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ALCTS Technical Services Directors of Large Research Libraries Discussion Group

1999 Midwinter Meeting (Philadelphia, PA)
January 29, 1999
Appendix: Issues of Importance (major events/developments/concerns) to Local Institutions - Round Robin

These reports were distributed over the Big Heads electronic discussion list in the weeks prior to the Philadelphia, PA Midwinter meeting.

This compilation was prepared by Judith Hopkins, University at Buffalo


Columbia University
Cornell University
Duke University
Indiana University
Library of Congress
National Agricultural Library
National Library of Medicine
New York University
Northwestern University
Ohio 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 Wisconsin at Madison
Yale University


From: Lee Leighton

    Jerry Lowell began as our new University Librarian on December 1, 1998. He replaced Penny Abell who served as our Interim University Librarian for five months after University Librarian Peter Lyman returned to teaching.

    I am currently serving as the Associate University Librarian for Access Services, which includes Technical Services, Preservation, Interlibrary Services, and circulation for the main and undergraduate libraries. Armanda Barone, who was the Assistant Director of Technical Services, is the Interim Head of Technical Services.

    Technical Services has successfully implemented Yankee Book Peddler's GobiLink service. The service provides YBP inventory information for approvals and materials ordered directly on Gobi that we download into our OPAC as order records. We have also begun profiling a similar service, Book Bag E-Link, from the Academic Book Center.

    There are three metadata projects underway: 1) EAD encoded finding aids with 856 links between the finding aids and MARC records are being created for the Online Archive of California; 2) TEI headers created according to standards similar to MARC are used for oral histories and document transcriptions in the Free Speech Movement Archive; and 3) we are working with others to develop standards for encoding structural metadata (reflecting document structure) as well as administrative metadata under the Making of America II project.

    The Library recently initiated a program to solicit staff proposals for one-time funds to further our primary goal of supporting the library and information needs of the academic community. Technical Services received over $47,000 for three projects.

    The East Asian Library received PCC NACO training last fall, and they will soon be submitting national level authority records through OCLC for Chinese and Japanese names.

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From: Judith Nadler


    In June 1998 the Board of Trustees approved the Regenstein Reconfiguration Project - Phase I, which includes (1) installing compact shelving for a net added capacity of 1.2 million volumes; (2) reconfiguring Special Collections (3) remodeling the main entry foyer; (4) relocating and consolidating Circulation, Reserves, ILL, Entry/Exit Control, and the Privileges Office to provide better service; and (5) removing the card catalog from the main floor to make room for relocating the General Reference desk and creating more patron work areas. We are now in the midst of this reconfiguration phase which is expected to be completed within twelve months. Despite disruption to patrons and staff, we are maintaining all services during construction.

    The project to convert the approximately 1.3 million cards in the General Card Catalog is progressing well and should be completed within this calendar year, though editing and correcting will continue for some time after that. This timing works well within the plans for Phase 1 of the Reconfiguration project which includes the removal of the Card Catalog from its prime first floor location.

    Not included in this conversion project are unique Crerar Library collections (approximately 120,000 titles) and East Asia Library collections (approximately 175,000 titles). Conversion of the Crerar collection has already started. A pilot project to assess options and cost for conversion of the East Asia collections is to begin soon.

    The parts of the system implemented so far -- Public Catalog, Circulation /ILL, Cataloging module, and Serials Control, are very stable and do have good functionality. Major retrospective conversion and the capabilities of the system enable patrons to find comprehensive bibliographic information and detailed holdings information for the entire collections. Still outstanding is the implementation of the Acquisitions module.

    The Library received two awards from the National Endowment for the Humanities for preservation projects. One is for $456,500 for a one-year project to preserve over 7,500 volumes in the History of Religions. The second award is for $102,000 for preserving materials related to European local history as part of a CIC Cooperative Preservation Project.

    Two interdivisional task groups were appointed by the Director to address digital library issues and structures underlying it: the Intellectual Access to the Digital Library Task Group, charged to recommend guiding principles and goals for providing intellectual access to digital information that best support user needs, and the Task Group on Retrospective Digitization, charged to consider the future role of retrospective digitization at the University of Chicago Library and the development of a plan for a retrospective digitization program that is guided by organizational goals. The task groups will submit their reports by the end of February.

  6. CUIP
    The Library assumed general oversight and project management for the development of a digital library for the Chicago Public Schools/University of Chicago Internet Project (CUIP) - an alliance formed with the goal of using technology to improve the quality of education in inner-city schools. The CUIP Digital Library, also known as E-CUIP (for "Electronic CUIP") will offer information resources including both commercial publications and source materials gathered or digitized specifically for this project. Several staff members have participated in developing the website, planning, resource evaluation. This project has helped staff gain more experience with digital library projects.

  7. CORC
    As a member of CIC we will be participating in the OCLC Cooperative Online Resource Catalog project (CORC). A CORC advisory group has developed project goals and is putting together a proposal for appropriate projects. Our project goals include: learning, definition of standards, issues of access, and management. Also, they include testing of organizational alliances in a metadata environment -- alliance of catalogers with bibliographers to support identification and notification; alliance of catalogers with access services to inform traditional cataloging and to ensure that traditional cataloging and metadata can coexist in a way that serves our users; alliance of catalogers with systems to ensure an interface that suits the work-flow, etc.

    Technical Services will soon begin a process to reassess its operations and organization with an eye to changes that will strengthen its position to meet present and future Library goals. There will be broad divisional participation to inform and benefit this process and to ensure that effective decisions are made. Clearly, we will also seek advice from other areas of the Library. It is our goal to complete the process and to implement the recommended changes within this calendar year.

Judith Nadler
Assistant Director for Technical Services
University of Chicago Library
773 702-8743
FAX 773 702-6623

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From: "Robert Wolven"

    The big one, as you will have seen from NYU's report, is that Carol Mandel will be leaving her position as Deputy University Librarian later this spring, to assume the position of Dean of NYU Libraries. Needless to say, she will be sorely missed, and I know her erstwhile colleagues on Big Heads will join us in wishing her well.

    In other changes, Rick Block became Head of Original and Special Materials Cataloging in January (coming to us from the Metropolitan Museum of Art). In Preservation, Maria Fredericks has joined us as Conservator and Head of the Conservation Laboratory. Meanwhile, we have begun recruiting for Head of Serials Acquisitions, and are actively recruiting for Archives Processing Coordinator. (Because of the impact of digital library and metadata initiatives, the latter position reports jointly to the Rare Book & Manuscript Library and to Bibliographic Control.)

    Butler Library renovation continues, moving up the building from the completed technical services space on the first floor. This fall, newly renovated spaces opened on the second floor, including reading rooms, computer labs, media viewing rooms, and instructional spaces. And, as of last week, the Library Systems Office moved to new, renovated quarters.

    Plans are moving forward for a cooperative, high-density remote storage facility, expected to open in 2001. Meanwhile, an interim storage facility opened in August with the transfer of 130,000 volumes. Smaller transfers are continuing throughout the year, with a projected total of 300,000 volumes. At the same time, the Recon Projects Dept. continues to prepare additional materials and records for the anticipated more to the new, high-density facility.

  4. RECON:
    Recon has continued with a number of small projects, but will proceed on a larger scale beginning next fiscal year, with the provision of a higher level of capital funding from the university. The new funding should enable us to convert another 500,000 - 600,000 titles. Our current aim is to complete all recon by 2007.

  5. PCC:
    We are actively participating in BIBCO, CONSER, and NACO. Kate Harcourt and Susan Summer (our BIBCO and NACO coordinators) have provided BIBCO training to seven other libraries (including several represented on Big Heads). Although the core-level record is our default for original cataloging, we find that many of our BIBCO contributions are full-level anyway, since for much belles-lettres there is virtually no difference.

    We've used a variety of batch searching/overlay programs over the years, and continue to use Marcadia. In the fall, we developed a local batch program to match prelim records against our LC resource file and automatically overlay the bib record with matching LC records. We now run this program quarterly.

    Work has continued on many fronts. We have encountered all the usual complications in workflow for networked electronic resources, and have a task force working on streamlining these processes. We are continuing to develop our Master Metadata FIle (MMF), with some records automatically extracted from the online catalog, others added through web-template input, and still others using customized conversion programs (e.g, those from the Advanced Papyrological Information System.) We've created a mapping from LC classification into a simplified topical subject categorization, with 12 top-level categories, and another task force is now refining second- and third-level divisions.

    With others, we've been exploring different options for analyzing the content of aggregator databases, but have yet to find a model that is both practicable and truly serves users' needs. (In short, presenting the user with 27 paths to various online incarnations of the Wall St. Journal is not our desired outcome.) We're hoping further discussions via CONSER and Big Heads will help to define this problem and point towards a broad-based solution.

    -- Bob Wolven

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From: Christian M. Boissonnas

This is in no particular order.

    We have three years to eliminate our cataloging backlog. With 9 months gone we have reduced it by about 25% and are, therefore, on schedule. We use Marcadia for automatic searching of records for current as well as backlogged titles.

    Part of our strategy to reduce repetitive motion injuries involved the complete redesign of our technical services operation and the installation of ergonomically correct furniture. In the new installation every individual piece of furniture is adjustable on at least two dimensions. The other part of our strategy involves a self-managed RMI Team, which I have described to this group before.

    Are injuries down? We believe so, but we won't really know for a while. The changeover happened just last summer.

    After deciding to delay choosing a new system for a year, we are about to gear up the selection process again with the goal of choosing a system for implementation in July 2000. We will do an environmental scan to see if there is anything new and different on the horizon, but we will not go through the proposals/reviews/demos cycle again unless warranted by new development.

    We are starting a joint project with the Graduate School and Cornell Information Technologies to digitize Cornell dissertations and distribute them on-demand. The principals involved have agreed to do this and are now forming the project team. For further information, see Marty Crowe's report at

    Sarah Thomas asked us to prepare a project proposal to make us the producers and distributor of digitized preprints for a professional society, thereby providing that society with an alternative to commercial publishing. We have found the project to be feasible using much of the same approach and technologies as for the electronic dissertations, and are now working on the details. In these two projects the Library is the facilitating agency and the actual research and planning work is being done or coordinated by technical services staff.

    We have processed many titles from certain publishers and found out that we have been developing procedures pretty much publisher-by publisher. A key principle has been to add the electronic version of a paper publication to the record for the paper publication. It is pretty clear that one way of doing things does not work for all, and that we need to be able to use separate records. We need to develop a philosophy and principles that make it unnecessary for us to keep tinkering with these processes. We now have a group charged with trying to come up with a more generalized process.

    Sarah identified $900,000 in new funding, which will allow us to complete retrospective conversion of some collections (LC classifications P, D, and E). We will outsource that project and expect to have it completed by the end of the year. That will leave only 415,000 titles to convert, for which funding has not yet been identified.

    We have eliminated 8 positions (about 10%) in Central Technical Services since last Spring. Some have been converted into support for the backlog reduction project (this support will end with the end of the project in 30 months), others reassigned to other library functions. As always, nobody has been laid off.

