientation sessions for new students in specific disciplines that librarians have conducted for many years, staff have found opportunities to teach class sessions on how to use particular resources, to demonstrate search strategies that may be complex but basic to discipline, or to collaborate with faculty members in designing library-oriented assignments.

    Increased use of information by faculty in teaching and research raises the issue of support for the development and hosting of Web sites and databases devoted to research materials. In response to requests from faculty, the Library has agreed to provide support for the Web site of the Society of Early China Studies and a database of early Chinese bronze inscriptions. These kind of technology applications are new activities, and the most appropriate locus of support for them within the University is unclear. A small number of collaborations between faculty and the Library will help clarify the kind of support that is needed and how it might be provided.

    Judith Nadler
    Associate Director
    University of Chicago Library
    773 702-8743
    FAX 773 702-6623

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Robert A. Wolven (

    Big Heads Round Robin Report for Columbia:

    University Librarian

    On September 1st, James Neal assumed the position of Vice President, Information Services and University Librarian, following Elaine Sloan's retirement at the end of June. The position continues to oversee both the Libraries and Academic Information Systems. We will soon begin recruiting for an Associate University Librarian for Collections, replacing Tony Ferguson.

    New ILS

    Our search continues for a new integrated library system to replace NOTIS. We are currently evaluating responses to our RFP, and expect to have a decision by the end of March, with implementation planned for summer 2003.

    Remote Shelving

    RECAP, the remote shelving facility owned jointly by Columbia, New York Public, and Princeton, is scheduled to open on January 14th. Three modules have been constructed, with a total capacity of about 7.5 million volumes. The consortium expects to transfer and accession about 8,000 items every day for the first year of operation. For Columbia, the first modules will consolidate materials from our three existing remote shelving facilities, plus housing additional transfers from campus libraries.

    Renovation, New Facilities

    Renovation of Butler Library continues, with work commencing on ten subject-based research reading rooms on the upper floors of the building. Renovation of the Avery Art and Architecture Library, including construction of a new study center housing art properties, drawings, and archives, is scheduled to begin this spring. Our newest library, at the Biosphere 2 Research Center in Oracle, Arizona, is scheduled to open the week of January 17th.

    Electronic Resources

    We have contracted with Serials Solutions to provide MARC records with consolidated holdings information for the ejournal aggregators and packages we subscribe to, with monthly updates. In the meantime, we have loaded sets of records from ProQuest and EBSCO Online into our catalog, as well as records for netLibrary and Michigan's Making of America titles. We have also contracted with Ex Libris to license the SFX software. We have also extended web browsing capabilities for lists of our electronic journals, using a hierarchical topical subject approach based on LC classification.

    Authority Control

    Following the reprocessing of our entire database by LTI last spring, we have implemented LTI's monthly updating service, and are now extending that service to include updated bibliographic records as headings change.

    Retrospective Conversion

    Our OCLC retrospective conversion is slowing down as we near completion of our standard monograph collections. Currently, about 90% of our holdings are in the OPAC. By the end of the year, we will have about 400,000 titles left to be done, primarily serial analytics, pamphlets, microforms, and rare books.

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Karen Calhoun

    Cornell University Library
    ALA Midwinter 2002
    Round Robin Report


    The Library is engaged in a major strategic-planning effort to develop a  five-year master plan, which will take effect July 1.  The plan's intended to address services, staffing, and space.  As we reported in the last Cornell update, a Working Group on Olin and Uris Libraries is helping to plan the future for these two heavily-used buildings in a central campus location.  Currently, a renovation of the first floor public service areas in Olin is underway. 


    1. Reorganization of Library Management Team

      In December, University Librarian Sarah Thomas announced a reorganization of the Library administration in which she created three new positions:  Assistant University Librarian for Instruction and Learning, Research, and Information Services (Anne Kenney); Assistant University Librarian for Technical Services (Karen Calhoun); and Associate University Librarian for Collections (Ross Atkinson).  Other parts of the Library organization remain essentially the same.  Reorganizations are in the planning stage in some of the functional areas; information about these can be expected in Cornell's ALA annual report to this committee.

    2. New Hires

      The Library has added several new librarians in its technical services centers:

      • Eli Brown, Technical Services Archivist (Rare and Manuscript Collections)
      • Xin Li, Head, Acquisitions Services (Central Technical Services)
      • Susette Newberry, Visual Resources Cataloger (Rare and Manuscript Collections)
      • Nate Rupp, Metadata Librarian (Mann Library)
      • Zoe Stewart-Marshall, Assistant Database Quality and Authorities Librarian (Central Technical Services)

    3. Hiring Freeze

      Like others of us, the Cornell University Library is under a hiring freeze mandated by the University.  The freeze, in effect through at least June 30, 2002, affects all non-academic, non-student appointments. Academic positions are exempted. 


    Cornell University Library has received an $830,000 grant from the Andrew W. Mellon Foundation to convert the remaining records in its card catalog. The grant will allow us to complete the conversion of all LC classes in Cornell's largest library, Olin.


    About two years ago, Cornell entered into a development partnership with Endeavor Information Systems to build ENCompass, which is a digital library management system that addresses the issues of cross-collection searching and metadata diversity.  Other development partners are Kansas State University, the Getty Research Library, and the University of Pennsylvania.  The partners help with system design as well as suggest and test improvements.  The ENCompass team at Cornell is currently working on three collections--a set of 10,000 digitized pamphlets from the Samuel May Anti-Slavery Collection, the Cornell E-Reference Collection (a database of proprietary and non-proprietary networked resources), and the Cornell online catalog.


    Technical services is making good progress in responding to the high user demand for easy identification of and access to e-journals.  Using data from SerialsSolutions, technical services staff are creating and loading brief MARC records into the catalog for the e-journals we currently receive in aggregators.  Our subscription provides data for approximately 14,000 journals in 82 aggregators.  A set of automated scripts harvests the SerialsSolution data and produces new and updated MARC records.  In addition, last week 4,931 brief MARC records were loaded into the catalog for titles in LEXIS-NEXIS Academic Universe. 


    With Voyager acquisitions processing now well established, EDI invoicing has been successfully implemented with our larger serials vendors (EBSCO, SwetsBlackwell and Harrassowitz).  EDI monograph ordering has also been implemented with Yankee Book Peddler, Blackwell's, Academic Book Center, and Casalini Libri.  CUL is moving ahead with EDI testing, expecting to achieve additional staff savings by expanding EDI activity to more applications with these vendors.


    In contributing over 10,000 PCC new records and upgrades in calendar year 2001, Cornell catalogers have once again made a significant contribution to the BIBCO program.      

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Jeffrey Horrell (

    Big Heads Round Robin Report

    1. Harvard is moving toward a July 1, 2002 implementation of Ex Libris to replace our current NOTIS-based system. Nine functional working groups consisting of dozens of staff are putting in hundreds of hours a month in planning and a variety of "clean-up" projects in preparation for the change.
    2. December marks the first anniversary of the Harvard College Library’s move of its technical services of Widener Library to its new location in Central Square of Cambridge. Under the capable leadership of Jane Ouderkirk (Head of Harvard College Library Technical Services) and Lynda Kresge (Associate Head) the newly combined units of cataloging, acquisitions (not bibliographers) and end-processing have made outstanding progress in adjusting to the new location and newly designed workflows. The unit has initiated approval plans (a new concept for us!) and implemented greater consistency and efficiency in our processing. This has been a significant change and has given us opportunities for thinking through our technical services operations throughout the College Library.
    3. Harvard is one of a number of institutions with a one-year planning grant from the Mellon Foundation to prepare a larger proposal to study the technical and economic models for archiving electronic information – that which is "born digital." Our planning includes three publishers – the University of Chicago Press, Blackwell Publishing, and John Wiley & Sons. We see the archiving of this information as a core goal of our mission, one we must address before canceling print. Areas to be studied during this planning year are: the establishment of an agreement between the partners regarding archival rights, the development of a technical implementation plan, the definition of the methodologies the archive would need to adopt in order to validate its archival processes, assuring the scholarly community that the journals would be available over time, and the creation of both organizational and business models. We anticipate submitting a proposal to Mellon April 1, 2002.
    4. The Faculty of Arts and Sciences Library Committee is working on a follow-up report to one prepared last year to articulate the needs and costs associated with collections, access, preservation, the sciences, and faculty and librarian interaction. This process is looking near-term and long-term to determine the resources required not only for content (collections) but staffing to support our mission. This report should be concluded by Fall, 2002.

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Barbara Henigman(

    The University of Illinois at Urbana-Champaign
    January, 2002

    Faculty appointments

    The past six months have brought several welcome changes to UIUC Technical Services. We have filled three original cataloger positions and are now back on track with our original cataloging activity. Each of the three positions is responsible for coordinating original cataloging in the specific areas of Sciences, Social Sciences, and Humanities. We will be receiving a training update on our NACO status in the Spring and begin contributing authority records once again. We also are nearing the end of our search for a Head of Serials Cataloging.

    This fall has seen the appointment of Beth Sandore as AUL for Information Technology Policy and Planning. Beth is responsible for coordinating all areas and projects throughout the Library that deal with information technology. This will encompass digital projects as well as Library electronic resources.

    We also welcomed Tom Teper as Preservation Librarian and Jennifer Hain as Conservation Librarian. Both positions mark the beginning of an established Preservation program for our Library.

    Special Projects

    Over the summer we successfully implemented III Millennium Acquisitions. We have been using a homegrown accounting system since the early 1980's so this is a very exciting change for us. We have successfully redesigned workflows between Acquisitions and Cataloging by moving OCLC searching to the front of the process (at the point of order) and streamlined our serials check in procedures. Hopefully in the coming months we will finalize our Promptcat profile which will help with processing our Approval Plan materials.

    We have also cleared the hurdles to begin construction on a High Density Remote Storage facility. Ground breaking is scheduled for Spring. The first phase of the project will house 1 million volumes with 3 more phases (1 million each) in the planning process. The facility will also house a conservation laboratory and on-site reading room. One of the requirements for housing materials at the Site will be that items are fully cataloged. This will mean a concentrated effort on retrospective conversion over the next five years.

    In September the Illinois Library Computer Systems Organization (ILCSO) contracted with Endeavor in the purchase of the Voyager ILS. This system will serve our library as well as the 44 other libraries that are members of ILSCO. At the present time we are well into implementation and are currently scheduled to come up in June 2002. As Phase 1 of this implementation, the University of Illinois at Chicago brought their (Voyager) database up on December 20, 2001.

