ALCTS Technical Services Directors of Large Research Libraries Discussion Group

2002 Annual Conference (Atlanta, GA)
June 14, 2002

Appendix to Minutes of Meeting:

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

These reports were distributed over the Big Heads electronic discussion list in the weeks prior to the Atlanta, GA annual conference in June 2002.

For the minutes of the Big Heads meeting at Atlanta, click on

This compilation was prepared by Judith Hopkins, University at Buffalo



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


Round Robin Update, June 2002
From: Amanda Barone (

Berkeley Big Heads Round Robin Report
May 24, 2002

  1. Staffing Update

    Effective March 1st, 2002, Lee Leighton, formerly AUL for Technical Services, assumed the position of Acting Director of Library Human Resources for one year. During this period, Lee will be actively involved with recruitment activities for a new Library HR director. While Lee is handling LHRD, Armanda Barone will be stepping in as Acting AUL for Technical Services for the next year.

    Allan Ritch, AUL for Collections, retired on March 8th. A screening committee has begun the work of finding a new AUL for Collections in a nation-wide search. Until the position is filled, the Library has divided up this AUL’s responsibilities in the foll owing way:

    Patty Iannuzzi, AUL and Director, Doe/Moffitt, has taken over Collections.

    For the units that reported directly to AUL Ritch, the following interim structure has been created:

    Preservation reports to Bernie Hurley (Director, Library Techologies) Arts & Humanities and Social Sciences libraries report to Isabel Stirling, AUL and Director, Public Services.

    Because AUL Stirling also supervises seven science libraries, Kathryn Wayne (Head, Art History/Classics and Chair, Arts/Humanities Council) has been appointed to assist with management of the Arts/Humanities libraries. Barbara Glendenning (Head, Education /Psychology Library and Chair, Social Sciences Council) has been appointed to assist with management of the social sciences libraries.

  2. Vacancies

    Posting for Germanic Cataloger ( and Serials/Electronic Cataloger ( (both librarian positions) are available via our Library web. This is the second post ing for the Germanic and the third for the Serials/Electronic. Also, we have a posting for a Library Assistant V Arabic/Persian Cataloger ( and are in the process of beginning interviews. Our Slavic Cataloger (also a LA V) resigned April 30th for an academic appointment, so we have begun recruitment for this position.

  3. Workshops at UCBM

    April 22nd, 2002 – Diane Hillman from Cornell University came out to do an overview of the MARC21 Holdings Format for staff from Technical Services, Library Systems and the Northern Regional Library Facility. The workshop provided staff with a background on the format and things to think about if and when we need to implement.

    On June 7th, 2002 the California Library Association and OCLC co-sponsored an SCCTP workshop on electronic serials cataloging which took place in the UC Berkeley Library. Same workshop will also take place in Southern California at National University in San Diego on June 27th, 2002.

    We tentatively have planned sometime this fall to have LC provide us with NACO series training for all our catalogers who have NACO training.

  4. Academic Book Center E-Link process

    We expanded our original 2-location pilot test for firm orders to include the remaining subject specialty libraries, as well as approval orders.

  5. Electronic resources workload

    The continual increase in workload due to electronic resources continues. The increase in titles, both from the California Digital Library and other sources, is increasing the ordering, cataloging and payment workload in Technical Services. We hired a lib rarian about a year ago as an electronic resources librarian as a means of tying all the areas together. Now that this person will be going on maternity leave, the Library is looking at the position and workflows again in an effort to see what might be th e best scenario. One option we’re thinking of is having two people involved, one to handle the technical services issues/workflows and the other to handle the collection/public service issues/workflows.

  6. The UC Berkeley Library was a recipient of $255,376 from the UC Resource Sharing Program (via the largess of the UC University Librarians), to fund Melvyl Record Improvement Projects. Technical Services was awarded $188,155 to fund the following projects:
    • Upgrade of 88,600 low level serial records in Melvyl to improve record merging and patron search retrieval
    • Identify and link analytic records to their parent set records
    • Provide accurate holdings notes in monographic and serial records

Submitted by: Armanda Barone

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

Columbia University Report

ALA Annual Meeting 2002
ALCTS Technical Services Directors of Large Research Libraries Group

Staffing and Organization:  In February, I assumed direction of both Bibliographic Control and Library Systems, though the two remain separate divisions.  We are currently recruiting for the position of Associate University Librarian for Collections.  In the coming months, we will be reorganizing the Libraries Digital Program into a separate division, combining several positions currently scattered in other divisions and creating some new positions.  We see the reorganization as offering improvements in consolidating core technological expertise and streamlining project management.  The new division will focus on projects and infrastructure development, while many related production activities (ordering, scanning, cataloging) will continue to take place in other units.

Integrated Library System.   We are currently in contract negotiations with Endeavor for Voyager.  Our expected implementation date is summer 2003.

Open URL Linking.  We have licensed the SFX software from Ex Libris and begun preparations for implementation.  We expect to have an initial implementation in July. 

E-journal Metadata.  We have completed a pilot project to have SerialsSolutions provide MARC catalog records for the contents of eight e-journal aggregators and packages.  Working with SerialsSolutions and with Jean Hirons of CONSER, we developed specifications for modifications to CONSER records to add general information about electronic access, plus links and holdings information for all electronic versions included in our subscription.  These records are batch-loaded into our OPAC, and then extracted to our Master Metadata File and used to publish Web listings.  In addition to the base file, SerialsSolutions is providing monthly updates of additions, deletions, and changes.

Remote Shelving.  The Research Collections and Preservation Consortium’s facility on the Princeton Forrestal campus opened in January. Columbia has transferred about half a million volumes (most coming from existing off-campus storage), sharing the load in with New York Public and Princeton.  We’ve implemented a locally-developed online request system with links from the OPAC, accommodating requests for both physical delivery and EDD (via Ariel.)

Web Content Management.  We have contracted for web content management software from Filenet (the software formerly available from e-Grail.)  We expect to begin implementation in July.  We see this as offering crucial improvements in the way we manage the creation, contribution, and maintenance of our public and staff web sites (which currently include some 20,000 pages and 10,000 pages respectively.) 

Unfilled Orders Procurement.  We are using Alibris to automatically supply books for orders that have remained unfilled for a defined period.  We send Alibris a monthly file of unfilled orders meeting specific criteria.  Alibris matches these against a profile (including price limits, acceptable condition, etc.) and supplies what they can subject to our online approval. 

Bob Wolven
Director of Bibliographic Control and Systems

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Round Robin Update, June 2002
From: Karen Calhoun (

Cornell University Library
ALA Summer 2002
Round Robin Report

Reorganization of Technical Services

Cornell's Central Technical Services (CTS) group has engaged in a process to position technical services staff as key players in the library's digital initiatives. In January of this year, the CTS organizational structure was adjusted to reflect several new priorities and to better integrate acquisitions and bibliographic control activities. Marty Kurth, formerly the head of cataloging, became head of a new unit--Metadata Services. Scott Wicks, formerly the Head of Acquisitions, now has a broader management role in CTS.  We have hired a new Head of Acquisitions--Xin Li--and David Banush joins CTS as Head of Bibliographic Control. Jim LeBlanc leads the Database Quality and Enrichment Group, which replaces and adds to the former Technical Services Support Unit.  We are curious to learn more about other metadata services units.

Digital Library Management System

Cornell has brought up its first digital collection--the Samuel J. May Anti-Slavery Collection--under ENCompass, which is a digital library management system being co-developed by Endeavor Information Systems and several partner libraries, including Cornell. To visit the May collection, please go to The May collection was organized and digitized by the Division of Rare and Manuscript Collections and the Department of Preservation and Conservation. Searching is supported by the beta release of ENCompass 2.0. Funding for the May Anti-Slavery Collection Project is provided by "Save America's Treasures," a public/private partnership between the White House Millennium Council and the National Trust for Historic Preservation, administered by the National Endowment for the Humanities. For more information about ENCompass project at Cornell, please visit Cornell's ENCompass Development Project site at

Access to Electronic Journals

In January we reported using brief records either purchased from SerialsSolutions or harvested from vendor sites to form the basis for supporting title-level access to several thousand e-journals we license through aggregator packages.  Now that we have loaded these records, we are facing the challenge to update and maintain all of our e-journal records loaded following different practices over the past decade.  We have charged a Library-wide group to study the current status of our e-journal records, to consider how best to support the users' e-journal searching needs with the resources and technology available to us, and to offer recommendations for a system-wide project to bring uniformity to our retrospective e-journal records.   We are eager to speak with any one who has mounted a similar project.

Vendor Services


    We've continued working with and sometimes pushing our materials vendors to add EDI processing efficiencies.  In addition to purchase orders, we now use EDI to process firm order invoices from Harrassowitz, Blackwell's, Yankee, and Academic Book Center.  Next stop: France, Italy, and Latin America.   We welcome any Voyager customers to join us in our efforts to encourage additional vendors to adopt EDI capabilities.


    We are loading MARC records supplied against approval plans and standing orders from Yankee, Harrassowitz, Casalini, and Russian Press Service and are finalizing workflows with Aux Amateurs de Livres and Iberbook.  Over half of the materials we receive through approval plans are accompanied by some form of data that facilitates batch loading of MARC records.  We are curious to learn if anyone has considered or is purchasing the "enhanced" records from Casalini that include LC classification and main subject headings?  If yes, what is your assessment of the accuracy of their classification and subject heading assignments?


    As the need to free up resources in technical services and collection development continues, Cornell is leveraging every opportunity to decrease the costs to acquire new library materials.  Our workflows indicate that using firm orders to acquire new materials is three to four times more expensive than acquiring new materials via approval plans.  This year will show a significant shift of materials from firm order to approval.   We wish to thank those of you who responded to our earlier call regarding the degree to which your institution employs approval plans to acquire new materials.

Karen Calhoun
Assistant University Librarian for Technical Services
107-D Olin Library
Cornell University
Ithaca NY 14853

Voice: 607-255-9915
Fax:     607-255-6110

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Round Robin Update, June 2002
From: Jeffrey Horrell (

Harvard Big Heads Round Robin Report

  1. With the exception of the public catalog and circulation, our current ILS will close on June 6th, and we plan to bring up the Aleph system (Ex Libris) on July 8, 2002. Massive amounts of planning have gone into the transition to provide alternate workflow and training for hundreds of staff. A variety of pre-implementation projects were undertaken, including the creation of serials pattern data where it was incomplete or non-existent.

  2. Within the Harvard College Library, we are continuing to examine the issues and future needs for technical services. Based on meetings with library heads, we plan to prepare recommendations for short and long-term needs and will determine if some of these can be accomplished by centralizing certain services. Because we are experiencing a great deal of planning on the University level with regard to space, it has become necessary to consider possibilities for the next decade.

