ALCTS Technical Services Directors of Large Research Libraries
2000 Midwinter Meeting (San Antonio, TX)
January 14, 2000
Issues of Importance (major events/developments/concerns) to Local
Institutions - Round Robin
These reports were distributed over the Big Heads electronic discussion
list in the weeks prior to the San Antonio, TX midwinter meeting.
For the minutes of the Big Heads meeting at San Antonio, click on
This compilation was prepared by
Judith Hopkins, University at Buffalo
SOME OF THE FOLLOWING LIBRARIES DID *NOT* ISSUE A ROUND ROBIN REPORT.
LIST OF LIBRARIES
Library of Congress
National Agricultural Library
National Library of Medicine
New York Public Library
New York University
Ohio State 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 Washington
University of Wisconsin at Madison
Update, December 1999
From: Lee Leighton
- PERSONNEL CHANGES
We have hired two new Associate University Librarians. They are Isabel
Stirling who is the new AUL and Director of Public Services, who came to us
from the University of Oregon, and Patty Iannuzzi who will be the new AUL
and Director of the Doe/Moffitt Libraries. Patty will be starting to work
with us at the end of January, and she comes from Florida International
University in Miami.
- COLLECTIONS BUDGET
Our collections budget, which remained at $8,000,000 for many years, has
been augmented by our University Chancellor with an additional $4,000,000
in permanent funds. Technical Services, along with many other library
units, is facing the challenge of dealing with the increased funding.
The Library has assigned two new permanent and two temporary library
assistant positions to Technical Services to help us cope with the influx
of new library materials.
- ACCOUNTING SYSTEM
The University is in the final stages of implementing a new accounting
system that uses PeopleSoft software. The library and all other campus
units have experienced an increased workload because of the new system as
well as an increase in the time it takes to pay our vendors.
- COLLECTIONS BUDGET
We are continuing to work with the Academic Book Center to test their Book
Bag E-link service which will enable us to load ACBC records into our
INNOPAC system as order records.
Berkeley and the other campuses of the University of California have begun
to explore the feasibility of replacing the hardware and software on which
the statewide MELVYL union catalog operates.
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From: Judith Nadler
UNIVERSITY OF CHICAGO UPDATE, January 2000
- LIBRARY REORGANIZATION:
We have just brought to closure a broad-based library reorganization effort
which will have major implications for Technical Services.
A main feature of this reorganization is the bringing together of
operations that have strong affinities related to the processes of
acquiring, preserving, and providing intellectual access to information
resources in both traditional and electronic forms. These operations have
been aggregated into a newly created Information Resources Management
Division. This Division will report to me. My title has been changed to
Associate Director of the Library.
The Information Resources Management Division encompasses the Integrated
Library Systems (previously part of the Systems Division now obsolete),
and the Acquisitions, Cataloging, Serials, and Preservation departments
(previously the Technical Services Division, now obsolete). Acquisitions,
Cataloging, and Serials will be reconfigured along two functional lines:
Acquisitions operations (monographs, serials, and electronic forms) and
Cataloging operations (monographs, serials, and electronic forms). The
Head of Acquisitions will also be responsible for managing the process of
licensing and purchasing digital resources and for the on-going
maintenance of license and subscription arrangements.
The East Asia technical Services (already configured along functional
lines) will continue to report to me via the Curator of the East Asia
Also reporting to me is a newly formed Digital Library Development Center
(DLDC). The DLDC will incorporate the staff of the Digital Library Systems
(previously part of the Systems Division) and several new positions. The
Center will be co-directed by a Systems Manager and a Coordinator and Web
Much of this is still "under construction". We expect to bring the new
Division up in early 2000.
Phase I of the Regenstein Reconfiguration Project, including (1) installing
compact shelving for a net added capacity of 1.2 million volumes; (2)
reconfiguring Special Collections (3) remodeling the main entry foyer; (4)
relocating and consolidating Circulation, Reserves, ILL, Entry/Exit Control,
and the Privileges Office, was completed in the Fall. Phase II of the
Regenstein Reconfiguration is pending additional funding.
- RETROSPECTIVE CONVERSION
The conversion with OCLC of 1.4 million records, a project begun in November
1997, is nearly complete. Included in this project are the general collections
in Regenstein and the unique Crerar Library collection in science and
technology. A pilot project to test standards and cost for the conversion of
the East Asia Library collections is in progress. Following the outcomes of
the pilot, we will embark on a multi-year conversion project for CJK.
- DATABASE CLEAN-UP AND RECORD ENRICHMENT
With conversion winding down, we will concentrate on post-recon clean-up and
record enrichment. We have purchased the entire back-file of the Table of
Contents (TOC) enriched records from BNA and we are now loading TOC records on
a monthly basis. We have purchased the full set of Early English Books MARC
records with 865 links and will load them when available early next year.
We have been participating in CORC since its beginnings. To date we have
created records or edited existing records in the CORC database for a
number of our Oriental Institute's web sited referenced in their fairly
elaborate set of web pages. We are now gearing up for a small test project
in the sciences using the pathfinder function. We have about eight (8)
catalogers who have been trained and now one copy cataloger as well. We
expect to involve more copy catalogers over time. To date we have
exported MARC records in our OPAC for every site we catalog in CORC. In
future there may be some materials where we only want to work with the DC
records and we are in the process of developing an insfrastructure to
support this option.
University of Chicago Library
FAX 773 702-6623
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From: Bob Wolven firstname.lastname@example.org
Columbia University Update: December 1999
- BORROW DIRECT
The cooperative borrowing project among Penn, Yale, and Columbia
formerly known as CoPY finally became available to patrons in November
under the name Borrow Direct. The project, coordinated by RLG and using
software from CPS, allows patrons to search a virtual catalog of the
combined holdings of the three institutions and to request materials not
held locally. The request is submitted electronically to the lending
library, which then retrieves the item. By changing the status of the
request to "Shipped", the item is automatically charged in the local
circulation system through the CPS software.
The aim of the project is to expedite interlibrary borrowing by
reducing the amount of staff intervention. The goal is to have items
delivered within four days of the request. November marks the start of a
one-year pilot project to evaluate the success of Borrow Direct in meeting
- OFFSITE STORAGE:
Work continues on plans for the joint offsite storage facility to
be shared by New York Public, Princeton, and Columbia. The facility will
open in July 2001 on Princeton's Forrestal campus. The initial three
modules will house close to 6 million volumes, with capacity on the site
for an additional twelve modules, for a total capacity of 30 million
volumes. Recent work has focused on defining service expectations and
initial exploration of mechanisms for sharing access to the stored
collections among the participants.
[For more detailed information see the
summary sheet that Richard J. Schulz prepared for presentation to the
staff of the Princeton University Library, Nov. 1999.]
Projects are currently under way with OCLC and MARC Link to
convert 220,000 titles in 1999/2000. An additional 500,000 titles will be
converted over the next 4 years, leaving a residue of about 200,000
microforms, serial analytics, and pamphlets to be completed after 2004.
Additional funding is being sought to escalate the pace of this
- AUTHORITY CONTROL:
Automated authority control was suspended in August 1997, with the
cessation of Blackwell's service. RFPs have now been sent to vendors for
processing a catch-up file and resuming an ongoing service in 2000.
- ELECTRONIC RESOURCES:
Along with everyone else, we continue to reassess the support and
organization for implementing networked electronic resources. Two key
vacancies in serials acquisitions and serials cataloging will lead to a
reconsideration of job responsibilities in this area. A tracking database
to manage information related to licenses, access, proxying, acquisitions,
etc. has been designed using the structure of the Libraries' Master
Metadata File, and will be implemented in 2000.
The MMF is also being expanded to include administrative metadata
for all digital library projects taking place on campus. The aim is both
to support project management and to share information among widely
dispersed units. To this end, the database will focus not only on the
digital content, but also on the technologies employed and functionality
Participation in netLibrary and Early English Books Online
(through two different consortial agreements) has served both to highlight
the costs of cataloging for large collections and the issues associated
with shared cataloging for electronic materials.
The multi-year renovation of Butler Library continues, with the
new Circulation desk and Wien Reference Room having opened in the fall.
Spring openings will include additional undergraduate reading rooms,
InterLibrary Loan, and the Electronic Text Service. The Business Library
and Engineering Library also underwent major renovations over the summer,
with smaller projects planned for other units in 2000.
Renovation has greatly increased use of the libraries, placing
even greater demands on reader space and especially on public
workstations. Control of food and drink has become a major issue, as has
the volume of public printing. In the spring, new task forces will
examine alternatives in these areas.
Acting Deputy University Librarian
Columbia University Libraries
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From: Christian M. Boissonnas email@example.com
Subject: News from Cornell
LIBRARY MANAGEMENT SYSTEM
This is the dominant event of our year. We are planning to migrate to the
Voyager system next Summer. We will do our first data migration tests in
January. For more information, see our implementation-related information
- BACKLOG ELIMINATION
21 months ago University Librarian Sarah Thomas charged us with eliminating
our cataloging backlog by April 2001. We will complete this project in the
Spring of 2000, or about one year ahead of schedule. One major challenge
that we face in our migration to Voyager is to avoid recreating our backlog.
- RETROSPECTIVE CONVERSION
Sometime in February we will complete the conversion of our collections
classified in the P, D, and E Library of Congress classification. This
will leave us with about 400,000 titles to convert.
- CORC PROJECT
We had an extremely successful experience as part of the CORC Project. In
its final report CORC project team identified these benefits accruing from
our participation in the project:
- -- Doing things a new way
- -- Seeing how selection, description and access work together (the
whole workflow, not just one part of it)
- -- Learning about and using Dublin Core
- -- Not having to use the Networked Resource Selection Form (an
internal Cornell-designed form for managing the selection, acquisitions, and
processing of networked resources); searching the CORC database to find
vetted resources or to see descriptions of resources, and transferring the
information into a Dublin Core template for use locally
- -- Having selectors and reference staff begin records that can be
built upon in cataloging
- -- Interoperability (being able to flip back and forth to view records
in DC and MARC)
- -- Responsiveness of OCLC Office of Research staff to questions and
- -- The ability to share our records and use others' records in an
international shared database for networked resources
- -- Understanding how to use the CORC pathfinder functionality (esp.
for those with less sophisticated HTML skills)
- -- Finding pathfinders with resources grouped together (an advantage
of CORC for selectors)
For more information see the project team's final report at
- PURL SERVER
We have implemented a PURL server utilizing the system from OCLC and have
standardized about 4,000 URLs in our on-line catalog. It is working as
- DECENTRALIZED SERIALS CHECKING
Earlier this year the Sarah Thomas decided that we should decentralize the
receipt of subscription items. We have done so. Orders, renewals, and
payments for new subscriptions and receipts for the central library are
handled in Central Technical Services. Receipts and claims for department
libraries are handled in those libraries. As a by-product of this decision
we canceled almost 900 orders that we had direct with publishers. All but
40 or 50 of these titles were reordered from Blackwell's to whom the list
was awarded after a competitive bidding process.
- ELECTRONIC DISSERTATIONS
The Library is involved with the Graduate School and Cornell Information
Technologies in a project to digitize dissertations. When I last reported
on this topic we had formed a task force to plan the implementation of a
prototype project. We are now beyond the prototyping state and are
planning for a process in which all graduate students will submit their
dissertations in digitized form. For background information on this
- DIGITAL LIBRARY
University Librarian Sarah Thomas has created the new division of Digital
Library and Information Technologies. Headed by Associate University
Librarian for Information Technologies Thomas Hickerson, the new division
groups under one umbrella several initiative which were scattered
throughout the Library. These include Library Systems, Desktop Support,
Electronic Publishing, and the Cornell Institute for Digital Collections.