    Barb Henigman
    UIUC Technical Services Division Coordinator

    Return to List of Libraries


    Round Robin Update, January 2002
    From: "Hemmasi, Harriette A." (

    Indiana University Report

    H. Hemmasi


    Construction is underway of the off-site shelving facility (the IU Auxiliary Library Facility, or ALF), with a completion date projected in early fall, 2002. While selecting and preparing materials for the ALF is very time-consuming, several automated processes have been developed. Unicorn reports have been created to assist collection managers in selecting items. These reports will also generate a specially designed ALF tracking field (tag 593) in Unicorn, indicating owning library, current shelving location, call number, presence of MARC holdings record, volume, year, copy, status (selected; sent), and estimated total items to be sent. A similar data string will be generated when collection managers use the ALF Selector's Form to indicate their choices. Pick lists for sending items to the ALF will be created from those records containing 593 tags. During the first year of operation, approximately 350,000 to 400,000 items will be accessioned into ALF. Two temporary full-time positions in tech services have been hired to assist in this process.


    The Technical Services Department has been very fortunate to receive two new librarian lines during the past year: Electronic Resources Acquisitions Librarian and Metadata Librarian. The first has been filled; the latter is still in the search process. We have upgraded a computer support position to a high level Analyst/Programmer, an extremely valuable addition to Tech Services. In December, our Head of Acquisitions assumed a new post at the University of Tennessee. An interim head has been assigned to this position and a national search is underway. (Recommendations for potential candidates are welcome!)


    As reported previously, the final push to complete recon in early June 2001 was successful. However, that success combined with implementing a new system in 2001 had serious impact on cataloging new receipts. Recognizing the need for timely access to newly purchased materials, the Libraries awarded one-time funding to the Catalog Division to reduce the cataloging queue. This funding prompted managers to review production goals and to examine procedures and workflows. Several important changes have resulted: increased output, temporary reassignments, reviewing the possibility of combining monographic receiving (approvals and firm orders) with FastCat procedures, and expanded use of MacroExpress. MacroExpress has previously been used to generate call number labels and to expedite the creation of order records. The software is now loaded on all staff machines and saves innumerable keystrokes and mouse-clicks, particularly in the Unicorn environment.

    Staff continue to gain expertise with Unicorn and are gradually feeling more at home with the new system. All serial control records will be completed by the end of this fiscal year. We have begun a shelf-ready pilot project with Ingram and continue to purchase other vendor records when available. In coordination with collection managers, refinements in policies and procedures for gift and exchange materials have been made. We have devised a plan to improve tracking electronic resources expenditures and have initiated the use of SerialsSolutions. In the coming months, Wade-Giles to Pinyin conversion awaits us -- along with many other untold opportunities.

    Return to List of Libraries



    Big Heads Round Robin Report-January 2002

    Renovation of Research Library: We are in the design phase of a major renovation and remodel project of the Young Research Library. The goals are to improve and redesign public services and staff work spaces on three of the six floors. Consolidation of public service points, a large and hospitable reading room, group study rooms, and a cybercafé are some of the renovations we hope to make during this three-year project.

    Transitions: With SIRSI announcing freezing the development of the DRA Taos system, the UCLA Library is planning the process for selection of another ILS. Vendor demos and user site visits are part of the plans for early winter.

    Electronic Resources Database: The Library is about to release its new database driven web pages of electronic resources. The web search interface will allow users to access the Library's collection of e-resources by broad subject and by type of resource. The database is being developed as both a management tool for electronic resources and as a discovery and delivery mechanism for e-journals, databases, and websites. Cataloging and systems staffs have developed procedures and functions that avoid the duplication of record creation in the catalog and the e-resources database.

    Acquisitions Department: The implementation of the merger of the Young Research Library acquisitions dept. and serials dept. is underway. The new department is headed by Andy Stancliffe, the former head of Acquisitions. He has recently completed a planning process that has produced a new organization chart based on revised workflows and merged functional areas. Mike Randal, former head of Serials has been reassigned as Electronic Serials Librarian with half time devoted to the Biomedical Library.

    Lean Budget Times: Like Berkeley, the UCLA Library is affected by a University-wide hiring freeze. All staff positions in the Library, with the notable exception of librarian positions, can only be filled if a waiver from the freeze is approved. The Library, like all campus departments, has been told to plan for a budget cut that may be as much as 15 percent. We will be carrying out a large round of cancellation projects this Spring in anticipation of a stagnant collections budget in FY 2002/03

    Cynthia Shelton
    Assoc. University Librarian, Collections and Technical Services
    UCLA Library
    11334 Young Research Library
    Box 951575
    L.A. CA 90095-1575
    phone: (310) 825-1201, 825-1202
    fax: (310) 206-4109

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Leighann Ayers

    University of Michigan Round Robin Report
    January 14, 2002


    Rewiring of the Hatcher Graduate Library is in progress. Preliminary work put in place the foundation for fast, switched, full duplex Ethernet throughout the building.

    In partnership with Technology Communications Services the University Library is bringing wireless computing to the Shapiro Libraries and selected areas of the Hatcher building. The initial stage of this process is to conduct a site analysis that will aid in determining the feasibility and costs of deploying wireless access in the aforementioned locations. This project is part of a larger movement to bring wireless access to significant areas on central and north campus that are frequented by the student population, such as the Michigan Union, Michigan League and campus computing sites.


    The Ditital Library Initiatives Division was reorganized to provide more focused services to internal and external clients. The Digital Library Program Development was disbanded and a new Scholarly Publishing Office was created to enable new publishing models and partnerships with capus publishing efforts. The Library Systems Office was reconfigured creating separate Desktop Support Services and Library Systems units.


    We are nearing completion of the LMS evaluation process. Vendor demonstrations and site visits were completed in November with a final evaluative report to be presented in January.


    The budget outlook is uncertain for next year. Initial indicators are that there will be no budget increase but we are still awaiting final word.

    Library Book Store

    The new Library Book Store managed by the Authorities and Bibliographic Management Unit was opened in August. The store was conceived as a method of finding a new use for books the library doesn't need including gifts, duplicates, and withdrawals. It is open to both the University community and the public.


    The Library and ARL will co-sponsor a preservation conference "Redefining Preservation, Shaping New Solutions, Forging New Partnerships" in Ann Arbor on March 7-8, 2002. The goal of the conference is to identify and analyze research collections preservation needs as well as the scholarly community's need for access to those collections.

    On November 8-9, 2001 the Library and ARL co-sponsored an ILL conference "Shaping Inter-library Loan/Document Delivery in the 21st Century" held in Ann Arbor.

    Leighann Ayers
    Head, Acquisitions/Serials Division
    University of Michigan
    Ann Arbor, MI 48109-1205

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Barbara A. Stelmasik(

    University of Minnesota Libraries
    Round Robin - Bigheads - January, 2002


      Three candidates visited the campus for public interviews in December and recommendations are due to the EVPP in early January. Tom Shaughnessy's retirement was official as of December 31. Peggy Johnson has been named interim director.


      After two years of renovation and remodeling Walter Library will reopen on January 22, 2002 as the new Digital Technology Center. The Science and Engineering Library and the Libraries Learning Resources Center will occupy a portion of the building. A certificate of occupancy was granted on December 26 and work to move collections back from storage in the Andersen Library and from temporary quarters in the Norris Gym began immediately on receipt of the certificate. While the collections were dispersed work was done to classify the periodical collection. Simultaneous with the move back the periodical collection is being relabelled and reorganized. Staff are very excited about the beautiful building, but exhausted from last minute planning as the occupancy date remained in question. The Libraries units expect to be open for service on the first day of second semester, January 22. A grand opening celebration will occur in spring.


      Intense planning is underway to prepare for the migration to the Ex Libris Aleph ILS in June 2002. Trainers and implementation groups have been named and begun their work. Preliminary review of record conversion has begun. This migration is a piece of the larger implementation of the MNLink concept. Coordination of the University of Minnesota implementation with the parallel implementation at the Mankato server site remains a challenge because of the different needs and circumstances at each site. Fretwell Downing was awarded the contract for the inter-library loan piece of MNLink in December.


      We continue to make inroads in cataloging historic arrears of special collections and non-book formats. We continue to make extensive use of macros for large projects related to collection moves and record clean up prior to migration. We finally loaded our pin yin records and have started work on related authority clean up.

    5. Eric Celeste was hired Sept. 1 into the newly created position of Associate University Librarian for Technology. Several units and initiatives now report directly to him: the MnLINK implementation team, Information Technology Services, and Digital Projects.

    6. The Libraries was awarded a $275,077 Institute for Museum and Library Services National Leadership Grant to digitize 6,000 posters from World Wars I and II. As part of this grant, the University of Minnesota Libraries will partner with the Minneapolis Public Library to build an on-line database containing digital images of all the war posters owned by both institutions. Creating metadata is an important component of this project.

    Barbara A. Stelmasik, Team Leader
    Materials Acquisition and Control
    University of Minnesota Libraries
    160 Wilson Library
    309-19th Ave. So.
    Minneapolis, MN 55455
    Phone: 612-625-8074
    Fax: 612-625-3428

    Return to List of Libraries


    Round Robin Update, January 2002
    From: H. Carton Rogers

    Penn's Round Robin for ALA Winter 2002:

    Sandra Kerbel, late of the University of Virginia, assumed the position of Associate Director of Libraries for Public Services in the Summer of 2001. We are currently in the process of recruiting an Assistant Director for Instructional and Research Services. This is a reworked and significantly beefed up Head of Humanities and Social Sciences Reference position. We also hope to go back out for two positions in technical services: a Serials Cataloger and a Metadata Librarian. We tried to cover both areas with one position last Spring but couldn't come up with a candidate with the right mix of skills.

    Digital Initiatives:
    Among our many activities in support of the digital side of the library, Penn recently has become a development partner with Endeavor Information Systems on their ENCompass product.

    Retrospective Conversion:
    As this is being written, the final records for our circulating collection should be wafting their way to us from Utah. Assuming that they do arrive, "all" that remains for us to convert are portions of our rare book collections, microforms, some analytics and a few thousand dead serial records. Many of our converted records still need work so we may publicly declare victory while continuing to toil away in the background.

    Collection Management:
    Oh, for the good old days when we cataloged a book for a certain location and it stayed put. Our collections now seem to be in a state of constant motion. All of our campus libraries are overcrowded and we are pushing material out to our high density storage facility which is located a few blocks from campus. Since July 1, 2001 we've sent over 100,000 volumes to the storage facility, half by bulk transfer, half through curatorial review. Since the state of our bibliographic records vary significantly (see above), especially serials records, an enormous amount of cleanup work has devolved onto tech services staff. In support of other collection management initiatives such as collection rationalization we find ourselves being inundated with transfers, reclassifications, etc. Balancing these activities with the need to push more new material through is what makes our work life interesting!

    The Penn libraries continue to enjoy fairly stable funding of our materials budget. This is both a blessing and a curse for tech services in that we see no dimunition of the intake of new print resources while seeing a significant increase in the acquisition and cataloging of digital resources. From reading other round robins, I know that this is a "problem" that some of you wish you had. I will say that if Penn's endowment continues to do as badly as it has recently it won't be an issue much longer for us.