  3. Harvard completed a one-year planning grant for the Mellon Foundation related to the technical and economic models for archiving electronic information. Dale Flecker, Associate Director of the University Library for Planning and Systems oversaw this planning. Our understanding is that Mellon has decided to proceed on two fronts. It has solicited a proposal from Stanford for further development of the LOCKSS model to address many of the important questions that have been raised about how to archive based on caching a sound long-term archive. The LOCKSS model will focus on “deliverable” versions of e-journal content, that is the HTML and PDF versions actually delivered today to e-journal users.

    The second Mellon initiative will focus on more powerful underlying e-journal content such as the SGML/XML documents that were the focus of the Harvard plan. This initiative will not be housed in a single library as was envisioned in the original Mellon program. Rather the aim will be to create a shared national archive, possibly allied with or modeled on JSTOR. This archive will likely follow the basic outline created in the Harvard planning process. Work is actively continuing on the creation of a shared common DTD for e-journal articles and “article-like” content. Inera Incorporated, Mulberry Technologies, Harvard, and the National Library of Medicine are cooperating on the creation of what we are now calling an “interchange” DTD intended for standardized communication of e-journal content between publishers and archives.

  4. This past February we organized a program entitled “Transforming Scholarly Communications” to raise awareness among the Harvard library community about the growing gap between the price of information and our ability to purchase it, particularly in regard to serials. Mary Case, Director of the Office of Scholarly Communications for ARL, was the keynote speaker and two Harvard faculty members (one from the Medical School and the other from the Faculty of Arts and Sciences) brought their perspectives on the problem. We have subsequently presented the issue to our Visiting Committee on the Library and plan to generate interest by our Provost and President.

Jeffrey Horrell
Associate Librarian of Harvard College for Collections
May 23, 2002

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Round Robin Update, June 2002
From: Sally Sinn (

National Agricultural Library
June 10, 2002

Director Appointed

NAL welcomed new director, Peter R. Young, on June 3, 2002.   Peter comes to NAL from his position as Chief of the Cataloging Distribution Service at the Library of Congress (LC)   where he directed distribution of LC bibliographic and authority products, services and technical publications for the United States.  Since November 2001,  he has served also as acting chief of the Asian Division at the Library of Congress, where he managed staff, services and programs related to LC's 2-million-item Asian vernacular language collections.

System Selected

After a year of preparing requirements and evaluating systems, the National Agricultural Library (NAL)  selected Endeavor’s "Voyager" integrated library management system to replace its current VTLS system.   The Voyager system will be installed and tested at NAL over a year-long process, with plan for a full implementation by May 2003.  

NAL Launches Thesaurus

The first edition of NAL Agricultural Thesaurus was published online January 1, 2002.          This edition contains over 56,000 terms describing agricultural concepts. The Web site ( contains a full description of the thesaurus, browsable categories and search options for term-lookup, alphabetical and category reports, and contact information.  Funding for the thesaurus was provided by the Agricultural Research Service.

NAL plans to implement the new thesaurus as the controlled indexing vocabulary for its in-house bibliographic database, AGRICOLA, in conjunction with the implementation of a new electronic library management system.


By the end of 2001, AGRICOLA,  NAL’s bibliographic database of citations to the agricultural literature, contained over 4,000,000 records.   A comprehensive source of current and historical information on agriculture and related topics, as well as USDA publications,   AGRICOLA contains citations to books, audiovisual materials and serial publications as well as to journal articles, book chapters, reports, electronic publications and reprints.  Many AGRICOLA citations for electronic publications are linked directly to full-text articles databases and image files. 

AGRICOLA is available for free public use via the World Wide Web HTTP:// ).

Journals Indexed in AGRICOLA Now Online

The Technical Services Division launched a new product in April, 2002.  The Journals Indexed in AGRICOLA (JIA) database is available from the National Agricultural Library's (NAL) Web site ( jia.html) and contains bibliographic information about the journals indexed in AGRICOLA,  NAL’s database of citations to the agricultural literature.  The JIA can be searched by journal title, publisher, abbreviated title, NAL call number, or ISSN for each title. The JIA database displays the following information about each journal: title, publisher, place of publication, abbreviated title, ISSN, NAL call number, whether the journal’s abstracts are in AGRICOLA, and whether the journal is indexed cover-to-cover or selectively.   The JIA will be updated quarterly and replaces the discontinued List of Journals Indexed which was issued annually.   Additional information on how to search and use the database can be found on the JIA’s homepage. 

NAL Metadata Template

The NAL Metadata Element Set is the official standard for the creation of metadata for all digital objects created by NAL, including both original documents and digitized versions of publications formerly available only in print. The Set is available at

Based on the Dublin Core, the NAL Metadata Element Set contains both descriptive elements and administrative elements. When embedded in a digital object, the descriptive elements (title, author, creator, publisher, date, summary, etc.) help locate a resource when these access points are used in searches. The administrative elements provide information on the stability of the contents of a digital object as well as on the object’s availability. Incorporation of metadata elements into digital objects will facilitate the retrieval of the objects by search engines and Web crawlers.

NAL’Adds Water Quality Resources to CORC

CORC is OCLC’s Cooperative Online Resource Catalog, a Web-based system that facilitates metadata creation for Web resources selected and evaluated by libraries across the country.  NAL’s Water Quality Information Center (WQIC) is working with the Technical Services Division in the pilot phase.  WQIC’s experts 1) select electronic resources relating to the field of water quality, 2) create a brief cataloging record in CORC, and 3) save the record to a file where a cataloger can access it, enhance it, and  add it to the AGRICOLA database. 

WQIC staff have selected more than 340 resources since the project began in 2001 and they continue to select resources at the rate of approximately 10 per week.  The ultimate goal of this project is for all NAL staff with subject-area expertise to actively seek and identify quality electronic resources in subject areas for addition to AGRICOLA and CORC.

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Round Robin Update, June 2002

NLM's report for Big heads

ILS: NLM was an early release partner for Endeavor's 2001.1 release using our test server. Plans call for upgrading the production server to this next release around Labor Day.

ENCompass: NLM is preparing for the installation of ENCompass 2.0 sometime in June/July. Access to NLM Finding Aids will be available first and access to the Index Catalogue later in 2002.

MeSH: NLM is completing the incorporation of ethics-centered terms desired by the Kennedy Institute of Ethics (KIE) into MeSH with the 2003 annual revision of the vocabulary.

Merge Project: At the end of June, NLM plans to complete a project to merge unique subject terms and other data assigned by collaborating producers (e.g., KIE and the National Aeronautics and Space Administration (NASA)) into existing NLM bibliographic records in the online catalog, Locatorplus. This is the final phase of NLM's reinvention activities to incorporate monographic data previously found in Bioethicsline, Spaceline, and Histline into the Voyager environment.

Surgeon General Reports on the Web: NLM has made available at all reports issued by the U.S. Public Health Service Surgeon General. This new site, which makes public some 70 digitized reports results from collaboration between the NLM and the Office of the Surgeon General. Included are official reports, conference and workshop reports, and proceedings from the Office of the Surgeon General. The site is arranged in alphabetical and chronological lists and is also accessible through a search engine that searches for a text string in the scanned images or in the metadata.

NLM also has provided 856 links to the full text documents mounted on this site for all the corresponding bibliographic records in Locatorplus.

Pinyin Conversion: NLM approved OCLC's second conversion of NLM's authority records and is now awaiting the conversion of its bibliographic data for review. NLM opted to review converted Wade-Giles records before loading the data permanently into its bibliographic and authorities databases. This decision proved valid since a number of problems were discovered in the initial conversion of the authority records. These errors were reported to OCLC and corrected by it.

NLM will also review a sample test set of its converted bibliographic records and report any errors to OCLC for correction. Once the converted bibliographic data are approved, the records will be loaded into our catalog and redistributed to subscribers to CATFILE.

SERHOLD and LinkOut: NLM has developed a new programming interface between LinkOut and SERHOLD, currently in beta testing with 77 libraries. The program loads SERHOLD data into LinkOut enabling users to verify if their library owns the volume cited in a PubMed record.

SERHOLD to OCLC: Eight libraries participated in our SERHOLD to OCLC pilot project to add, modify or delete holdings automatically in OCLC based on changes in SERHOLD. Later this year, NLM hopes to offer all DOCLINE participants who also have holdings OCLC the ability to load their holdings from SERHOLD to OCLC. Holdings modified in SERHOLD would be automatically updated in OCLC every three months, eliminating redundant keying of data

Traveling Exhibition: "Frankenstein: Penetrating the Secrets of Nature" is a new traveling exhibition that will visit 80 libraries in 38 states between October 2002 and December 2005. The exhibition and related materials were developed by the NLM and the American Library Association, and funded by a major grant from the National Endowment for the Humanities. To find out if the exhibition is coming to your area, go to the Frankenstein exhibition homepage, which includes a list of participating libraries:

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

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Round Robin Update, June 2002
From: Cynthia D. Clark (

New York Public Library
Summer 2002

Building Project

The new South Court Building was completed earlier this month. It is a separate building constructed in what was an open courtyard within the Humanities and Social Sciences Library at 42nd St and 5th Ave. In addition to housing state of the art electronic classrooms and an auditorium for public programs, staff offices will occupy 2 1/2 and floors along with a beautiful new staff lounge. 6 Technical Services units will move into the new space this summer.

Storage Facility

We began routine shipments of materials to ReCAP, our remote storage facility in January. To date, over 300,000 items have been stored there. NYPL patrons have requested over 1,000 items since the facility opened. We’re currently working with the facility to setup electronic document delivery request functionality that would allow delivery of articles or selected pages via Ariel fax transmission or by having pages scanned and mounted on the web for a limited time.

Electronic Resources and Databases

A task force recently reviewed the decision process for electronic resources and redesigned a form to be used by selectors in recommending purchase of an electronic resource. It is intended that this form will eventually be transmitted to Cataloging once a purchase decision is made to facilitate routine cataloging of licensed electronic resources. To date, NYPL has cataloged very few of its electronic resources. On the other hand, we’re about to update our public website to make to easier for patrons to see all the electronic resources we’ve licensed even if they’re accessible only from a particular physical location. We’re looking to upgrade license agreements and proxy server functionality to allow remote access by NYS residents/students/workers to selected resources in the near future. This privilege would be offered as part of our new patron registration and circulation system.

Wilson Project

As reported earlier, NYPL is the recipient of $10,000,000 to process archival and manuscript collections and a backlog of commercially produced sound recordings in the Performing Arts Library. A project manager has been hired and project staff will be hired this summer.