    Meanwhile, our productivity is up substantially (18% over last year, which was 15% over the year before that). It is the result of many decisions made and changes implemented in our cataloging philosophy and practices over the past three years. At the same time we have become the biggest contributor of BIBCO records which, you will recall, have all access points under full authority control.

    We finished converting our workstations to Windows-based PCs and have no Macs left. All machines are set up with a standard configuration of clients. One problem that we have had is controlling individual creativity in the configuration of these machines. Trouble-shooting support is provided through a team of network administrators, staff who are trained to provide a certain basic level of support and problem-solving before expert help is called. One of their instructions is to remove from machines software that they find that is not on the list of products supported by the department. For further information on this support program, see

    Another problem that we have begun to deal with is version control of the various software packages and clients that we use. We are in the process of developing a procedure to make sure that software is updated on a department-wide basis once it has passed testing by our Information Technology Librarian.

    We have signed a contract with OCLC to have TechPro do a portion of our CJK original cataloging (not copy as we do this much more cheaply). For more information, see Teresa Mei's report at

    An exciting project under way is the development of the Virtual Carrel. The following is extracted from a message by Sarah Thomas in which she announced the creation of an implementation group for this project.

    " The Virtual Carrel project at Mann Library grew out of a sense that the Library Gateway is both "too big and too small." It is "too big" in that most users use a relatively small number of resources. They either have to search to find these resources in the Gateway each time they want to use them, or they bookmark the resources. The problem with bookmarks is that they "don't travel"--they are stored on a single machine. Also, if users begin to rely on their bookmarks, they may get "cut off" from the Library and not be aware of new resources being added that may be of interest. Users may also tend to overlook broader, more general resources categorized as "General Interest and Reference" when they look in the Gateway under a specific discipline. On the other hand, the Gateway is "too small" in that there are resources of interest to users that are not included within it. Nor is it possible for users to annotate resources or add other personal notes. The Virtual Carrel as it has been conceived to date would be a set of "traveling bookmarks" along with a "traveling librarian." It would allow users to compile a set of library and non-library resources, add personal notes, etc., but also maintain a "library presence." For example, the Library would alert users when new resources are added in their area of interest. Mann had originally tried to implement a Virtual Carrel in September but decided that its prototype was not ready for prime time and it stepped back, looked around at what other institutions were doing along these lines and came up with a list of ideas. They are now ready to test these ideas with users in order to better define and prioritize the personal services the Library should provide.

    The software development process is an important aspect of the Virtual Carrel project. Mann chose to use an approach called Unified Modeling Language (UML). UML is intended to make the design and implementation of new software more formal and more efficient. Testing the use of UML is a second goal of the project...."

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From: "Lubans, John"

Duke University Technical Services Round Robin Response

    An off campus symposium of 55 representatives from technical services staff, collection development and public services held an all day seminar on December 2, 1998 to explore the future of technical services, 3-5 years out. Invited speakers (an architect, two library directors, a head of technical services, a publisher and a vendor, gave presentations which were followed by facilitated group discussions and brainstorming. See

    Technical Services staff will take these results to another retreat to refine and focus the outcomes to more specific working goals and arrangements. We will want to distill and plan around what we will be doing less of and what we will be doing more of.

  2. RECON
    Recon is nearing completion with more than one million records converted over the decade. Only 125,000 records remain. Initially, we had targeted these remaining records, consisting primarily of non-Roman languages and microforms, for outsourcing. However, an extensive analysis on the quality of records generated by our recon effort, revealed a suprisingly low margin of error and has caused us to rethink our next steps. We will begin to shift our efforts to converting all remaining records with the exception of non-Roman without DLC cataloging.

    Locally written programs used to expedite cataloging processes are being re-written to updated technology or replaced by commercial packages. A goal, soon to be achieved, is to batch download all order records, with the ability to fill in many codes automatically and well as verify accuracy of data. An additional time saver, now being tested, is an interface with the commercial binding software to download monograph and dissertation records to avoid additional keying.

    In addition to the preparation of library web pages, the inclusion of bibliographic records for commercial Internet resources in the online catalog has become routine. Additionally, links have been prepared in the catalog to the individual titles of full text electronic journals found in electronic collections (generally from the bibliographic record for the print version).

    In May of 1998, Duke's Collection Council charged the Cataloging Web Sites Task Force to develop a policy statement about the library catalog's purpose vis a vis Web resources. The task force report was compiled, and a trial project is now underway, beginning in November 1998. The Report of the Cataloging Web Sites Task Force may be found at:

    As part of the test project on cataloging selected Internet resources, Systems developed an URL link checker process. URLs found in the 856 field were extracted as files and loaded into a set of HTML pages. Running MomSpider, all URLs were checked and problem links identified. The initial run checked nearly 12,000 links in the catalog, and identified some 375 "problem links". Most of these were from GPO records, resulting from reorganized government web sites or typographical errors.

    • Historic American Sheetmusic project (see: ) This project, part of the American Memory project at LC (, provides access to digital images of 3042 pieces from the Rare Book, Manuscript, and Special Collections Library, published in the United States between 1850 and 1920. It consists of a database containing the indexing information for the pieces in SGML format in the form of the Encoded Archival Description (EAD) and scanned images of each piece. Metadata (both Dublin Core and EAD) was included in the main page for the project and an OCLC record prepared so that we have direct access from our online catalog. As of Jan, 1999, 11 other libraries have added this record to their online catalogs. The site received 487,314 hits in December from 13,660 different sessions.

    • Metadata and library web pages -
      Library web pages and Technical Services: As part of our effort to make the public and staff web pages more usable, a cataloger has been adding Dublic Core metadata to web pages so that a site index can be generated. We felt that catalogers, who are trained to analyze information for subject content and provide a wide variety of access points in cataloging records, are uniquely prepared to add this information to Internet sites. It is merely an extension oF traditional cataloging to provide metadata as well as "catalog" the resource. Our site index is currently in the testing phase, but we anticipate that this index, as well as other search engines, will make it easier to locate information on the site.

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From: Barbara Henigman

    Beginning in September, the UIUC Technical Services Division implemented a division wide reorganization under the leadership of Alvan Bregman, Head, Technical Services Research and Planning. The goal was to implement a team structure that would allow redefinition of workflow and provide a more integrated environment for the implementation of our new DRA system. Sharon Clark left her position as Technical Services Division Coordinator to undertake new opportunities within the library as Head of the Newspaper Library and chair of the Preservation Committee. Barb Henigman is the new Division Coordinator. The new teams and their leaders are as follows:
    • Acquisitions Team --Lisa German
    • Original Cataloging Team -- Barb Henigman
    • Rapid Cataloging Team -- Stephen Smith
    • Serials Team -- Ann Copeland

    The reorganization has also revitalized the Cataloging Policy Advisory Committee which, under the direction of the Original Cataloging Team Leader, is now responsible for all cataloging policy, training, and implementation of technical services related systems and software. New cataloging policy has been established to use Core level cataloging for all copy cataloging and issues involving backlogs and retrospective conversion are being addressed. The UIUC library is also involved in a space reconfiguration project which involves the Technical Services Division.

    The Illinois Library Computer System Organization (ILCSO) went live with the current DRA Classic system on August 18, 1998. UIUC was one of 45 libraries in the consortium to implement this new system. UIUC along with ILCSO will implement the new DRA TAOS system as soon as it becomes available, and has been working with colleagues from other research libraries, UCLA, Harvard, Minnesota, U of I-Chicago, and British Columbia in an attempt to help DRA with TAOS indexing issues.

  3. CIC
    The UIUC Technical Services Division was active within the CIC, proposing and acting as hosts for the CIC Metadata Conference (Nov. 15-17, 1998). The organizers were Alvan Bregman and Beth Sandore from UIUC and Barbara Allen from CIC. This well-attended and well-received conference brought together technical services librarians and other professionals from all CIC-member institutions. More than 40 UIUC librarians were registered. At the Conference, OCLC invited the consortium to participate in its Cooperative Online Resource Cataloging (CORC) project, which will involve the use of Dublin Core metadata. UIUC has decided to participate and is awaiting clarification of some details before formally signing on.

    Beth Sandore, Coordinator of the Digital Imaging Initiative, was the recipient of two important grants this year:
    1. IMLS National Leadership Grant: Model Programs of Cooperation University of Illinois at Urbana-Champaign, Champaign, Illinois $157,981 (18 mos.), for a two-year project in partnership with three museums, two libraries, and three elementary schools to build a model and a test electronic database of historical information to be made available via the Internet and World Wide Web; and
    2. Intel Equipment Grant (with co-PI Tim Cole): approx. $300,000 for an Arts and Humanities Digital Resources Development and Delivery Facility, to enable UIUC Library faculty and staff to work in concert with teaching faculty and students to digitize and describe Library content, to create innovative ways of making that information accessible, and to evaluate the ways in which it is used in the classroom.

    Besides experiencing personnel changes stemming from its own reorganization, the Technical Services Division has felt or will feel the impact of a number of changes in the UIUC Library administration. Robert Wedgeworth announced his retirement effective August 1999 and a search is underway for a new University Librarian. Joan Hood retired as Head of Development and Mary Beth Lavignino left her position as Director of Systems to join the CIC. We still await word on who will fill these key vacancies. Institutionally, UIUC saw the arrival of a new Provost, Richard Herman from the University of Maryland.

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From: Michael Kaplan

Indiana University Libraries Update

    Effective with the New Year, Martha Brogan, Director of Collection Development & University Bibliographer, became Associate Dean of Libraries and Director of Collection Development. I was transformed from Director of Technical Services to Associate Dean of Libraries and Director of Technical Services. Martha will have added oversight for the science libraries; I've got oversight for the African-American Cultural Center, Archives, Business/School of Public & Environmental Affairs, Education, Fine Arts, and Journalism libraries.

    Planning is continuing apace with Shepley Bulfinch Richardson and Abbott about renovations for the Main Library and the Lilly (rare book) Library. The master plan is now due in the spring. Meantime we have prepared plans for renovation of technical services with modular, ergonomically correct workstations (office landscaping). We have been on hold for about 2-3 months now while we await definitive word from the University on ordering this furniture--which isn't cheap. We still do not know what will happen, though we will get something, sometime. We may be faced with implementing the reorganization with less than the full complement of new furniture that we had been led to expect.

    JoAnne Deeken will join Technical Services February 1 as the new Head of the Acquisitions Division; she is coming from Clemson University. I expect to be able to announce our choice for the new Head of the Cataloging Division shortly after ALA.

    We are testing the waters of library management systems while still continuing, for the moment at least, with Horizon implementation at the IUPUI campus. We have had several vendors in this fall and will be making some vendor and installed site visits this winter/spring.

    We have made the transition from doing original input online in OCLC to doing it offline in IUCAT and then uploading it in real-time. This has worked very well and the catalogers have become very accustomed to this new configuration. All staff had some refresher training in use of HostExplorer (McGill) Quick-Keys this fall: we compiled a uniform set of almost 500 user-created macros and distributed it as sets for cataloging, serials, approvals, and acquisitions, and we created a series of 30 'poppads' to go with it. Acceptance has been high, and we have had isolated reports of 50% increases in productivity.