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From: Jeri Van Goethem
Duke University Libraries
- STRATEGIC PLANNING
In August of this academic year Technical Services completed a three-year
strategic plan (URL:
plan evolved out of a "Symposium on the Future of Technical Services" that
was held just over a year ago in December 1998. A follow-up workshop was
carried out a few months later where participants identified major library
initiatives that were later incorporated into our strategic plan. In
addition to providing a road map to the future direction of Technical
Services, it serves as an effective tool for communicating Technical
Services' priorities to the rest of the library. This has resulted in a
much-needed swell of support as we stretch our existing resources to cover
a number of new projects.
Ten plus years and over one million records later, Duke is approaching an
end to its monographic recon project. At the close of fiscal year 1998-99,
only the non-Roman languages and microform collections remained to be done.
We began working on the non-Roman collections in July and expect to complete
all but CJK by the end of this academic year. We are in the planning stages
for converting these remaining collections, which we plan to finish within
the next couple of years.
- SHELFLIST CARDS
Effective November 1999 the library reached general consensus to cease
producing and filing shelflist cards in its main library. We are
investigating the use of cards by our Reference Dept. and some of the branch
libraries with an eye toward eliminating those cards as well. The
prognosis looks promising.
- AUTHORITY CONTROL
Duke has decided to tackle authority control in-house. We have purchased
the LCAF and loaded it
as a separate DRA database. A script automating DRA's verification command
automatically corrects headings, which match a 1XX or 4XX in an LCAF record.
By the time you read this, we should have finished the initial run through
the online catalog database. Using available staffing resources and
printouts of headings that did not match the LCAF, we Duke has decided to
tackle authority control in-house. We have purchased the LCAF and will do a
manual review and corrections. In many cases global changes can be made.
We are just beginning this phase of the project. We hope that eventually
DRA will allow searching of multiple databases in such a way that the LCAF
will supply references to patrons, functioning like a local authority file.
At this point, it is accessible only to technical users. However, we have
loaded all subject authority records into the catalog and copy in name
headings on a case by case basis as cataloging takes place.
- PERFORMANCE EVALUATION
Technical Services has volunteered to be the first division in the library
to implement the university's new performance management system. Once
implemented, this will mark the first time that the library has used one
method for evaluating performance that applies equally to both professional
and support staff. It provides a systematic way of defining expectations
and developing performance standards that are measurable, attainable, and
results oriented. Supervisors underwent an all-day training workshop in
December and the rest of the staff will participate in a half-day training
workshop in January. Following the training, we will begin identifying
major job responsibilities and developing standards. We are on schedule for
implementation of the new system on July 1, 2000.
About a year ago, all library staff participated in a series of Diversity
Training workshops. These workshops produced a wide variety of issues and a
broad range of desirable workplace behaviors. Since that time, the library
has fully engaged a diversity program and appointed a committee that
represents a cross-section of the organization to coordinate and oversee its
implementation. To date the committee has develop a plan for
implementation; synthesized the list of desirable workplace behaviors into a
set of core workplace behaviors which have been endorsed by the
administration and the staff; and drafted a work climate assessment tool set
for testing in January. This assessment tool will provide a baseline
assessment of our current environment. It will be administered annually to
measure progress and to identify issues. The next major step is to develop
and implement ways to inculcate the workplace behaviors into the library's
work culture, including a system for individual accountability and
- OFF-SITE STORAGE FACILITY & RELOCATION OF TECHNICAL
Duke has finalized the purchase of land, located approximately five miles
from campus, for its new off-site storage facility. A barcode number
storage and retrieval system will be used, which will necessitate the
addition of piece specific holdings to all serial records. In addition to
600,000 items in our present facility, which will be moved to the new site,
an additional 600,000 items from the main stacks will be shifted. The
building is expected to be completed in less than two years. The
implications for staffing this project are significant and a planning task
force is scheduled to begin work in January.
This off-site storage land is also being considered as a potential site for
locating Technical Services. Some preliminary work on space and equipment
needs was completed a little over a year ago and we are now embarking on
closer scrutiny of the issues surrounding organizational structure,
workflow, and communication that have evolved out of discussions regarding a
remote Technical Services facility.
- ELECTRONIC INFORMATION MANAGEMENT:
Digitized information is being managed through multiple approaches:
The Duke online catalog now contains 9859 bibliographic
records containing Internet links in the 856 fields. Aggregated databases
such as those from EBSCO, Information and Learning, Information Access
(Gale), and CIS have had analytic links added for each title in those
databases----which has greatly increased usage. Collections of journals
such as JSTOR, SpringerLink, Project Muse, CIAO, Kluwer, etc. are cataloged
and directly linked. Link checking software is run against the online
catalog each month to check "link-rot", and corrections are made. Software
is being developed to harvest subject web pages from the opac to prevent the
need for individually keyed and maintained pages. Thus far, the major focus
has been on the serial format, but we are planning analytics for monographs
contained in such collections as CIAO and LION, as well as the possibility
of collections of electronic books from NetLibrary, now under consideration
for purchase. Staff involved in electronic information management range
beyond technical services to include Library Information Systems staff,
Reference staff, and Collection Development--necessitating considerable
coordination and communication.
Duke Scriptorium web site contains locally digitized, original source
material with the collections cataloged using metadata protocols;
commercially purchased resources are added to the library collection with
hot links in the opac cataloging records as well as from web pages; and
selected, free, Internet resources are, upon recommendation from the
Resource Specialists, cataloged and added to the online catalog with
- ELECTRONIC INTERFACES:
Using Innovative Interfaces software, electronic claiming is carried out
with all major serial vendors. Invoices are posted electronically.
Monograph orders are sent electronically to most vendors. Software is in
the final stage of development for downloading firm orders into Innopac with
the inclusion of fund codes, vendors, and other relevant coding.
Head, Acquisitions/Serials Dept.
Perkins Library, Duke University
Durham, NC 27708-0187
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From: Michael Kaplan
Indiana University Library Big Heads Report
ALA Midwinter 2000
- NEW LIBRARY MANAGEMENT SYSTEM
In September Indiana University signed with SIRSI for a system-wide
installation of Unicorn to replace the shared NOTIS and Horizon systems we
presently have. Installation is planned for December 2000. Because
Indiana University did not implement NOTIS on the basis of a single, shared
bibliographic record, we are expending a great deal of time and energy
trying to determine how far we can go toward sharing a single record
- SHELF-READY/CATALOG-READY PLAN
We are beginning to plan for the potential of a true shelf-ready
/catalog-ready plan for implementation together with the migration to
SIRSI. Over the years IU has made minimal use of the NOTIS loaders and
has done little, if any, customization to them, so we are not prepared to
try to load vendor files or build complete records with items, holdings,
etc., from information shipped by vendors. With SIRSI we expect to make
As part of that plan we
are consolidating our various vendors and making greater use of those
vendors that are the more advanced technologically. We are doing this for
2 basic reasons: to put the onus for (inadvertent) monographic duplicate
order detection on the vendors (which we could not do if the orders
continued to be fragmented) and with an eye to EDIFACT. Accordingly, we
are in the process of concentrating our domestic monographic firm order
and approval business with Academic/Blackwell's. For serials, we have
moved those portions of our domestic business that was not already with
Ebsco to Faxon (RoweCom) and our entire European serials business to
Harrassowitz (except for the UK). In 2-3 years the University purchasing
office has recommended that we plan to put out an RFP for the domestic
- RETROSPECTIVE CONVERSION
Recon continues apace. OCLC has converted approximately 275,000 titles for
us since March, with another 125,000 to go. We are close to finishing the
non-Roman languages in-house. Classed-together monographs-in-series we are
also doing in-house, but we have changed tack and are culling their cards
from the public catalog rather than working from the shelflist/stacks. We
have internally generated enough money from various savings in Technical
Services to put about $125,000 into Recon for the Lilly Library. We are
piping the OCLC Recon records through LTI's authority control service as
an add-on to the service that comes free from OCLC as part of their Recon
efforts and are finding substantial improvements in the records. I owe my
thanks to Cath Tierney/Stanford and Carol Fleishauer/MIT for sharing their
experiences and tests with LTI and moving us along in that direction.
Post-Recon, post-SIRSI implementation, we plan to funnel all new
cataloging through LTI's authority process.
- TECHNICAL SERVICES CHANGES
Beginning in early fall we brought in new power and data distribution
service to the Third Floor, where the majority of Technical Services staff
resides. Telecommunications wiring was pulled in early December. The
final stages of the reorganization of Technical Services will take place
between Christmas and New Year's when staff will actually move into their
new units and Serials acquisitions and cataloging will move from the
Ground Floor to the Third Floor. It has taken 18 months of planning and
has been very frustrating, but it will be a relief to see it done. It is
a serious disappointment that the University has not given us new,
ergonomic furnishings; that will likely have to await the overall Main
Library renovation plan. Given that it is just now beginning to work its
way through the Campus and University approval process and that the
furnishings will come along only in the context of our eventual relocation
back on the Ground Floor, this is still several years in the future.
Michael Kaplan, Ph. D.
Associate Dean & Director of Technical Services
Indiana University Libraries
Main Library C-2
Bloomington, IN 47405-1801
Voice: (812) 855-3403
Fax: (812) 855-2576
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From: Barbara Henigman
Bigheads Round Robin Report - January 2000
University of Illinois at Urbana-Champaign
Paula Kaufman joined our library on September 7th as University
Librarian. As is typical of any transition period, the UIUC Library has
spent most of the Fall working on it's strategic plan and evaluating
As a result of post-implementation evaluation, the Illinois Library
Computer System Organization (ILCSO), of which UIUC is a member, has
formed a task force to survey the vendor market and evaluate library
systems. This group will be hosting vendor visits, as well as gathering
information from currently operational sites. The task force will present
it's report to the ILCSO Policy Council in February.
In the meantime, UIUC will continue to work toward implementation
of the Web-based PAC Client. Decisions to implement DRA Classic Serials
Control and Acquisitions are under review.
- TECHNICAL SERVICES
The Technical Services Division continues to settle in after the
reorganization in 1998. Focus continues to be placed on reengineering
procedures and staff development. After a round of successful audits and
staff upgrades, TSD staff are concentrating on learning new job duties and
procedures. We are now beginning to evaluate long-term staffing needs.
UIUC continues to participate in the OCLC CORC project. Currently
we are concentrating on cataloging web based resources and e-journals.
The newest item on our agenda is a library wide examination of the
current decentralized cataloging process that was implemented in the early
1980's. As a part of this examination, we will be evaluating the use of
Prompt Cat and other opportunities for outsourcing.
- SPACE RECONFIGURATION
The UIUC Library continues it's work to meet the challenges of
space - both people and collection - throughout the library. Technical
Services has been working to design its new space and expects renovation
to begin by the fall of 2000.
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From: Beacher Wiggins firstname.lastname@example.org
LC Round Robin report to Big Heads, January 2000
- LC/Ameritech National Digital
In the third and final year of a three-year competition made possible
by a $2 million gift from the Ameritech Foundation, the Library awarded a
total of $615,965 to twelve institutions to digitize American history
collections and make them available on the Library's American Memory Web
site. A total of 33 award winners have now received support for their
digitizing efforts. Five winning collections from the inaugural
competition in 1997 were completed and debuted on the American Memory site
- Digital Libraries
The Library is a cosponsor of Phase II of the Digital Libraries
Initiative, a multi-year research grant program led by the National
Science Foundation that aims "to advance the use and usability of
globally distributed, networked informati on resource, and to encourage
existing and new communities to focus on innovative applications
areas." The Library offers to make American Memory collections
available to grantees to support research that will benefit future users
of digital information in all libraries.