A moratorium placed on most recruitments throughout the Research and Branch Libraries of  NYPL in January is still in effect. The only exceptions are grant-funded and positions and those designated as high priority. In addition all units in the Research Libraries have had to eliminate some vacant positions. Recruiting will resume once we learn more about the extent of cuts we’re facing from the city budget in the next few weeks.

Cynthia Clark
Director of Technical Services

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Round Robin Update, June 2002
From: Arno Kastner (

Round Robin Update, June 2002
Arno Kastner

Renovation of Bobst Library. With gifts from two donors, we are undertaking a modernization and physical renewal of NYU's central library. A new reading room will include individual study seating, sound-proofed areas for group study, computer resources and a café. Creation of a humanities and current periodicals reading room and upgrading of the Avery Fisher Center for Music and Media are planned as well as relocation and redesign of some offices and public services.

Strategic planning. NYU Libraries has engaged the services of ARL/OLMS to facilitate a strategic planning process. A library-wide strategic planning committee expects to complete their report with a three-to-five year plan by the end of the year.

Offsite storage. We do not yet have a signed lease for the site of our planned offsite storage facility, but that has not stopped us from moving forward with efforts to identify candidates for the facility and verifying that they are barcoded and ready to travel. Because we never circulated our bound journals, we have set up an inventorying/barcoding operation for our serials. By August we will have completed a five-year university- funded project to inventory the monographic collections in Bobst Library. As part of this project, we converted titles that had escaped conversion in our various recon projects, barcoded and linked stray copies and volumes, and deleted records for missing items.

Materials budget. We enjoyed a 6.4% increase in our materials budget for this fiscal year and have our fingers crossed for 2003. We are completing a small serials cancellation project that is based on print/electronic duplication.

Library Web Redesign. We are midway through the process to overhaul the library's web presence. We have retained a design team to work with us and expect to roll out the new product for the Spring 2003 semester.

Recruitment. We have filled two area studies positions (Middle East and Africana) whose responsibilities include cataloging. A recently vacated monographic cataloging position is being examined in terms of departmental and library-wide needs.

Arno Kastner
Director of Technical Services
Bobst Library
New York University
70 Washington Square South
New York, NY 10012
212-998-2477 (Voice)
212-995-4366 (Fax)

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From: Beecher Wiggins

                                                             Library of Congress Round Robin Report
                                                          American Library Association Annual Conference

Atlanta, Georgia
June 2002


                                            MAIL DELIVERY AT THE LIBRARY OF CONGRESS


                The Library resumed accepting United States Postal Service deliveries on March 4, following baseline testing of the environmental and health effects of handling irradiated mail.  No USPS mail was delivered to the Library from October 17, 2001, after anthrax spores were discovered in the Hart Senate Building, through March 3.  First-class mail and flats were diverted to facilities in Ohio and New Jersey to be irradiated to destroy anthrax spores.

                Much of the mail received since March 4 appears to have suffered damage from the irradiation process.  The Preservation Research and Testing Division, Preservation Directorate, has examined this mail to determine the extent of damage.  The Copyright Office, Acquisitions Directorate, and Cataloging in Publication Division have developed triage procedures to process damaged collections materials delivered by USPS according to whether the items are salvageable or must be replaced.  The Acquisitions Directorate notified all vendors of the mail embargo and encouraged them to email invoices whenever feasible.

                Loss of revenue from copyright registration fees that are backlogged in undelivered, irradiated mail prompted the Library to request a supplemental appropriation of $7.5 million for the Copyright Office. 

                Mail for the Library is now delivered to an off-site mail handling facility in Prince George’s County, Md., where it can be double-checked for safety before it arrives on Capitol Hill.  It is expected that normal levels of mail receipts at the Library will not resume for several months. 


                The Office of Security continues to enhance the Library’s security program under two major initiatives, the 1999 Library of Congress Security Enhancement Implementation Plan and the 1997 Library of Congress Security Plan. Both plans describe the framework – and give a schedule of actions, periodically updated – to improve the security of the Library’s facilities, staff, visitors, collections, and other assets.

                The office coordinates projects under the 1999 Library of Congress Security Enhancement Implementation Plan, which is a multiyear program of security upgrades originally funded under an emergency supplemental appropriation to strengthen the Library’s security in conformance with the overall Capitol complex security objectives. One of the most obvious upgrades is full entry screening, which began December 26, 2001.  Now, all staff and visitors must pass through security checkpoints equipped with metal detectors and x-ray machines at Library entrances.  Several of the entrances will  be modified within the year to accommodate this expanded screening. Police operations were consolidated January 28, 2002, in the Jefferson Building, where the Library will install a new state-of-the-art Police Communications Center to integrate the Library’s intrusion detection and security monitoring systems. The new communications center is scheduled to be completed by June 2003. The authorized expansion of the police force has been completed, and installation of the Library’s perimeter security upgrades is scheduled to begin mid-summer 2002.

                                After the September 11 terrorist attacks, Congress approved an additional supplemental appropriation to pay for emergency communications systems, including construction of an Emergency Management Center, and money for additional perimeter security enhancements.

                                The office coordinates updates to the 1997 Library of Congress Security Plan.  Major recent initiatives  include: launching the Site Assistance Visit program May 13 to follow up on risk assessments and other concerns in custodial and processing divisions; conducting additional random sampling projects to produce baselines assessing the magnitude of the collections security problem in three divisions; improving security at the Library’s off-site facilities; and implementing a Library-wide security awareness campaign, including a series of articles in the Gazette and security Web sites for patrons and staff.



LC Web Archiving Project : MINERVA (Mapping the Internet: Electronic Resources Virtual Archive)

 <>  Formerly known as the Web Preservation Project, this is an experimental pilot developed to identify, select, collect and preserve open-access materials from the World Wide Web. The effort includes consensus building within the Library, joint planning with external bodies, studies of the technical, copyright and policy issues, the development of a long-term plan and coordination of prototypes. The aim is to identify what can be done immediately and move rapidly through prototype into production in these areas.

                The Library is collaborating with the Internet Archive (Alexa) and two new groups, the State University of New York and the University of Washington, to expand the project. The latter groups are assisting with identifying content and are using tools of their design to develop a metadata database and assign metadata descriptions to the Web sites collected. This metadata database will be used to search, retrieve and analyze the archived collection of Web sites. The contractors have been assisting us with the collecting and archiving of Web sites focused on these themes:

The Computer Files and Microforms Team, Special Materials Cataloging Division, has processed the catalog records for all sites submitted.

                The project team originally consisted of Cassy Ammen (HSS), William Arms (Cornell University), Roger Atkins (ITS), Allene Hayes (SMCD), Diane Kresh (PSC), Jane Mandelbaum (ITS) and Barbara Tillett (CPSO). The Group presented a report to the LC Digital Futures Group in December 2000 and to the LC staff in February 2001, and submitted the “Web Preservation Project Final Report” to Winston Tabb in October 2001.

                Yahoo Internet Life (January 2002, Vol. 8, issue 1), a monthly periodical, declared the Sept. 11 collection its Site of the Year. To read more about it, see <>

                                                                 DIGITAL REFERENCE

                In December 2001 the Digital Reference Team was created to handle the reference support for the digital collections and to spearhead the Library’s digital reference initiative. To this end the team has answered 4,000 inquiries, field-tested Charles McClure’s Statistics, Measures and Quality Standards for Accessing Digital Reference Library Services, and worked collaboratively with the CDRS team to support the development of QuestionPoint. This electronic reference service provides both text-based and chat components and a knowledge base to the member libraries as well as a global network for 24/7 access to reference experts.  It was developed by the Public Service Collections Directorate and OCLC, based on the Collaborative Digital Reference Service (CDRS) pilot, begun in early 2000 by the Library of Congress and 16 partner libraries.  The QuestionPoint service will be available at, beginning June 3.  

                Additionally the Digital Reference Team is the public interface for the Library’s digital collections. They present demonstrations, on-site workshops, and video conferences about American Memory collections to members of Congress, distinguished guests of the Library, visiting scholars, and educators. The team is exploring opportunities for distance learning and Web-casting based on the collections. To this end, the new “American Journey’s” project of Web casting interviews and presentations by LC subject specialists and curators will debut in the summer of 2002. Working with the Center for the Book, the team will be responsible for creating and updating the “Read More about It” selections for the American Memory collections with an interactive element linking these bibliographies to the Library’s online catalog.

                                                                            ACQUISITIONS  DIRECTORATE

Serials Check-in Pilot Project

                Following the completion of LC ILS implementation, the Acquisitions Directorate launched a major business process improvement project intended to assess the costs and benefits of having serials checked in at the front-end of the processing pipeline by staff in the "acquiring" divisions of the Library.  For several decades, most serials entering the Library have been checked in to manual files in the Serial Record Division.  The ILS now has made it possible to decentralize the serials check-in function.  The European/Latin American Acquisitions Division, the Anglo-American Acquisitions Division, and the Serial Record Division successfully completed a pilot project in 2001 whereby certain incoming serials were checked in before they leave Acquisitions.  Now all serials from Western Europe, mostly in French and Italian, and U.S. Federal, state, and local government documents, which were the subject of the initial pilot project, are checked in at the point of entry and sent directly to the custodial areas of the Library.  Other areas of those acquiring divisions have begun check-in of serials for their respective areas and the Directorate has a September 2002 goal of moving most serials check-in for materials that come in via purchase, exchange, or gift to the acquiring divisions.  As a result of this decentralization and the elimination of several procedural steps, we anticipate being able to process serials more efficiently, providing better service to our readers.  The next phase will include an examination of the decentralized check-in of serials received through copyright deposit.

OMB Memo on GPO. 

                On May 3, 2002, OMB issued a memo declaring that executive branch agencies are no longer required to acquire printing services from GPO.  OMB cites a 1996 Department of Justice legal opinion that concludes that Congress could not constitutionally require executive branch agencies to use GPO’s printing services.  OMB further states that agencies could realize substantial savings in printing costs by directly contracting for printing services rather than using GPO.  GPO disputes OMB’s assertion that GPO is a monopoly, and says that GPO’s efficient contracting saves the government millions of dollars.  GPO says that, under OMB’s plan, printing costs to agencies would rise, and the cost of services that GPO would continue to provide to the Congress would increase dramatically as well.  GPO also claims that its ability to ensure public access through the Federal Depository Library Program would be crippled and that the flow of information to the public would slow to a trickle. 

                Congress has not yet expressed an opinion on this matter.