    We now have a departmental programmer doing some work that will allow us to upload approval plan files (which we receive weekly from the vendors via FTP). As we sub-profile these plans we can move onto the next step: shelf-ready. This will allow us to test it in a somewhat controlled environment before we move on.

    We're in the process of creating our own LC/GPO resource file. The bibliographic records have been partially loaded. We'll be loading the complete LC name authority file next week (or so).

  6. RECON
    I expect to sign the contract with OCLC for the remaining Roman-alphabet Recon, ca. 380,000-400,000 titles, before ALA. By late spring we will have finished the last of some 180,000 titles of in-house 'derives'. We are doing the remaining non-Roman (ca. 125,000) titles in-house over the next 18 months. That will leave some 250,000 classed-together monograph-in-series titles for which we not have good source records and which we will most likely do in-house as collection-level records or as individual analytics depending on the research value of the sets.

    We will be exploring OCLC's CORC Project/Mantis software for its applicability to cataloging of Internet resources. We have high hopes for it but feel the need to give it a real test before we take it out of the garage. We've going to start with a group of Indiana state government web sites that we will catalog and put into a portal page. We're also going to do some work with the ACM conferences. I'm hoping to get the collection managers to begin suggesting worthwhile sites for us to process (!) once we get comfortable with this software. Eventually, I hope that it proves sufficiently flexible that we can involve more staff in its use.

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Library of Congress Update


From: "Beacher Wiggins"

    The final report of the Library of Congress Manuscript Document Digitization Demonstration Project was issued in October 1998. This demonstration project produced images of 10,000 document pages from the New Deal era Federal Theatre collection held by the Music Division at LC. The project was sponsored by the Library's Preservation Directorate, overseen by the National Digital Library Program (NDLP), and carried out from 1994-97 by Picture Elements, Inc., of Berkeley, Calif., and Boulder, Col. The final report is available at the Library of Congress American Memory Website at URL

  2. Y2K
    ITS continued to implement the Computer Security Plan and the Year 2000 Plan in order to ensure that the Library's computer systems, applications, and data are secure, and will be fully functioning into the 21st century. These plans have been updated regularly throughout the year to reflect milestones and progress.

    Over the past six months the 74 ILS implementation teams, involving over 300 LC staff, have been hard at work to analyze current activities and plan for the optimum transition to the new integrated library system. We are still on track to have all portions of the system implemented by October 1999.

    Following a standard source selection process, the Library ordered two Sun servers for our Voyager system, one for the main system and the other for Web access.

    A major milestone came on Jan. 8, 1999 when the first full test load of LC's bibliographic and authority records (nearly 16 million records) was successfully loaded; the loading was error free. Additional test loads are planned before the full production load, now planned for May or June 1999. The Library has a tentative schedule for staff to start using the ILS, with cataloging operations going first in May or June, then circulation and reference in July, and in October, acquisitions and serials check-in.

    An External Coordination Policy Group continues work to stay in touch with external stakeholders and to negotiate implementation timetables and issues.

    An extensive training plan was originally prepared as part of the ILS Implementation Plan submitted to Congress in April 1998 and continues to be revised.

    For more information, please contact Barbara Tillett, ILS Program Director,
    via email:,
    telephone: (202) 707-4714, or
    fax: (202) 707-4719.

    Last year, the Bibliographic Enrichment Advisory Team (BEAT), which operates under the auspices of the Cataloging Directorate but includes representatives from many areas of the Library, especially public services and electronic programs, focused attention on the following projects, among others:
    • BEOnline Project Update
      BEOnline is intended to serve as both a model and a catalyst for developing approaches to meet the challenges of identifying, selecting, and providing bibliographic access (as well as direct access) to electronic works that are remotely available on the World Wide Web. All the resources selected to date are now listed on the BEOnline home page (URL This Web page also contains:
      1. The BEOnline Project Statement;
      2. The Selection Criteria;
      3. The Cataloging Framework;
      4. Cataloging Electronic Resources: a Brief Bibliography;
      5. Links from the Resources to their Catalog Records;
      6. The BEOnline Workflow; and,
      7. The List of BEOnline Bibliographic Elements.

      To date, more than 100 electronic works have been cataloged; these records can be accessed via the BEOnline Web site. In addition, approximately 45 records for print versions have been enhanced to inform researchers of Internet equivalents or related works.

    • Digital Table of Contents (TOC) Project
      BEAT initiated a project in early 1997 to investigate the economic and technical feasibility of using the World Wide Web to link MARC bibliographic records for selected business books represented in the LC catalogs to Tables of Contents (TOC) data for those works. This project has concentrated on printed monographic publications in the fields of business and economics (particularly, the areas of small business and entrepreneurship) with the expectation that techniques developed by the project could later be extended to other materials. To date the project has created more than 1,000 TOC items for works cataloged during this past year and continues to add new data for approximately 25 titles per week.

      The project is largely automated and involves use of "off-the-shelf" desktop computer and scanning equipment and conventional software, supplemented with the applications programs developed by Library staff. The HTML meta-tags -- which contain key words and other index terms -- are also being encoded in the TOC files, so that a user conducting a general Web search anywhere can find a TOC file, and through the links built into the TOC file, be pointed in turn to the actual bibliographic record as well as access to other related works in the LC catalog. Both the MARC records themselves and the linked TOC data may be viewed through a Web browser by accessing the Library's online catalog access options, available at URL

    • New Initiatives for 1999
      1. Expanding the concept of enriched bibliographic data to prototype/experiment with selected publishers participating in the Library's Electronic CIP (ECIP) program to extend BEAT's work in support of ECIP beyond tables-of-contents (TOC) to additional areas such as annotations or abstracts.
      2. Undertaking related experiments to explore linking electronic bibliographic materials to works they contain (as well as linking discrete items to the bibliographies) and to expand these links to additional resources in various formats.
      3. Supporting a project by which updated 053 field data (Classification data in Subject authority records) would be added for certain materials in International law/International relations.


    • AMIM Revision
      The draft revision of Archival Moving Image Materials: A Cataloging Manual (AMIM) is now available for review and comment on the CPSO home page at URL Comments should be received by March 15, 1999, and may be sent to The purpose of this manual is to provide instructions for the descriptive cataloging of archival film and video within the framework of AACR2. Printed copies may also be requested from CPSO during the review period.

    • Data Elements in Authority Records
      Most of the additional data elements approved by MARBI for names and subject authority records as part of Updates 1 and 2 of the USMARC Authorities Format were implemented by LC on Jan. 20, 1999. The subject changes include 18X fields for subdivision authority records, subfield $v for form subdivisions, and the 781 field for subject subdivision forms of geographic names. The Library plans a phased implementation of these new USMARC data elements in subject authority records and bibliographic records.

      LC will begin creating subject subdivision records and recoding form subdivisions in existing subject authority records after Jan. 20. According to current projections, LC staff will begin coding form subdivisions as $v in LC subject headings assigned to bibliographic records on Feb. 16, 1999. More information on subject authority data elements and form/genre implementation is posted on the CPSO Web page.

    • 'DPCC' in Series Authority Records
      At the request of the Program for Cooperative Cataloging Steering Committee, the Library's Network Development and MARC Standards Office has approved the USMARC identification code 'DPCC' for use in series authority records created by LC staff and by NACO participants to indicate national-level tracing practice. The default national-level tracing decision will be to trace.

    • Enhanced Music CDs
      New guidelines for the cataloging of enhanced CDs which were issued in draft to Library staff in June are now being put into final form for the Library of Congress Descriptive Cataloging Manual. A "public" version of the guidelines is planned for the CPSO Web page at a later date.

    • Individual Works of Art
      Approximately 700 subject authority records for individual works of art that were entered under named artists were edited and copied into the name authority file and deleted from the subject authority file and Library of Congress Subject Headings (LCSH).

      This change was recommended by the PCC Task Group on Name vs. Subject Authorities and an ARLIS/NA task force on the handling of individual works of art.

    • Subject Subdivision Simplification Progress
      With the publication of 1998 Update Number 2 to the Subject Cataloging Manual: Subject Headings in fall 1998, the separate list of subdivisions used under literary authors (H 1155.4) was discontinued. Free-floating subdivisions authorized for use under names of individual literary authors are now included in the revised list of subdivisions used under names of persons (H 1110), and Shakespeare, William, 1564-1616 no longer serves as a pattern heading. H 1110 now includes free-floating subdivisions used under names of individual persons in general as well as subdivisions for use with persons belonging to specific categories of persons, such as literary authors and composers. With consolidation of the lists, the free-floating subdivisions used under names of individual persons were standardized.


    For the latest information about the Program for Cooperative Cataloging and its components, please consult the PCC homepage at URL

    • BIBCO
      In FY1998, institutions participating in the BIBCO program, the PCC's focus for production of national level bibliographic cataloging, contributed over 37,000 monograph records to the ever-growing pool of bibliographic cataloging created to a shared cataloging standard for an increase of 25% over last year. This growth reflects an expansion in the number of BIBCO participants now numbering 34 libraries. New to the program since the July ALA Annual Conference are: New York University, University of Florida, University of New Mexico, University of Wisconsin-Madison, and Queens Borough Public Library.

    • CONSER
      The CONSER Working Group on Journals in Full Text Databases has been investigating options for providing access to electronic journals in full text databases. A survey was distributed over various electronic lists in late December and John Riemer (University of Georgia) will discuss the results and possible next steps on Saturday, Jan. 30, 2:00 - 4:00 p.m., at the Cataloging Management Discussion Group, Philadelphia Convention Center 201A.

      The Serials Cataloging Cooperative Training Program is well under way. Cameron Campbell (University of Chicago) is preparing materials for the first course in basic serials cataloging and a number of catalogers have applied to be trainers. An information session on the Program will be held Friday, Jan. 29, 7:00 - 9:00 p.m., Philadelphia Marriott, Salon K. The deadline for training applications is February 15, 1999.

    • NACO
      The NACO program, responsible for creation of new and updated name and series authority records, has welcomed the following libraries to NACO since the ALA Annual Conference in July: Arlington Heights Public Library, Armed Forces Staff College, Case Western Reserve University, Chicago Public Library, El Colegio de Mxico, Memorial University Library of Newfoundland, Pennsylvania State University, Universidade de So Paulo (Brazil). The OLAC Funnel added 10 additional libraries in October, and three other funnel projects each added one new member. The special outreach of PCC to historically black colleges and universities bore fruit recently, adding these new NACO libraries: Bowie State University, Moorland-Spingarn Research Center Library of Howard University, and the Howard University School of Law. In fiscal 1998, NACO participants contributed 161,446 NARs, an increase of 17.42% over last year, 9,233 SARs, a decrease of 1.4%, and changed 38,327 NARs and SARs, an increase of 15%.

    • SACO
      SACO libraries contributed 2,159 subject authority records and 883 new classification numbers last year. Their contributions made up approximately 30% of the new subjects added to LCSH in fiscal 1998.

    • Core Level Cataloging Implementation
      All Cataloging Directorate divisions and the Serial Record Division have implemented core level cataloging. Cataloging teams are tasked with developing their own quality control procedures to ensure core level cataloging quality. A Core Level Cataloging Manual has been added to the Descriptive Cataloging Manual for LC internal users.