Technology Services (ITS) continued to implement the Computer Security
Plan and the Year 2000 Plan in order to ensure that the Library's computer
systems, applications, and data are secure, and will be fully functioning
into the twenty- first century. At year's end, all of the Library's
mission-critical systems were Y2K-compliant.
- Library of Congress Integrated
Library successfully completed the implementation of the Integrated
Library System (LC ILS) within budget and on track with its original
estimated date of all parts "live" by October 1, 1999. The
Cataloging and Circulation modules were implemented August
16th; the Online Public Access Catalog, Windows version, August
25th, the Web version, August 31st, and the Acquisitions and
Serials check-in modules, October 1st.
Staff completed the largest workstation and software roll-out and
training program in the Library’s history in preparation for the ILS.
Over 3,320 staff received new ILS equipment and training.
Approximately 16 million bibliographic and authority records were
migrated from 6 legacy systems. Thousands of patron, order, and vendor
records were also loaded.
The Library also began the retrospective holdings conversion of
data in its two largest remaining manual files, the 12 million card
shelflist file and the 900,000-title serials check-in file. Conversion of
the holdings information from these files into the LC ILS will greatly
contribute to the Library’s inventory control and materials security.
In fiscal 2000 the ILS Program is scheduled to implement LC Voyager
task orders and updates, increase the system server and storage capacity,
maintain the system, provide training for new software releases, and
continue contract services to convert the shelflist and serials check-in
retrospective holdings files.
Additional information can be found on the public ILS Web page at
http://lcweb.loc.gov/ils/ilsfaq.html and on the LC Web page at
- Bibliographic Enrichment
Advisory Team (BEAT)
Bibliographic Enrichment Advisory Team (BEAT) develops tools to aid
catalogers, reference specialists, and searchers in creating and locating
information, seeks to enrich the content of LC bibliographic records as
well as improve access to the data the records contain, and conducts
research and development in areas that can contribute to furthering these
- Digital Tables of Contents
Tables of Contents project creates machine readable TOC data from
surrogates of the actual TOC, and using scanning and optical character
recognition (OCR) as well as original programming written by project
staff, materials are subsequently HTML-encoded and placed on a server at
the Library. In the process the underlying MARC records are also modified
to include links to the TOC data.
At the time MUMS was frozen on August 12, Digital TOC had placed
over 1,500 TOC on the Web, more than 1,000 of those completed in the
calendar year ending May 31. In addition, in a related project with the
Electronic CIP pilot program, more than 1 ,700 TOC records have been
created for publications cataloged through the Library’s ECIP program. For
the D-TOCs, both the MARC records themselves and the linked TOC data may
be viewed through a Web browser by accessing the Library's online catalog
directly. In addition, various Web indexing software also makes catalog
and TOC records available over the Web from any location.
- Business and Economic Resources
BEOnline began as an experimental project
designed to explore means of access and bibliographic control for remote
Internet resources of interest to the practice or study of
entrepreneurship and small business, including general business resour
ces. The project is now preparing to expand its subject coverage across
the disciplines. The team was also instrumental in framing a
recommendation to the Cataloging directorate that LC register with the
CORC project, and that it use the CORC cataloging feature to replace the
program which LC staff had written for the BEOnline cataloging project
within LC. With the decision to participate, the BEOnline Team is
proceeding to develop a workflow for the expanded version of the project,
called BEOnline Plus.
plus: Enhanced citations
Including Indexes, Tables of Contents, Electronic resources, and
This new BEAT initiative is designed to enhance
traditional bibliographies by placing them on the Web and including, along
with annotated citations, links to the scanned tables of contents,
indexes, and back-of-book bibliographies contained in the sources, as well
as reciprocal links between the citations in the bibliography, the scanned
elements of the works and their catalog records in the OPAC. In addition,
links to pertinent online indexes to journals and other related web
resources are als o included, where available.
- LC AACR2
The Library of Congress
plans to implement the "1998 Revision" of the Anglo-American
Cataloguing Rules, 2nd ed. (AACR2) in February or March 2000. The
actual implementation date will depend upon receipt of the copies of the
paperback edition from ALA as well as the availability of the updates to
the Library of Congress Rule Interpretations that are related to
the "1998 Revision." LC deferred implementation until after the LC ILS
implementation. The few rule revisions that are unique to the "1998
Revision" pertain mainly to provisions for bibliographic description
rather than to headings. Most are already covered by existing LCRIs. The
"1998 Revision" incorporates both the "1988 Revision" and "Amendments
1993" to AACR2.
- Implementation of Change in
Indicator Value for Multiple Surnames in MARC 21
In 1996, the first indicator value 2
(Multiple surname) in X00 fields in MARC 21 was made obsolete. Value 1
(Single surname) was redefined as "surname" to be used for headings with
either single or multiple surnames. At the time value 2 was made
obsolete, various factors contributed to a delay in implementation,
including, more recently, the installation of the LC ILS. (By exception,
the change was implemented by the British Library and three NACO libraries
(National Library of Scotland, University of Cambridge, and University of
Oxford) linked with the BL in a UK cooperative called the Copyright
Libraries Shared Cataloguing Programme (CLSC), and the UK's National Art
Library. Authority records contributed by the Dance Heritage Coalition
also contained the change.) Now that the LC ILS has been installed, LC
assessed the best way to implement this change within the context of
available resources. After consulting various libraries and agencies about
the proposed implementation plan, LC implemented the change beginning
January 1, 2000, according to the following guidelines for LC/NACO
The basis of the implementation of the indicator change is that
authority and bibliographic records will be treated independently, i.e.,
there will be no attempt to keep authority and bibliographic records in
synchronization. The goals of the implementation are to assure that: 1)
all newly created authority and bibliographic records reflect the change;
and 2) all existing records that are changed will be consistent within
themselves. Guidelines may be found at URL:
- Subject Headings to Individual
Works of Fiction
The Library of Congress is conducting an experiment in
assigning subject headings to individual works of fiction. Selected
catalogers from the History and Literature Cataloging Division are
assigning subject headings according to draft guidelines prepared by the
Cataloging Policy and Support Office. The experiment will provide a means
of evaluating the draft guidelines with a view to issuing more detailed
instructions as part of the Subject Cataloging Manual.
- Library of Congress Subject
continues on two long-term projects that are part of the implementation of
subfield $v for form subdivisions in the Library of Congress Subject
Headings system that took place in February 1999. Since that date, LC
catalogers have been coding form subdivisions that function as forms in
Library of Congress Subject Headings assigned to new bibliographic records
as $v rather than $x. Individual instances of form subdivisions in
subject authority records are being recoded from $x to $v. To date over
2,100 authority records have been recoded with the project estimated to be
more than halfway complete. Form subdivisions in bibliographic records
are being recoded on a case-by-case basis only as subject headings in
individual records are updated or revised for other reasons. Using new
18X fields, subdivision authority records are being created to control the
more than 3,100 free-floating subdivisions. To date more than 1,100
subdivision authority records have been created and distributed.
- LC Classification
of Canon Law) and KBU (Law of the Roman Catholic Church. The Holy See) are
in the final stages of development. In cooperation with Islamists at
Harvard Law School Center for Islamic Legal Studies, KBP (Islamic law) is
in advanced state of development. After an initial round of discussions
with specialists at New York University and Professor Menachem Elon of the
University of Jerusalem, a draft of KBM (Jewish law) will be developed by
LC and two specialists at NYU.
CDS is planning to conduct a pilot project to test external Web
access to the online LC Classification system that is used within the
Library. The pilot is expected to commence before the ALA Annual
conference in June. CDS staff at the exhibit booth will be collecting
the names of libraries interested in participating in the Web pilot.
Visitors may also see a demo of the system at the booth.
- Pinyin Romanization
The Library of Congress continues
to plan and coordinate conversion activities with the bibliographic
utilities, RLG and OCLC. The utilities have agreed to convert
bibliographic records in their files to pinyin. RLG will begin by
converting some 2,000,000 records which are identified as Chinese in the
008 field in its RLIN database, including some 175,000 LC Chinese records.
OCLC plans to convert all 46,000,000 records in its WorldCat file,
including the Library's serial records. OCLC has also agreed to identify
and convert name authority records with Wade-Giles elements to pinyin.
The Library has formed a team to draft conversion specifications
for name authorities, work with OCLC, and prepare for conversion
activities at the Library. Revised conversion specifications have been
drafted and sent to RLG and OCLC where they are being used to write
conversion programs. OCLC and RLG will work with the same testfiles and
will share results in order to achieve uniform results.
On October 7, representatives from six major collections in the
United States and a representative from the Council on East Asian
Languages (CEAL) met with staff from the Library of Congress, OCLC, and
RLG for an unofficial day-long planning meeting. Participants explored a
wide range of issues related to local systems and catalogs, and worked on
a coordinated approach to the conversion project. The group reached
consensus on a sequence in which certain milestones were to be achieved,
along with dates and time frames for major activities. There was
agreement that as many authority records as possible should be converted
in advance of the display of converted bibliographic records on RLIN and
OCLC. The group proposed October 1, 2000, as the target for "Day 1"
to allow sufficient time for conversion of authorities. After Day 1,
systematic romanization of Chinese on new cataloging and authority records
will be done in pinyin. The utilities will begin to convert bibliographic
records before Day 1 occurs, and will load those records into their files
as they are converted. Both converted authority records and bibliographic
records will be marked, for purposes of identification and to prevent
re-conversion. RLG and OCLC will return snapshots of converted records to
individual libraries for loading into local systems.
The Library has completed the revision of name authority records
for Chinese conventional place names. More than 260 name authority
records for Chinese conventional place names and 5300 related authority
records have been revised so that they now appear in forms recommended by
the US Board on Geographic Names (BGN). Most of these headings on
bibliographical records will be changed during machine conversion to
In response to requests from the library community, conversion of
subject headings, and related changes to the classification schedule, will
be undertaken shortly before Day 1 occurs.
The pinyin conversion project will be the subject of discussion at
the RLG Forum, which will be held on Sunday, January 16 from 9:00 to 11:00
AM, Hilton Palacio Del Rio - Del Ray N. Panelists will include Philip
Melzer of the Library, Karen Smith- Yoshimura of RLG, Glenn Patton of
OCLC, Peter Zhou representing CEAL, administrators and automation
specialists from several of the major library collections. The overall
conversion strategy will be presented, along with a timeline jointly
written by the Library of Congress, RLG and OCLC. Proposals for markers
on bibliographic records (in the 987 local field) and name authority
records (in the 008/07 fixed field) will also be presented.
The Pinyin Home Page provides information and status reports about
the conversion project at URL
- Program for Cooperative
Cataloging (PCC) Activities
Fiscal 1999 was a banner year for the BIBCO
Program. BIBCO libraries contributed 58,848 new bibliographic records to
the pool of shared cataloging. This was a 57% increase over fiscal 1998,
and the BIBCO libraries exceeded the goal of increasing the previous
year's total by 15,000 new bibliographic records as called for by the
PCC's Tactical Plan. Fiscal 1999 saw a 36% increase in core record
contribution over last fiscal year; the total number of core contributions
was 19,636 records.
The combined efforts of the PCC Steering Committee's program
expansion and publicity campaigns as well as the public relations
generated by the Cataloging Now! Workshops added seven new partners to the
BIBCO program in fiscal 1999; in fiscal 2000 one new institution has
already joined, the Armed Forces Staff College in Norfolk, Virginia.