                                                                              CATALOGING DIRECTORATE

Bibliographic Enrichment Advisory Team (BEAT)

                BEAT has concentrated on the following projects this spring:

                ONIX TOC.  ONIX (Online Information eXchange) is a means of representing book industry product information and is being used by some publishers today to communicate that data electronically. The Library receives this data directly, including coverage of some  retrospective material. Programming developed by a BEAT team member utilizes the data to create Table of Contests (TOC) records that the Library makes available on the Web.  The TOC data and the catalog record are hyperlinked.  A catalog record with a related TOC file retrieved in an online search has the hot-link to the TOC displayed on screen.  As in the Digital TOC project described below, Library of Congress subject headings from the catalog record are added to the HTML keyword meta tag.  To date the project has created more than 20,000 ONIX TOC records, and the links to these from the catalog are being made in ongoing fashion.  Additional information about the ONIX  TOC project is available at

                ONIX Descriptions.  An outgrowth of the ONIX TOC initiative is the creation of records that contain publisher’s descriptions of books.  Based on ONIX encoded materials, file creation and linking is similar to that of the ONIX TOC initiative above. To date, the project has created approximately 30,000 such records, although links are currently made from the catalog record only in an ongoing fashion.  It is anticipated that introduction of additional system capabilities within the near future will permit the timely creation of such links and in increasing volume.  Some examples will be found at

                Digital Tables Of Contents (D-TOC). The data used by the Digital Tables of Contents start out as hard copy.  The project creates machine readable Table of Contents (TOC) files from TOC surrogates and those materials are subsequently processed using Optical Character Recognition (OCR).  Using programming developed by the team, the information is HTML-encoded and placed on a Web server at the Library. The process also cross-links the TOC to underlying catalog records.  Both the catalog records themselves and the linked TOC data may be viewed through a Web browser by accessing the Library's online catalog. At present 4,000 D-TOCs have been created and linked, and more that 700,000 hits have been recorded on these TOC files.  With the recent appointment of a full-time staff member to this project and with additional support from cataloging staff, the team anticipates accelerating production significantly during the second half of 2002.  More details and current status the D-TOC project is available from

                A Web Cybercast, dealing with these and other BEAT  TOC initiatives is now available for public viewing at

                Additional Web Access To Publications in Series Project.  Many social science monographic series of the "working paper/discussion paper" type are now available in electronic form. Selecting from among in-scope titles LC holds that are available in electronic form, this BEAT project adds the URLs to the LC records for  these series. By linking to the electronic versions, LC can provide more timely, comprehensive, and cost-effective access to these series. To date, with 100 links now created, the project has provided access to thousands of individual titles within the series that are available in digitized formats.   More information and sample data are available at

                BECites+ (Bibliographies plus: Enhanced Citations with Indexes, Tables of contents, Electronic resources and Sources cited).  BECITES+ enhances staff-produced bibliographies, and the catalog records for the titles included in such bibliographies, by adding links to their tables of contents, indexes, and sources cited. The project is an outgrowth of the D-TOC project above.  Completed works within this project  include guides on business history, Thomas Jefferson, and materials on Immigrant Arrivals to the United States.  Works in progress cover guides to film collections and manuscripts from monasteries on Mount Athos, additional resources on business, and a guide to Ladino publications in the Library of Congress. Another  recent initiative has been the scanning and conversion to text of heavily used, but out-of-print guides to Library collections.  Information concerning the titles in the project that are available online, and further details about the project as well as a full list of completed bibliographies and other work in progress can be found at

Cataloging in Publication (CIP)

                The CIP Advisory Group will meet Sunday (June 16th) in the Wyndham Hotel, Athena Room at 4:30.  Discussion will focus principally on development of the New Book’s  Library of Congress Partnership Program module.

                The New Book’s  Library of Congress Partnership Program would enable  participating  libraries to register with LC so when  readers find a New Book title of interest on LC’s home page, they could click on the name of their local library and then communicate their interest to the local library.  The way the model is designed now, the mode of communication  would be a simple email message.  Chuck Gialloreto and Stan Lerner from LC’s automation unit will attend the meeting to obtain input from CAG regarding this issue.  The model as currently designed also allows participating libraries to use LC’s server as something of a clearing house for these incoming requests.  CAG members and others attending the CAG meeting are asked to visit  the New Books model ( in preparation for the meeting.

Cataloging Policy

                AACR2 Amendments 2002.  The Library of Congress will implement AACR2 Amendments 2002 on December 1, 2002.  LC’s implementation date is being postponed from the previously-announced September 1, 2002, date due to the delay in the publication of the amendments package by ALA Publishing and concerns expressed from constituents about adequate time to schedule training before implementation.

                LCRIs.  Revisions to the Library of Congress Rule Interpretations related to the amendments package will be published in late summer.  Discussions are still ongoing about LC and Program for Cooperative Cataloging practice for a few rules; that information will be available on the Web site of LC’s Cataloging Policy and Support Office in August and then will be included in the fall update to the Library of Congress Rule Interpretations.

                ALA/LC Romanization Tables on the Web.  The scanned text of the 1997 edition of the ALA-LC Romanization Tables is now available as PDF files on the CPSO Web site at There are links to the tables under “The Latest News from CPSO” and under “Cataloging Tools and Documentation.”

Decimal Classification (Dewey)

                David A. Smith, chief of the Decimal Classification Division, retired from the Library on May 3.  Until the position of chief can be filled through a national recruitment search, the chief’s duties will be carried out by Library staff on temporary promotions to the position of acting assistant chief.  The current acting assistant chief is Dennis McGovern.    

Electronic Resources Cataloging

                Beacher Wiggins, Director for Cataloging, Library of Congress will chair the second Conference 2000 Action Plan Forum on Sunday, June 16, 10:00 am-12:00 pm, Omni Hotel at CNN-Greenwood Room.  The Forum will provide an update on progress in carrying out the 29 work items in “Bibliographic Control of Web Resources: A  Library of Congress Action Plan.”  This Plan stems directly from recommendations made during the Library's Bicentennial Conference on Bibliographic Control for the New Millennium, November 15-17, 2000.  The plan can be viewed on the Conference Web site at

                Digital Resources Traffic Manager. The Computer Files & Management Team has been working with Information Technology Services (ITS) to develop an online workflow system to assist with the processing of digital resources. This digital resources traffic manager’s  design is based on the Electronic Cataloging In Publication (ECIP) Traffic Manger System. ITS has started the programming in Oracle.

                Training for Cataloging Digital Resources. BeOnline+ Expansion Project: In continuing the expansion of training catalogers throughout the Directorate to process electronic/digital resources, two more volunteers were detailed in March to the Computer Files and Microforms Team (CF&M) for training for 120 days.

National Union Catalog of Manuscript Collections (NUCMC)

                NUCMC is a free cooperative cataloging program provided by  the Library of Congress.  NUCMC produces cataloging which describes archival and manuscript collections in eligible repositories throughout the United States and its territories.

                In addition to its normal work, the NUCMC Team is currently working on two special cooperative projects, the Montana Union List Project (MULP) and the Cooperative HBCU Archival Survey Project (CHASP). MULP is a statewide cooperative cataloging project first proposed by the Montana Historical Records Advisory Board in 1998. Its ultimate goal is to provide cataloging which describes collections and manuscripts in all Montana archival and manuscript repositories.  Repositories represented by cataloging at this time include the Butte-Silver Bow Public Archives, Cascade County Historical Society Archives (Great Falls), Catholic Diocese of Great Falls-Billings, Montana Historical Society, Montana State University--Bozeman, Museum of Women’s History (Billings), Musselshell Valley Historical Museum (Roundup), Tobacco Valley Board of History (Eureka), and the University of Montana–Missoula.

                CHASP, which is funded by the National Endowment for the Humanities, is a survey of the archives of Historically Black Colleges and Universities. These materials may be unknown to researchers because they are not listed in existing reference tools and databases.  CHASP is surveying ninety-seven HBCU and is more than half completed. When CHASP surveys an archives, the team writes a description of each collection including title, inclusive dates, size, and contents. These descriptions are then sent to the NUCMC program for cataloging in the RLG Union Catalog. In addition, the CHASP descriptions will eventually be published in a printed guide to HBCU archival and manuscript collections.  To date the NUCMC Team has cataloged 102 collections from sixteen repositories: Allen University, Arkansas Baptist College, Barber-Scotia College, Benedict College, Bennett College, Bowie State University, Claflin College Archives, Clinton Junior College, Delaware State University, Fayetteville State University, Harris-Stowe State College, Lewis College of Business, Lincoln University, Morgan State University, Paul Quinn College, and University of Maryland, Eastern Shore.

                The NUCMC Team creates its cataloging in the Archival and Mixed Collections (AMC) file of the  Research Libraries Group (RLG) union catalog and its associated authority work in the Library of Congress authority files. The cataloging produced by the NUCMC Team may be accessed free-of-charge by researchers in the U.S. and around the world  via the NUCMC/RLG Union Catalog AMC File Z39.50 gateway which is accessible via the NUCMC Web site (  Searches on that gateway for the period from January to April 2002 totaled 43,019.  We are currently evaluating the site with the idea of making it more user friendly.  Comments are welcome and should be directed to Deborah Nygren at


                Labeling of hardbound books has been conducted in the Cataloging Directorate since March 2001, using staff detailed from the Binding and Collections Care Division, who work fulltime on labeling.  Experience with labeling by the BCCD detailees shows a high degree of accuracy.  Labeling in the Cataloging Directorate permits call number errors to be spotted earlier in the workstream and eliminates the need to return errors from BCCD to Cataloging.  In order to gain information needed to make LC ILS-based labeling a regular work activity throughout the Cataloging Directorate for staff who also have other duties, a pilot began in May 2002 to test 1) how much time and effort the labeling activity will require when added to current regular workflows; 2) staff effectiveness in performing labeling; and 3) staff reactions to the labeling equipment and software.  The pilot compares labeling at a shared labeling workstation to labeling by individuals at their own general-purpose workstations.

Pinyin Romanization

                Review and correction of LC’s Chinese bibliographic records which reside in RLIN has essentially been completed.  The task of identifying, reviewing and converting Wade-Giles strings and headings, and headings for old forms of Chinese conventional place names on older Chinese records and non-Chinese records in the LC database will continue for the rest of the calendar year. 

                In light of comments received from both within and outside the Library, pinyin romanization guidelines have been revised and sent to ALA’s Committee on Cataloging: Asian and African Material for approval.

Program for Cooperative Cataloging (PCC) Activities

                Program statistics, October 2001-March 2002, include:

                NACO (Name Authority Cooperative) participants have created, during the first half of fiscal 2002, 78,200 new name authority records and 4,928 new series authority records and modified 22,515 name and series authority records.  Wellcome Library (London, England), Colorado State Library, University of Colorado at Denver, and the National Library of Singapore received NACO training recently.

                Libraries belonging to the monograph bibliographic program, BIBCO, created 38,399 new bibliographic records and modified 2,729 bibliographic records, during the same half-year period.  There are currently a total of 46 BIBCO libraries; the newest member, Smithsonian, joined the ranks of BIBCO libraries in March.