    Return to List of Libraries


    From: Beecher Wiggins

                                                                                      Library of Congress Update

                                                                            ALA Midwinter Meeting, January 2002                

                                                                                                New Orleans, LA




                    U.S. Postal Service delivery to the Library has been suspended since October 17, after a letter delivered to Senate Majority Leader Thomas Daschle’s office in the Hart Building on Capitol Hill was found to be contaminated with anthrax.  The three Library of Congress buildings on Capitol Hill were closed to the staff and public at close of business Wednesday, October 17, in order to facilitate environmental tests of the buildings for possible anthrax contamination.  The buildings reopened to staff on Thursday, October 25, and to researchers and the public on Friday, October 26.  Although no evidence of anthrax contamination was found in the LC buildings, certain LC staff members who handle mail and shipments were issued prophylactic antibiotics as a strictly precautionary measure after the buildings reopened to staff.  The Library has had to institute rigorous and time-consuming procedures for the examination of all incoming mail. 




    National Digital Information Infrastructure and Preservation Program

                    The primary focus of the Associate Librarian for Strategic Initiatives in fiscal 2001 was strategic planning for Congress’s fiscal 2000 appropriation of $98 million to develop and implement the National Digital Information Infrastructure and Preservation Program (NDIIPP), in which the Library is to spend an initial $25 million to develop and execute a congressionally approved strategic plan.  Congress specified that, of this amount, $5 million may be spent during the initial phase for planning as well as the acquisition and preservation of digital information that may otherwise vanish.  The legislation authorizes as much as $75 million of federal funding to be made available as this amount is matched by nonfederal donations, including in-kind contributions, through March 31, 2003.  The newly developed strategic plan has two tiers, focusing on the Library’s technology infrastructure and policies and on collaboration with the public and private sectors. 


    American Memory  Collections


                    The National Digital library has reached a total of over 7.5 million digital items available on the American Memory Website.  At present American Memory has over 100 collections available online.


                    Collections added since the ALA Annual Conference in June include two LC/Ameritech Competition award-winning collections: Chicago Anarchists on Trial: Evidence from the Haymarket Affair, 1886-1887, from the Chicago Historical Society; and The Church in the Southern Black Community, 1780-1925, from the Libraries of the University of North Carolina at Chapel Hill.  Also new is The Frederick Douglass Papers at the Library of Congress, the first release of the Douglass Papers, from the Library of Congress's Manuscript Division, containing approximately 2,000 items (16,000 images) relating to Douglass's life as an escaped slave, abolitionist, editor, orator, and public servant. The papers span the years 1841 to 1964 [sic], with the bulk of the material from 1862 to 1895.  In fiscal 2001, twelve new online historical collections were added to American Memory and four LC/Ameritech award-winning collections were added.  Through the LC/Ameritech competition, thirty-three institutions have received $1.75 million to support twenty-three digitization projects.  


                    Minerva Project and September 11 Web Archive


                    An ever-increasing amount of the world’s cultural and intellectual output is presently created in digital formats and does not exist in any physical form. Such materials are colloquially described as "born digital".  This born digital realm includes open access materials on the World Wide Web.   The MINERVA Web Preservation Project was established to initiate a broad program to collect and preserve these primary source materials.


                           The Library of Congress, in collaboration with the Internet Archive, and the Pew Internet & American Life Project, is creating a collection of digital materials called the September 11 Web Archive, available at (  The Archive preserves the Web expressions of individuals, groups, the press and institutions in the United States and from around the world in the aftermath of the attacks in the United States on Sept. 11, 2001.  Reference librarian Cassy Ammen has been an active organizer of MINERVA and has given several major presentations at LC, Chicago, San Antonio, Boston, San Francisco, and Germany.




                    With the online conversion of over half the active serials completed, the Serial Record Division was able to cease all manual check-in this past August in favor of online check-in to the LC ILS.  Decentralized check-in began in April with two pilots, in the Western and European Acquisitions Section, European and Latin American Acquisitions Division (ELA), and the other in the Government Documents Section, Anglo-American Acquisitions Division.  This is a major business process improvement project intended to assess the costs and benefits of having serials checked in at the front-end of the processing pipeline by staff in the “acquiring” divisions of the Library.


                    ELA took the lead in the German Digital Project, with the goals of increasing acquisitions of German digital publications, and developing the capability to transmit and receive electronic data interchange (EDI) transactions.  Working with the Library’s German approval plan dealer (Harrassowitz) ELA gained access to dozens of German electronic journals to which the Library had subscriptions.  It also laid the groundwork for conducting EDI transactions and began placing orders online. 


                    The German Digital Project gave way to the Digital Acquisitions Project (DAP), a similar project without geographic limitation.  By the autumn, ELA had obtained access to approximately 130 e-journals.  In  September, it signed a contract with TDNet, Inc., for an electronic journal management system.  By year’s end, ELA was ready to move EDI into production for receiving and paying invoices for serial subscription orders.


                    Increasing the number of vendors that provide initial bibliographic control records (IBCR), especially in Central and Eastern Europe, became another goal of the DAP, because the capability of creating and transmitting bibliographic records in MARC format is a necessary precursor to conducting business with EDI.  The Hungarian approval plan dealer, Batthyany Kultur-Press, became the second Central and Eastern European Acquisitions Section vendor to provide MARC 21 bibliographic records electronically for the titles they supply.  The Library’s Peruvian approval plan book dealer, E. Iturriaga & Cia, also adopted a MARC program and began to create MARC-formatted bibliographic records.




                    New MLC guidelines: Effective September 5, the Cataloging Management Team gave all cataloging teams the discretion to perform regular minimal level cataloging (MLC) for any work that had been on hand longer than two years, calculated from the date the IBC record was entered in the LC Database (or from the accession date stamped in the item if there was no IBC record).  Teams had discretion to perform enhanced MLC, including a subject heading and LC classification number as appropriate, for materials that had been on hand for more than one year.  In all instances, materials were first to be searched for copy on OCLC or RLIN, and copy cataloging was to be preferred to either enhanced or regular MLC.  The guidelines were intended to assist teams in completing the buildup of work on hand, recognizing that copy cataloging is preferable to MLC and that Library of Congress professional catalogers should concentrate on original cataloging.


    Automated Copy Cataloging Service


                    The Arts and Sciences Cataloging Division (ACS), working with the Automation Planning and Liaison Office and CPSO, established a prototype process and workflow for automatically obtaining cataloging copy from the bibliographic utilities and completing the processing within the division.  Marcadia, operated jointly by RLG and MARC Link, Inc., was identified as the only vendor of suitable automated copy cataloging services.  By the end of the fiscal year, more than 9,000 records had been searched under contract with Marcadia, with an overall match rate of 28%.  Copy cataloging was completed for 1,695 titles using Marcadia records.  The productivity rate using Marcadia records was 1.57 titles per hour, nearly double the copy cataloging rate for ASCD as a whole during the same period.


                    The Marcadia processing effort uses Encoding Level 7 copy cataloging procedures, in which name and series authority work is done according to MLC guidelines and LC Subject Headings present in the copied record are accepted with the assurance that they were constructed according to current practice.  (Specialists in CPSO established any subject headings that were necessary to support the Marcadia records completed in the pilot.)  The resulting bibliographic record is assigned an encoding level of 7 so that it will not displace the original member record in the OCLC database.  The Social Sciences Cataloging Division (SSCD) also produced some Encoding Level 7 copy cataloging this year.  


    Bibliographic Enrichment Advisory Team (BEAT) see also Electronic Resources Cataloging

                    The Bibliographic Enrichment Activities Team (BEAT) continued several major projects that used electronic capabilities to enrich bibliographic data.  BEAT pursued three separate projects aimed at increasing inclusion of electronic tables of contents (TOC) in bibliographic records. In the continuation of an ECIP TOC project initiated several years ago, publishers send the Library electronic versions of their publications and as part of the cataloging process staff incorporate TOC information in the actual bibliographic record.  In fiscal 2001, of the 7,468 ECIP records produced, only 1,300 included TOC data.  The directorate worked to increase this rate to nearly 30% of ECIP records produced in the final quarter of the year.  The Digital TOC project (DTOC) project creates machine-readable TOC data from TOC surrogates, and materials are subsequently HTML-encoded and placed on a server at the Library. The process cross-links the TOC to underlying MARC catalog records,.  In fiscal 2001 the costs of provided DTOC were greatly reduced as the result of more effective automation equipment and programming.  With these changes, production, which had been suspended, resumed and some 500 records were created for the year, bringing the total output for the DTOC program to 2,700.

                    In a third effort, an ONIX-TOC project began this year.  ONIX is a means of representing book industry product information that some publishers are using to communicate data electronically.  The data often include embedded TOC.  The directorate’s cataloging automation specialist was able to obtain more than 17,000 ONIX-encoded records from a single publisher; of these, just over 10,000 contained useful TOC data.  He then wrote programs to extract these TOC and place them on the Web with corresponding and reciprocal links to the Library's online catalog records.


                    The BECites+/Area Portals/Subject Pathfinders initiative, in coordination with the Library's Humanities and Social Sciences Division, enhanced online bibliographies with hot links to online files for the tables of contents, indexes, and source citations of works listed in the bibliographies, along with new sections on Internet resources related to their topics.  The first online bibliographies to be enhanced covered immigrant arrivals, Thomas Jefferson, and small business and entrepreneurship.


                    The Additional Analytics Access project began in May.  In this project URLs are systematically added to serial bibliographic records and series authority records for social science monographic series, providing hot links to the entire electronic versions.


    Cataloging in Publication (CIP)


                    Effective immediately publishers now have the option of submitting front matter plus the first and last chapter of their forthcoming books when requesting Cataloging in Publication data via the Electronic Cataloging in Publication (ECIP) program.  ECIP formerly required the submission of the full text of the work.   Please see the ECIP homepage <>, click on <To Join> and <Core Required Materials> for full details regarding the new minimum ECIP application requirements.


                    The CIP Division has implemented this option to mitigate the disruption of U.S. Postal Service (USPS)  mail which the Library of Congress is experiencing.  Due to the discovery of anthrax in mail facilities serving Capitol Hill, the Library of Congress has had no deliveries of USPS mail since October 17.  Receipt of USPS mail is currently dependent upon the establishment of an off-site mail processing center for the Library and Congressional offices.  No firm date, however, has been set for the resumption of USPS mail.  Publishers who have sent a CIP application by USPS mail since mid-October, should resubmit their  application package (if the book is not yet published) via ECIP. 


                    While mail sent by commercial carriers such as FedEx and UPS is currently being received, publishers are urged to use the ECIP program.  ECIP reduces the overall turnaround time substantially while eliminating paper and postage costs. Because all transactions are online from the outset of the process, ECIP is also easier for LC staff to manage.  Over 1000 publishers currently participate in the ECIP program, and their response has been positive.


                    CIP staff will distribute a package of information, regarding the new  minimum ECIP application requirements, to publishers exhibiting at ALA.  CIP staff will also demo the ECIP system for publishers at the LC booth at 1:00 p.m. Saturday (January 19) and 9:30 a.m. Sunday (January 20).