To gather information on the other series issues, the PCC Steering
Committee authorized a survey to query the PCC membership on the
desirability of a national-level series analysis policy and how the
addition of the DPCC code to retrospective SARs should be accomplished.
The survey generated much discussion resulting in the decision of the
Policy Committee to implement a default series policy of fully traced,
analyzed, and classified separately (FTS) inasmuch as possible.
October meeting, the Joint Steering
Committee for Revision of AACR reviewed the report of recommendations on
changes to the rules regarding seriality and charged Jean Hirons and
CONSER with the revision of Chapter 12 and associated rules . The revision
is due by the end of February and the JSC plans to review the rule
revision package at its meeting in March 2000.
Fourteen institutions have signed on to participate in an
experiment to add publication pattern data to CONSER records. The short
term goal is to be able to share this data among libraries; a longer term
goal is to assure that the data is compatible to all systems in order to
enable migration of check-in and holdings data to a different system. The
task force charge was also expanded to include tasks of reviewing the MARC
Format for Holdings Data, working with system vendors, and determining
1999, NACO participants created
133,011 new name authority records in addition to making 39,355 revisions
to existing records, and creating 10,617 new series authority records.
- PCC Standing Committee on
issued the Core Bibliographic Record for Monographic Computer Files, and
approved the Supplementary Core for Multiple Character Sets which replaced
the "Additional Requirements for Core Records Containing Non-Latin
Scripts" and signals the initiation of the review/revision process
undertaken by the SCS of all active core standards. As with the previous
iteration, this core is an overlay and "records created with this
supplementary core standard should conform to the requirements of the
appropriate PCC monographic core first and this supplementary core
second." Work on a core record standard for audiovisual materials
continued and the Collection Level Core Cataloging Record Standard is in
the process of being finalized. For more information about the work of
this Standing Committee, visit URL
- Cataloging (Books and Serials) Production:
FY00 through November FY99
LC Full-Level Cataloging 22,972 148,628
Copy Cataloging 3,004 25,662
Minimal-Level Cataloging 2,104 19,256
Collection-Level Cataloging 447 2,756
TOTAL records created 28,527 196,302
TOTAL volumes cataloged NA 205,893
Names 11,723 80,176
Series 1,075 7,272
Subjects 1,694 5,895
TOTAL 14,492 93,343
- Resource Files
In early December LC began loading a majority of the resource
records it receives from external sources (chiefly vendors) directly to
its local LC ILS database. The preprocessing of these records was
modified to add local (9XX) fields used in the LC ILS. Records from a few
vendors continue to be loaded into a SiteSearch database, since these
files include records for titles not being supplied to LC.
- MARC 21 Editions of Format
first edition of the MARC authority format with its new name, "MARC 21,"
went to press in December 1999, following the publication of the MARC 21
edition of the bibliographic format in July 1999. The printed copies of
the authority format are expected to be available from CDS in February
2000. The MARC 21 Format for Authority Data replaces the USMARC Format
for Authority Data and the Canadian MARC Communication Format for
Authority Data, which were fully harmonized in 1997. A French language
edition will also be available, prepared and published by the National
Library of Canada. The MARC 21 versions of the Classification and
Holdings format will be published in early 2000.
- Collaboration of Dublin
staff continue to collaborate with OCLC, Inc. on updating and expanding
the Dublin Core to MARC mapping, which is currently available at the MARC
Web site, URL
http://lcweb.loc.gov/marc/dccross.html . This effort
is undertaken as part of OCLC’s Cooperative Online Resource Catalog
(CORC), which uses a mapping for integrating, exporting and importing
records for online resources both in Dublin Core and MARC. The mapping
will provide a crosswalk in both directions, both from Dublin Core to MARC
and from MARC to Dublin Core, although the latter has not yet been
The MUMS Z39.50 server will be retired in January 2000. All
Z39.50 clients currently accessing MUMS must, therefore, be reconfigured
to access the LC ILS (Voyager) Z39.50 server. For information that will
be helpful in configuring Z39.50 clients to access LC’s new Z39.50 server,
the following document should be consulted: URL
Users will notice some changes to LC's Z39.50 service when
accessing the Voyager server:
The LC WWW/Z39.50 Gateway, implemented by NDMSO
Information Technology Services, will continue to provide external users
with an alternative interface to the LC catalog. On average, about half
of the million Z39.50 searches that LC receives each month come through
the LC WWW/Z39.50 Gateway.
- system availability will improve to
seven days a week, 24 hours a day;
- all LC bibliographic records will
in a single database; and
- search access to LC's authority files will
not be possible.
Return to List of Libraries
From: Leighann Ayers
- MASS DEACIDIFICATION
This year has seen the regularization of mass deacidification services
into the Preservation Division's ongoing program. We will send to a
vendor for treatment an estimated 5,500 volumes at a vendor cost of
- MAKING OF AMERICA NO. 4 PROJECT
With the 6,700 volumes sent to Mexico for format conversion, we are
approaching the half-way point of the Making of America #4 Project.
- STORAGE FACILITY
Books were moved from the interim storage facility to the first floor of
the Buhr addition in February 1999. Construction of the second phase of
the Buhr storage facility addition was completed November 30.
- INTERLIBRARY LOAN
Preparations are being finalized to begin delivering ILL copy requests to
a secured website for patrons. A combination of Ariel and Prospero will
be used and will send patrons an e-mail giving them the website address
and the length of time the article will be posted there. A pilot between
MSU and UM will begin winter term.
Ill is participating in the German Resources Project and ordering
documents for patrons through this source.
- CATALOGING PROJECTS
Several important monographic collections are currently in the process of
being cataloged. The Wantz collection contains rare medical monographs
and, in addition to being cataloged, images of the important illustrations
within the material are being scanned. The Glazer collection covers
Spanish publications from the beginning of printing in that country. In
addition, in association with Special Collections and the Music Library,
work has begun on the description of the Edison collection of American
sheet music which will later be microfilmed by Primary Resource Media.
Serials Cataloging is providing bibliographic access to all serial titles
in aggregator collections. They are following the CONSER interim
guidelines for multiple versions. Access is provided through the on-line
catalog. To date the following collections have been processed: ProQuest
Research Library, General Reference Center Gold, Health Reference
Center-Academic, International Index to Music Periodicals, and MD Consult.
Efforts will soon begin to catalog Lexis-Nexis Academic Universe.
- RETROSPECTIVE CONVERSION
Retrospective conversion of the Clements Library collection has begun.
This is a collection of original resources for the study of American
history and culture from the fifteenth to the early twentieth century.
- LICENSE DATABASE
We are developing a license database which will provide
selectors and other staff members access to the terms of individual
licenses for electronic resources. This is being created using FoxPro.
Head, Acquisitions/Serials Division
University of Michigan
Ann Arbor, MI 48109-1205
Return to List of Libraries
From: Barbara A. Stelmasik email@example.com
Here is the Round Robin Report for the University of Minnesota
Libraries, January 2000
- SYSTEM MIGRATION
The MnLINK Project, on November 18, 1999, decided to cancel the current
RFP under which it was negotiating with DRA for the TAOS system, and to
reissue a new RFP for an integrated library system. Whether that will
shorten or lengthen the installation period for a new system for the
University of Minnesota--Twin Cities campus is up in the air right now.
The commitment, however, is to license a new ILS which is already
operational in the major modules (circulation, acquisitions, cataloging,
OPAC, serials, etc.). Transition dates range from January 2001 to summer
2003, depending upon the speed at which the contract negotiation group can
work through the RFP responses, decision process, and final contract. In
the meantime, we will diligently work to keep NOTIS up and running and
install new versions as they become available.
- BUILDINGS AND MOVES
In late fall we began moving materials to the new Elmer L. Andersen
Library, located near the Mississippi River on the University of
Minnesota's Twin Cities Campus. The building will house 8 University
special collections and archival units, the central office of the MINITEX
Library Information Network, and the Minnesota Library Access Center
(MLAC). Well organized collections with good bibliographic control moved
in record time. Planning for the moves motivated some excellent process
improvement discussions one of which resulted in a new local procedure for
producing barcodes on acid free paper.
The Minnesota Library Access Center (MLAC) is designed to support
libraries throughout Minnesota by providing efficient, climate-controlled
storage for important, but infrequently used collections. Housed in one of
the caverns below Elmer L. Andersen Library, MLAC will help libraries
deal with the ever-increasing growth of information resources. MINITEX
Library Information Network is responsible for MLAC's operation.
Pre-processing of materials for the center has begun, with extensive use
of Visual Basic programming to update huge numbers of bibliographic
records. Staff from all units have been recruited to assist in folding
the 80,000 trays which will be used to hold materials sent to the center.
The University of Minnesota's Walter Library, dedicated in 1924, will be
closed December 24 for a $53.6 million renovation, expected to be
completed in fall 2001. In addition to restoring the building to its
original beauty, the renovation will include the installation of air
conditioning, improvement of fire and safety issues, and upgrading of
electrical and telecommunications wiring. To make way for the renovation,
Walter Library must be completely vacated. Intensive efforts have been
made to alert users to these moves and to the plans to accommodate user
access to materials and services in temporary locations.
- CORC PARTICIPATION
We reached our goal of entering 500 records in CORC by training staff from
many areas to create records and by exploring batch load processes. We
were particularly pleased to be able to load the individual records from
our local "Research QuickStart" into the CORC database, because our
reference and collections staff are already firmly committed to
identifying e-resources for the QuickStart product designed to provide
on-line guided instruction for undergraduates writing research papers and
speeches. We're gaining experience with Dublin Core as a metadata
standard, and with a forms-based input system, and are hoping to compare
DC and MARC functionality for end-user data search and retrieval. We
learned much about pathfinders and their relation to separate records, and
we learned new ways of exporting/importing data. We've also learned that
colleagues in technical services, public services, special collections and
reference share far more common concerns about data structure than we ever
imagined. We hope to use this understanding to inform our decisions as we
begin to make more deliberate decisions on whether to provide multiple,
parallel or overlapping databases for people to search when looking for
our locally held resources.(We have not yet moved any CORC records into
our local catalog.)
- PLANNING AND ORGANIZATION
We continue the practice (begun last year) of pooling vacant professional
positions and then discussing priorities and needs to determine how to
define new positions to be funded out of the vacancies. This has resulted
in redirection of a substantial amount of staff dollars for system support
and administration which is needed as a base for new initiatives.
We will move all public terminals to Citrix in the very near future. We
have been moving toward this solution to reduce network maintenance and to
improve service to users. We have also made an agreement with our
University Office of Information Technology, wherein they will begin to
supply and support our public terminals as part of their technology
maintenance efforts. Both of these changes should allow our systems staff
to focus more on library specific work.
Barbara A. Stelmasik Mailto:firstname.lastname@example.org
Team Leader, Materials Acquisition and Control
University of Minnesota Libraries
160 Wilson Library
309-19th Ave. So.
Minneapolis, MN 55455
Return to List of Libraries
From: Duane Arenales
NLM UPDATE JANUARY 2000
- VOYAGER PROGRESS
Approximately 15 months after implementation, staff have adjusted well to
system changes and new work. flows. Much of the first year was devoted to
training and processing of materials backlogged during conversion and
start-up. Now there is light at the end of the tunnel . Fourth quarter
FY1999 production levels approached pre-Voyager levels in almost all
areas. Cataloging production was back to normal. By the end of December,
serials staff had created almost 14,000 prediction patterns for the
Library's current serials. We estimate there are perhaps 12,000 to go,
and there is still much to do in acquisitions.