      The core bibliographic record was defined by the Program for Cooperative Cataloging and CONSER to establish a national standard that is less complete than full cataloging but substantially more complete than minimal-level cataloging. All core bibliographic records include a classification number and one or two subject access points where appropriate; all name, series, and subject access points are supported by appropriate authority work. The Library of Congress will include some data elements, in addition to PCC requirements, in all core level records it produces or copies:

      • 504 fields for notes on bibliographical references;
      • LC call numbers;
      • Geographic Area Codes and language codes if readily ascertainable; and
      • Decimal Classification numbers for items in scope for such treatment.
      Like core level records produced in other PCC libraries, LC core level original monograph records carry the legend "pcc" in the 042 field.

    Dewey classifiers at the Library of Congress added DDC numbers to 111,293 bibliographic records during fiscal 1998.

    OCLC Forest Press will issue Dewey for Windows (DFW) Version 1.2 this January. This version of DFW features new built numbers and accompanying index terms available only in the DFW format. The new built numbers include comprehensive numbers for Native American peoples and popular topics in Computer science, Literature, and Life sciences. DFW 1.2 also integrates all DDC corrections and changes made since the appearance of Edition 21 in 1996, including the revised area table for Great Britain and the Republic of South Africa.

    The Library of Congress and the Research Libraries Group (RLG) have begun working together to prepare for conversion of Chinese records in the RLIN database to pinyin, beginning in the spring/summer of 2000.

    The Library has also begun to draft program specifications to help RLG prepare a computer program which will perform as much of the conversion as possible. The program should also be able to change headings for the most frequently used Chinese conventional place names.

    Advance copies of new Chinese romanization guidelines based on the pinyin system were distributed to institutions and organizations in November. The new guidelines will generally follow standard Chinese pinyin romanization procedures, with certain exceptions. Words of non-Chinese origin will be romanized systematically in all cases. Tones will not be indicated. The Library will continue its practice of separating individual syllables, except in the cases of personal names, geographic locations, and certain proper nouns. This approach assures that converted LC records will maintain their consistency with those found on both utilities. The separation of syllables should also facilitate international exchange of Chinese bibliographic data in the future.

    The Library's Pinyin Task Group has begun the task of identifying and assessing the many effects of pinyin conversion on subject headings and classification schemes. Major changes are being anticipated in the DS, G and PL schedules. Class numbers will be retained whenever possible, and the reference structure will be utilized in the classification schedule to lead the user to the proper location. Subject catalogers have begun to locate and evaluate subject headings containing terms in Wade-Giles romanization. Regarding classification, for Chinese literary authors in the PL schedule, the Library plans to end the most recent time period this year (1949-1999); beginning with 2000, cuttering will be based upon the new pinyin system of romanization.

    Decisions on conversion of authority records will be made following the implementation of the Library's new integrated library system (ILS).

  9. Cataloging (Books and Serials) Production

    Bibliographic Records FY98 FY97
    LC Full-Level Cataloging 175,103 177,448
    Copy Cataloging 39,265 43,744
    Minimal-Level Cataloging 24,880 35,612
    Collection-Level Cataloging 2,965 2,863
    TOTAL records created 242,213 259,067
    TOTAL volumes cataloged 274,890 289,154

    Authority Records FY98 FY97
    Names 167,441* 108,089
    Series 9,713 9,965
    Subjects 7,194 8,132
    TOTAL 184,348 126,186

    *includes 64,194 machine-generated Names

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

    The Library received an increase of 5.2% ($454,000) for GENPAC (materials budget). The increase permits additional spending for: subscriptions to electronic journals, acquisition of more current publications from the People's Republic of China and Taiwan, replacement of missing and lost books, and support of special collections.

    Collections policy statements on children's literature and on all areas of science and technology were approved; a policy on collecting electronic resources was drafted and submitted for approval. The China Working Group evaluated and took action to improve the collection of contemporary Chinese social science, science, and technology.


    • MARC 21
      The Library of Congress and the National Library of Canada announced that the harmonized USMARC and CAN/MARC formats will be published in a single edition in early 1999 under the new name: MARC 21. The name both points to the future as we move into the 21st century and suggests the international character of the format, which is appropriate and important given its expanding worldwide use. MARC 21 is not a new format. From 1994-1997 the USMARC and CAN/MARC user communities worked to eliminate all remaining differences in their two already-similar formats. Compatibility had been a feature of the development processes for both formats for many years. In 1997 and early 1998, updates to the formats were issued that made the format specifications identical. MARC 21 publishes the formats in one edition under a new name. Further announcements on the publication of the new editions of the five formats that make up the MARC 21 family of formats -- Bibliographic, Authority, Holdings, Classification, and Community Information -- will be made when printing of each is completed over the next year. The National Library of Canada will also be producing simultaneously a French edition of MARC 21. For further information on the shared format, see the official format Web sites at URLs:

    • Catalog Access
      LC continued to provide four different methods for online access to its catalog records through its Catalogs Web page ( ). The four methods are:
      • WORD SEARCH (a link to the MUMS Z39.50 server);
      • BROWSE SEARCH (a link to a Web-based interface to selected SCORPIO files)
      • COMMAND SEARCH (a link via telnet or tn3270 to the full range of LOCIS files and searching features); and
      • EXPERIMENTAL SEARCH SYSTEM (ESS) (a link to an experimental system developed in ITS based on an INQUERY search engine). The ESS method will be removed in February because of problems in maintaining its currency and accuracy.

    The Library's continuing application of the mass book deacidification technology has ensured the uniform, effective deacidification of 172,000 books over the past three years; the goal for the current contract year is to deacidify and thus extend the useful life of an additional 75,000 books. Under its contract with Preservation Technologies, Pittsburgh, PA, to provide book preservation services to the Library using the firm's Bookkeeper mass deacidification process, the Library is currently focusing primarily on selection of 'Americana' for treatment, emphasizing the selection of endangered volumes from collections that are central to the Library's mission, such as law, history, literature, and political science. Screening and treatment is being under taken beginning with the following LC book classes, which have been approved for deacidification processing by Library administrators, preservation managers, and the LC Collections Policy Committee:

    • Class E American History (completed)
    • Class F1-975 U.S. Local History (completed)
    • Class CS71 U.S. Family History (completed)
    • Classes PZ3&4 Fiction in English (completed)
    • Class PS American Literature (in process)
    • Class KF U.S. Federal Law
    • Class JK U.S. Political Science
    • Class PN Americana Literary History and Collections

    Given the effective operation of its mass deacidification program in recent years, the Library is serving as a demonstration site for managers and technical staff from other libraries, archives, and cultural institutions who are interested in learning firsthand about administrative and workflow procedures required for mass deacidification programs. Interested organizations should contact
    Kenneth E. Harris
    Preservation Projects Director
    Preservation Directorate
    Library of Congress, LM-G21
    Washington, DC 20540-4500
    Telephone: (202) 707-1054
    Fax: (202) 707-3434


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From: "Brian Schottlaender"

UCLA Update

    We are proceeding with our iterative implementation plan, with Phase 1 Implementation for technical and access services staff expected in March 1999 and Phase 2 Implementation for the public expected in Spring Quarter 1999. We recently joined colleagues from Harvard, Illinois, Minnesota, and British Columbia in discussing, with our common vendor, large-set retrieval issues.

    After many years as a Blackwell customer, UCLA's Research Library (with collections in Humanities, Social Sciences, and Area Studies) is conducting an Approval Vendor Review. We let an RFI, the responses to which we have narrowed to three. We are currently gathering customer input for the three, with a view toward finalizing our decision in the next few weeks.

    Our national recruitment for a new Head of our East Asian Library was concluded unsuccessfully in December. I have, therefore, extended the interim appointment of Ms. Amy Tsiang through 1999. Towards the end of the year, I shall decide whether to relaunch a national recruitment or not. In the meantime, Ms. Sarah Elman has been appointed Interim Head of the Cataloging Division in the East Asian Library.

    With UCLA now involved in digital library development and management on a number of fronts, including, notably, digital deployment of primary resource content, we are moving forward with the national recruitment of a Digital Library Coordinator. Reporting to the AUL/Collections & Technical Services, the DLC will serve as the point person in making UCLA's local, unique collections digitally accessible.

    The UCLA Department of Special Collections has received a grant from the Times Mirror Foundation to stabilize and create digital surrogates of 30,000 glass negatives from the _Los Angeles Times_ photo archive, curated by the Department. Dating from between 1890 and 1910, the negatives will be made Web-accessible with EAD-compliant navigation.

    UCLA has committed to contributing 2,000 BIBCO records to PCC this fiscal year, an increase of over 100%. We shall also maintain our usual CONSER, NACO, and SACO commitments.

Brian E.C. Schottlaender
Associate University Librarian
Collections & Technical Services
UCLA Library Administration
11334 Young Research Library
Box 951575
Los Angeles, CA 90095-1575
vox: 310.825.1201
fax: 310.206.4109

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UNIVERSITY OF MICHIGAN From: "Beth Forrest Warner"

    University of Michigan
    Update 1/26/99

    • Bill Gosling was appointed as our new permanent University Library Director in December. Needless to say, staff was quite pleased with the Provost's decision!
    • The search for a permanent Associate Director for Public Services began in December.
    • The Library received a grant from the Mellon Foundation for the Making of American IV. This project will target an additional group of mid-1800s materials for digitization.

    • Through the CIC, we will be participating in the OCLC CORC project. A small group is putting together a proposal for appropriate projects; we anticipate adding existing electronic resource records in order to test and compare the crosswalk and searching features across several systems and may use CORC as a platform for a visual resources description project we are starting in cooperation with the Media Union and the Bentley Historical Library. We are quite interested in evaluating the MANTIS tools for local use as well as being part of the cooperative cataloging project.
    • In order to provide more targeted access to our electronic resources, we have extracted a copy of records from our cataloging database (MCAT) to create an electronic resources file (ELEC). This is searchable as a separate file through the OPAC. We are continuing to explore issues of resource identification, description, and record maintenance through an Electronic Resources Access Task Force. Cross-divisional process issues continue to be the more interesting problems to resolve.
    • We are creating a new position for Visual Resources/Metadata Special Projects. This position will focus initially on the visual resources project described above under the CORC project, but will also provide a focal point to move ahead with a variety of new descriptive metadata projects. Acquisitions is continuing to be severely impacted by the University's implementation of PeopleSoft. The time required to process invoices has greatly increased in conjunction with a major increase in the amount of time it takes the University to process payments. We are continuing to seek ways of working within the new system, provide timely service to the university community, and get our vendors paid in a timely fashion. While we are probably impacted less severely than other operations in the University (since we have our internal system for placing and tracking orders), the process has been stressful for staff. I'm quite happy we aren't implementing a new LMS at the same time!