                During the first half of fiscal 2002, participants in the subject component of the PCC program, SACO, submitted 1,278 new subject headings; 222 subject changes; 1,088 new classification numbers, and 2 classification changes for inclusion in the  Library of Congress Subject Headings list and Library of Congress Classification schedules.  To increase the quality and quantity of subject proposals, SACO workshops, presentations, and multi-day seminars for over 200 catalogers have been conducted at a variety of venues:  notably at the Oregon Library Association (OLA) and Washington Library Association (WLA) joint state library conference in Portland, Oregon, April 17-20, 2002,  and  the Taller sobre Encabezamientos de Materia LCSH/Workshop on LCSH for Librarians from Latin America, at the Library of Congress, May 20-24, 2002.

                The BIBCO Operations Committee (OpCo) meeting, May 2-3, 2002, focused on the cataloging of integrating resources (IRs) and the decisions reached for PCC policies, practices, and issues related to IRs.  The meeting offered an opportunity to discuss the White Paper on PCC Role in Continuing Education for Catalogers written by Jean Hirons and Carol Hixson that postulates that there is a training void in the cataloging field and that the existing PCC training infrastructure could/should be expanded to fill that need and what impact this trend would have on the BIBCO program.  The summary of the May 2002 OpCo meeting is available at

                The BIBCO-At-Large meeting in Atlanta ( will include an update on Research Study on Use of PCC Records by Robert Ellett (Joint Armed Forces College) and feature a lightning Integrating Resources overview by Steven J. Miller (University of Wisconsin-Milwaukee), who presented was charged with the development of PCC integrating resources training materials.

                The PCC Standing Committee on Training (SCT), Carol Hixson (University of Oregon), Chair, is partnering with the ALCTS Subject Analysis Committee (SAC) to develop course materials on subject analysis for training and continuing education of catalogers. This initiative grew out of the expanded ALCTS plan for continuing education and a survey conducted by a Task Group of the SCT on Educational Needs of the Cataloging Community. Both groups had identified the need to provide more training for catalogers in basic cataloging skills given the growing lack of such training by library schools. More information on the work of the SCT is available at:

                The PCC Standing Committee on Standards (SCS) under the leadership of Ann Caldwell (Brown University) is ready to debut its new, improved, harmonized core record which is expected to be greatly improved and easier to use. The SCS Task Group on the Function of the Authority File is expected to submit its final report at this ALA Conference which will articulate the differences between shared authority data and data appropriate for local authority files. The report is also expected to make recommendations on issues related to the use of authority records to support maintenance of bibliographic records. More information on the work of the SCS is available at:

                The PCC Standing Committee on Automation under the leadership of Gary Charbonneau (Indiana University) is focusing on Item 4.1 of the LC Action Plan for Bibliographic Control of Web Resources, for which the committee was assigned the lead role.  A team of SCA members was appointed at ALA Midwinter Meeting to draft the work plan to achieve the desired outcomes and these are expected to be discussed at this ALA Annual conference.  The SCA Task Group on Series Numbering, led by Gary Strawn (Northwestern University), is investigating ways in which local systems could provide improved displays of series headings, ignoring captions in subfield $v and arranging the numerical portions in numerical order. The outcome of the work of this group is expected to be an algorithm for recognizing and ignoring captions in subfield $v that can be presented to library system vendors in a manner adaptable to each system.  More information on the work of the SCA is available at:

                The PCC Participants' Meeting invitation and agenda for the ALA Annual meeting in Atlanta, Georgia, is now posted at: Featured at this meeting will be a panel presentation by three former PCC Chairs and moderated by Chair, Larry Alford, to mark the 10th anniversary of the PCC.

Cataloging (Books and Serials) Production

					FY02 through March    	 FY01

LC Full/Core-Level Cataloging		78,924			176,636
Copy Cataloging				15,364			 31,652
Minimal-Level Cataloging		15,101			 23,204
Collection-Level Cataloging  		 2,090	      	 4,073 
TOTAL records created	       	       111,479			235,565
TOTAL volumes cataloged			N/A			270,801

Authority Records Names 38,166 91,880 Series 3,405 8,279 Subjects 3,131 6,933 TOTAL 44,702 107,092

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

                                                                      NATIONAL SERVICES DIRECTORATE

Cataloging Distribution Service

                Library of Congress Classification on the World Wide Web                 The Cataloging Distribution Service (CDS) will give demonstrations of Classification Web, a new fee-based service offering web access to LC Classification schedules and LC Subject Headings  to libraries worldwide. CDS is now taking orders for the product.  Demonstrations of Classification Web will take place in the booth theater at 12:30 PM daily and throughout the day at one of the CDS modules. CDS staff will also demonstrate Cataloger’s Desktop and Classification Plus throughout the day at one of CDS’s modules.  The CDS booth display will feature the  new classification schedules published in 2001-2002.

LC ILS (Integrated Library System)

                The Library of Congress upgraded its integrated library management system to Voyager 2000.1.3 in February, 2002.  The redesigned Web OPAC offers greater flexibility and some new features for users.  All help files have been revised and updated to assist users in navigating the LC Online Catalog.  The National Library Service for the Blind and Physically Handicapped (NLS/BPH) will migrate to the LC ILS later this year.

                The Library of Congress is pleased to announce the pilot of a new feature, Web Authorities, that will provide access to LC authority data via the Web.  LC will make this feature available on a trial basis beginning July 1, 2002.  Name, subject, and title authority records, (including series authority records) will be available to search, display, and download at this address:   For more information about Web Authorities please visit the LC ILS FAQ at:

                The Operations Directorate and the ILS Coordinating Committee are working with the Library's ILS vendor, Endeavor Information Systems, Inc., to improve system performance in order to increase the number of simultaneous external users.

                The LC Database resides on a Sun E10000 server and includes nearly 12.5 million bibliographic records; approximately 12.5 million holdings records; over 12.9 million item records; and approximately 5.4 million authority records.  The LC Online Catalog is available at:

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

Network Development and MARC Standards Office (NDMSO)

                Z39.50 Gateway.  LC’s WWW/Z39.50 Gateway now contains more than 500 databases on 400 servers; 115 of the databases listed are non-US, from over 18 countries.  Servers of eighteen different library vendors are represented.

                Metadata Encoding and Transmission Standard (METS).  The Metadata Encoding and Transmission Standard is an XML schema designed for the purpose of describing digital objects in library collections. The  schema provides a standard form for the recording and transmission of structural, administrative, and technical metadata.  Version 1.0 of the schema is currently in the final stages of review. The development of METS is an initiative of the Digital Library Federation. NDMSO is participating in the development effort and also serves as the maintenance agency for the standard. A METS Editorial Board has been established and had its first meeting in May 2002. An NDMSO staff member will serve on the board. Additional information can be found at

                Metadata for Still Images (MIX).  NDMSO, in partnership with the NISO Technical Metadata for Digital Still Images Standards Committee and other interested experts, is developing an XML schema for a set of technical data elements required to manage digital image collections. The schema provides a format for interchange and/or storage of the data specified in the NISO Draft Standard Data Dictionary: Technical Metadata for Digital Still Images (Version 1.2). This schema is currently in draft status and is being referred to as "NISO Metadata for Images in XML (NISO MIX)". Additional information can be found at

                Metadata Object Description Schema (MODS).  The Metadata Object Description Schema (MODS) is an XML schema developed in the Library of Congress’ Network Development and MARC Standards Office, with a broad review and input group external to LC, intended as a descriptive bibliographic element set that may be used for a variety of purposes particularly for library applications. It is intended to be able to carry selected data from existing MARC records as well as to enable the creation of original resource description records.  It includes a subset of MARC fields, inheriting the MARC definitions, and uses language-based tags rather than numeric ones, in some cases regrouping elements from the MARC 21 bibliographic format. MODS may potentially be used as:  a Z39.50 Next Generation specified format; an extension schema to METS (Metadata Encoding and Transmission Standard); to represent metadata for harvesting (e.g. Open Archives Initiative); for original resource description in XML syntax; for representing a simplified MARC record in XML; for metadata in XML that may be packaged with an electronic resource

                Vendor records.  LC is working with two booksellers in Arabic-speaking countries who would like to support the MARC 21 format.  Layla Books in Cairo and Sulaiman Bookseller in Beirut approached LC for help in developing a MARC 21 capability and hope to complete the work by the end of 2002.  LC is also planning to work with several of its approval plan dealers in East Asia, especially China and Japan, to provide MARC records for titles they supply to LC.

                                                                            PRESERVATION DIRECTORATE

                The Preservation Directorate initiated a five year, $5.6 million preventive conservation project to preserve at-risk materials using preventive conservation techniques. The project involves four action steps: 1) monitoring collection storage environments for relative humidity, temperature and pollutants and develop of a mitigation plan; 2) stabilization of select general and special collection materials with basic treatments and preservation quality housings; 3) rescuing ‘too brittle to serve’ documents through paper strengthening, and 4) development of collection storage and support specifications.

                The Library awarded a contract in fiscal 2001 to Pittsburgh-based Preservation Technologies L.P. (PTLP) that will save 1 million books and at least 5 million sheets of unbound paper-based materials from further acid deterioration. This contract, the third awarded to PTLP since 1995, is permitting the Library to increase preservation productivity and save increasing quantities of endangered materials over time. The contract calls for ramping up treatment during the remaining four years of the contract, FY2002-2005, increasing annual book deacidification from 100,000 to more than 250,000 books per year by the fifth and final year. Congress has demonstrated support for the Library's plans to save millions of books and manuscripts by approving funding for this important endeavor.

                The Library has made excellent progress in the past year with its Mass Deacidification program. Working with Preservation Technologies, the Library has successfully mass-deacidified nearly 500,000 books to date, using the Bookkeeper deacidification technology that was pioneered by PTLP. The Bookkeeper process exposes paper to acid-neutralizing chemicals. Using a suspension of magnesium oxide particles to neutralize the acid and leave a protective alkaline reserve, Bookkeeper halts deterioration and adds hundreds of years to the useful life of paper. Under the new contract, the Library will continue to provide training and oversight to PTLP staff who select books for treatment; charge out, pack, and ship volumes to the deacidification plant in Cranberry Township, Pa.; and then reshelve books following treatment.  Library staff provide contract administration and quality control over the selection and refiling of books as well as laboratory testing to monitor the effectiveness of treatment. Preservation Technologies has engineered new horizontal treatment cylinders that it uses to offer deacidification services to libraries and archives for the treatment of loose manuscripts and other items in unbound formats. The Library's new contract authorizes PTLP to build and install a paper sheet treater and a Bookkeeper spray booth in a Library building on Capitol Hill. This will enable the Library to treat large quantities of paper-based materials in nonbook formats, such as newspapers, manuscripts, maps, music scores, pamphlets, and posters. The Library expects this single-sheet Bookkeeper mass deacidification equipment to be installed onsite this summer. Additional information about the Library's mass deacidification program is available on the Library's Web site at HTTP://


Collections Access, Loan, and Management Division (CALM)

                The Loan and Collections Management divisions are merging into a new division, Collections Access, Management, and Loan.  The chief of the new division is Steve Herman.  Chris Wright, formerly chief of the Loan Division, has moved to a management support position in the Office of the Director for Area Studies.  The new organization takes advantage of the capabilities of the integrated library system to perform collections management and circulation functions.  The reorganization is expected to be complete in spring 2003.