Our first Fiscal Close/Rollover took place on October 2, the beginning of
NLM's FY2000. Staff discovered that rollover rules will have to be
revised next year to accommodate gifts and more purchase orders will have
to be made complete to prevent rollover of those orders. At the same time,
the Library began posting monograph and serial subscription invoices in
Voyager. Serial Records has tested EDI invoicing with Blackwell's
Information Services (UK) and is planning to use EDI to load their 2000
NLM continued to work with Endeavor as part of the Acquisitions Task Force
to develop new features and functionality for the 2000 release of the
Voyager Acquisitions module.
NLM continued development of the next generation SERHOLD system as part of
the new web-based DOCLINE/SERHOLD interlibrary loan system. SERHOLD is
the component containing serial holdings information for U.S. and Canadian
biomedical libraries and is used to automatically route ILL requests. A
group of librarians from the DC area were invited to participate in a
usability test of the new SERHOLD at NLM in December and to offer their
comments and suggestions on the system. The system will be available for
beta testing by all SERHOLD participants in January. NLM hopes to put the
new DOCLINE/SERHOLD system into full production in early spring.
Cataloging completed a phased four years renovation project that provides
ergonomic workstations for all staff. We have received funds this year to
evaluate the effectiveness of the changes in the cataloging work area and
also to evaluate - from an ergonomic point of view - the work habits of
all TSD staff hired since the last evaluation four years ago.
NLM made new awards effective in October for blanket purchase agreement
services to six vendors - Book House-- United States, primarily non-trade
literature and works not available on approval; Majors Scientific Books--
United States (major biomedical publishers); Yankee Book Peddler-- United
States and the United Kingdom (U.S. scholarly, university and general
trade publishers and all publishers in the U. K.); Casalini Libri--
Italy, San Marino, Vatican City ; Nijhoff-- Netherlands, France, Belgium,
Luxembourg, Sweden, Finland, Norway, Denmark , Iceland; and Harrassowitz--
Germany, Austria, and Switzerland. Book House will provide continuations
and firm orders. The others will supply approvals, firm orders and
continuations. The award process and switching of vendors temporarily
affected monographic acquisitions with a decrease in receipts while new
approval plan profiles were established.
- EXPANDING NLM'S OPAC
As part of NLM's reengineering effort , Cataloging is integrating several
thousand MEDLINE type records for monographs or portions of monographs
created by specialized data producers into its Voyager/LOCATORplus
database. The records in question are currently resident in specialized
databases, i.e.; HSTAR, HISTLINE, SPACELINE, BIOTHICS and POPLINE. HSTAR
records were successfully converted and loaded into LOCATORplus in
December 1999; HISTLINE records will be loaded in January and SPACELINE
records in February. This conversion project is scheduled for completion
in the summer of 2000. A project also is underway to integrate citations
to journal articles from the same databases into MEDLINE.
Integrating records that neither comply with cataloging rules or the MARC
standards into MARC and a cataloging database is a complex and daunting
task.. Each file had specific idiosyncrasies and required special mappings
to MARC. In future, contractors will create records for material in
these specialized areas from remote sites using the Voyager cataloging
module. Initially NLM will distribute records back to the contributors
for incorporation in their files in the MARC format, but expects to move
to the XML format as use as the conventions for data identification have
been firmed up. The records will NOT be distributed to subscribers of
CATFILE, i.e., NLM's cataloging records.
- NLM CLASSIFICATION
Cataloging Section staff is completing final editing of the fifth revised
edition of the NLM Classification. This revised edition incorporates all
additions and changes to MeSH from 1995 -1999, and the schedules, as well
as Table G, NLM's geographic cutter table. The anticipated publication
of the revised print edition is spring 2000.
Cataloging also is working on a project to convert the present online
classification from a PC/DOS based environment to a Windows based program
with access from the Internet and links to other cataloging tools such as
the MeSH browser. We hope to have the new system available by year's
end. The content will reflect the extensive changes made in MeSH 2000,
update LC class number referenced in the index and include any additions
or changes to class numbers.
- LITERATURE BUDGET
The Literature budget for FY 2000 is $4.9 million. Of this approximately
78 percent is allocated for serials. Although this is about seven percent
less than in FY 1999, the change reflects the timing of funding for
subscription services rather than an actual decrease in the acquisitions
- STAFFING CHANGES
Becky Lyon has been appointed Deputy Associate Director for Library
Operations, replacing Betsy Humphreys, who is now Associate Director for
LO. Ms. Lyon previously served as head of the National Network Office.
Beginning the first of February, selection of all modern literature will
be consolidated in the Selection and Acquisition Section. Up until now
the Serial Records Section has been responsible for the selection of
serials and S&A for monographs.
Four additional positions have been added to the Serial Records Section
bringing the total staff to 24. These include two librarians for the
Check-in Unit, a systems librarian to assist with SERHOLD and personal
computer support, and a librarian to assist in the Bibliographic Unit .
The additional support for the Check-in Unit is needed to control the flow
of print and electronic data to the Indexing Section and to provide
additional higher level support for component creation and claiming.
The Serial Records Section also is recruiting for a new head of the Serial
Acquisition Unit with expertise in both serial acquisitions and licensing.
S&A is recruiting for a selector (bibliographer) with experience in the
acquisition of electronic materials.
- PROFILES IN SCIENCE
NLM's Profiles in Science web site makes the archival collections of
prominent twentieth century biomedical scientists available to the public
through digital technology. The collections have been donated to the
National Library of Medicine and contain published and unpublished
materials, including books, journal volumes, pamphlets, diaries, letters,
manuscripts, photographs, audio tapes and other audiovisual materials.
In November papers of Martin Rodbell , an American biochemist and
molecular endocrinologist who shared the Nobel Prize in 1994 for his
discovery of G-proteins and the principles of signal transduction in
cellular communication. were added to the site. Other collections are
devoted to Nobel laureate Joshua Lederberg and Oswald T. Avery, one of
this country's first molecular biologists, whose findings proved that the
genetic material is DNA.
MEDLINEplus , NLM database designed for health consumers, continues to
expand. This new service provides access to extensive information about
specific diseases and conditions and also has links to consumer health
information from the National Institutes of Health, clearinghouses,
dictionaries, lists of hospitals and physicians, health information in
Spanish and other languages, and clinical trials.
Return to List of Libraries
New York University Round Robin Update--January 2000
- IMPLEMENTATION OF RELEASE 6.8 OF GEAC ADVANCE.
This release gave us some new functionality within the cataloging module,
but it also gave us USMARC Holdings and the new NISO Standard for display
of bibliographic holdings. We wish we had had those standards fourteen
years ago when we began online serial check-in or 20+ years ago when we
began recording monographic multipart holdings. Squeezing holdings for
1.6 million records through these standards created many nightmares for
us. We have completed the first pass through a report of all of
problematical multivolume records, and we are cleaning up priority,
high-profile serials, but we have a long way to go. Working in a
distributed serials check-in environment since 1994 only increased
opportunities for inconsistencies and variations in check-in practice and
publication pattern creation to creep in.
Another feature of 6.8 is the appearance in the OPAC of the complete
LCSH thesaurus--even headings for which we have no holdings. Many of
our public services librarians are not happy; others think it is great
having one place to look for all authorized headings.
- SPACE PLANNING.
With our new Dean of Libraries, Carol Mandel, in place since April, we
have resumed a review of our space needs and are working towards a
partnership with the Medical Library Center to develop a shared offsite
storage facility. At the same time, we have begun a process to review
space use within Bobst Library in light of changing service and program
- SOURCES FOR CATALOGING COPY.
With the rising cost of cataloging copy from our primary domestic vendor,
we are taking a second look at where and how we get our cataloging copy
and the reliability of these records. Because of all the variables, it
will be difficult to compare the benefits of pricey vendor records over
labor costs involved in manually-searched utility copy--just as it is
difficult to compare costs between the utilities, but we are making a
start. The cataloging staff is finding it increasingly difficult to
evaluate the various flavors of utility copy, particularly with the UKMARC
records being added to the mix.
- ACCESS TO ELECTRONIC RESOURCES.
Like everyone else, we are looking for an efficient way to direct our
patrons to electronic resources that have passed our selection policy.
Since we are not attempting to catalog all serial titles in our aggregator
collections, we are trying to create a database of electronic journals.
- AUTHORITY CONTROL.
We have finally begun loading our WLN authority records into our
catalog. This is a multi-phased project that involves first loading
"pseudo-authority" records that have cross-references from all of the
errant variant forms of headings--this load will flip the variants to the
correct form. The second load will be the full LC authority records that
will provide legitimate cross-references. All of this is complicated by
the recent authorized changes in indicators for name and subject headings.
We are also having to closely monitor the impact of loading of authority
records that effect several hundred bibliographic records--response time
does not seem to be effected, but the queue of updated but
not-yet-reindexed headings swells.
New York University
Washington Square South
New York, NY 10012
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From: Roxanne Sellberg
Subject: Northwestern round robin report--01/00
Not too much news from Northwestern this time, but here are some things on
See you all very soon.
- SERIALS IN ENDEAVOR:
We survived our first full year with the new LMS. The picture on the
serials side, in fact, is pretty positive. A great deal was accomplished in
the very necessary project to create purchase order records and prediction
patterns for serials. We estimate that 2/3 of them are done, including all
the currently received periodicals. That is very good news, because it
means we are really now starting to feel the advantages of predictive
check-in, and we have been able to resume regular claiming--now using
Voyager's claiming features. We now believe we may be able to complete the
retrospective implementation work during the 1999-2000 fiscal year. In
addition, we processed our first invoices by EDI this fall. We were able
to get Harrassowitz going first, and we hopes to process the invoices of
several more of our largest serial vendors this winter. A related
challenge: negotiating a new record-keeping methodology which will satisfy
the university and its auditors without benefit of all that paper.
- MONOGRAPHS IN ENDEAVOR
The monograph side the picture is not as bright--but nevertheless is rosier
than the last time I reported.
Recall that the combination of Voyager implementation and a healthy
increase in the materials budget had us reeling last summer--with most of
our cataloging resources being re-allocated to acquisitions work, and with
cataloging backlogs growing quickly. Since then we got the money spent for
1998-99, which was no mean feat. We also successfully negotiated our first
fiscal year turnover on Voyager September 1 (without serious problem). This
fall we started receiving PromptCat records for books received from our
primary domestic monograph vendor, Yankee; this has helped speed up the
processing of these materials significantly. Thanks to those of you whose
staff helped us plan and get this going. Although the lull may be
temporary, we are experiencing a lull in monograph orders and new receipts
this fall, and are taking advantage of that to make some headway on the
"frontlog" of monographs received and paid for, but not cataloged, last
year. We have also made a series of decisions and policy adjustments to
cope with the reality that new monographs just aren't going to be processed
as quickly as they used to be.
- FUND STRUCTURE FOR MATERIALS PURCHASED
We have a long way to go before any kind of reliable balance (between what
comes in and what goes out of the monographic processing workflow) is
restored, but I have hopes that continued re-engineering will
help. Specifically, I have proposed that we consider re-thinking our fund
structure for materials purchases in light of Voyager and materials budget
increases. Thanks again to my colleagues who sent me information to help me
think about this a few months back. In my view, our fund structure is too
complicated (if that is the right word) to allow for effective automation
of processes, such as assignment of fund codes to approval materials by
profile. I think we need to make some significant changes in order to be
prepared to take maximum advantage of some improvements Endeavor plans for
Voyager in release 2000. In addition, the fact that our book funds are
reflected not only in Voyager but also in the university's accounting
system really reduces flexibility and increases work. I suspect that
re-allocating the staff time (in TS, Collection Management, and the
business office) currently spent churning the fund account numbers, it
would really help solve some other problems, including our new cataloging
backlog. Needless to say, not everyone in the Library shares my opinion
about this. A major library-wide goal for this fiscal year will be to
discuss and decide how best to address the important problem of how to keep
up with technical processing now and in the future.