    • This spring, we will begin an evaluation / selection process of surveying the current LMS offerings for a replacement for our NOTIS system. We are installing a new mainframe to provide Y2K compliant operating system support for NOTIS and will continue to stay current on new LMS releases until an appropriate replacement is selected.
    • We have implemented the latest version of WebZ (4.1) as a front-end to our NOTIS system. The character-based OPAC continues to be supported as well. WebZ provides Z39.50 connectivity to our own catalog, other campus library catalogs, selected Michigan catalogs, and catalogs of the CIC. Both individual database and broadcast searching is supported. Additional features include direct links to full-text materials and patron-initiated ILL requests.
    • We are continuing to evaluate the results of the CIC Z39.50 survey for action items in either Systems or Cataloging to improve access.
    • We are in the process of replacing approximately one third (about 280 machines) of our installed PC/Mac workstations in order to meet Y2K compliance requirements.

    • We have formally implemented a mass deacidification program for selected materials with Preservation Technologies, Inc. Preservation staff continue to be pleased with PTI's services and response from Public Services staff to the processed materials continues to be favorable. We are currently developing a process to target particular collections or types of materials for deacidification processing.
    • In cooperation with the Digital Library Production Services group, Preservation has put in place a program for the retrospective conversion to digital format of (primarily) brittle titles in the collections. This service is provided on-demand and on a project basis using both in-house and vendored capabilities. In addition to providing scanned images, the text is OCR'd to provide full-text searching of the contents.

    • Construction of the first phase of the addition to our remote shelving facility will be complete this month. We will be moving materials from our interim facility in early February. Funding has been secured to complete the facility which should be done by the end of 1999. This should give us about 8 years additional storage at the current rate of transfer. We hope to add a request feature to the web-version of the OPAC to allow online requests for retrieval and delivery to other campus libraries for pickup by patrons by this summer.
    • We are working with both Public Health and Engineering to provide article delivery services for distance education graduate students. While the programs are in place, the next step is providing the capability of accepting credit card payments via a secured web server.
    • Space was renovated in the Hatcher Library to move our MITS service out of the ILL/FAST offices. This has allowed ILL/FAST staff to each have their own workstations rather than sharing 2-to-a-desk. Productivity and staff morale have both increased.
    • We are continuing work with OCLC on the CIC Virtual Electronic Library project to develop a distributed ILL/DR server system. Several testing milestones have been completed with acceptance testing scheduled to begin in June. If all goes well, we should be in production in August.
Beth Forrest Warner
Associate Director for Technical, Access, and Systems Services (Interim)
818 Hatcher Library
University of Michigan
Ann Arbor, MI 48109-1205
(734) 764-9356 / voice

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From: "Barbara A. Stelmasik"

    MnLINK and System X groups are working on contract negotiations, as well as governance and migration issues. A preliminary version of the Gateway to MnLINK is posted for review at

    Work continues on the Minnesota Library Access Center (MLAC). The projected occupancy date is fall of 1999. For additional information, and photos of the huge underground caverns see . Special Collections and Archival curators are busy planning and preparing materials for the move to the Center and technical services has dedicated some staff hours to creating records for archival collections as part of this effort. MINITEX will also move to MLAC and is preparing for the move, and for the management of the access portion of the facility, where materials from all over the state will be stored.

    Walter Library, which currently houses the Science and Engineering Library, various stored humanities and social sciences collections and many of the special and archival collections, must be vacated by next fall. Once the building is remodeled, the Science and Engineering library will occupy half the building, with the rest of the space devoted to a Digital Technology Center. In preparation for this, most of the Education and Psychology materials and Social Work materials were moved during two weeks in December. Location information and subscription information was changed on a total of approximately 68,000 records. This level of speed and quantity of record update was possible through the use of Visual Basic macros. (We recently trained a technical services staff member in Visual Basic and we have seen considerable benefit from this.)

    We have increased our use of collection level records as we explore ways to gain bibliographic and item level control of uncataloged materials which need to be relocated in the various collection moves.

    The University Film and Video Center was closed this summer. Approximately 2,000 of the most heavily used videos were cataloged in a very short time frame. About 8,000 titles remain in storage for conversion or deaccessioning at a later date.

    A 6 month pilot project to receive shelf-ready materials from YBP started in late fall. Fine tuning is still underway, but the project has been largely successful to date. As part of this pilot all acquisitions staff were trained to place orders directly on GOBI.

    We started purchase of Table of Contents records from BNA and loaded our first batch of records in January.

    We will participate in the OCLC's CORC Project. A project team has met once and developed a short list of possible projects.

    Our Serials Cataloging Coordinator is participating in a state multi-agency collaboration aimed at improving public access to environmental and natural resources data and information. The focus of the project is to develop search tools and strategies that are intuitive and easy to use from an information seeker's perspective. Project staff and agency participants will catalog a diversity of electronic information resources using Dublin Core metadata. These resources include web pages, PDF documents, and geographic data, and development of advanced search and retrieval techniques that integrate access to this information across agency web sites. A goal is to specify best practices for state environmental agency web sites. Information about the project is at . We hope that participation in this project will inform our own future efforts in using Dublin Core.

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

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From: Carton Rogers

Subject: Update From the University of Pennsylvania

Since our last meeting...

    Beginning with FY99, we consolidated our domestic trade approval plans with Yankee Book Peddler. At the same time we implemented PromptCat with YBP and OCLC. Although we have shied away from full shelf ready processing for a number of internal reasons, receiving the OCLC cataloging records in conjunction with the YBP shipments has resulted in a significant improvement in our processing time.

  2. BIBCO:
    Our experience with being a NACO library has been so positive that we are currently in the process of filling out the paperwork to become a BIBCO library.

    Completed the transfer of responsibilities for processing material for this 200,000 volume special collection from the Center to central Technical Services. The Center, located at 4th and Walnut Sts. in Philadelphia, became part of the University a couple of years ago with their library coming under the umbrella of the University Library system. Wejust recently completed the successful migration of 85,000 bibliographic records from the Center's aging ALEPH system to the University Library's Voyager OPAC. We're currrently searching for a Curator of Judaica Collections to coordinate collections and activities campus-wide in support of Jewish studies at Penn.

    The Head of our East Asia library, Karl Kahler, recently retired and we are in the process of doing a national search to try and find a replacement.

  5. RECON:
    We will begin receiving recon records from MARC Link in March. The contract we currently have in place is for the conversion of ca.140,000 records. If additional funding is made available we expect to convert another 140,000 records in FY00 with a final batch of 180,000 records to be done in FY01. We would then have all stack (non-RBC) collections converted.

    This past Summer we finally opened our remote, high density storage facility (which we hope some of you will get a chance to see while you're in Philadelphia). Over 165,000 volumes were moved from our previous storage facility and project staff are in the process of preparing them for the high density environment. At the same time, we're trying to move material out of our very crowded campus libraries. For that we have no project staff and are finding that maintaining these two processing flows is a real challenge. When this facility is finally filled it should hold nearly 2,000,000 volumes.

  7. MISC:
    Staff in the Library are also finding time to work on some very interesting Web projects which you can see by accessing the Library's home page. We are doing a pilot project with Oxford University Press making some of their new titles in history available in electronic form through the Web and through the OPAC. We are also doing some fascinating work with some of our special collections. Please take a look at what we've done with material from our extensive collection of Marion Anderson material.

    Phase Four of the Van Pelt/Dietrich Library Center renovation was completed this Fall. The main entrance and the public desks (Circ/Reference/Current Periodicals/Microforms) were repositioned and renovated. Many additional workstations and study spaces were added, as well. The response from users has been universally positive except for the columnist in the student newspaper who complained that we hadn't refurbished the rest rooms! There may be a lesson in that...

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From: "Sally Sinn"

Report from the National Agricultural Library, January 1999

    NAL is renovating its facilities because of a severe shortage of space for the collection, a need for more customer-friendly user areas and a desire to meet the new millennium with the most modern facilities possible. A new HVAC system is being installed at the same time the public services areas on the first floor will be renovated. Although most of the demolition and reconstruction are in the main lobby, reference, circulation and main reading room areas, nearly all staff in the library are affected by the need to alter existing spaces to create a temporary reading room and circulation desk during the first phase of the renovation. The entire project is expected to take approximately three years.

    NAL has been designated the site of the federally mandated Food Safety Research Information Office which will provide to the research community and the general public information on food safety research initiatives. In preparation for implementing the new program, Technical Services Division is evaluating the collection resources in food safety, filling any critical gaps and identifying relevant web sites to be described and linked through the OPAC..

    In September 1998, NAL officially announced free World Wide Web access to AGRICOLA, the library's database of 3.5 million records of agricultural information. The web site is . AGRICOLA on the Internet uses the VTLS web gateway for searching citations to books, journals, audiovisuals and electronic resources, as well as the entire database of indexed citations to the journal literature. in FY 1997 compared with the previous fiscal year.

    In order to decrease the backlog of serial titles awaiting cataloging, NAL has implemented revised policies for cataloging treatment of foreign language serial titles. All foreign language serials and English language serials that are not currently received will be given minimal level cataloging. Currently received English language serials, including USDA publications will continue to receive CONSER full-level treatment. NAL is a member of the national Program Cooperative Cataloging and participates in the CONSER, BIBCO and NACO programs of the PCC.

    To assist document delivery staff in retrieving requested materials, all in-process serial titles awaiting cataloging were assigned call numbers and shelved with the cataloged titles in the collection. Access to the relocated in-process titles is through the temporary bibliographic record in the catalog. Once the in-process titles were all cataloged or relocated to the stacks, new throughput goals were implemented for full level serials cataloging. The goal is to complete the cataloging and review of all titles within 5 working days.

    NAL has established procedures for the digital conversion of USDA embrittled-paper publications and converted collections of USDA paper publications to preservation-quality digital format. More than 24,000 pages have been converted, creating the first publications in NAL's digital archive collection. NAL is putting these images on the Internet.

    IBIDS, the International Bibliographic Information on Dietary Supplements, database on the Internet was unveiled to the public by NAL and the National Institutes of Health in January 1999. The site ( contains citations to international scientific literature on dietary supplements from 1986 to the present.


    Sally Sinn
    Associate Director, Technical Services Division
    National Agricultural Library
    Beltsville, MD 20705
    Phone: 301-504-7294
    Fax: 301-504-6951

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From: "Duane Arenales"

    As a Federal Reinvention Laboratory under the National Performance Review, the National Library of Medicine (NLM), is undergoing a transition from its mainframe legacy systems to a more modern client/server environment.

    As part of this effort, NLM selected Voyager as the Library's new integrated library system to support its basic library functions. Voyager replaces a number of internal custom-built systems developed at NLM over the last 25 years. Numerous other NLM applications, including DOCLINE and SERHOLD and the creation of journal article citations for MEDLINE will rely on the bibliographic data in the Voyager ILS.

    On November 30, 1998 the first phase of the ILS implementation began with the release of the beta version of Voyager 98.1 for use by NLM staff for cataloging and acquisitions work. Over the next few months, additional modules will be implemented. We expect to have the WEB-based OPAC available for public use in early 1999.

    NLM staff have been working with Endeavor to add new features to the product, including a binding module and enhancements to the closed stack request module and serials processing to meet NLM's internal processing requirements.

    As a library which has always built its own custom-built systems, moving to a commercial library system is a big change with trade-offs for NLM. In addition to the more modern client/server technology used by Voyager, the library will gain some functionality such as EDI processing and hot links to the Web from the OPAC, which would have difficult, if not impossible to achieve with our old systems. On the downside, we have to adjust to working with a system that is not under our direct design control.