                    Also during this fiscal year, enhancements were made to the process by which CIP records created by the National Library of Medicine are imported to the LCDB.  During the first full week of September 2001, NLM CIP records began to be imported to LCDB through overnight bulk import, instead of the record by record process executed by staff of the Cooperative Cataloging Team of the Regional and Cooperative Cataloging Division.  (The bulk import of new NLM Name Authority Records associated with NLM CIP records had already been in production for some time.)  In addition to accomplishing a more consistent and timely appearance of these records in LCDB, the new procedure frees up staff for other duties.     


                    Development and roll out of the NewBooks Program.  NewBooks is an initiative under which participating publishers will provide information about forthcoming books to the Library of Congress, which in turn will make information available on its Web page as well as through data distributed by the LC Cataloging Distribution Service. The data may include access to the catalog record as well as substantially enhanced information about the item, links to publishers and to local libraries.  CIP Division chief John Celli is the principal for this project. The New Books Website is at <>


    Cataloging Policy


                    AACR2 Amendments 2001.  LC implemented "Amendments 2001" to AACR2 on December 1, 2001.  The "Amendments 2001" rule revisions are included in the current LC Cataloger's Desktop; they have been incorporated into the AACR2 text and they also appear separately under "Most recent Amendments."  There are three major rule revisions in "Amendments 2001":   (1) Conference publications can be entered under the heading for the conference if the name of the conference appears anywhere in the item being cataloged (21.1B2(d)). LC will apply this rule revision to conference publications cataloged after November 30.  (2) British terms of honor ("Sir," "Dame," "Lord," "Lady") will no longer be included in headings (22.1C, 22.12) but will be retained in statements of responsibility (1.1F7) and can be used to resolve conflicts in headings (22.19B).  LC will apply this rule revision to headings being newly established after November 30.  (3) Chapter 9 has been renamed "Electronic Resources." The GMD "electronic resource" replaces "computer file" and conventional terminology (e.g., "1 CD-ROM") can now be used in the extent statement. The entire chapter has been reissued although a number of the rules within the chapter do not contain any changes. LC will apply revised Chapter 9 to items cataloged after November 30.


                    LC Classification.  With the CDS publication of the 2001 editions of classes BL-BQ (Religion (General).  Hinduism.  Judaism.  Islam.  Buddhism), G (Geography.  Maps.  Anthropology.  Recreation), and KL-KWX (Law of Asia and Eurasia, Africa, Pacific Area, and Antarctica), the ten-year project to convert the Library of Congress Classification to machine-readable form is complete.  In addition to using the printed editions of the classification schedules, users can currently search and browse the latest versions of the schedules online with the CD-ROM product Classification Plus (updated quarterly), and will soon be able to do so on the World Wide Web with Classification Web (updated weekly).  Following a successful pilot test from January to August 2001, Classification Web is expected to be available from CDS as a subscription product in early 2002.


                    "Handicapped" subject headings.   On Subject Headings Weekly List 01/46, changes were made to subject authority records that include the word "handicapped."  The two headings "Handicapped" and "Physically handicapped" have been replaced by the single heading "People with disabilities."  Other headings that include the word "handicapped" were changed in a similar way.  These changes are in accord with terminology used in the Americans with Disabilities Act and approved for use by the governments of major English-speaking countries worldwide, as well as with the principle of “putting people first,” which is advocated by most organizations and individuals with an interest in disability issues.  541 subject authority records were changed or cancelled.  Existing bibliographic records are being updated.


                    BeOnline+. The BeOnline+ Team is continuing the initiative to mainstream the processing of electronic resources throughout the Cataloging Directorate.  All monograph cataloging divisions will volunteer two senior catalogers for three-to-four month, full time details to the Computer Files and Microforms Team to learn descriptive cataloging of electronic resources.  The first two completed their details in 2001.  LC is currently using the OCLC Cooperative Online Resource Catalog (CORC), a Web-based metadata creation system optimized for creating bibliographic records and Pathfinders (subject bibliographies) for electronic resources, as a cataloging tool for resources selected for the BEOnline+ expansion and for the MINERVA Project (see Humanities and Social Sciences Division).


    Pinyin Romanization

                    The Library continues to share information about the conversion project on its pinyin home page, <>.   There are explanations of how authority and bib records converted, along with new, detailed explanations of conversion errors and inconsistencies; periodic updates to the project timeline; and tips for classifying and Cuttering Chinese material after pinyin conversion, particularly Chinese literary authors.   Library staff are now working to convert non-Chinese bibliographic records in the LC database that contain Chinese character data; next, the remaining Wade-Giles headings, Chinese subject headings, and former conventional Chinese place names in the LC database will be found and converted to pinyin.  Headings which could have 'double-converted' have been checked to make sure that they converted correctly.


                    The Library's official JACKPHY records reside in RLIN. Strategies for converting Wade-Giles elements in these records will be discussed with the Research Libraries Group.


                    Approximately 1,000 Chinese serial records have been marked for review and correction.  In addition, OCLC converted 652 non-Chinese CONSER records, of which 490 are LC records. All of these records will be manually reviewed and corrected, since most headings for personal names were not converted, and the records on which they are found were not marked.


                    After corrections have been completed to certain identified records, a final sweep will be conducted to identify Wade-Giles strings that were had not been otherwise identified. We will search for former Chinese conventional place names, Chinese subject headings, and the most-used personal Chinese names; particular syllables that may have converted incorrectly, and individual Wade-Giles syllables.  There will be inconsistencies in capitalization of terms such as Sheng  (province), Xian (county), and Shi (city) on converted records because the conversion program capitalized these terms when they appeared in certain subfields (most portions of access points), but not in other subfields (descriptive subfields, such as 245$a and 440$a). Other generic terms for jurisdictions were not capitalized by the machine program (such as Zhou (district) and Fu (prefecture). Capitalization errors will be corrected when they are encountered.  Finally, 880 (parallel) fields that converted differently than roman fields will be corrected on an as-encountered basis.


                    Please send questions concerning conversion specifications, romanization practices, and converted authority and LC bibliographic records to Philip Melzer at

    Program for Cooperative Cataloging (PCC) Activities


                    NACO (Name Authority Cooperative) participants, including institutions from which some 175 catalogers were trained this year, contributed 143,031 new name authority records and 9,410 new series authority records, and modified 40,621 name and series authority records, an 11 percent increase in contributions over fiscal 2000.


                    The NACO Participant’s Manual, 3rd edition, has been revised and readied for publication and a NACO/BIBCO Trainers’ Web page will be unveiled at the 2002 Midwinter Meeting, containing links to pdf. copies of all existing BIBCO,  NACO, and Series training materials.


                    This year,  libraries belonging to the monograph bibliographic program, BIBCO, created 73,115 new bibliographic records for an increase of 11% last year.   There are currently a total of 43 BIBCO libraries which, over the life of the program, have created a total of 428,751 program records for use by the global library community.  Recently, three new libraries: New York University Law Library,  Duke University and the State University of New York--Buffalo libraries have joined BIBCO.   


                    The BIBCO Operations Committee (OpCo) has been focusing on issues related to continuing resources processed in BIBCO and  CONSER institutions; modification of the  MARC format encoding level "i" ; and terms of OpCo membership.   The group also provided input and review to the draft BIBCO Participants' Manual being edited under the auspices of the Standing Committee on Training.  The  final report of the BIBCO Core Record Study conducted by David Banush (Cornell University) and the report’s recommendations for the future direction of the BIBCO Program were presented to the Policy Committee in November 2001.


                    During fiscal 2001, participants in the subject analysis program, SACO, submitted 2,603 Subject  headings; 388 subject changes; 2,043 new classification numbers and 92 classification changes for Library of Congress Subject Headings and Library of Congress Classification.  To increase the quality and quantity of subject proposals, SACO workshops, presentations, and multi-day seminars for over 200 catalogers were conducted at a variety of venues in the U.S. and abroad: ALA conferences, at the Library of Congress, at PALINET, at the CORMOSEA meetings, at CEAL, and in Florence, Italy.  The first edition of the SACO Participants’ Manual was published, in electronic and hard copy formats.



                    Work began on revisions to the CONSER Cataloging Manual and CONSER Editing Guide, to be published in late 2002. Two new courses are under development for the Serials Cataloging Cooperative Training Program (SCCTP) and test sessions were held during the fall.  PALINET sponsored a test of the Advanced Serials Cataloging Workshop, and the Michigan Library Consortium sponsored a test of the Electronic Serials Cataloging Workshop.  Both courses will be released in 2002 following train-the-trainer sessions in New Orleans and Toronto in January.


                    Participants in the CONSER Publication Pattern Initiative set goals for pattern contributions.  Two new documents are available on the CONSER pattern Website.  One (by Diane Hillmann, Cornell) outlines what it means for an ILS to be compliant with the MARC 21 Holdings Format; the other (by Ellen Rappoport, Albany Law) is a statement

    of functionality for a universal holdings record that was created for OCLC as it continues with its system redesign. The documents are available at:


                    CONSER catalogers worked with OCLC to develop specifications for a pilot project for CONSER members to use PURLS in CONSER records. The pilot will be discussed at the CONSER At Large meeting at ALA. 


    Cataloging (Books and Serials) Production


                                                    FY01                                                                       FY00                                      


    LC Full/Core-Level Cataloging                          176,636                                                                   159,091                                  

    Copy  Cataloging                                    31,652                                                                     22,477                  

    Minimal-Level  Cataloging                  23,204                                                                     16,080                                  

    Collection-Level Cataloging                                   4,073                                                                       3,009                       

    TOTAL records created                     235,565                                                                   200,657                                     

    TOTAL volumes cataloged                                270,801                                                                   224,544                                  


    Authority Records                                              

    Names                                                                    91,880                                                                     86,992                                       

    Series                                                                       8,279                                                                      6,772

    Subjects                                                                  6,933                                                                     7,494                                     

    TOTAL                                                              107,092                                                                       101,258                                     


    For more information contact: Beacher J. Wiggins, Director for Cataloging, Library of Congress, LM 642, Washington, DC 20540-4300 (telephone: 202-707-5333 or Internet:


    Cataloging Distribution Service


                    Temporary Cessation of US Postal Service Mail Delivery to the Library of Congress: Because mail delivery to the Library has been temporarily halted, the Cataloging Distribution Service reminds customers that until further notice they send orders and payment for all products  via fax, telephone, or courier service.


                    Library of Congress Classification on the World Wide Web: CDS has completed product development for Classification Web, a new fee-based service offering Web access to LC Classification schedules and LC Subject Headings to libraries worldwide, and anticipates having the product on the market early in 2002.


                    Demonstrations of Classification Web will take place in the LC exhibit booth theater at 11:30 am and 2:30 pm on Saturday, at 2:30 pm on Sunday, and at 1:00 pm on Monday, and throughout the day at one of the CDS booth modules.


                    Cataloger’s Desktop and Classification Plus: There will be a demonstration of Cataloger’s Desktop and Classification Plus in the LC exhibit booth theater at 11:00 am on Sunday.  In addition there will be continuous demonstrations at one of CDS’s booth modules.