- OTHER PROJECTS: TRANSPORTATION LIBRARY
In the mean time, two other challenges are uppermost in the minds of
technical services managers right now. First, we are working on a plan for
the central technical services units to assume responsibility for a number
of activities formerly done by separate technical services staff in the
Transportation Library. The Transportation Library will be moving its
quarters next summer, and in the process will be making a number of
important changes in its service model--including moving some processes to
central technical services.
- OTHER PROJECTS: ELECTRONIC RESOURCES
Second, planning for the management and bibliographic control of electronic
resources is on our agenda. The Library is in the process of
re-conceptualizing and redesigning its web site. As part of the project
(inspired, by the way, by the web site of the University of Washington), we
are trying to develop a relational database of information about electronic
resources. We are wrestling with the question of how that new database
will be fed by (or otherwise relate to) the catalog and other repositories
of metadata. Also insuring that electronic materials issues were on our
minds this fall: the Library hosted a meeting for teams from the CIC
libraries in December to discuss the future of the CIC's Virtual Electronic
Library concept and also cooperative digitization issues. As the CIC
struggles with questions about what its members can and should do together,
Northwestern (and I suspect each individual CIC member library) must
struggle with its own vision of the digital library future. I get a
headache thinking about it.
Assistant University Librarian for Technical Services
Northwestern University Library
1935 Sheridan Road
Evanston IL 60208
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Update, January 2000
From: Carol Diedricks email@example.com
- NEW DIRECTOR
Joseph Branin begins his first day as the 7th Director of the University
Libraries at OSU on January 3, 2000. Joe comes to us from the
directorship at the State University of New York at Stony Brook.
We are looking forward to his arrival with great anticipation.
- RENOVATION OF MAIN LIBRARY
Support for the
renovation of the Main Library continues to grow. Both University
President Brit Kirwin and Provost Ed Ray have publicly committed to the
project. In reality, this means the beginning of an 8-10 year process for
planning, fund raising and renovation of the Main Library.
- TECHNICAL SERVICES REORGANIZATION
Technical Services reorganization that was implemented in December 1998
has been settling in as expected and many improvements are evident. For
the first time in almost 10 years, we have new librarian faces in the
division. These are not additional positions but we had not hired a new
librarian in TS in almost 10 years. New Serials Coordinator reporting to
the Head, Serials/Electronic Resources, Tschera Connell, began in August
1999. New Non-Roman Cataloging Coordinator reporting to the Head,
Cataloging Department, Hee-sook Shin, begins in January 2000 as does new
Head, Special Collections Cataloging reporting to the AD for Technical
Services, Beth Russell. We have one remaining cataloger position to fill.
- CONTRACT CATALOGING
We continue to use
OCLC TechPro for Slavic, Arabic and Hebrew materials as well as serials
cataloging. In addition, we have just implemented an agreement with the
University of Kansas to outsource some Slavic cataloging to them through
As a member of the CIC, we are
participating in OCLC's CORC Project for the cataloging of Internet
resources. Since we are not yet digitizing original resources, we are
focusing our activity for CORC on the cataloging of web sites selected by
a small group of collection managers.
Significant progress was made this year on the last throes of
retrospective conversion. We are working in-house on the last categories
of material which could not successfully be converted by machine
processing. This also included completion of a substantial number of
analytics for major microform sets which are identified as the lender for
Carol Pitts Diedrichs
Assistant Director for Technical Services and
Liaison to the Regional Campus Libraries
Editor, Library Collections, Acquisitions
and Technical Services
The Ohio State University Libraries
1858 Neil Avenue Mall
Columbus, OH, 43210-1286
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From: Carton Rogers
- HEAD OF ORIGINAL CATALOGING:
Penn is currently searching for a new head of our Original
Cataloging department. In addition to the work of all of the
professional catalogers this unit is responsible for all serials
cataloging, all rare book cataloging and, currently, all cataloging of
digital resources. We're seeking a forward-looking professional to help
us create Penn's version of a digital library and to fully integrate the
opac with the rest of our digital initiatives. If you know of anybody
who might be interested and who possesses leadership qualities (along
with a well-developed sense of humor) please have them contact me
- EXTERNAL REVIEW:
Throughout this past summer and into the fall, we were heavily
involved in a library-wide self-study in anticipation of an external
review commissioned by the University's Provost and President. All
schools and centers at Penn are being reviewed on a rotating basis and
this year the fickle finger of fate pointed to the Library. It proved to
be a useful experience for us as it helped us focus on our strengths and
weaknesses while providing us an opportunity to have our current
five-year stategic goals reviewed by an external group of librarians and
academics. The review visit actually took place in late October. To
paraphrase John Lennon: "I think we passed the audition".
- BORROW DIRECT:
As Bob Wolven noted in his
update, the cooperative ILL project
between Penn, Yale and Columbia known originally as CoPY and redubbed
Borrow Direct went online in late November. I have nothing to add to
Bob's excellent summary of the project other to note how much energy was
expended by staff at the three institutions, as well as at RLG, to turn
this directorial "vision" into reality.
- RETROSPECTIVE CONVERSION:
Although this topic seems as compelling as a rerun of Wheel of
Fortune, it remains a major issue for many of us. Right before Christmas
we loaded the final batch of 136,000 titles converted last year by
MarcLink. This year we expect to convert at least an additional 145,000
titles. Of the non-rare book collection that leaves about another
140,000 titles classed in the 800s left to convert. Unhappily, of those
last 140,000 titles about 54,000 are represented by shelflist cards that
are so brief as to be unusable by MarcLink for matching. At this point,
those brief cards will have to have some work done on them by staff at
Penn before being sent out or we will have to do in-house recon with
book in hand.
- ELECTRONIC RESOURCES:
This year we created and filled an new Electronic Acquisitions
Librarian position in the technical services to coordinate the
acquisitions and management of electronic resources. The EAL is working
with the Library's Web Manager on the development of a tracking
Our digital catalogers are working closely with the Library's
Systems department on a cooperative project between Penn and Oxford
University Press to provide access to OUP history books in digital form.
A project is underway to test the viability of building certain
library Web pages for electronic resources directly from the opac
- COOPERATIVE EFFORTS:
Continuing our efforts to share our expertise and to be part of
national initiatives, we became BIBCO participants in 1999. We also have
two staff members who are part of the Serials Cooperative Cataloging
Training Program (SCCTP). We have also recently joined CORC. Can CONSER
be far behind?
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Princeton Update, January 2000
From: Richard J. Schulz
Princeton Update, January 2000
- NEW (NEW) INTEGRATED SYSTEM
In December Princeton University Library signed a contract with Endeavor
Information Systems to purchase their Voyager system. A test database is
already up; initial training commences on January 19th; a plethora of
implementation sub committees have been formed. The plan is to go live on OPAC
and all technical services/circulation modules on July 1, 2000.
- NEW NEW (OLD) INTEGRATED SYSTEM
Between September 1st and December 15th, we successfully migrated all
acquisitions and serial control functions and data from Geac to NOTIS and
all cataloging functions from RLIN to NOTIS which for the next six months
will be our first ever integrated system. This was a Y2K defense measure
resulting from Geac's last minute change of plans not to upgrade their
GLIS 9000 model to Y2K compliance. The staff did a great job on the
migration, with a lot of cross unit cooperation and overtime, such that we
had no major problems or backlogs and no hiatus in our record
contributions to the national databases. Having all of our functions and
data integrated makes the next migration to Voyager that much easier.
Organizational restructuring has already commenced focusing on the
transfer of the major approval plans from acquisitions units to cataloging
units along with some staff transfers and what looks to be some potential
staff savings. I will go into this in more detail in the next update when
there will be much more to report.
- NEW RETROSPECTIVE CONVERSION
Our OCLC recon project continues on schedule. Nearly 1.2 million records (out
of an estimated total of 1.4 million) have been converted, authority processed
and loaded into NOTIS. Around 1/3 of these overlaid brief circulation records
representing unconverted titles which circulated on Geac and were migrated when
we moved to NOTIS from Geac for circulation last year. The last cards were
shipped in December and the project at the OCLC end is scheduled to wind up in
March which is right on schedule. We have hired three temporary staff on 18
month contracts to handle clean up and special collections conversion (e.g.,
Princetoniana). The only remaining unconverted collection will be the CJK
collections of Gest Library which will be addressed at some unspecified future
- NEW PAY FOR PERFORMANCE
The majority of the work force of the library has been engaged in a massive
year-long process to institute a pay-for-performance system for unionized
library support staff. This is nearly concluded and the new system is scheduled
to go into effect starting July 1. The three main components of the system, all
arrived at through a cooperative labor-management effort, are (1) the
codification of work unit performance standards to serve as the basis for merit
appraisals; (2) a new "appraisal instrument" (i.e., form) which
standards based performance into quantitative expression; and (3) a distribution
algorithm which allocates the annual salary increase pool into merit clusters
defined by the annual appraisal. As you can see from the schedule, it will be
nearly 18 months before we will know how well this will work in practice.
Getting uniform, commonly agreed upon, clearly defined work unit performance
standards was, in my estimation, worth the trouble for it own sake.
- NEW JSTOR
The first installment of JSTOR's much anticipated science cluster is about
released. I am pleased to report that the PUL Technical Services Department^Ňs
JSTOR Production Unit was a major contributor in accomplishing that feat.
- NEW PEOPLESOFT BLUES
In line with what has been noted by several colleagues in this group, Princeton
is also experiencing the same PeopleSoft related invoicing and payment problems
which are similarly playing havoc with our vendor relations and driving us to
- NEW OFFSITE STORAGE
I defer to Bob Wolven's summary
which is a succinct and complete rendering of the highlights.
For any who might interested in more detail I have attached a summary sheet I prepared for a
presentation to the staff last fall here at Princeton.
- NEW CONSTRUCTION PROJECTS
Shepley, Bullfinch, Richardson, Abbott Architects have been hired to
design a master plan to serve as the basis of a major renovation of
Firestone Library which celebrated its 50th birthday last year. This will
include a much needed "facelift" for Technical Services, but also most
likely involve a relocation. No details are known as yet. Elsewhere the
campus seems to be in the throes of construction everywhere one looks much
of which involves parts of the library system. The construction of a
Campus Center is nearing completion which will include new reading
collections and clusters with access to library databases. As part of the
Campus Center project, the Near East Library was closed down and the
collection has been permanently transferred to Firestone Library. A new
acre of compact shelving was installed to accommodate the addition of
these nearly 100,000 volumes to the general stacks which are now the
responsibility of Technical Services' Shelving and Annexes Section.
- NEW LAPTOPS ON LOAN
Technical Services' Reserve/General Periodicals Services unit began a new
program this past fall to circulate portable computers and wireless
ethernet cards to students. The laptops on loan are loaded with Microsoft
Office and all required software to access the internet, the opac and all
of the library's other electronic resources. The wireless ethernet cards
allow students to connect to the campus network without the need of a
jack. Since NOTIS lacks a materials booking module the computers and
ethernet cards are controlled through phony catalog records which are
suppressed from public display. The service is going well and is very
- NEW CATALOGERS BRANCH OUT
We now have a number of senior cataloging staff serving part-time in various
public services capacities throughout the library system. Two catalogers are
providing reference and patron assistance for the Art Library; one cataloger is
working the general reference desk in Firestone Library; one cataloger just
finished a 13 month assignment which seconded him to Interlibrary Services
patron assistance; one cataloger team teaches a specialized bibliographic
instruction course for the Latin American Studies Program along with the
collection development librarian responsible for selection in this area. These
have all been extremely worthwhile experiences for the public services units
involved, which have enabled them to expand their hours and depth of service,
and also as a job enrichment experience for the catalogers in question.