    As Roxanne reported for Northwestern, Voyager implementation has dominated the lives of TSD staff over the past few months. On the whole, data conversion, including the conversion of vendor records and order records for monographs, went smoothly. However even a smooth conversion and initial implementation meant several weeks lost production time. A processing backlog has built up and continues to grow as staff learn to use the new system.

    Like Northwestern, we find that "normal" day to day technical services work takes longer, and we too are employing some temporary additional staff. Finally I have to whole heartedly agree with Roxanne that setting up to do predictive check in for serials is a truly monumental task!

    Beginning with January 25, 1999, NLM expanded its core level cataloging to CIPs and English language print monographs cataloged in-house. In February of this year, Cataloging will start core level cataloging for serials contributed to CONSER and all English language serials. All audiovisuals and sound records have been cataloged at the core level since early 1998.

    With the implementation of the Voyager, the Cataloging Section adopted NLM Indexing practices for subject heading content & structure. The principal reasons for these changes were:
    1. to facilitate cross file searching;
    2. to simplify searcher training;
    3. to enhance retrieval by using the same terms with like results for articles, books, nonprint materials, electronic resources, etc.; and
    4. to integrate cataloging and indexing subject analysis practices.

    Based on the MeSH structure and the way it is implemented by Indexing, Cataloging will no longer use the traditional heading string. Instead the subject matter will be expressed by a main heading or main heading and topical subheading combinations. Geographic relationships, bibliographic format, and language are no longer part of the main heading or main and topical subheading. The headings relating to the first two are carried in the appropriate MARC field (651 geographic and 655 genre). Language is no longer used to qualify a subject since it is contained in the record.

    For subscribers to NLM's bibliographic database the heading string will be reconstructed in output for distribution.

    CATLINE and AVLINE, NLM's MEDLARS bibliographic databases, were last updated October 15, 1998, and the last distribution of records to subscribers occurred on October 16. Records were then pulled from both databases and merged for conversion to Voyager. The anticipated start-up date of record distribution from Voyager is mid March 1999. Public access to the old CATLINE and AVLINE files will cease when the Voyager WEB OPAC is brought up early this year.

    SERHOLD, the National Biomedical Holdings Database, supports automatic routing of requests through DOCLINE, NLM's online interlibrary loan system. The Library is in the process of developing a new web-based DOCLINE/SERHOLD system for implementation later this year.

    The goals of next generation SERHOLD are to provide holdings data to support routing of ILL transactions, to improve the quality and timeliness of holdings data by empowering all SERHOLD participants to view and maintain data online, to facilitate the exchange of data by conforming to national standards (USMARC, ANSI/NISO Z39.71-199X), and to provide SERHOLD services and products in a resource effective manner.

    Testing is scheduled to begin in March. We hope to demonstrate parts of the new system at the Medical Library Association meeting in May and to put the system into production about July 1.

    After 18 years as head of the Serial Records Section, Bill Willmering will retire at the end of March. During his time at NLM, Bill has led many of the projects to improve processing and the automated systems which support serial records. His expertise will be missed. We are starting immediately to recruit a new department head, and I will send a job description to the Big Heads list.

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    Carol Mandel, Deputy Librarian at Columbia University, has been appointed Dean of NYU Libraries and will be joining us in mid-April. Many of us on Big Heads have worked with Carol over the years, so you know how pleased and excited NYU is to have Carol as our new leader.

    Linda Lerman, formerly Program Officer with RLG, will join us as Head of Acquisitions on April 1. Previous to RLG, Linda had served in various technical and collection services positions at Yale and specialized libraries.

    Our five-year inventory project is turning up a number of missing titles. We are finding the re-ordering process very labor intensive, but have had a lot of luck with Bibliofind.

    We have installed Geac's Z39.50 cataloging software at a satellite library at Villa La Pietra in Florence. The Villa, bequeathed to NYU by Sir Harold Acton, contains his personal library and papers. A contracted staff uses the software to add holdings to BobCat, our online catalog. Non-BobCat hits are searched against RLIN, retrieved and edited and then ftp'd to BobCat daily. With the Z39.50 software we have overcome the time-difference hurdle and are making rapid progress toward completing the project.

  5. BIBCO.
    This month we became the 34th member of BIBCO. At this point Full-level records will continue to be our default for currently received materials, but we are thinking about applying the core level for selected backlogs and formats.

    We are closer to loading our entire database into OCLC. Location mapping for our consortium and branch libraries is nearly completed and we have finished the ftp of our records to OCLC. We are still struggling to determine the cost-effectiveness of using both databases for copy.

    We are well into our second year of a Mellon Foundation-funded project to assist in the management and processing of the Society's collections. Thirteen staff have been hired to catalog book, manuscript, and print materials. We are in the process of selecting a vendor to convert about 125,000 N-YHS manual records.

    We continue to use Marcadia as a semi-annual automated searching of our backlog. The searches are turning up good copy for approximately 35% of the 7-8,000 titles submitted. We use the paper reports of the "no-hits" to manually search the hold against OCLC, saving us from retrieving the books.

Arno Kastner
Director of Technical Services
Bobst Library
New York University
70 Washington Square South
New York, NY 10012

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From: Roxanne Sellberg

What is happening at Northwestern?

  • Dear Big Heads fellows: Here is the news from Northwestern.

      As was the case last time I reported, Voyager implementation has been dominating the energies of my staff and me for the last six months. We did accomplish the initial implementation of the system in August, as planned. The data migration from NOTIS happened, we configured the new system, and we began using all modules at all libraries on the same day. Although not everything worked perfectly, it all worked well enough to declare victory. The Library, the computing center, the NU administration and the Endeavor Company were very proud. It will probably surprise none of you that, after this auspicious beginning, Northwestern is still experiencing birth agonies almost six months later. On the technical services side we are wrestling hard with two big, implementation-related problems.

      First, we lost the equivalent of several weeks production in acquisitions and cataloging during the implementation itself. This was to be expected. Unfortunately we have not been able to make any headway against the backlogs that were created during that time. In fact, we are continuing to grow backlogs of high priority work, including new monographic orders and copy cataloging of new monographs. What we consider normal day-to-day technical services work simply takes longer with the new system. And, we don't any longer have the benefit of some of the time-saving software Gary Strawn had designed to work with NOTIS. In order to reverse the trend or at least stem the tide, we are trying to employ some additional staff, at least temporarily. In the longer term, we will need to change the way we work more fundamentally to take advantage of Voyager's strengths, such as EDI. We also hope to create other automated systems which supplement Voyager. For instance, Gary has already created a separate system for spine labeling which uses Voyager database information but not the Voyager software for creating the labels.

      Second, we have not yet been able to take advantage of Voyager's serials control features. In order to set the system up to do predictive check in and claiming of active serials, we need to create Voyager purchase orders and subscription patterns for them. This is proving to be a monumental project which will require huge amounts of skilled staff time for as far into the future as we can see. At some point we will get this startup work done for enough titles that we we will start to see the benefits of the new system. At this point, however, this serials startup work is simply taking staff time away from cataloging and acquisitions production work.

      Northwestern University Technical Services is also undergoing a reorganization. We are administratively combining monographic acquisitions and monographic copy cataloging functions to form a new Department, called Monographic Acquisitions and Rapid Cataloging (MARC). We will also have a Serials Department where serials acquisitions, control and cataloging will take place, and which will have a strong role to play in electronic collection building and management. The third department in Technical Services, the Catalog Department, will continue to be responsible for original monographs cataloging, authority control, catalog maintenance,shelf preparation, etc. Although we feel the new organization will serve us well in the future, the changes are not directly related to the implementation of the new library management system. It is being done right now because our Head of Serials and Acquisitions Services Department left us this fall. We needed to go ahead and make the organizational changes that we knew were in our future, so we could recruit a new department head using the job description we wanted for the future.

      The librarian we are seeking will be Head of the Serials Department and Coordinator of Acquisitions. I will be sending a job description to the Big Heads list, and I hope you will alert and/or nominate qualified librarians.

      The Head will lead the Serials Department, and coordinate acquisitions activities taking place in both the Serials Department and the MARC Department. Responsibilities will include supervision of the Serials staff; monitoring book and serials expenditures; coordination of blanket order and approval programs; vendor selection, negotiation, and evaluation; managing licenses for electronic resources. The Head will play an important leadership role throughout the Library, working especially closely with the Head of the MARC Department, the Head of the Business and Finance Department, and the AUL for Collection Management.

      Looking forward to seeing you next week.
      Roxanne Sellberg Assistant University Librarian for Technical Services
      Northwestern University Library
      1935 Sheridan Road
      Evanston IL 60208
      tel: (847)467-5359
      fax: (847)491-8306

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    From: Carol Diedrichs

    The Ohio State University Libraries
    January, 1999

      The search committee for the Director of Libraries has been formed. Ads began appearing online and in print publications in January.

      With Carol Diedrichs' appointment as Assistant Director for Technical Services and Liaison to the Regional Campus Libraries, a reorganization plan for technical services was developed. Good progress has been made since December in realigning from three large departments into five smaller departments: Monographs, Serials/Electronic Products, Cataloging, Special Collections Cataloging and Technical Services Accounting and Administration. As a result, two librarian positions have been advertised: Serials Coordinator reporting to the Head, Serials/Electronic Resources; and Non-Roman Cataloging Coordinator reporting to the Head, Cataloging Department.

      The OhioLINK Approval Plan Project signed a contract with Yankee Book Peddler this fall to serve as the vendor for the statewide plan. OSU moved our English language approval plan to YBP on January 1, 1999. We have also implemented the YBP GOBI system for transfer of orders between YBP and our III system. We also implemented PromptCat with the new plan. Many of the major universities in OhioLINK are implementing the plan in the first stages including University of Cincinnati, Ohio University, Bowling Green State University, Oberlin and University of Akron. We are very excited about this project.

      After initial implementation, OSU plans to implement GOBI for order request and selection by our collection managers. The OhioLINK view of the system will allow them to see what their colleagues around the state are doing and, we hope, make better informed decisions on marginal titles.

      BOOKS Our goal of completing processing of these last titles by the end of 1998 was thwarted by the TALX announcement of the closing of their library services operation. We currently have 40,000 cards on hand which still need conversion. They are heavily non-Roman language titles and unlikely to have successful matches in OCLC. We are planning to complete these in-house.

      MICROFORMS Good progress has been made on the approximately 125,526 records for major microform sets purchased on our behalf by OhioLINK. The work to get these titles ready for circulation is progressing. For the titles which have already been made available to the public (locally and statewide), we have seen a substantial increase in loan requests particularly from our OhioLINK colleagues.

      We continue to use OCLC TechPro for Slavic materials and serials cataloging. We have just signed an agreement to extend our use of TechPro to Arabic and Hebrew materials. In addition, we are in discussions with the University of Kansas to outsource some Slavic cataloging to them through BCR.