    LC ILS (Integrated Library System)


                    The Library of Congress expects to upgrade its integrated library system to Voyager 2000.1.3 in February.  The data conversion is currently scheduled to begin on Friday evening, February 15. Training in Voyager 2000 for staff is scheduled to begin January 7 and conclude February 15.  The data migration and regeneration of indexes are expected to take from one to two weeks, during which time LC staff will not be able to perform work in the LC ILS production database.  The Cataloging Distribution Service will not distribute records, except for CONSER and JACKPHY-language records, during the downtime period.  Staff and public users will be able to search against a "frozen" OPAC during the upgrade period.  Cataloging and acquisitions divisions have developed contingency plans to keep CIP galleys moving through the cataloging pipeline and to ensure that all staff who work in the production database either have meaningful work or are taking prearranged leave while the production system is unavailable. 


                    The ILS Program Office is preparing for its reassignment to the Library Services Operations Directorate later this year, in conjunction with a reorganization of the Operations Directorate.  Staff continue to prepare for the migration of Congressional Research Service (CRS) and the National Library Service for the Blind and Physically Handicapped (NLS/BPH) files to the LC ILS later this year.


                    The LC ILS Coordinating Committee, on the recommendation of testers in the ILS Program Office, has  endorsed the implementation of Voyager 2000 without the "Web Authorities" feature.  LC is still working with Endeavor to fix some problems in the Web Authorities software, including lack of support for the MARC 21 character set and lack of Z39.50 for authorities, before LC can accept it.   The Library’s implementation in February will also not include vernacular display of JACKPHY characters. 


                    The LC ILS primary database resides on a Sun E10000 server and includes nearly 12.5 million bibliographic records; approximately 12.5 million holdings records; over 12.9 million item records; approximately 5.4 million authority records; over 28,400 patron records; data for circulation and acquisitions transactions; and over 32,200 vendor records, ledgers, funds, tables, and keyword and other searchable indexes.


                    Additional information can be found on the public ILS home page at: <>


    Network Development and MARC Standards Office (NDMSO)


                    Metadata Encoding and Transmission Standard (METS).  The Metadata Encoding and Transmission Standard is an XML schema designed for the purpose of describing digital objects in library collections. The  schema provides a standard form for the recording and transmission of structural, administrative, and technical metadata. The schema is currently at the alpha draft stage, draws on the experience gained in the Making of America projects. The development of METS is an initiative of the Digital Library Federation. The NDMSO is participating in the development effort and will also serve as the maintenance agency for the proposed standard.


                    MARC 21.  Nine proposals and seven discussion papers were prepared for discussion at the Midwinter 2002 MARC Advisory Committee meetings.  The MARC 21 LITE Bibliographic Format was released online at in July 2001.  It is a subset of the markup defined in the full MARC 21 Format for Bibliographic Data.  It includes all essential data elements that are needed to create bibliographic descriptions of information items and thus allows libraries from all over the world in adopting and translating the format.  It links to but does not list many of the data elements that are used by specialized populations of MARC 21 users.  Update No. 2 to all five MARC 21 formats was published in October 2001 and will be released to the public in January 2002.  It includes changes resulting from proposals which were considered at meetings in 2001.  The online and print editions of the MARC 21 Concise Formats was also updated in January 2002.  NDMSO is exploring the development of an XML schema for a bibliographic element set that may be used for a variety of purposes particularly for library applications. It contains a subset of MARC data elements and is intended to carry selected data for existing MARC records or to be used for the creation of original resource description records


                    Vendor records.  LC has now Batthyany Kultur-Press, in Budapest, to its growing list of foreign vendors that supply materials and corresponding MARC 21 records to the Library for use in acquisitions and cataloging.  Batthyany worked with staff in NDMSO throughout the summer to enable them to take their source data and output MARC 21 records using MARCMaker, a freeware utility distributed by LC.  Batthyany Kultur-Press sent the first MARC records for shipped materials in late September 2001.  Like most other vendors, MARC records are sent electronically and loaded at LC prior to the receipt of materials.




    Strategic Directions for fiscal 2002 in the Preservation Directorate include:


    -Mass-deacidify 150,000 books and install a sheet treater

    -Carry out first year of a $6,000,000, five-year preventive conservation project to:

                    -monitor pollution and develop a mitigation plan

                    -stabilize general and special collection materials using basic treatments

                    -evaluate and assess efficacy of paper splitting for stabilizing too brittle to serve materials

                    -develop preservation specification for collection storage systems

    -Investigate magnetic media and film deterioration problems and devise solutions

    -Continue to develop our collections care facility for general collections materials

    -Stabilize sound and moving image materials prior to their relocation to LC’s National Audio  Visual Conservation Center in Culpeper, Virginia                 

    -Participate in the National Digital Information and Infrastructure Preservation Program

    -Develop the knowledge, skills, and abilities of preservation staff to support these efforts

    For more information see the Preservation Directorate Web page at URL <>


    Mass Deacidification Program


                    The Library has awarded a contract to Pittsburgh-based Preservation Technologies L.P. (PTLP) that will save 1 million books and at least 5 million sheets of unbound paper-based materials  from further acid deterioration.  This contract, the third with PTLP since 1995, calls for ramping up treatment during the remaining four years of the contract, fiscal 2002-2005, increasing annual deacidification from 100,000 to more than 250,000 books per year by the fifth and final year.


                    As the national library and the official library for the U. S. Congress, the Library of Congress has focused its early mass deacidification efforts primarily on collections of Americana.  Congress has demonstrated support for the Library's plans to save millions of books and manuscripts by approving funding for this important endeavor.  More than 400,000 books have been deacidified under two previous contracts with  Preservation Technologies using its pioneering Bookkeeper deacidification technology, which exposes paper to acid-neutralizing chemicals.  Using a suspension of magnesium oxide particles to neutralize the acid and leave a protective alkaline reserve, Bookkeeper halts deterioration and adds hundreds of years to the useful life of paper.

                    Under the new contract, the Library will continue to provide training and oversight to PTLP staff who select books for treatment; charge out, pack, and ship volumes to the deacidification plant in Cranberry Township, Pennsylvania; and then reshelve books following treatment.  Library staff provide contract administration and quality control over the selection and refiling of books as well as laboratory testing to monitor the effectiveness of treatment.

                    Preservation Technologies has engineered new horizontal treatment cylinders that it uses to offer deacidification services to libraries and archives for the treatment of loose manuscripts and other items in unbound formats. The Library's new contract authorizes PTLP to build and install a  paper sheet treater and a Bookkeeper spray booth in a Library building on Capitol Hill. This will enable the Library to treat large quantities of paper-based materials in non-book formats, such as newspapers, manuscripts, maps, music scores, pamphlets, and posters. Additional information about the Library's mass deacidification program is available on the Library's Website at or by contacting the Library's preservation projects director, Kenneth Harris, at (202) 707-1054 or by e-mail at


                    CD Longevity Project

                    A project is currently in progress to investigate if laser engraving on audio CD’s used to mark them as Library of Congress property has any effect on their long-term stability. A natural aging program for studying the long-term effects of routine handling and storage on the playability of CD collections has been in progress for the past four years.  This program started initially with a sample population of 125 CD’s.  With the increased testing capacity now available

    with the new testing system, this study population has now been increased to 625 disks, thereby substantially enhancing the confidence level of the findings that would result from this study.

                    In an earlier effort to explore the use of security labels for CD’s we tested a label that extended across the full face of a CD.  Accelerated aging of these CD’s with this label suggested that it may shorten the life of CD’s.  An ongoing dialog with manufacturers of security strips has resulted in at least one vastly improved option for labels that cover only the hub of the CD where no data resides.


                    New Audio Disk Cleaning Solution

                    After Freon solvents became unacceptable for cleaning of audio records because of their environmental impact, this Division undertook a comparison of commercially available cleaning solutions for audio records, and recommended one of them for use.  Because of a change in the composition of this product introduced by the manufacturer, it began to grow mold within a few months of storage.  The need for a cleaning agent with a generic formula that could be controlled by the Library became evident.  A formula for an effective water-based, environmentally friendly cleaning solution that works equally well with acetate, shellac, vinyl records and CD’s has been developed and will soon be available on our Website.


    Veterans’ Oral History Project.  H.R. 5212 [P.L. 106-380] directs the American Folklife Center at the Library of Congress to develop and coordinate a program to collect and preserve at the Library the audio and video recorded oral histories and documentary materials such as diaries and letters of America’s war veterans.  The Library has been working closely with interested groups, such as veterans organizations, to coordinate the project and make the collections available to the public, including online presentations.  American Association for Retired Persons [AARP] has provided $3 million for the project, and several Members of Congress have participated in providing documentary materials and expressed strong support for the project.

    Return to List of Libraries


    From: Duane Arenales

    Here is the NLM round robin for Midwinter 2002

    On September 12 NLM upgraded to release 2000.1.3 of Endeavor's Voyager Integrated Library System. OPAC performance improved dramatically with the installation of this new release.

    In August and December, NLM staff participated in meetings of the newly constituted National Libraries Endeavor Advisory Board. In addition to NLM, members include the Library of Congress, the national libraries of Scotland, New Zealand, and Finland, the Royal Library of Sweden and the State Library of Victoria, Australia. The purpose of the group is to advise EISI of strategic directions being taken by national libraries and to identify issues related to the use of Voyager and other Endeavor products of particular importance to libraries with national responsibilities.

    Discussions with Endeavor on NLM's contracted binding module continued. Testing of the beta release 2001.1, which includes a binding module, will begin in the next few months. NLM also is working with Yankee Book Publishers to setup testing of bulk loading of embedded order data.

    NLM will conduct a 90-day test of Endeavor's new Web Authorities product on the Library's test server. In addition, we have purchased ENCompass, which will be used to provide access to NLM Finding Aids and Index Catalogue. Installation will take place in 2002.

    Electronic Journals
    Licenses from 28 publishers were approved for NLM Reading Room use in 2001. Walk-in users at NLM now have access to over 1000 electronic journals through its OPAC, Locatorplus. Of the 1000 journals, over 740 are also linked from articles to full text through PubMed LinkOut.

    Serial Subscription Contracts
    NLM has begun the re-competition process for its serial subscription contracts for European, U.S., Canadian and U.K. journals. The library's current contracts expire in August 2002. The new contracts will cover the period 2003-2007.

    NLM Classification on Web
    NLM completed essential work on its Classification Editor and has begun updating the index and class schedules online. The Cataloging Section/ Technical Services Division expects to complete the editing process by late spring of this year and will then make the new online edition of the Classification available. After the NLM Online Classification is rolled out, it will be made available to the Library of Congress Cataloging Distribution Service for addition to the Cataloger's Desktop.