                Audio-Visual Digital Preservation Prototyping Project.  The Library of Congress is developing a library-wide digital repository that will preserve every type of digital content for which the Library takes responsibility, including reformatted and born-digital audio-visual collections. Since audio-visual materials raise unique issues in repository design, the Library's MBRS Division has undertaken an Audio-Visual Digital Preservation Prototyping Project as part of the general planning for the construction of the digital infrastructure within the new National Audio-Visual Conservation Center to be constructed in Culpeper, Virginia. The combination of the MBRS AV Prototyping Project and the Library-wide repository development effort provides a platform for testing the latest technologies in creating, preserving, storing and providing access to audio-visual formats. This collaboration is experimenting with new approaches for reformatting historical materials in digital form, receiving and processing "born-digital" recorded sound and moving image collections, exploring how digital materials may be stored and thus preserved, and testing new ways to present them to researchers. Access to the digital sound recordings, television and video titles and, eventually, film materials in the repository will be provided by a storage area network with nodes in Culpeper and on Capitol Hill connected by fiber optic links that serve the Library's reading rooms.

                During recent months, the MBRS Digital Culpeper project continued to define the digital object production and ingest functions, while also conducting feasibility tests on the metadata software packages that will accompany these digital objects. Digital preservation prototyping continued to be performed on specific audio-visual samples from the collections of MBRS and the Library's American Folklife Center.

Prints and Photographs Division

                Thesaurus for Graphic Materials Updated

                After a year-long software upgrade process, new terms are being added again to both the Thesaurus for Graphic Materials: Subject Terms (TGM I) and Genre and Physical Characteristics (TGM II). Efforts continue to provide more stable access via the Web. A full list of terms added since July 2001 is available via the TGM home pages: TGM I and TGM II

                Item-level Still Picture Records Distributed via CDS

                In January 2002, P&P began distributing its item-level catalog records through the MDS-Visual Materials service in CDS.  MDS-Visual Material subscribers can expect to receive approximately 5,000 of these records annually. A retrospective file of approximately 45,000 similar records is anticipated to be distributed later in 2002.

                                                             OFFICE OF STRATEGIC INITIATIVES


National Digital Information Infrastructure and Preservation Program

                The primary focus of the Office of Strategic Initiatives in fiscal 2002 has been strategic planning for the development and implementation of a National Digital Information Infrastructure and Preservation Program (NDIIPP).  The program is funded by a congressional appropriation of $99.8 million. The program’s mission is to develop, in collaboration with other institutions and stakeholders, a national strategy to collect, archive and preserve the burgeoning amounts of digital content, especially materials that are distributed  primarily  in digital formats, for current and future generations. Several sessions have been held with a variety of stakeholders in preparation for submission of a plan to Congress for its approval.

                Legislative background: In December 2000, the 106th Congress appropriated $100 million for this effort, which instructs the Library to spend an initial $25 million to develop and execute a congressionally approved strategic plan for a National Digital Information Infrastructure and Preservation Program. (A government-wide rescission of .22 percent in late December 2000 reduced this special appropriation to $99.8 million.)  Congress specified that $5 million of the appropriation could be spent during the initial phase for planning as well as for the acquisition and preservation of digital information that may otherwise vanish. The legislation authorizes as much as $75 million of federal funding to be made available as this amount is matched by nonfederal donations, including in-kind contributions. 

                The new Web site for the NDIIPP program is at

American Memory

                The National Digital Library Program’s flagship American Memory Web site now makes freely available more than 7.5 million digital items in more than 100 collections ranging from papers of the U.S. presidents, Civil War photographs and early films of Thomas Edison to papers documenting the women's suffrage and civil rights movements, Jazz Age photographs and the first baseball cards.

                Collections added recently include “Civil War Treasures from the New-York Historical Society,” “Edward S. Curtis’s The North American Indian: Photographic Images,” “Emergence of Advertising in America, 1850-1920,” “Born in Slavery: Slave Narratives from the Federal Writers’ Project, 1936-1938,” “The Aaron Copland Collection,” “The Hannah Arendt Papers,” “Emile Berliner and the Birth of the Recording Industry” and “Slaves and the Courts, 1740-1860.”

                The Library will continue to expand American Memory by converting its historically significant collections for online access and by working with other institutions to add similarly important content.

                                                                  INFORMATION TECHNOLOGY SERVICES

                To ensure long-term viability of the Library’s digital collections, Information Technology Services stores one complete set of backup tapes in the Library’s John Adams Building.  The Library also has a contract with a major commercial "vaulting" service that provides for a weekly transfer of backup tapes to the vendor for storage in a secure local facility.

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

The Ohio State University Libraries
June, 2002


    The feasibility study for full scale renovation of the Main Library has been completed. The project is now the University's number one priority for capital funding beginning with planning money in 2003. Essential private fund-raising is also underway and will figure largely in the final scope of the project. In all current versions of the program, technical services will remind in the Main Library (though it is likely they will be relocated during the actual renovation process). The next steps which will occur this summer and fall are to develop a memorandum of agreement within the University about the scope of the project and to hire the architects who will actually do the renovation.


    The second module of the depository opened this spring. Active work continues to remove material from the Main Library both to prepare for renovation and to create more inviting, useable space for patrons. With the renovation feasibility study complete, we now have a better picture of the size of the collection to remain in the Main Library following renovation and must begin to lay plans for what that collection will contain. The three member Collection Management Team which is housed in the Monographs Dept. of Technical Services is providing us with good information on the speed with which we can move material to the storage facility and the types of problems we encounter such as items missed during retrocon, preservation needs.


    We are about to begin programming which will allow us to implementing an interface between our III acquisitions system and the University's PeopleSoft system. We anticipate considerable improvement in workflow and the elimination of redundant keying and the resulting errors introduced by rekeying.


    We are nearing the end of our serials cancellation project for FY03 subscriptions. Collection managers have submitted plans for eliminating up to 20% of their serials budget. Thankfully, now that we have clearer information on expected budget cuts, we hope to cancel no more than 5%. We are proceeding now with cancellation of 3% and I hope we will not need to go higher. OhioLINK is affected more directly as their cuts come directly from the Legislature and are in the 6% range. We have had to pick up $50,000+ in new expenses that were previously paid for by OhioLINK.


    The budget difficulties which impact the materials budget also impact the remainder of our budget. Library-wide, we are eliminating 10 positions which have become vacant over the past year. Technical Services has been spared from loss of positions thus far but we anticipate losing 2 of the graduate assistants positions which are fundamental to our cataloging processes and up to 10% of our student employee budget in FY03. We did also make a decision to move a vacant cataloger position from Cataloging Dept. to the Serials/Electronic Resources Dept. to provide additional support to an every growing workload in electronic resources.

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

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Round Robin Update, June 2002
From: Rosann Bazirjian (

Pennsylvania State University Round Robin Report
May 2002

  1. Personnel:

    Ann Snowman has accepted out position as Head of Access Services. Ann comes to us from Rutgers University. Her first day at Penn State will be August 1, 2002.

    We had to re-post our position for Electronic Resources Cataloging Librarian.

  2. Projects:

    We reported on the VIUS Project last round robin. That is still going strong. We will be using ContentDM to provide descriptions of our images.

    We plan to put resources toward an Annex inventory this fiscal year. We need to bar code materials in our newest annex as well as correct serial holding migration errors that occurred as a result of moving to a new library management system.

    We are working with other Statewide Resource Center libraries (The State Library, Carnegie Library of Pittsburgh and Free Library of Philadelphia) on a digital project titled Digital Pennsylvania History. These four libraries will collaborate to create a searchable virtual statewide library of images and textual material that document the culture and history of Pennsylvania and its inhabitants. Penn State's initial contribution will be Pennsylvania History on Microfilm.“

  3. New Services:

    We have worked with Information Technology Services at the University to provide for electronic signature stations for library privileges. We will also be introducing payroll deduction for library fees beginning this September for all faculty and staff at University Park and campus library locations.

    We will be installing OCLC's ILLIAD software this June. Our Interlibrary Loan staff members are looking very forward to recognized efficiencies from this is system.

    We have contracted with OCLC for Pinyin Conversion. This will be done after July 1st.

  4. Benchmarking:

    Five members of Technical Services and one member of Digital Library Technologies visited the University of Virginia in April 2002 as a post-SIRSI implementation benchmarking trip. We learned a lot and appreciated their hospitality. This was part of an initiative to concentrate on process improvement this year. Along this line, many task forces were also appointed. These are: Rush ordering/Cataloging Task Force, Acquisitions/Interlibrary Loan Task Force, Gifts-in-Kind Task Force, Duplicated Formats Task Force, and the Vendor-provided Selection Tools Task Force.

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    Round Robin Update, June 2002
    From: Katharine Farrell (

    Princeton update
    Summer 2002:

    There is not a lot new to report since mid-winter, but a few highlights are given below.

    1.      Cataloging:  Following on the success of shifting approval plan processing into cataloging from acquisitions, we are investigating the purchase of catalog records from one of our English language approval vendors as a means to reduce receipt-to-shelf turn around time for high profile acquisitions.

    We are also in the process of revising our standards for acceptance and handling of member copy with the intent of involving support staff in handling a larger percentage of this kind of material with the goal of expanding as far as possible the universe of material that gets processed immediately on receipt.

    2.      Remote storage:  Our joint facility is open for business and doing business apace.  

    In addition to the vast quantities of material that both Columbia and New York Public are sending Princeton is sending about 10,000 volumes a month to the ReCAP facility. As noted in the mid-winter update, much of this collection movement is necessitated by myriad construction projects on campus. Our psychology library is mostly in storage as that space is under renovation, the art library is temporarily housed in several locations including the old engineering library facility and our university archives building, while the art library is renovated. The geology collection is also soon on the move eventually to end up as one of the collections in a new, and Princeton’s first, combined science library. We’re all quite excited about the prospect of a Frank Gehry designed building on campus; it will house several of our science collections and is expected to open in 2006. Several renovation projects are also underway in the main library, all of them requiring that we move collections to provide space for other things.  In order to find additional staff resources to process the collections being moved, we trained our permanent shelving staff to perform basic holdings maintenance functions in our Voyager system.  This has proved a highly successful venture and as a side benefit finally provides the shelvers with enough basic computer literacy and job-related computer experience to bid on higher level jobs within the library system and outside of it as well.