      With the University's implementation of procurement cards and the advent of OP search engines on the Web, we have restructured our out-of-print and fulfillment activities to incorporate these services. In the past, we did little or no OP searching; now we regularly use the Web to successfully locate items which are out-of-print. We are also using the Web for titles reported as out-of-stock by vendors. Rather than doing automatic cancellations or leaving titles on order for long periods of time, we regularly search the Web and locate copies of titles which we have been unsuccessful in acquiring through vendors.

    7. CORC
      As a member of the CIC, we have committed to participation in OCLC's CORC Project for the cataloging of Internet resources. We are still exploring and investigating what our involvement will entail locally.

      OhioLINK continues to contract for full-text journals on our behalf. The usage of these titles (particularly those which we never owned before) has been remarkable. Also, in some cases, we have succeeded in negotiating below- market annual inflation increases which have stabilized the cost increases on some publisher lists. For technical services, the workload of identifying the titles we subscribe to by publisher in advance of contract negotiation, the building of order records for each electronic version of the title, and the subsequent accounting work for paying for these titles has increased significantly. We are also finding it difficult to continue to attribute costs on a title by title basis and are experimenting with various models to provide the needed collection management information.

    Carol Pitts Diedrichs
    Assistant Director for Technical Services and Liaison to the Regional Campus Libraries
    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

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    From: "Richard J. Schulz"

    Princeton Big Heads Report, January 1999

      Working feverishly through last summer we completed the migration and integration of our former Geac circulation database to/with our NOTIS cataloging database. We brought up NOTIS library-wide for circulation and reserve on schedule in September. The transition on the surface from the perspective of our patrons was thankfully very smooth belying the enormous complexity of the project and the effort that went into it. We have still not been able to secure adequate space on the university mainframe to port cataloging operations there and so continue to be caught in a situation requiring inherently inefficient work-arounds to maintain data integrity. We expect this situation to be resolved in a couple of months allowing us to finally implement cataloging on our local system, which we would have done seven years ago were it not for the then contradictory plans for the mainframe of our Computing and Information Technology Department.

      Plans to move acquisitions and serial control off Geac have now come to the fore. However, where (i.e., to which system) and how (i.e., whether as a whole or in part) have not yet been decided. A number of scenarios at this stage are possible, including moving to NOTIS to complete data integration and temporize until a desirable client-server solution is available. We expect to be concentrating efforts on this front through the first half of 1999, initially reviewing the current status of systems which were of greatest interest to us as a result of a major evaluation effort conducted at ALA last summer.

      Recon production hit stride in October rising to a level of 65,000 to 75,000 records or more produced monthly by OCLC. After working through one data loading problem after another throughout the summer and fall of 1998, we were finally able to see the fruits of this labor in our own OPAC in December. Most of the data loading problems revolved around ensuring the overlay and replacement of the bibliographic segment of sub-standard circulation records migrated earlier from Geac as noted above. From the start of the production phase of the project in April 1998, through December 1998 slightly over 440,000 records have been converted with half of them overlaying Geac derived records. This represents slightly more than 30% of an estimated total of 1.4 million records to convert. At current production rates, we estimate that the project will be 95% complete by the end of 1999. This will be just in time to take full advantage of the anticipated new remote storage library.

      On January 20, 1999, Princeton Provost Jerry Ostriker, Columbia Provost Jonathan Cole, and NYPL President Paul LeClerc signed a formal letter of intent to create a partnership for the collaborative construction and operation of a modular, high-density storage library on the model of the Harvard Depository Library. The new facility will be located on Princeton's Forrestal campus. The three institutions will become charter members of a new storage consortium to be governed equally by the three partners. Three committees will get underway immediately to work out the details of the consortium's governance, and the storage library's construction and operating procedures. The initial round of construction will consist of three modules and a small processing center, with first priority for shelving books being granted to Columbia and NYPL, whose storage needs are even more pressing than ours. The consortium expects a total of at least nine, and perhaps as many as fifteen, modules to be built eventually each housing on the order of 2 to 2.5 million volumes.

      We continue to educate ourselves in the area of metadata, to engage in dialogue with local campus agencies producing new web based scholarly resources, and to look for opportunities to constructively and productively apply what metadata offers. Head of cataloging, Don Thornbury, and Technical Services "webmaster", Jim Weinheimer, will represent Princeton at OCLC's CORC program at ALA to determine whether there is a role for Princeton in this endeavor. Jim recently designed and offered a workshop which we required of all our professional catalogers to help raise their consciousness with respect to metadata issues and prepare them for effective participation in whatever project(s) we eventually decide to pursue. The workshop included the following components: a review of Windows and UNIX skills required for creating web pages; a hands-on session devoted to basic HTML coding and creation of a simple home page; exploration of the technical aspects of the Internet, the latest developments in Internet technology, and how this results in search and retrieval problems with Netscape and Explorer; a discussion of metadata, what it is and how it is currently being used today, and an in-depth look at the most popular version of metadata for library use -- the Dublin Core.

      Professional catalogers at Princeton continue to create NACO records for all names on original and member copy cataloging not already in NAF. NACO production has dropped off significantly since its peak 5 years ago, despite constant or increasing cataloging production, showing the effect of greater participation by other institutions. In the last year Princeton fell back to second place among member contributors of new and changed name headings, behind the British Library. We have begun small-scale contribution of series headings as well. Catalogers enter NACO records directly on OCLC, in "save" mode. The work is facilitated by constant data records and by copy/paste functions. The changeover from handwritten workforms input by dedicated staff was made in a matter of weeks last fall. Records are now clearer and easier to review before final production.

      Princeton has been a SACO participant for over 2 years, but is still only making a modest contribution in this area. Probably the most widely used of our subjects so far is "Euro" (the new currency, sh 98003388). BIBCO contribution is also somewhat modest with the production of just over 3000 PCC Full records since we joined last June. The chief impediment to achieving a greater level of contribution to BIBCO continues to be the inability to use the NAF as a Princeton series authority file, specifically not being able to indicate our local decision and treatment information for series where we may have historically diverged from the Library of Congress. Though we have historically always made the effort to conform to LC practice with regard to choice and form of series entry, and since becoming a NACO participant have also attempted to stay in conformity with regard to decision and treatment as well, the current BIBCO/NAF situation requires us to perform a two-search process to either establish or verify all series on new cataloging which we have determined is too much of a productivity drag for us to accommodate.

      NACO, SACO, BIBCO are more than ever integral parts of the cataloging environment, i.e. we have eliminated most of the vestiges of special staff, organization and/or handling associated with these aspects of what is now very much the cataloging routine at Princeton, emphasis on the word "routine." As noted above, catalogers now do their own online NACO production analogous to and integrated with their online cataloging production. The only formal allocation of staff to managing the process is 50% of one cataloger's time as Authorities Coordinator supported by an Authorities Committee with rotating membership among professional catalogers which oversees production and quality control. The Authorities Coordinator is also responsible for the Arabic NACO funnel project.

      A major managerial effort is under way to prepare the Library for new "pay-for-performance" standards and procedures which will go into effect in April 1999. This puts the salary advancement process for non-professional (unionized) staff on a merit basis for the first time. In fact, initially only part of the annual compensation for support staff will be based on merit as defined by the supervisor in the annual performance appraisal and part will continue to be awarded according to the old system without regard to performance. Workshops are being conducted by University Human Resources in cooperation with the Library's Staff Development Librarian to acclimate managers and staff to the new system and assist in objectifying the appraisal process through enhanced communication techniques and goal setting. In Technical Services we have begun to try to identify ways in which we can achieve these things in the context of our own department. This figures to be a lot of work in the upcoming year.

      Furthermore, I expect major changes in the department this year as we attempt to reorient our focus away from a function based and toward a process based organizational approach. My hope and intention is that this will be very much a "grass roots" effort involving wide spread staff participation with minimal direction provided by myself. The object is to position ourselves better to implement and take full advantage of a new integrated system and create efficiencies to allow reallocation of staff resources either within Technical Services or elsewhere if need be.

    -------------------------------------------------------------- Richard J. Schulz
    Associate University Librarian for Technical Services
    Princeton University Library
    One Washington Road Princeton, N.J. 08544-2098
    Phone: 609-258-5297
    Fax: 609-258-0441

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    From: Catherine Tierney

    Stanford Update
    January 25, 1999

      Reopening of the earthquake-damaged Green Library West this July necessitates total collection redeployment among our various main buildings, including our storage facility. Once-internal libraries now are integrated among the collections of "Green Library". The General Reference collection disperses to three "Centers". The Meyer general use collection (once was "undergraduate") is dispersed among storage and main collections. Off-site overflow storage returns. Thankfully, we expect record maintenance for location changes is needed for only 750,000 items, not all 2 million. (But virtually every book will be shelved in a different space than it is now.) Planning and projecting costs for these changes has consumed us. Taking advantage of our local system APIs to run batch loc changes has made this much easier than it otherwise would have been.

      We are not investing in making Socrates I (original, character-based union catalog) Y2K compliant; however, this requires that the Unicorn-based Socrates II web catalog fill the role of union catalog. To that end we must migrate to the Unicorn database records for sources not currently covered by Unicorn file: East Asia Library, Hoover and SUL archives, and technical reports. We will provide a character-based interface to Unicorn as well for those Stanford users who cannot use the web version.

      For fiscal 97/98, 35% of incoming monographs were from our 3 participating EDI vendors, including 20% that were fully shelfready from YBP. In summer, EDI payments piece was turned on so that now invoices are automatically built and ready for final OK. There remains lots of work to further develop incoming data validation, exception handling, and other parts of the processes. Casalini runs smoothest; YBP is pretty good, but still needs close attention; Harrassowitz is in throes of new system implementation (we're sympathetic) so there are more difficulties here. There are still enough bibliographic oddities that we're not ready to get books shipped directly to our branches. Nevertheless, we're pleased by the time savings in Receiving and Payments.

      Though the site once earmarked for the TS building is no longer an option, the University continues with its interest in moving many functions, including TS, to space outside of the central campus area. I continue to be interested in how colleagues are planning for these realities.

      All TS staff had ergonomic evaluations of their work spaces, which resulted in investments in miscellaneous items (e.g., track balls), but mostly in better chairs.

    6. NACO, BIBCO.
      All catalogers and support staff doing derived cataloging have been trained in all NACO headings and in BIBCO for books. Recently we did quality control test to measure ourselves against PCC's NACO standard of not more than 10% errors. We were (just) below 10% and identified a few people and areas for retraining. Sixty-five (65) percent of cataloging is BIBCO core or full. Our default standard remains BIBCO full.

      Serials check-in alpha testing has gone quite well. (Did you know we still use 3x5 cards for serials check-in?) We target for June-ish to start serials conversion and online check- in. Sirsi now allows libraries to purchase a license for a test system which is as large as their production systems. We put a complete copy of production on another machine and test transaction impacts (opac and others), new policies, new dataloads from there.

    Catherine Tierney
    Asst. Univ. Librarian for Technical Services
    Stanford University Libraries
    Stanford, CA 94305-6004
    650.723.2015 (voice)
    650.725.4902 (fax)

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    From: Sue Phillips

    From The University of Texas at Austin --

      Several digital collections are waiting in the wings to be put into production over the next few months. The Robert Runyon South Texas Border Collection of 8,200 images, our LC Ameritech Digital Library project, is complete and awaiting release by the Library of Congress. Two other collections, photographs of K-12 educational facilities in South Texas and New Mexico as well as maps of Texas counties, have been digitized and metadata is currently being created. UT Austin will be participating in the CORC project with upcoming digital collections.