    Progress on Metadata and Permanence Ratings for NLM Web Resources
    In January, NLM will complete installation and testing of TeamSite software for Web document management and, as training is completed, will begin to supply metadata for all electronic resources it publishes. Metadata templates are being developed that will allow NLM/DC metadata, including permanence ratings, to be incorporated easily in Internet resources. Permanence ratings will indicate to users the extent to which the availability, identifier, and/or content of NLM's Web resources are guaranteed to remain unchanged.

    Progress on Pinyin Conversion
    NLM has developed a plan for conversion of approximately 6000-7000 authority records and 8000-10,000 bibliographic records in Locatorplus to the pinyin romanization scheme and intends to utilize OCLC pinyin conversion services for this effort. NLM expects to undertake the final automated phase of this project in the spring of 2002.

    Once pinyin conversion is completed, NLM will redistribute all Chinese bibliographic records to licensees and will resume regular distribution of newly completed and edited bibliographic records for Chinese materials.

    XML Output
    NLM is actively working to develop an XML output format for NLM bibliographic data resident in Locatorplus. This XML-formatted product is intended to support integrated retrieval of indexing citations and records for books, audiovisuals, and electronic resources via the NLM Gateway as well as to provide an improved mechanism for data distribution to NLM's collaborating special partners. We will also continue to distribute records in the MARC 21 communications format.

    Progress on NLM's Cataloger's Desktop
    An electronic version of the internal staff NLM Cataloging Manual, created using RoboHelp software, a product of eHelp Corporation in San Diego, became available on December 20, representing an important milestone in the creation of the automated cataloge r's desktop at NLM. The web accessible documentation provides hypertext linking of related issuances and glossary definitions to library and NLM specific terms used in the tool, as well as an online table of contents, index and text-word search features.

    MeSH Browser on LC Desktop
    Beginning with 2002 the Library of Congress's Cataloger's Desktop will provide access to the NLM's MeSH Browser. The Browser is an online vocabulary look-up aid designed to locate descriptors of possible interest and to show the hierarchy in which the descriptors appear.

    Grey Literature
    In August 2001, NLM entered into a cooperative agreement with the New York Academy of Medicine for selection and cataloging of grey literature in the area of health technology assessment. The purpose of this "Grey Literature Project" is to enhance NLM's biomedical and health services research related databases by expanding the Library's coverage of grey literature relating to health policy and public health, providing bibliographic control and making the records available in NLM's web-based online public access catalog, Locatorplus.

    OPAC Records Linked to PubMed Bookshelf
    The Cataloging Section is providing a link from bibliographic records in the OPAC to the PubMed Bookshelf. NLM's National Center for Biotechnology Information's in collaboration with book publishers, is adapting selected textbooks for the Web and linking them to articles in PubMed, the biomedical citation database. The idea is to provide background information for articles in PubMed, so that users can explore unfamiliar concepts found in PubMed search results. Books are accessible by direct of the NCBI website, by invoking links from PubMed abstracts and now through a URL in the NLM OPAC.

    Stacks Addition
    Preservation and Collection Management Section staff has been working with architects and NIH engineers to plan a new addition to the NLM stacks that will provide optimum environmental conditions for storage of paper-based and audiovisual materials.

    Title Overlap Project
    NLM is working with the New York Academy of Medicine on a pilot project to identify older monographs in need of preservation that are held by the Academy, Harvard's Countway Library or the College of Physicians of Philadelphia, but not by NLM. OCLC's Automated Collection Assessment and Analysis Services will be used to compare holdings of the four libraries. The Academy's project report will include recommendations for next steps toward establishing a national approach to preserving the biomedical literature.


    NLM is working with OCLC on several initiatives involving batch-updating processes for SERHOLD, the National Biomedical Serials Holdings Database.

    The OCLC to SERHOLD batch updating program is currently being rewritten for the new DOCLINE/SERHOLD system so that holdings input into OCLC will be updated in SERHOLD. NLM is also working with OCLC on a pilot project to update OCLC with holdings data from SERHOLD. If the pilot project is successful, libraries will have a choice of updating their holdings either in SERHOLD or in OCLC and have the information batch loaded into the other system.

    Integration of MedlinePlus in NLM's Authority Records
    The Cataloging Section has begun using its existing authority file to store variant names for organizations and identify those variants as the preferred form of name for use by other NLM components. New local fields and subfields have been defined that allow NLM to tag a 110 or 410 as a preferred form of name for a particular database. We have begun testing the use of these new fields by identifying organizations in the Library's consumer health database that correspond to names already in the NLM name authority file. Headings are coded so that relevant data can be extracted for the consumer health database while still retaining the standard AACR2 heading for use within the integrated library system. In the near future, we hope to add the preferred form of organizational names used in other NLM databases such as ClinicalTrials, DIRLINE, etc. Because this local coding is suppressed upon distribution, NLM is still able to share our name records through NACO.

    MARBI has recently had some papers discussing how libraries might deal with situations where different preferred headings for the same concept (subject or name) need to be stored, and whether a single or multiple record approach is preferable. The results of the NLM experience may prove useful in deciding the best way to deal with this.

    Acid Paper Update
    Two surveys of the NLM collection were completed in 2001. The following findings may be of interest:

    • 722,930 volumes (37% of the collection) are on alkaline paper.
    • The proportion of acidic volumes being added to the collection declined from 80% to 12% between 1976 and 2000. Only 6.7% of current receipts are on acidic paper. Only 1.5% of current receipts of Index Medicus titles were found to be acidic.
    • 233,830 volumes (12% of the collection) are on brittle paper. This is the same percentage of brittle paper as found in a survey conducted in 1986. Since that survey, an additional 65,380 volumes have become brittle.
    • NLM has microfilmed 42.5% of the brittle volumes in its collection.

    Staff News
    We will be recruiting shortly for a new head of the Serial Records Section. In October we were fortunate to hire a new Russian cataloger.

    Duane Arenales
    Chief Technical Services Division
    National Library of Medicine
    8600 Rockville Pike
    Bethesda, MD 20894
    Voice: 301 496-6133
    Fax: 301 402-1211

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Cynthia Clark (

    New York Public Library Round Robin Report
    January 11, 2002

      The Cataloging Division reorganized into 4 units: Monograph Section, Fast Track Cataloging Section (new), Serials and Electronic Resources Section, the Database Maintenance Section (new) and the Special Projects Section. The reorganization will provide greater support for many maintenance projects associated with our implementation of automated authority control and circulation systems. It will also help us focus more attention on managing cataloging workflow and reducing backlogs. Supervisors for the 2 new Sections were selected following an internal recruitment process. We will recruit nationally for a new Head of Monograph Cataloging; recommendations are appreciated!

      NYPL Research Libraries are proceeding with plans to implement an automated circulation system and I'm again recruiting for a Circulation Coordinator to lead the process. We anticipate beginning patron registration in late spring and will use library cards with photos.

      Technical Services, special collections Curators/Managers and our Institute for Staff Development are jointly offering classes for special collections catalogers and processing staff. The classes are meant to give newer special collections staff some basic training in core cataloging concepts or update/refresh those who've been on the job for a while. We're using internal and external trainers. To date, an introductory bibliographic description class and a well-attended introductory workshop to archival descriptive practice and AMC have been offered. Future classes will focus on such topics as authority control, subject analysis, and Encoded Archival Description.

      NYPL, with Columbia and Princeton is anticipating the opening of our new storage facility in Princeton, New Jersey. Until recently, NYPL Research Libraries' collections had not been barcoded. Contract staff barcoded a significant portion of the collections targeted for storage. The remaining work will be completed by NYPL staff. The Preservation Division is managing a project to rehouse and stabilize fragile materials before they're sent to storage.

      The Performing Arts Library at Lincoln Center reopened in the fall with lots of fanfare after an extensive renovation project. The new South Court Building, which was built up in what was an open courtyard within the Humanities Center Library at 42nd St. and 5th Ave. is scheduled for move-in in March. Selected Technical Services operations will be housed in this building along with General Reference staff offices, a staff lounge, new electronic classrooms for library instruction, and a new auditorium.

      We're in our 16th month of serials recon. To date, over 81,000 records have been converted.

    7. BUDGET.
      NYPL and other NYC cultural institutions are dealing with budget reductions due to the general economic downturn and the impact of 9/11. The Research Libraries are holding back about 20% of vacant positions from recruitment. This comes after success in raising librarian salaries last summer.

    Cynthia Clark
    Director of Technical Services
    The Research Libraries
    New York Public Library

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Arno Kastner (

    Big Heads Round Robin Report

    January 2002
    Arno Kastner

    Offsite shelving facility. 

    We are about to sign on the dotted line for a site in Staten Island owned by the Port Authority of New York.  With luck, we will break ground this spring and start moving books Summer 2003.  Our stacks are already at 85% capacity, so we desperately need the space.  Our 5-year stacks inventory and holdings clean-up project puts in us a good position for being able to move monographs offsite, but we are now embarking on a serials bar coding and inventorying effort.  We are following MARC21 for recording holdings and spending a considerable amount of time doing retrospective clean-up of our pub pattern information.

    Cataloging upon Receipt. 

    In January we will finally begin to add copy cataloging to the receiving function for our YBP receipts. We have rewritten job descriptions to broaden staff responsibilities and are requesting the upgrade our three remaining junior level staff positions in TSD.  This will leave us with only two grades for all technical services work.

    Copy Cataloging Quality. 

    We continue to struggle with the growing flavors and inconsistent quality of cataloging copy contributed by vendors and libraries.  The cataloging managers are identifying categories of copy that we will set aside for batch searching rather than take the time to edit and enhance.


    We are recruiting for area studies specialists for Africana and the Middle East.  These positions have selection, faculty liaison, program development, acquisitions and cataloging responsibilities and report to the Technical Services Department.  Our eight professional catalogers have either format or language specializations, so we are doing very little West European print monograph original cataloging.  We have been given funds to hire temporary staff to address longstanding backlogs in our special collections and to continue preparations for offsite shelving.

    Serial cancellations. 

    We have cancelled over 250 subscriptions for indexes, abstracts, and journals that are now available electronically.   66% of our materials budget is being spent on serials, and 22% of the serials budget is now devoted to subscriptions for e-resources.


    Return to List of Libraries


    Round Robin Update, January 2002
    From: Carol Pitts Diedrichs(

    The Ohio State University Libraries
    January, 2002

      The feasibility study for full scale renovation of the Main Library is nearing completion. Shepley, Bullfinch, Richardson and Abbott have submitted four scenarios for consideration. The project is now the University's number one priority for capital funding beginning with planning money in 2003. Essential private fund-raising is also underway and will figure largely in the final scope of the project. In all current versions of the program, technical services will remain in the Main Library (though it is likely they will be relocated during the actual renovation process).

      The second module of the depository is nearing completion as the first module is almost full. Active work continues to remove material from the Main Library both to prepare for renovation and create more inviting, useable space for patrons.

      At long last, interest has been expressed by the University's Accounts Payable operation in implementing an interface between our III acquisitions system and the University's PeopleSoft system. If we are able to proceed, we anticipate considerable improvement in workflow and the elimination of redundant keying and the resulting errors introduced by rekeying.