    3.      Acquisitions: We are continuing to press forward on the edi front, with about 35% of all our orders and serial claims being done electronically. Our experiment with online selection from a vendor’s database has not been as successful as we had hoped, but we are continuing to examine ways to make better use of online tools to reduce paper handling and streamline the selection and ordering processes. We are poised to implement the document management system for managing invoices by scanning and indexing them online at the beginning of our new fiscal year on July 1.

    4.     Circulation: The main event in circulation is Princeton’s trial participation in the Borrow Direct program originated between Columbia, Yale, and Penn. We hope to have the profiling completed so that the service is available by September 1. We are still working out all the workflow issues related to the interface between the inventory control system at ReCAP and Voyager. Circulation and reserves are also awaiting the 2001.2 release of Voyager, which will provide significant functional improvements.

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    Round Robin Update, June 2002
    From: Cynthia Shelton (

    UCLA Round Robin—Heads of Technical Services, Large Research Libraries report

    ILS:  UCLA is in the midst of an internal and informal evaluation  of vendors and their systems.  We had vendor demos in March quickly followed by user site visits.  The Library executive committee will be receiving a report from our evaluation team by the end of July, as which time we will make a decision on formal steps to be taken.  (Sorry, but I need to be purposefully vague.)

    Transitions: There will be big changes in the  Library executive committee with 3 retirements by the end of December:  UL Gloria Werner leaves end of this month, AUL Public Services, Janice Koyama leaves in December, AUL, Sciences and Deputy UL, Alison Bunting leaves in December. HELP!

    Budget:  All UCLA departments have been asked in the budget planning process to say how they can take an 8 percent cut. The California State budget is in terrible shape and will be for two or three years. We have been told the Library will be protected. At best we will operate with a flat budget for both collections and operations in FY2002/03.

    Electronic Resources Database (ERdb):  We continue to work on development of this tool for managing and tracking electronic resources as well as providing discovery and delivery of e-resources to our users. This has forced the issue of developing guidelines for both the selection and cataloging of internet resources.

    Shared Print Collections:  While this is in large part a collection development issue it has broad implications for technical processing.  A UC-wide  taskgroup has put into motion initiatives that would make our regional library storage facilities the processing and repository centers for developing shared print collections for e-journals and government documents.  We are finally walking the walk, instead of just talking the talk about large scale cooperative print collection development and management.

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    Round Robin Update, June 2002
    From: Judith Nadler (

    Chicago Round Robin, June 2002

    1. Mellon Challenge Grant awarded for conservation.

      The Andrew W. Mellon Foundation has issued a $1,000,000 challenge to meet the growing conservation needs of the 6.7 million printed volumes and other materials in the University of Chicago Library's collection. Over the next four years the Mellon Foundation will match dollar-for-dollar all gifts to the new Library Conservation Endowment. The endowment will ensure that our efforts in stabilization, which include repair, rebinding, rehousing, and other treatments, will be sustained and accelerated to preserve these important collections.

    2. Pinyin record conversion nears completion.

      About 50,000 bibliographic Records using the Wade-Giles romanization scheme have been successfully upgraded to Pinyin Romanization. This upgrade should improve accessibility for our users and brings our database into better conformity with prevailing standards and practices. In concert with conversions by the bibliographic utilities OCLC and RLIN and by the Library of Congress, we have already been entering new records using this form of romanization and last year we loaded a large file of updates to authority records using the new romanization. The load and overlay of these Chinese language records followed by a clean up project by East Asia library staff will complete the planned conversion.

    3. Budget challenges.

      Chicago received a 6 percent increase in materials budget, but flat budgets for everything else. A self-funded 3 percent merit increase for staff is underway. We continue to experience very low turnover of staff. A moratorium on filling positions is in effect and a planning process with an eye to programmatic changes that will relieve the budget in the long run, is in process.

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

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    Round Robin Update, June 2002
    From: Barbara Henigman (

    University of Illinois at Urbana-Champaign
    Bigheads Round Robin
    June 2002

    System Implementation

    UIUC is in the midst of implementing our new Voyager (Endeavor) ILS. As a member of the Illinois Library Computer Systems Organization we are currently one of 45 libraries all participating in the same implementation schedule. UIUC hopes to be live on the new system by July 5, with the entire consortium up and running with resource sharing in place at the beginning of August.


    Technical Services Staffing levels have finally reached the status quo. Our new head of serials cataloging, Michael Norman, will be joining us on July 1.

    Remote Storage Initiative

    Ground breaking for UIUC's high density storage facility is expected to occur sometime this summer. The first building phase will house one million volumes. The building will also house a conservation lab and reading room. The selection process for the first one million volumes has been underway since January.

    Space Reconfiguration

    The first phase of the Technical Services space reconfiguration was completed in April, and the Acquisitions department has successfully moved into the new space. The second phase has begun and it is expected that Cataloging will join Acquisitions sometime in Summer/Fall 2003.

    Other projects

    UIUC has just reviewed RFP proposals for retrospective conversion of a portion of records currently having very minimal catalog records. Retrospective conversion has been established as a high fiscal priority for the coming years.

    General Budget Issues

    In spite of increasing budget pressures for the UIUC campus, the Library has survived the major cuts that are happening around campus. So far we are not in danger of losing staff positions, although there will likely be a 0% increase in salaries this year. The University has imposed a hiring freeze that has impacted Technical Services, temporarily reducing cataloging staff by 4 FTE. New searches for Faculty positions are approved on a case by case basis.

    So far the collections budget has not been cut, but it is likely that there will not be an increase for the coming fiscal year.

    Barb Henigman
    Technical Services Division Coordinator
    University of Illinois at Urbana - Champaign

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    Round Robin Update, June 2002
    From: Leighann Ayers (

    University of Michigan
    Highlights for Bigheads
    June, 2002

    1. LMS

      ExLibris has been selected as our preferred LMS vendor. We are currently in discussions with them and preparation of a letter of intent is in process. A timeframe for implementation is still under discussion.

    2. BUDGET

      Michigan is trimming modest amounts from several areas, including operations (equipment, facilities, etc.) and personnel, often reduced hourly or from vacant positions. This is being done in anticipation of a mid-year recission. A 2% merit increase is also being funded through internal reallocation, primarily form vacant positions. While some collections increase is anticipated, it will be inadequate to meet the expected inflationary increases for 2003, and units are working to trim back accordingly. Possible areas for reduction being reviewed are serial cancellations, avoiding monograph duplicate purchases across units, cutting back on binding and reevaluating exchanges. The extent of the impact of the tighter budget year will not be known until we receive the final budget allocation form the Provost's Office at the end of this fiscal year.


      Effective June 1, John Wilkin is serving as Interim Associate Director for Digital Library Services.

      The vacant positions of Associate Director for Digital Library Services and Associate Director for Technical and Access Services were recently posted.

    4. ILL

      In July we will begin using ILLiad software for both borrowing and lending. We anticipate it will save staff time in both functions. A big savings will be to use the ILLiad circulation function for books on loan from other institutions.

    5. E-resources project

      A new project involving the automated assignment of bibliographic items to topical categories based on a set of "topic maps" for the three topical browse lists we maintain (E-Journals, Networked Resources, and New Books) is currently under development. The maps will consist of LC and Dewey class numbers mapped to appropriate topics. Software implementation will involve tools for inputting, storing, and editing the maps. This will enable automatic mapping of e-resources to topics based on selector expertise and will enable global changes to be made quickly and efficiently.

    6. NEH funding

      The Library received funding from NEH to support its project Preserving, Digitizing, and Providing Access to the Philippine-American Collections, Phase 2. The anticipated historical date ranges will cover 1870-1889 and 1911-1925, in a range of Library of Congress call numbers. Project elements include: conversion of published text to digital images, conversion of original photographs to digital images, conversion of half-tone reproduction to digital images, mass deacidification of acidic paper, conversion to microfilm of brittle newspaper, conservation of photographs prior to digitization, programming that will allow searching across formats. This project builds upon the Phase 1 project which covered 1879-1910. NEH has changed its funding guidelines to support projects with a multi-treatment approach.

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

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

    University of Minnesota Libraries
    June, 2002

    1.      Migration to Aleph.
      We shut down technical services functions in NOTIS on May 17, 2002.  Switch to production on the ExLibris Aleph system is scheduled for July 1, 2002.  Training on Aleph began in early May.  As of May 21 (10 days of training) 39 sessions of 8 separate classes have been delivered to over 450 registrations.  Planning and training for the migration have been the primary focus for many staff for the past months. More than 800,000 records have been revised as part of the migration preparation. One of the delights of all this hard work is a closer working relationship with our colleagues on the coordinate campuses (Crookston, Duluth and Morris) where migration will occur in the summer of 2003.  Another pleasure is the excellent work of the trainers who have produced a focused curriculum and documentation. Also, many staff have revealed hidden talents as they tackle implementation and clean up issues. We expect to do more systematic consideration of process redesign and possible reorganization when we have a few months of experience with the system.

    2.   New University Librarian.
      Wendy Lougee assumes the position of University Librarian on June 17, 2002, replacing Tom Shaughnessy who retired on December 30,2001.  Peggy Johnson is Interim University Librarian.

    3.      Significant Staff Turnover
      A significant number of retirements has caused a high number of vacant subject specialist and reference positions.   Technical services turnover is not very high, but filling positions is delayed by a 3 month freeze in effect for all library vacancies.

    4.  Completion of Walter Library
      The renovated Walter Library Digital Technology Center opened to the public in January. The beautiful renovation was celebrated by two grand openings in May and June, following a shake down period in which final adjustments were accomplished. The building houses the Science & Engineering Library and the Libraries' Learning Resources Center, the Institute of Technology Dean's Office, the Digital Media Center, the Digital Technology Center and a 100 machine computer lab for students.

    5.  Budget Concerns
      We have a growing structural deficit in our overall budget and in our materials budget.  The impact of state cuts to HESO (which funds MINITEX) will hit us since we benefit from the purchasing power of MINITEX in many ways. The combination of migration to a new system, changes in administration, high staff turnover and a  growing structural deficit creates a challenging environment.

    6.       Grants and Projects
      We are nearing completion of the project to catalog the Sherlock Holmes collection and the Arabic and Hebrew arrearage.  We have plans to start on the CJK arrears and Modern Greek collections.  Funding comes both from internal reallocation and gifts. One technical services staff member has been temporarily reassigned to work on an IMLS grant project to digitize war posters.