      On Feb. 12, an online version of the Handbook of Texas, a six volume set published in 1996 by the Texas State Historical Association, will be announced. The General Libraries is supporting the technical infrastructure, with the editorial control residing with the Association. Thanks to foundation support, this resource will be freely available to all.

      Given preliminary indications of support from the Texas Telecommunication Infrastructure Fund, staff from the UT Austin General Libraries and Humanities Research Center, working with the Texas State Library, are preparing a multi-stage proposal to convert archival finding aids to EAD standards throughout Texas libraries. The initial phase would convert those finding aids held by Texas ARL libraries.

      Responsibility for the University of Texas System Digital Library and TexShare electronic services continue to reside with the General Libraries. Our committment of staff resources to statewide cooperative projects of all types remains strong.

      The General Libraries accepted responsibility for an international census collection from the Population Research Center. This collection, which includes approximately 30,000 volumes, contains 85% of the world's censuses and represents 220 countries. The collection will be cataloged through OCLC by existing staff and shelved in the main library.

    3. RECON
      Retrospective conversion continues. Shelflist measurement indicates that less that 250,000 titles remain to be converted, including older materials classified in Dewey, Middle Eastern language collections, microforms, a textbook collection and some audio-visual materials.

      Use of OCLC PromptCat has been tabled for the time being. We had experimented using this service with Yankee and Blackwells. Since we have so many variable end processing routines as well as complexities within our local system, this service ended up taking more staff time than saving it.

      Melissa McAfee, our new Collections Conservation Librarian, began in Sept. She came to us from American University in Cairo. Cathy Aster, the previous Collections Conservation Librarian, took a position at the Hoover Institute.

    Sue Phillips, Associate Director for Technical and Networked Services
    General Libraries, University of Texas at Austin
    Austin, Texas 78713-8916
    FAX: 512/495-4347

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    From: Richard Reeb

      Last fall the University of Wisconsin System completed negotiations with Endeavor for the installation of the Voyager system in each of the UW campus libraries. The timeline is to complete the migration from NOTIS by the end of this calendar year. Since we determined that the optimum time for scheduling the UW-Madison implementation is between fiscal years, a significant amount of our staff resources will be devoted over the next six to nine months on migrating the database (bibliographic, holdings, and open orders) to Voyager, and redesigning processes to work within and take advantage of the new system^s capabilities. It is our number one priority for 1999.

      If we can maintain the current production level (9,000 titles/month) of our in-house retrospective conversion project, we should complete our LC classified collections by January 2001. The current focus of the project conversion team are our main (graduate) humanities and social sciences collection and the East Asian collection. After that milestone is reached, we are still faced with converting about 300,000 titles cataloged in the Cutter classification, the call number system employed prior to the adoption of LC.

    3. BIBCO
      After being a member of NACO for almost 20 years, we decided this year, finally, to join the BIBCO program. The impact on our output has been minimal, as we anticipated, and this new membership status restores our ability to enhance PCC records in OCLC.

      On December 1 Karl Debus joined the staff of Central Technical Services as our Acquisitions Coordinator. We are already benefiting from his acquisitions experience at two federal libraries, NLM and NAL, as well as his most recent position at the Executive Office of the President Library.

      In response to interest on the part of our selectors in having the ability to make purchases, particularly with online vendors, by use of the credit card, we have recently established a pilot project for developing and testing out procedures for payment by procurement card. Parameters have been set for limiting its use, and the results of our study will be discussed with campus auditors to ensure that our recordkeeping meets their expectations.

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    From: Joan Swanekamp

    Update from Yale University

      The search for an Associate University Librarian concluded without recommending a candidate for the position. The revised description will be posted this month. Technical Services continues to be managed by the Technical Services Management Group. Joan Swanekamp continues to represent the Group on the Library Management Team.

      In November, Yale completed construction of its off-campus Library Shelving Facility, located in Hamden, Connecticut, four miles from the New Haven campus. The first module of the facility will hold 2.5 million volumes when full. Environmental conditions are held steady year round at 50 degrees Fahrenheit and 30 percent Relative Humidity.

      In the course of the past six months, technical services librarians and department heads have participated in a variety of working groups that have established selection, processing workflow, and preservation procedures for the new facility. Of particular concern to the technical services program has been the process to identify new acquisitions that may be targeted for immediate shelving off-campus; procedures for ensuring the integrity, accuracy, and appropriateness of the bibliographic records for transferred materials; and procedures for ensuring that fragile items are not damaged during processing from the home library, transfer to the LSF, and processing into the LSF. The Library Shelving Facility may be unique in the United States in one important aspect: every item transferred to LSF is cleaned at the point of receipt and prior to final processing into the facility. This procedure was instituted, along with rigorous custodial maintenance of the facility itself, to help insure that the shelving module remains relatively dust-free in the coming decades.

      A major retrospective conversion project is now underway and the Library expects to complete conversion of approximately 2.8 million records by the end of 2001.

      Work continues toward our goal of normalizing the flow of materials between acquisitions, the curatorial units and the catalog department.

      We are now close to completing the initial implementation phase of OCLC's Authority Control Service.

      An electronic resources cataloging committee has been appointed to address the wide range of issues associated with electronic resources. They will be working with the Service Quality Improvement Council to address the question of how to assess our effectiveness in dealing with these resources. We have also signed on as a participant in OCLC's CORC project.

      In the Acquisitions Department, work continues on the migration to the Oracle accounting system. Testing is ongoing for transmitting via ftp invoice batch files out of NOTIS and into Oracle.

      Vickie Seymour, Acquisition Department Head, is also serving as Interim Director of Social Sciences Library and Information Services.

      The Preservation Department at Yale emerged from three years of Sterling Memorial Library renovation and construction intact administratively but in possession of a smaller piece of SML real estate. In the past six months, the department completed the elimination of its long-standing preservation processing backlog and relocated programs out of the way of the new Music Library construction (including running its rare book conservation program in exile in the basement for nearly a year).

      Augmenting resources to support the treatment or rare and general circulating collections remains a high priority. The Beinecke Rare Book and Manuscript Library funded two new conservation technician positions in the Conservation Program. A programmatic shift in the way pamphlet binding activities are carried out in the Collections Care Program freed 1.5 FTE conservation technicians to increase the attention given to the repair of circulating collections. The NEH brittle books preservation program is also giving renewed attention to protecting the integrity of microfilmed volumes; less than five percent of microfilmed British History materials are withdrawn after filming .

      New Preservation initiatives begun in the department since the ALA annual meeting include the development of a comprehensive Sterling stack maintenance program and initial commitments to undertake the mass deacidification of acidic but not-yet-brittle collections. The stack maintenance program largely centers on cleaning books and shelves following the stack tower renovation. The department has launched a systematic, eight-year program to completely clean the contents of main library on campus that presently holds about 4.5 million volumes. Resources permitting, the maintenance program will also tackle pervasive but low-level collections maintenance problems, including the replacement of brittle pamphlet boxes, and simple spine cloth repairs, enclosures for individual brittle pamphlets.

      Beginning this spring, Yale will begin making weekly shipments to Preservation Technologies, Inc., in Pittsburgh, which is the firm that holds the franchise for the BookKeeper mass deacidification technology. The scope of the program will initially be small but is designed to scale up as resources become available. In the past six months, Preservation Department staff conducted comparative tests of the two major competing deacidification processes, established selection criteria, and began contract negotiations.

    6. SYSTEMS
      The Library, recognizing the gap between our ambitious agenda and our resources undertook an exercise to reallocate 1% of our operating budget toward new initiatives. This year much of those funds were directed toward the funding of two additional systems staff positions. In addition, we agreed to add another systems position funded from a mix of project funds (on spec).

      The Library Systems Steering Committee appointed a new Digital Imaging Infrastructure Subcommittee to consider issues of metadata, technical infrastructure, and service standards with specific attention to the three-year Imaging America project.

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  • Data Distribution
    In March, after a hiatus of five months for ILS implementation, NLM began distribution of MARC bibliographic records from Voyager. The first group contained over 11,000 new and maintained records in all formats, including nearly 3000 serials. Records for print and non-print monographs and serials are now made available weekly to licensees for ftp in a single file, CATFILE.

    Subject headings in CATFILE are recombined for distribution in the conventional LCSH main heading, topical subheading, geographic and form subheading string rather than in the indexing like format now used in NLM's online file.

    NLM's CIP and authority record covering the same period were submitted to the Library of Congress (LC) and made available through LC's record distribution service.

    In April, NLM began distributing SERFILE, which replaces SERLINE, in MARC 21 format. The base file contained 110,000 serial records. SERFILE is now available for monthly ftp distribution.

  • Core Level Cataloging
    NLM has greatly expanded its use of core level cataloging. It now includes CIP, English language monographs, most serials, all audiovisuals and computer files. The impact of this change cannot be assessed at this time since more NACO level authority work is required than heretofore.

    SERHOLD, the National Biomedical Holdings Database, supports automatic routing of requests through DOCLINE, NLM's online interlibrary loan system. The Library is in the process of developing a new web-based DOCLINE/SERHOLD system for implementation later this year.

    The goals of next generation SERHOLD are to provide holdings data to support routing of ILL transactions, to improve the quality and timeliness of holdings data by empowering all SERHOLD participants to view and maintain data online, to facilitate the exchange of data by conforming to national standards (USMARC, ANSI/NISO Z39.71-199X), and to provide SERHOLD services and products in a resource effective manner.

    The new system was previewed at the Medical Library Association meeting in May. NLM hopes to allow Regional Medical Libraries to test the new system in early Fall and to put the system into production by the end of the year.

    NLM's MeSH Section has produced a new MeSH browser to provide free Web access to the same detailed information available in the ELHILL MeSH file. It is designed to help locate descriptors of possible interest and to show the hierarchies in which the descriptors appear. Virtually complete MeSH records are available including scope notes, annotations, entry vocabulary, history notes and allowable qualifiers. The browser is available at

  • NLM Classification
    The NLM Classification, 5th edition rev. is scheduled to be published by the end of the year and will include additions and changes through 1999 MeSH.

  • MEDLINEplus
    Medlineplus, launched last October, is NLM's new website for consumer health information. It's growing every week and is getting great reviews. Try it out at
  • Staff News
    Betsy Humphreys is NLM's new Associate Director for Library Operations, replacing Lois Ann Colaianni who retired at the end of 1998. Bill Willmering, head of the Serial Records Section for almost 18 years, retired at the end of March. Two new technical service section heads have been appointed effective June 21. Dianne McCutcheon, who served as NLM's ILS Coordinator for the last two years, will head up the Serial Records Section. Patricia Bosma is the new head of the Selection and Acquisition Section. Formerly assistant head and recently interim head, she replaces Brenda Swanson. Principal catalog Wen-Min Kao also retired in February. Her position will not be filled at this time.

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