      Ohio is experiencing a considerable economic downturn. In addition, the University is focused on the need for internal reallocation to address salary issues. As a result, we are planning for an 8-20% cancellation of serials. In addition, OhioLINK is equally effected by the state budget and is cancelling statewide electronic resources. That complicates our problems as we must likely pick up some of these basic resources.

      In concert with OhioLINK, OSU is implementing a "flip" of the way we handle invoicing for the electronic (and paper copies) of publisher based e journal collections. Since the primary cost of the subscription is now really the electronic version, we are implementing a change which places 90+% of the cost on the e-version which is paid through OhioLINK to the publisher. The remaining costs 10% or less is paid to the serials agent for the print copies where we have them. The full explanation of this process and our attempt to keep all players in the serials chain "whole" will be sent to the committee as background for discussion at our meeting in New Orleans.

    Carol Pitts Diedrichs
    Assistant Director for Technical Services and Collections
    Editor, Library Collections, Acquisitions and Technical Services
    The Ohio State University Libraries
    1858 Neil Avenue Mall
    Columbus, OH, 43210-1286
    tel: 614-292-4738
    fax: 614-292-7859

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Rosann Bazirjian (



    We are currently recruiting for two key positions: Electronic/Digital Resources Cataloging Librarian and Head of Access Services.


    SIRSI'S Unicorn system became fully functional in July 2001 when the last of the clients, Acquisitions, came online. We’re looking forward to what the new system can bring us this year as we work with the additional functionality. After bringing up the Cataloging module in April 2001, the Cataloging Services Department has no backlog of current receipts. The migration process demonstrated to us how important it is for libraries to work closely with company consultants in order to fully understand the ramifications of the policies that are being established.


    The Hershey Medical Center will be joining our SIRSI catalog in January 2002. We look forward to jointly making our resources available to our patrons and look forward to the opportunities that this partnership affords us.


    1. Bar-coding Project
    2. During the summer we completed a periodical bar coding project. Our goal was to barcode as many of our heavily used periodical titles as possible to allow for easier circulation and tracking of materials using SIRSI.

    3. Retrospective Conversion of Maps

    We have started a project to retrospectively catalog 30,000 maps from our Maps Library to make them more readily available to our users. Some of this project will involve the creation of minimal level records as a temporary measure.


    We have acquired many e-resources packages this year. Among them are Kluwer, Elsevier, PsychInfo and PsychArticles, Nature Weeklies, SportsDiscus and Wildlife Worldwide.


    Ongoing automated authority control began in August 2001. OCLC/WLN is providing this service to us. An additional half time staff member was allocated to provide additional assistance in this area.


    Additional funding from the state for our status as a state resource center is allowing us to investigate a potential role for Penn State with virtual reference and to build our collections in a variety of subject areas. We have also received funding to digitize materials from our Special Collections Department having to do with Pennsylvania. We are working closely with the State Library, Carnegie Library of Pittsburgh and Free Library of Philadelphia with this initiative.


    We hosted a number of noteworthy speakers since June. On September 25, 2001, Denise Troll, Distinguished Fellow, Digital Library Federation and Associate University Librarian, Carnegie Mellon gave a presentation. On November 15, 2001, Donald Waters, Program Officer for Scholarly Communications, Andrew W. Mellon Foundation joined us to present information on recent Mellon projects.

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Katharine Farrell kfarrell@Princeton.EDU

    Princeton Update Winter 2002:

    Two areas figured prominently in Technical Services activities over the last six month: continued reorganization of cataloging and acquisitions to make the best use of our integrated system, the 2000 release of Endeavor's Voyager; and planning for the opening of the joint Columbia-Princeton-New York Public remote storage facility.

    As noted in the summer 2001 report, we successfully consolidated receipt and cataloging of some of our major English and other European language approval plan materials in Catalog Division. We are confident enough of the value of this approach to have just completed moving all additional approval plans (Princeton has about 30, exclusive of East Asian languages) along with some staff from acquisitions to cataloging. While we had hoped to report on shelf ready initiatives, we are not quite to that point. However, we are successfully loading records for approval books from two of our large English language plans, and for our German, Italian, and Greek approval plans as well.

    Remote storage:
    There is little to add that hasn't been covered either by Columbia or NYPL. We are busy getting ready for the opening of the facility on January 14, a bit later than the anticipated October 2001 date. There are a number of major renovation projects underway in different parts of the campus. Several of these will involve either the significant reduction or complete elimination of existing library space in favor of increases in classroom and research space. Most of our transfer operations will be geared toward creating alternative space for these collections in other branch libraries or creating swing space for collections that have to be temporarily relocated. A second major focus will be dealing with the critical space situation in the main library (Firestone) accelerated also by a recent major campus building project which created a new student center where the Near East library used to be with the latter's collection being squeezed into Firestone.

    Digital resources:
    In June we hired a Digital Resources Coordinator to manage acquisition and licensing for electronic resources. We are still working on bringing greater order to this frontier. We expect that we will also hire a metadata cataloging specialist, using one of several vacant lines in cataloging. We are increasingly working to move routine cataloging, both with and without copy to support staff to free professionals for tasks like metadata cataloging.

    Following on the comments above regarding records for approval books being loaded into our Voyager system, we can also report that we have EDI claiming for journals up and running with five vendors, are placing EDI orders for monographs with four vendors, and continuing to expand that. Our goal is to eliminate as much paper as possible in the acquisitions process. To that end we are in the early stages of an initiative with collection development to allow a pilot group of selectors to use vendor online services to select materials. Acquisitions staff then exports the records from the vendor database, imports them into Voyager where the import process creates purchase orders.

    Document management:
    In line with our goal to reduce paper we are beginning a project, with support from the University's Accounts Payable operation, to scan all incoming invoices for library materials. The intention is to provide us with greater control over invoices in process. The scanned images of invoices will be used as our official invoice file. We will be able to both track our paid, and more importantly our unpaid, invoices. We expect that we will not only have much better control over the entire invoicing process, but will see real economies by not having to file paper copies.

    Circulation issues:
    We have seen a significant increase in requests via our OPAC for on order and in process titles, such that our main circulation desk is busier than ever, even though use of space in the main library (Firestone) has slightly decreased over the past year. We are also increasing our e-reserves offerings and have moved from Adobe Acrobat to Déjà vu as our software, which has made processing more efficient.

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Catherine M. Tierney

    Stanford University Libraries

    Catherine M. Tierney
    Associate University Librarian for Technical Services
    January 14, 2002

    Stanford University (through the Library) is exploring a potential collaboration with Zentrum für Bucherhaltung (ZfB), a European company that offers a full range of preservation services. ZfB focuses on automated and streamlined approaches to preservation and is well known for its paper-splitting machine. Stanford and ZfB hired Stillwater Consulting to survey the market. Site visits to 26 institutions will be completed by early February, and the report will be submitted in March. At that point, Stanford and ZfB will determine whether or not to proceed with bringing ZfB to the North American market, and if so, what form the services should take.

    Through the wonders of globalization, Stanford has become a full member of the NorthEast Research Libraries Consortium (NERL). The consortium objectives are to address questions of access and cost containment through joint licensing and possible joint deployment of electronic resources. We are proceeding to use METS (Metadata Encoding and Transmission Standard) for the data models that underlie the digital repository managed through TEAMS. METS supports flexibility in relating objects across formats and across time.

    Three new catalogers joined us in early fall, and two more-experienced catalogers joined us by way of the Hoover Institution transition. All are being trained intensively in NACO and BIBCO. Training of five "new" people is dispersed across Cataloging with the net effect; though everyone is very busy, our NACO/BIBCO quality and numbers continue to be a focus. We are nearing the end of the 18- month term for our post-graduate cataloging intern from the UK: we invested in her NACO and BIBCO training, and she delivered vast quantities of belles lettres cataloging (and more).

    Here is the URL for the evolving view of the Sirsi WebCat at Stanford: We haven't made it stunning yet, but it works. The Stanford-built interface still exists and has a fuller suite of user services, but it is available only to Stanford people (by IP or proxy).

    Stanford University is anticipating income shortfalls in the next 2-3 fiscal years; in response, we are preparing budgets using planning parameters of 5% cut in fiscal 2003 and an additional 3% cut in fiscal 2004 (and perhaps 2005). As the Libraries plan their strategy for the reductions, our UL has declared a hiring freeze until our plan is clearer. We do have a number of exempt staff positions we will fill (including Serials Librarian and Asst. Head of Access Services), and some non-exempt positions are thawed now and then.

    Assoc. University Librarian for Technical Services
    Stanford University Libraries
    Stanford, CA 94305-6004
    650.723-2015 (voice)
    650.723.9325 (fax)

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Beth Picknally Camden

    University of Virginia Big Heads Round Robin Report
    January 2002

    1. Digital Library Production Services
      As recommended in the Library of Tomorrow planning process, the Digital Library Production Services (DLPS) department was created in August 2001. Melinda Baumann (formerly of Reference and Information Services) was named as head of the new department, and other staff members are now in place. Their mission is "Building sustainable digital collections in a cost-effective, efficient manner".

    2. New subscription vendor
      The Library selected EBSCO as our new periodical subscription vendor, following an RFP process. This is a joint contract with EBSCO and the University Libraries, Law Library, Health Sciences Library, Darden Graduate Business Library and the University's College at Wise.

    3. Balanced Scorecard Initiative
      The Balanced Scorecard teams (user, internal processes, financial, and future/learning potential) completed their planning process and established strategic objectives and appropriate measurements/metrics for each area. The metrics are available at:

    4. Oracle Integrated System
      Implementation of the Oracle Integrated System at the University continued. The transition to the new financial system caused delays and difficulties for Acquisitions and other library staff.

    5. ILLiad
      The University of Virginia Library has been successfully using the ILLiad interlibrary loan management software for its lending activities for the past year. The ILLiad borrowing module was implemented in early 2002 after extensive efforts to adapt the ILLiad software for use in conjunction with the Library's popular customized SIRSI request module. The customized request module enables users to make interlibrary loan, document delivery, electronic reserve, and circulation requests through a common, familiar interface with minimal keying.

    6. Web testing
      A Web usability team with representation from Management Information Systems, Communications and Publications, and other Library units has been formed to apply both heuristic and usability testing to Library Web sites. Heuristic testing involves Web experts comparing a site to a set of 10 principles established for a well-running and well-designed site. The heuristic principles are grouped into three categories: info structure and navigation, content and design, and issues specific to search forms and data manipulation. In usability testing, actual users perform certain tasks on a site such as find a particular book, look up a library's hours, or ask a reference question. How quickly and easily the user is able to complete these tasks, or where they have difficulty, tests both the design and structure of a Web site. For more information see:

    7. Library Web Redesign
      The Library Web site has been redesigned so as to achieve the Library's goal of establishing a consistent branding identity and uniform style for all Library Web sites. The implementation of the new design onto every Library Web page is estimated to take until 2003, however, the homepage and central pages have been updated and may be viewed at

    8. Acquisitions Beta Testing
      Staff in the Acquisitions Department are currently participating in beta testing the new acquisitions module of SIRSI's WorkFlows software. WorkFlows is the staff client for SIRSI's Unicorn system.