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

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    Round Robin Update, June 2002
    From: Joyce Ogburn

    Report from the University of Washington Libraries
    June 2002

    1. Serials:
      We will not have a large-scale cancellation project for 2003 subscriptions. We did enough cancellations last year and have put together enough funding to make it through 2003. Serials staff are working closely with Collection Management Services to outline requirements for an electronic resources management system.

    2. Digital Initiatives:
      Work continued on integrating the Digital Initiatives Program into Resources and Collection Management Services. A new staff person was hired to manage the systems infrastructure and to work with our information literacy program on their programming needs. We started gathering information from other institutions about the kinds of legal agreements they have with faculty and others on hosting, taking over, or otherwise servicing digital content from outside the Libraries. We are also planning to integrate this information into an electronic resources management system. DI and systems are collaborating on modeling structures for supporting changes in scholarship and scholarly communications such as an institutional repository, digital research projects, electronic publishing, and other forms of scholarship.

    3. Preservation:
      In January we combined monographic and serials binding in the Periodicals and Binding Section of Serials. Marking was added to this unit on June 15.

    4. Monographs:
      Implementation of PromptCat for Blackwell firm orders was successful. Joe Kiegel, Head of Monographic Service, gave a presentation to the Libraries' department heads about the streamlining and automation of acquisitions. Over the past 3 years Monographic Acquisitions has performed an amazing transformation of its services. The unit has been reduced by 9 fte - half of its size in 1999. He received a hardy and spontaneous round of applause from all who attended. Catalogers are continuing a discussion of expanded linking in the catalog, considering what type of materials should be linked in the web catalog, going purchased and licensed material, and expanding to the concept to other representations online, partial electronic representations (tables of contents, indexes), accompanying electronic material, summaries, etc. The discussion paper can be found at:

    5. Collection Management:
      Tim Jewell continues his national role on development of the data elements and structure of e-resource management systems. The Gifts section moved from Monographic Services to become part of CMS.

    6. International Studies:
      On the plus side, we put together a funding coalition on campus to purchase a very rare early Buddhist manuscript. On the down side, a proposal to TICFIA for increasing our digital collections in the Near East, South Asia and Southeast Asia was not funded, despite positive comments.

    7. Renovation:
      Staff will start returning to the main campus in August after being offsite about 18 months.

    8. Budget:
      While we received a cut to our budget for next year, the Libraries received some "strategic reinvestment" funding. Some of it will be placed in the resources budget, and some will be assigned to support new initiatives. Hiring and travel freezes have been lifted.

    9. Scholarly Communication:
      A new committee has been formed to work more actively on scholarly communication issues, including communication, toolkits for selectors, seeking collaborative ventures, investigating alternative models we could adopt, and so on.

    Joyce L. Ogburn, Associate Director of the Libraries
    Resources and Collection Management Services
    University of Washington
    "The future is not something that happens to us. The future is something we do."

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    Round Robin Update, June 2002
    From: Richard Reeb

    Sorry to get this semiannual report out while ALA is already in session.

    University of Wisconsin-Madison
    ALA Conference 2002
    Round Robin Report


    Joining the ever growing ranks of the retirees next month will be five members of the library's professional staff including the Deputy Director/Associate Director for Member Libraries, Sandy Pfahler, and two unit heads within Central Technical Services (CTS), Yvonne Lee and Mary Tipton. Two professional staff already in technical services have been appointed acting heads: Jan Duxbury will direct the Serials Control/Binding Unit and Jamie Woods will head the Copy Cataloging/Catalog Maintenance Unit. Ed Van Gemert has had his responsibilities expanded and named the Associate Director for Public Services and Member Libraries. Another important position filled this spring was the selection of Robin Rider, our former head of Special Collections and the University Archives, as the new Associate Director for Collection Development, Management, and Preservation.


    Cooperation between technical services and collection development staff has been instrumental in expanding our use of the shelfready services provided by Yankee. In March we received our first university press approval titles fully processed with the appropriate fund identified for EDI invoice processing. More recently this process has been further streamlined by implementation of Embedded Order Data (EOD) functionality within Voyager. We hope to extend this time-saving EOD process to the titles we also firm order from Yankee. At present, however, some important questions remain to be answered about whether the current Voyager software will support this functionality without major changes to our fund structure.


    Through an RFP process carried out this spring to convert our Cutter, i.e., Pre-LC classed, literature collection and a portion of our masters theses collection, a contract for retrospective conversion was recently awarded to OCLC. Some of this work will be subcontracted by OCLC to MarcLink of Provo, UT. During the next fiscal year we expect MarcLink/OCLC to convert 60,000-80,000 titles. That will be in addition to the conversion work being done by staff within CTS which does not lend itself well to being converted off-site.

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

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    Round Robin Update, June 2002
    From: Ann Okerson (

    Report of Recent Activities at Yale University
    ALA Annual Meeting 2002

    Library Management System.
    The Yale Library is just completing its Voyager implementation. Cataloging on Voyager began last week (June 3rd), and staff commenced serials receiving this week (June 10th). Acquisitions will go live in early July, and Circulation will migrate in mid-July. The Voyager OPAC will be available publicly in mid-July, when circulation status can display. The process is going well, although a major power outage in ITS crashed many University online systems on Day One of Voyager cataloging! (There was apparently a problem with faulty wiring somewhere...) The Library hired NELINET to develop and provide staff training in three functional areas: cataloging, acquisitions, and circulation. The NELINET consultants also developed a set of pared down training programs for staff who need to read and interpret records, but who are not engaged in the actual cataloging, acquisitions and circulation work. All staff will take an OPAC class. It is safe to say that the classes and training sessions number in the hundreds. Staff, in particular in the Catalog Department, have produced a great deal of detailed, mission-critical documentation and many have teamed up with staff throughout the library system in order to facilitate training, learning, and practice sessions. In spite of a commitment to keeping them simple, interim procedures during the cross-over have achieved a certain degree of complexity.

    For more information, see:

    Retrospective Conversion and Authority Control.
    Excellent News: The Library's projects to convert the Official Catalog and the Serials Catalog were completed in February and March 2002 (on target and on time), resulting in more than 95% of the collections being represented by online records. Clean-up work will continue for the next couple of years.

    In addition, the 150,000 CJK records should be completed by summer of 2003. Hebrew and Yiddish records are being converted by Library Associates in Los Angeles and will be completed in late 2002. The Arabic and Persian language titles are being converted in house, with completion late this year or Q1 of 2003. The Library also completed MARS authority control implementation. The Recon Advisory Committee will now turn its attention to numerous other unconverted or (mostly) un-cataloged special collections. A comprehensive listing of these has been generated. Even though much of the next phase of work will be cataloging, that phase is quickly being nick-named "Recon 2."

    The Library's recruitment process for the new Head of Preservation and Chief Preservation Officer has resulted in the very successful appointment of Roberta ("Bobbie") Pilette, currently Interim Head of Preservation at the NYPL. She will assume her new responsibilities on September 30. Meanwhile, the Library continues to ramp up its investment in mass de-acidification, reaping benefits from a NERL consortial discount. The Collection Development Council's Pamphlets Task Force has mapped out a plan to bibliographically "control" *and* to preserve many of the Library's older pamphlets, numbering in the hundreds of thousands. Staff are working to identify funds to make a start on this daunting but important effort.

    In February, the YEA team (Yale Electronic Archive) submitted its report to the Andrew W. Mellon Foundation for its one-year planning process regarding the archiving of Elsevier Science's e-journals. Along with other planning libraries (Harvard, Cornell, MIT, and others) we await news about next steps. The report will be mounted on the Web this summer (resources permitting).

    Electronic Collections.
    A great deal of work is ongoing, as Yale's accessed/licensed collections grow apace. As part of consortial arrangements, the Library has just added access to about 1,600 Chinese journal titles and is contracting for about 80,000 classical Chinese books with Chinese University Press of Hong Kong ("SikuQuanshu"). With the help of SerialsSolutions in identifying periodicals within aggregated vendor collections, our e-periodicals count has risen to nearly 30,000 titles. This growth rate presents quite a challenge to technical services. The Yale Library joined eBrary as one of three early-adopter institutions, in February, and we are sorting out just what that arrangement means for our access activities.

    We have just learned that Yale Library has been awarded Title VI Innovation funds to develop an online database of Arabic and other Middle Eastern serials, in conjunction with partner libraries in the US and abroad. The amount of the grant should approach $500K over three years. Because of the language/alphabet issues, this will be a very challenging project.

    SFX and MetaLib.
    The Library has installed SFX and is continuing to add to and develop its potential. MetaLib is likely to be implemented sometime in the fall, staff resources permitting.

    Library Shelving Facility (off-site).
    The Library is completing construction of four additional modules of the Library Shelving Facility. The first module, opened in November of 1998, with a 2+million volume capacity, is now full with over 1 million items (these include numerous archival boxes/collections). Planning efforts designed to reduce significant stack overcrowding are underway. If the Library were funded to move close to 2 million more items into the LSF over the next 3-4 years, we could reduce our on-campus stacks to the desired 85% capacity. But, at current funding and movement rates, we would not achieve 85% capacity until 2011. The truth will probably lie somewhere in between, and at that 85% point, the LSF will house more collections than Sterling Memorial Library, the main campus library.

    Library-Wide Strategic Planning.
    Building on last fall's five- year planning exercise, the Library is engaged in an intensive strategic effort. At this writing, the process has identified "Access to Collections" as our "driving force" for the next handful of years ("access" being broadly defined as not only adding collections but also eradicating backlogs, ramping up collections management and preservation programs, integrating collections for users with digital tools, and much more), with chief foci for action in the following four areas: (1) Collections management and getting the stacks down to 85% capacity, which each book in a desired location; (2) "Recon 2;" (3) Strengthening international and area studies programs; and (4) the "Integrated" library. Yet to come are more precise objectives in each of these areas, to be followed by "action plans." See the next report!

    The events of September 11th, coupled with some unfortunate thefts, have more intensely focused the Library's and University's efforts on security. At the request of the University Librarian, the Chief Acquisitions Librarian headed up a Security Working Group, which convened intensely over a period of six months. Working with campus security officers and administrators, the group analyzed conditions in each of the Library's facilities and, in a comprehensive report delivered in late winter, presented a series of recommendations to the Library and the University. Some can be implemented immediately, while others (such as further securing of technical services areas) require an infusion of funds. For her excellent and thorough efforts, the Chief Acquisitions Librarian was rewarded with ongoing membership in a University-wide Task Force.

    Ann Okerson, AUL
    Joan Swanekamp, Chief Catalog Librarian
    Yale University Library
    June 12, 2002

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