Richard J. Schulz
Associate University Librarian for Technical Services
Princeton University Library
Phone: (609) 258-5297
Book Depository of the
Forrestal Campus of Princeton University (Plainsboro)
A Book Depository Consisting of a Central Processing Facility with
Multiple Adjoining High Density Storage Modules
Building & Operations
- To be contracted to outside independent agency. Consortium appointed
director will oversee performance of contractor.
- Each storage module capable of storing 2 - 2.5 million "book volume
- 6-9 modules envisioned as part of the initial agreement.
- 3-4 modules to be ready by July 1, 2001.
- Up to 15 modules long term.
- Environmental controls: 50o F / 35% RH; specially designed air
filtration/cleaning system. Separate cold storage vaults (35o F / 25% RH)
for color film and acetate based media.
- Shelving: 35' high; books shelved by size (5 size groups) and stored
trays; three smaller size categories shelved two trays deep per shelf.
Can hold approximately 10X the number of books as equivalent building
space in normal stacks.
- Processing facility: 25,000 square feet.
- Designed to handle intake of up to 2.7 million new accessions per year
during initial 2 years of operation. 400,000 accessions per year
thereafter - normal (steady state) operations - 200,000 NYPL; 110,000
Columbia; 90,000 Princeton.
- Average daily circulation transactions: 750-1,000 volumes (each way).
- Requested items delivered to requesting institution next business day.
- Will include specialized delivery services: next day fax, rush fax,
- Books, trays and shelves are all linked through coordinated bar codes.
- Books of each institution shelved separately, possibly also separated
sub location within the institution.
- Institution's local library management system forwards request for
to depository inventory control system; latter system periodically (twice
per day) generates a pick list of items for staff to retrieve and send to
requesting institution. Requested items are "charged out" on the
inventory control system which logs only which borrowing institution has
- Returned items are "discharged" on the inventory control system which
generates a shelving "refile list" for operator.
- Books retrieved and re-shelved by staff on specially designed
called "order pickers."
- Projected staffing for steady state operations: 17; double that for
initial 2-3 years.
Library Operations Group
- Provosts (or the equivalent) and Library Directors.
- Details of legal issues and overall cooperative goals for the
partnership. Decide on cost factors.
- Collection organization & maintenance officers.
- Determine the operating program, i.e., how the facility will work and
what design and equipment are necessary to accomplish this.
Facilities Design and Construction Group
- Facilities planning officers + contractors + real estate planning
officers for Princeton.
- Build the facility to the operating specifications developed by the
Library Operations Group.
- Architect and construction project management have been hired.
- Several initial designs have been proposed and revised.
- "Design Concept" has been approved by the Plainsboro Planning
- The inventory control system of the primary vendor in this field has
been reviewed by the Library Operations Group plus a sub committee of the
system representatives from each institution.
- The Library Operations Group has prepared an RFI (Request For
Information) describing the operational aspects and service requirements
of the new facility to solicit bids from contractors who are interested in
- The three institutions have all agreed in principle to working out
inter-institutional lending procedures. These will likely mirror current
internal access and borrowing policies.
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From: Catherine Tierney
Stanford University Libraries
- SERIALS ONLINE CONVERSION
After working the past 12 mos. with Sirsi Corp. enhancing the
functionality of its original serials module, SUL and Law began online
serials conversion and check-in in September. We have built 13,000
control records for incoming pieces, and we project our 46,000 active
serials will be converted by end of summer. It is going well, and OPAC
users are delighted with piece level holdings.
- CATALOG DEPARTMENT REDESIGN
In November we put in place most of the elements of the newly designed
workflow and work product of the Catalog Department. Head of Cataloging
visited Cornell, Michigan, and Columbia, and consulted with other
colleagues to devise a design to: a.) eliminate the concept and reality
of "backlog; b.) form a metadata (i.e., non-MARC) unit without additional
funding; c.) leverage skills of catalogers to enrich their jobs and their
contributions to clients' current and future information needs; d) provide
staffing flexibility to support occasional large-scale ("bulk")
acquisitions without backloging; and d.) miscellaneous other objectives.
Concept document is attached.
New org chart at:
[10/23/1999 is old version; new one coming very shortly]
- REOPENING OF GREEN LIBRARY WEST
Now known as the Bing Wing of the Green Library, P.S. points opened softly
in summer, and full service for fall quarter. General Stack collections
move began January 4, 2000. The complete series of moves redeploys 2
million volumes across three buildings and will take about 3 more months
for dominoes to settle in this phase.
Many holdings record changes were driven by machine (through Unicorn
APIs); majority are behind us, but next 3 months will have the most
complicated changes. Estimate 750,000 hldg record changes overall.
Preservation Department was significantly involved with planning and
implementing environmental monitoring and problem resolution for the
varied challenges of this old building.
- REMOTE STORAGE
Construction begins in March for another remote storage building on
campus. Sited adjacent to SAL I and II, this new building will be high
density cool storage (same as Harvard and Yale). Plans are to handle 2.8
million volumes, for ten years of growth. Activation targeted for early
2001. We have yet to determine scope of what is sent there or to deal
with any of the record control issues.
- VENDOR SERVICES
Some recent additions to the model that we put in place over past two
- EDI for annual serial renewal invoices from Harrassowitz
- Shelf-ready prep and EDI for classed as sep standing orders from YBP
- Moving forward with reprofiling with Lindsay & Howes with intent to go
shelf-ready in 6 months.
- DIGITAL LIBRARY PROGRAM
On the public side, we interviewed for Digital Library Program Officer
(DLPO) to coordinate the various trials, pilots, and more substantial
digital services that have grown up on their own across all of SUL. And
to construct a plan for moving rapidly into the future. As that posting
is in process, we in TS now are posting our Media Preservation Officer,
whose product will overlap significantly with deliverables of the DLPO.
Catalog Department Redesign
Stanford University/Philip Schreur/June 15, 1999
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From: Carol Hixson
UCLA's Round Robin Report
Submitted by Carol Hixson
- SYSTEM IMPLEMENTATION
As many of you know, UCLA has been working with DRA to implement its new
TAOS client/server system for several years. Staff at UCLA and DRA have
been working intensively this past year to bring the system (locally named
ORION2) up. Initially, it was hoped that we would bring cataloging,
circulation and the OPAC up in the summer of 1998. When that became
impossible and the time between the original data migration and
implementation grew to more than a year, it became necessary to do
a second extraction (a gap load) of data from the existing ORION1
database in July 1999. DRA has been providing us with frequent
software updates to address issues of performance and stability and
there has been improvement, though not as quick as we would like.
Staff had already done extensive testing and had begun doing some
work in the system in the Spring of 1999. In anticipation of a September
1999 go-live date to the public, access to the old ORION1 system was
removed for the public in September and for staff in October.
Unfortunately, we were unable to bring the system up to the public
when planned and are still working with DRA to be able to bring it
up by the start of the next quarter. In the meantime, public users
have been using the statewide Melvyl catalog for information about
Library holdings. Staff have access to the ORION2 database and also
to an archive of ORION1 data. We are using the TAOS circulation module,
but information on circulation status is not available to our users
without consulting a staff member.
Ordering of new materials has been taking place in the DRA Classic
system since July 1998. Because the acquisitions and serials modules
of TAOS are not yet available, ordering continues in Classic. Because
of problems with system reliability, pre-order searching has become
more onerous and time consuming. Since we are using DRA Classic as a
stand alone acquisitions module, we have had to rethink workflows with
Cataloging. Staff have shown creativity, flexibility and determination
in developing workarounds. There has been a decrease in productivity,
as expected, but staff are pitching in where needed to help cover
essential functions. While it's a difficult time for Library staff
and for the UCLA community as a whole, we are continuing to look toward
the future and the days when we can laugh about the challenges we've faced
- APPROVAL VENDORS FOR THE YOUNG RESEARCH LIBRARY
After asking three vendors to make presentations, YRL switched the
domestic approval plan from Blackwell's Book Services to Yankee Book
Peddler. So far we have been very pleased with the switch, and feel
we are receiving appropriate material on the approval profile. We
decided not to include any technical services options in the approval
plan, such as receiving catalog records or having books come "shelf ready",
while waiting to see how the ORION2 implementation would play out.
UCLA is preparing to join the CORC project to help evaluate the functionality
of the software, to explore the feasibility of a workflow where a cataloging
record originates with a bibliographer, and to evaluate the effectiveness of a
tool that produces both MARC records and pathfinders for the same resource and
explore ways to reduce duplication of effort locally.
We received a 14 percent increase to the materials base budget, part of which
was designated for collection related processing. The materials budget is now
$8.9M. For the first time we were able to establish a sizable permanent fund
for licensed electronic resources.
- STAFFING CHANGES
Susan Allen, Head of Special Collections, was lured away to become the
Director of the Getty Resarch Center in July 1999. The search for her
replacement is underway.
Amy Tsiang became the new Director of the East Asian Library in July 1999.
Brian Schottlaender left UCLA in September 1999 to become University
Librarian at the University of California, San Diego. Though we all miss
Brian's unique style and many contributions, we were happy for him and
helped celebrate his new position with a party that has set new standards
for UCLA parties.
Cynthia Shelton, Head of the Young Research Library Bibliographers Group and former
cataloger, became the new Associate University Librarian for Collections and Technical
Services in October. Cindy's first few weeks were a trial by fire, as she assumed her
new responsibilities just as we failed to bring the new system up to the public when
announced. We're all delighted that she decided to stay with UCLA and are looking
forward to her continued leadership on this and many other issues. A search for a
replacement for the Head of the Bibliographers Group is now underway.
UCLA has hired its first Digital Library Coordinator, Harold Batchelor, who began
his duties a few weeks ago.
Carol Hixson, Head of the Young Research Library Cataloging Department, is
leaving UCLA for the University of Oregon. A search for her replacement
will get underway shortly.
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From: Joyce Ogburn
University of Washington
Report Midwinter 2000
Since I am new to the group as Associate Director for Resources and
Collection Management Services (RCMS), let me thank you for the opportunity
to reporting on the work going on at UW. I am looking forward to joining the
- TECHNICAL SERVICES ASSESSMENT
With the arrival of a new Associate Director, a process of assessing our
organization, priorities and processes has begun. Many projects underway to
change workflow are being pushed forward. RCMS includes the divisions of
Monographic Services, Serials Services, Collection Management Services, and
also includes the Preservation officer and International Studies. We are
committed to a strong partnership with public services and to being
user-centered in setting our priorities and in decision-making.
Last year acquisitions was merged into monographic cataloging to become
Monographic Services. This year we are merging the quick cat operations into
acquisitions. At UW Quick catters not only perform copy cataloging but do
scanning for digital projects, adding a different dimension to acquisitions.
Our US and UK approval plan is also undergoing major review and possible
overhaul. It has been tweaked but not systematically reviewed for some time
and its effectiveness questionable.
- CORC AND META DATA
UW has been participating in CORC and adding records there and in our local
catalog. We are going one step further and will be conducting a research
project to understand the best application of the harvester by checking its
effectiveness against different kinds of sites and comparing its success
against original cataloging. We will be looking at how it performs with
sites that have meta data vs. those that do not (we will use the same sites
and add or strip meta data out to do the study) and how well it performs
with finding aids (with and without EAD) to create cataloging records. The
pathfinder feature of CORC is also of interest - we want to see whether it
can replace or enhance our process for generating subject web pages.