    9. Budget/Staffing
      Due to the shortfall in the state budget for the current fiscal year, the Library is anticipating budget cuts. Vacant faculty and staff positions have been frozen. Other cuts have been made, but the materials budget has been protected.

    Beth Picknally Camden
    Director, Cataloging Services
    Alderman Library
    P.O. Box 400108
    Charlottesville, VA 22904-4108
    Voice: (434) 924-7791
    Fax: (434) 982-4579
    Hope is a feeling that life and work have meaning. You either have it or you don't, regardless of the state of the world that surrounds you.--Vaclav Havel

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Joyce Ogburn

    Report from the University of Washington Libraries
    Resources and Collection Management Services
    January 2002

    1. Serials: This year continues to be a challenging one on the budget front - and of course we are not unique in this area. There were 1739 cancellations on the UW Seattle campus in a recently completed project. The lion's share of the cancellations was unique titles, although we achieve some savings by cancelling duplicates or going electronic only. All titles for Science Direct were added to the catalog. We also completed the move of subscriptions from Faxon to EBSCO, capping an extremely busy and challenging six months for Serials acquisitions.

    2. Digital Initiatives: On December 1 the Digital Initiatives Program became part of Resources and Collection Management Services. Many staff in RCMS already contribute to Digital Initiatives and the overall direction we want to take with digital projects is to integrate them into the work of units, keeping Digital Initiatives as a small, support service. The local Museum of History and Industry, in partnership the Libraries, received a grant from IMLS to digitize photographs and to support similar work in local historical societies and libraries. We will be managing the system support in addition to digitizing our collections. We are also participants in the "Water in the West" project of the Greater Western Library Alliance.

    3. Preservation: To achieve greater efficiencies and reallocate staff resources, we are also combining monographic and serials binding in January. Later in the year we will add marking activities to this mix so that some basic preservation operations are united. At present this will all be part of the Periodicals and Binding Section of Serials. Funding for preservation support activities, such as binding, microfilming, pamphlet binding, and preservation replacements is all now within the materials budget and will be more coordinated with other collections decisions.

      We authored a successful proposal for the state to use LSTA money to start the Washington Preservation Initiative. To better understand the impact of decisions made about purchasing paperback books instead of hardbound, we are planning to survey the physical qualities of simultaneously published hardcopy and paperback books to determine any differences in gutter size, page size, acidity, and the like. Funding for binding continues to be threatened as budgets are cut - we will be working on a system-wide policy to help guide binding decisions and to determine appropriate finding levels. A pilot project on mass deacidification will take place this spring.

    4. Monographs: We are implementing revisions to a major overhaul of the domestic and UK approval plans. Another recent implementation is PromptCat for Blackwell firm orders in December. We plan to expand to Blackwell approvals and selected foreign approval plans in the future. On the cataloging front, we added record sets for major microforms and for several digital collections: the Making of America and Documenting the American South. Catalogers are exploring expanded linking in the catalog, considering what type of materials should be linked in the web catalog, going purchased and licensed material, and expanding to the concept to other representations online, partial electronic representations (tables of contents, indexes), accompanying electronic material, summaries, etc. The discussion paper can be found at:

    5. Collection Management: Tim Jewell completed his report to the DLF regarding Selection and Presentation of Commercially Available Electronic Resources: Issues and Practices (July 2001). He is also continuing to work with others developing appropriate licensing metadata. Also in July a librarian already at the UW interested in new responsibilities took on the new position of Electronic Collections Librarian, created to assist with licensing, dealing with publishers, setting up trials, and the like.

    6. International Studies: Last year we instituted a temporary position for an International Studies Systems Librarian, which has been extremely successful means of addressing a number of the issues that are inherent in supporting technical and public services for international materials. We are working on assigning permanent funding to this position, and possibly placing it within Digital Initiatives so that the skills and applications developed for international materials can be applied to similar projects and needs. We have stepped up our grant seeking to support digital projects for International Studies and secured a grant to support the development of an online archive of Russian architecture slides. The events of the past few months have certainly brought attention to the wisdom of supporting international studies programs.

    7. Renovation: Planning continues for return of staff to the main library and for moving staff to new spaces after the completion of the renovation at the end of the summer. Conversations are underway with selectors regarding the move of periodicals to storage, which have led to interesting discussions regarding the trade offs among collection growth space, access and preservation.

    8. Budget: As many of you are also reporting, the budget for next year and the following biennium is uncertain at this point and we are making contingency plans to meet potential cuts. We don't have any figures or targets yet and we may not for some time. We may be faced with making final decisions very quickly in the spring. We are not freezing positions, but are carefully reviewing what positions can be held until we have more information. The UW is working ever harder on increasing revenue streams and the Libraries are not exempt. This exercise has actually produced some interesting results in terms of potential sources of revenue and uncovered areas where there were incorrect assumptions about the Libraries benefiting from existing revenue models.

    Joyce L. Ogburn
    Associate Director of the Libraries
    Resources and Collection Management Services
    University of Washington
    Box 352900
    Seattle WA 98195-2900
    phone: 206-685-2889
    fax: 206-685-8727

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Richard Reeb

    University of Wisconsin-Madison,
    ALA Midwinter Conference 2002,
    Round Robin Report


    In December 2000, as I have indicated in previous reports, all Central Technical Services staff were reassigned from their former subject-based departments into the Acquisitions and Serials Department and the Cataloging Department. Even though new workflows were developed during the past year, we could not realize the full benefits of the new organization until the staff in the present work units were physically reorganized and the materials they process were rearranged. Following many months of planning and preparation for redesigning the workspace for about 75 staff, scheduling major work in the installation of new and relocation of some existing electrical outlets and data jacks, and the installation of modular furniture for about 1/3 of our staff, we finally completed the project last week. It has been a major goal of ours for the past year, and we are very happy with the results.


    In order to provide bibliographic access to the thousands of electronic journals we have licensed or have been deemed worthy for inclusion in our catalog, about nine months ago we embarked on a project to catalog more than 10,000 journals titles provided from the 50 highest priority aggregators and publishers we have licensed. In many cases, if the title was already held in paper form, a new holdings record was created and linked to the existing bibliographic record. This phase of the project was completed in late summer, but of course, this bibliographic organism requires constant feeding and attention as changes occur. From our catalog we generate monthly a list of all the e-journals which is mounted as a separate page on the library's website. This list replaces a separate Access database of e-journal titles which had been created several years ago.


    In year 3 of the Voyager (Endeavor) era we are expecting to complete this calendar year setting up the subscription patterns for all (ca. 25,000) the titles we receive on standing orders. Once this milestone is reached, we'll be able to generate claims for all of our serials out of Voyager. Another important goal for this year is to implement with our major vendors EDI ordering and claiming, and EDI invoicing of monographs. We already have in production EDI serials invoicing with our four largest vendors.


    Over the last two years our reliance on shelfready processing has steadily increased. What began as a pilot project with Yankee Book Peddler using firm orders with selected social science funds was expanded last March to all YBP firm orders. The success we have had with the firm-ordered titles has gained us the necessary local support to extend it to the university press publications received on our Yankee approval plan. It is expected that the mapping of LC classifications to cataloging locations and fund codes will be finalized in the next few weeks, so that we'll see the first shelfready approval plan receipts by early spring.


    This project continues to make slow but steady progress in completing our LC classified collection except for some of the materials in non-Roman languages and serials. We are currently engaged in discussions with a vendor to convert a portion of the 200,000+ title collection classified in Cutter, the system we used prior to the adoption of LC.

    Richard Reeb

    Richard Reeb
    Assistant Director, Central Technical Services
    General Library System, University of Wisconsin-Madison
    312E Memorial Library
    728 State Street
    Madison, WI 53706-1494
    Ph: 608.262.3475;
    Fax: 608.262.4861

    Return to List of Libraries


    Round Robin Update, January 2002
    From: Joan Swanekamp

    ALA Mid-Winter Meeting 2002
    ALCTS Technical Services Directors of Large Research Libraries Group
    Report of Recent Activities at Yale University

      Alice Prochaska assumed the position of University Librarian on August 1, 2001.  We are currently recruiting for a new Head of Preservation and Chief Preservation Officer, a position vacated by Paul Conway (

    Library Management System.
      Intensive planning for Voyager implementation in June 2002 is underway.  The challenges are greater that we expected, with data migration as a major stumbling block.  While we knew we had many inconsistencies in practices, we have discovered many more.  We are looking forward to the new serials control opportunities, and have begun to make plans for the management of this new set of functions.  We are also paying particular attention to training and the necessary investment in staff.  The LMS web site is located at:

    The Library has also purchased and recently installed SFX.  It went into production in early January and reaction is enthusiastic.

    Library-wide planning.
      The Library has just completed an intensive five- year planning exercise.  Goal groups submitted recommendations in six areas: Access and Reader Services, Bibliographic Control, Collection Development, Collection Management, Partnership and Leadership, and Staffing Issues and Organizational Development.  Recommendations from the Bibliographic Control Group include:  1) invest in process improvement and standardization across they Library system; 2) address the conversion, and in some cases cataloging, of numerous special collections; 3) develop a better training and documentation model; 4) prioritize and plan for the cataloging of the backlog collections; 5) restore the Associate University Librarian for Technical Services position.

    Library Shelving Facility (off-site).
    The Library has begun construction of the next 3 modules of the LSF.   The first module, opened in November of 1999, is expected to be mostly full this spring.   In an effort to reduce significant stack overcrowding, the Library is planning to transfer ca. 640,000 volumes per year for the next three years.   We are currently developing plans to support this accelerated schedule, including the addition of staff to resolve bibliographic problems.

    Process Improvement.
    Technical Services is continuing to focus on process improvement goals.  Current efforts are focused on the organization of shelf-preparation unit and expanded use of vendor records for approvals. 

    Retrospective Conversion.
      This key activity continues on target and on time.  The projects to convert the Official Catalog and the Serials Catalog will be completed in March 2002.  Yale's 150,000 CJK records should be completed by summer of 2003.  Our Hebrew and Yiddish collection is being converted by Library Associates in Los Angeles and will be completed in 2002.  The Arabic and Persian language titles are being converted inhouse and we expect to complete that project this year as well. 

    Authority Control.
      Yale is still the midst of converting from the now defunct OCLC Authority Control Service to the OCLC/WLN MARS service.  Records from the old system have been converted and most of the corrections have been loaded.  Ongoing processing is just beginning.   We hope to have the system fully implemented in time to migrate to Voyager.  

    Security has been a very hot topic since 9/11 and the Chief Acquisitions Librarian, given her prior experience in industry and in this area, chairs the Security Working Group, which is delivering its report to Library Management sometime in January 2002.

        Ann Okerson and Joan Swanekamp
    Yale University

    Return to List of Libraries