The creation of meta data for digital projects has been mainstreamed as a
natural part of cataloging. For example, the data for the LC Ameritech
project on Indians of the Pacific Northwest was created in cataloging units.
(BTW, this site should be coming up at LC very soon). We have a meta data
implementation group that includes a member of the faculty of the school of
library and information science. This spring we will start planning on using
EAD for finding aids.
- PINYIN CONVERSION
UW is facing more difficulties than some libraries with the conversion to
Pinyin. We have a very large collection, some of which is still in card form
or in very brief records. We have the largest holdings in OCLC and will have
to rely on them for conversion, as we are not a member of RLG. The East Asia
Library shelves journals by title and is at capacity--shifting of materials
will be extremely difficult. We have a conversion task force in place to
work through the many issues we need to address.
- SCHOLARLY COMMUNICATIONS
In March we will be hosting a campus-wide symposium of scholarly
communication and will host renowned speakers from across the country. The
campus is excited about this event and we anticipate an excellent turn out.
We will be starting a formal process of preservation planning this spring.
Two priorities will be to update our disaster plan and to develop a
comprehensive binding policy.
- PERSONNEL AND RECRUITMENTS
We have just hired a cataloger for manuscripts and special collections who
has extensive experience with meta data and with working with a wide variety
of formats of material. We will be searching for a temporary position to
provide computer support for International Studies. Our acquisitions
librarian is retiring at the end of February and we expect to post that
position shortly. We also anticipate that our South Asia Librarian will be
retiring in the summer. We have also created and filled a position within
Collection Management Services for managing, testing, and assessing
electronic resources. This person will also spend time in reference to
assist with successfully integrating electronic resources into public
- FUTURE-BASED DISCUSSIONS
The role and future of the catalog will be one of our hot topics this year.
We have already begun discussions on the relationship of the catalog to
subject web pages and foresee many more discussions to come. As you may
know, we use catalog records to generate our digital registry, which in turn
creates the subject pages. The digital registry will be reviewed this year
to deselect sites that are no longer desirable for our subject web pages.
This process is only part of the issue of the future of the catalog, but an
important stage in the dialogue.
We have appointed two task forces to create effective strategies for now and
future in dealing with electronic media. The first is e-journals and
databases, a group that is far along in its work. The second is e-books and
texts, which is just beginning its process. We have also entered discussions
with Microsoft regarding the management and display of electronic texts.
The library is also undergoing a strategic planning process that will help
us set new priorities and directions. Assessment of library programs and
services will likely be a big part of our future and RCMS will be working
with public services in developing an assessment program.
Parts of the Suzallo Library renovation have begun and the meat of the work
will start in the summer. The card catalog will be permanently retired and
placed in storage. The shelf list will be retained to support projects.
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From: Richard Reeb
Wisconsin Update, January 2000
- VOYAGER SYSTEM IMPLEMENTATION
1999 will be remembered, with varying degrees of fondness, by our staff
as the year when Endeavor's Voyager system was implemented. An
intensive and extensive planning effort began a year ago with the
analysis of the NOTIS data that was to be migrated. Retraining several
hundred staff in the "language" of Voyager was nothing short of
herculean. Optimism quickly gave way to frustration as our staff
struggled to translate NOTIS procedures into the Voyager environment.
The current system design and interface often requires multiple clicks
to perform routine tasks, and some functionality we had expected Voyager
to support in our multi-library campus environment does not yet exist.
As a result, productivity has suffered significantly in technical
services, especially in acquisitions. Compounding our problems, we have
been beset by numerous performance issues, most significantly users and
staff getting "timed out" when working in any of the modules.
Endeavor's concerted efforts to correct the problem led to the recent
discovery that errors had been made in setting the database parameters
for Oracle during the initial load of the database. To rectify the
problem it was determined that the entire database had to be reloaded.
That major undertaking is being scheduled during intersession and will
be done in tandem with the loading of release 99.1. The system was
taken down on January 7th and we do not expect it to be available again
until January 17th. A non-updatable copy of the OPAC has been made
available for the public during the outage.
- RETROSPECTIVE CONVERSION
We are only about 125,000 titles shy of achieving a significant
milestone enroute to full conversion of our cataloged collections.
Continuing to manage conversion as an in-house project, we had hoped to
be able to celebrate the official--not the popular one recently observed
by the world--beginning of the new millennium, i.e., 1/1/2001, by
completing the conversion of the LC-classified collections. Having lost
some momentum during the past year, wrestling with Voyager
implementation, it now appears that we will not achieve our goal until
midyear 2001. Nevertheless, progress is inching along at a pace of
5,000-6,000 titles per month.
- SHELFREADY PROCESSING PILOT PROJECT
We have been working with Yankee Book Peddler to launch a six-month
pilot study to evaluate the potential advantages of contracting with our
primary domestic monographic vendor for shelfready processing services.
Orders began being placed this month against a separate firm order
account in the social sciences. We opted to experiment with firm orders
rather than approval plan receipts and eschew predictable objections
from selectors that processing approval plan receipts would undermine
one of the primary advantages of the plan--ability to return
- DIGITAL ASIA LIBRARY (DAL)
UW-Madison in partnership with the Ohio State University and the
University of Minnesota has been awarded funding by the Dept. of
Education to develop a searchable "Digital Library" to enhance access to
Internet resources relevant to the study of Asia. The project aims to
create, within the framework of CORC, a searchable catalog of evaluated
and selected links to quality resources from Asia. The project partners
will contribute to a DAL Web site that will serve as a comprehensive
catalog of up to 10,000 quality Web resources after three years. The
project manager will begin her duties this month.
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From: Ann Okerson
REPORT FROM YALE UNIVERSITY LIBRARY
Here follows Yale Library's report for the Big Heads of Technical Services
group. Technical Services at Yale comprises the Cataloging Department (Chief
Cataloguer, Joan Swanekamp); Acquisitions Department (Chief Acquisitions
Librarian, Viveca Seymour); and the Preservation Department (Head, Paul
Overall, the second half of 1999 saw several important developments in Yale's
technical services arena:
- LIBRARY REORGANIZATION:
Effective 10/1/99, the Library re-organized from three to two AULs, moving
technical services within the purview of the former AUL for collections and
adding technical services to her portfolio. This organizational structure
will likely be reviewed when a new University Librarian takes office,
following Scott Bennett's retirement in summer 2001.
- LIBRARY MANAGEMENT SYSTEM
Yale Library is beginning to make plans for a new library management
system. Initial explorations will begin in spring of 2000 with the goal
of migrating to a new system by late 2002, following the completion of the
current retrospective conversion project. Current discussions revolve
around organization of the project under a project manager and a
constellation of working groups.
- DIGITAL RESOURCES
The Yale Library continues to make huge strides in adding to its digital
resources (externally accessed and/or licensed). For the first time this past
fall, Yale reported to ARL electronic expenditures in excess of $1million,
including both local and consortial purchases. This number does not include
costs paid to cataloging utilities, though it does include costs of public
access (as a collections resource and service) to these. As in other
libraries, our librarians are examining the effects of such a major resources
shift and all the concomitant changes. As others have observed, the current
ILS systems are not very capable of handling all the information that attends
e-resources, and we too are conflicted: can we make NOTIS do the necessary,
somehow, until we migrate systems, or will we need to establish a complex,
parallel database system to handle our new needs? Good arguments exist, pro
- DEPARTMENTAL ACTIVITIES
Retrospective conversion is proceeding on schedule, the goal being to
convert 2.25 million titles by early 2002. The Library is close to
achieving targeted production levels of about 60,000 records per month,
largely converted through the services of OCLC. Internal cleanup is
proceeding and the bulk of it should be completed in 2003 or 2004.
- SHELVING FACILITY.
The Library Shelving Facility (LSF) has been open for one year.
Overall, the facility (under the Public Services umbrella) is operating
beautifully. With regard to technical services, policies and processes
for transferring materials are in place and working well. The challenges
have been many, including:
- Selecting materials which are already represented in our online
- Ensuring accurate and complete bibliographic and holdings data
- Defining standards for bibliographic completeness for monographs,
serials, non-print resources and special collections
- Creating a processing stream or workflow that insures
accurate data in a distributed processing environment
- WORKFLOWS AND BACKLOGS.
The Department is continuing to review processes and workflows with an eye
toward greater efficiencies and better service. After comparing the
hit-rate statistics using OCLC and RLIN for backlog re-searching, staff
discovered a much higher hit rate in OCLC. This led to a decision to
extend use of OCLC as a first source of copy for the backlog items.
Cataloging is also experimenting with vendor batch-matching of backlog
files and expects thereby to achieve additional efficiencies in processing
these materials. Finally, the Department has converted two support staff
positions to 1.5 FTE professional catalog librarian positions to expand
its original cataloging capacity and ensure that it is better equipped to
deal with its not inconsiderable original cataloging backlog. One more
rare book catalog librarian position has been added.
- COOPERATION, TRAINING.
Cataloging is moving toward full participation, by late winter, in the
Program for Cooperative Cataloging BIBCO Program. Meetings are scheduled
with all the Library's constituencies to discuss the core record concept.
In November, twenty-one Yale catalog librarians were trained to contribute
NACO Series records. Judy Kuhagen from the Library of Congress provided
the training, which everyone agreed was outstanding. Two Yale librarians
participated in the PCC/SCCTP Train-the-Trainer Program and have done
their first outside training.
- DIGITAL PROGRAMS.
On the digital resources cataloging front, Yale continues to
participate in the OCLC CORC project, though with a limited commitment.
We hope to encourage OCLC to expand CORC to also include the VRA standard,
the standard in use at Yale for art visual resources. Cataloging staff
are working with the Systems Office to develop a mechanism for loading and
maintaining catalog records for serial "aggregator analytics." A new
term-appointment Visual Media Cataloger position has been created.
Residing in the Catalog Department, this librarian will work in close
collaboration with the Visual Resources Curator (in the Arts Library) and
the Chief Catalog Librarian and Head Catalog Department (Sterling Memorial
- MIGRATION TO NEW UNIVERSITYWIDE ORACLE
The Yale Acquisitions Department, together with the Systems Office and the
Library Business Office, successfully managed the migration to the Oracle
accounting system in July 1999. Prior to July, invoices for library
resources were paid by running a batch job every night in NOTIS to process
invoices approved during the day. The invoice records were reformatted
and transferred to Yale's legacy system in a mainframe-to-mainframe
process. Beginning in July, the NOTIS nightly invoice batch job is
transferred to the Oracle interface tables in a mainframe to UNIX server
FTP process. Instead of a single batch, the library now sends a series of
11 batches, or sources, from each invoice processing location in the
As part of the Oracle migration, the library implemented the University's
new general ledger codes and account structure. The Acquisitions
Department trained over 50 acquisitions staff in one week before the
cut-over. We have seen the migration of several tasks and responsibilities
from central accounts payable down to university departments. The
library's Acquisitions Department and Business Office have managed this
transition in the current distributed processing environment. Problems
(and sometimes baffling ones) continue to pop up unexpectedly, but
generally operations have proceeded smoothly throughout the implementation
- PURCHASING CARDS AND OP BOOKS.
The Acquisitions Department has been placing more and more orders for
out-of-print materials. The use of a purchasing (i.e. credit) card has
greatly facilitated the process. The department has managed to cut its
vendoring almost in half when selectors use this method.
We are saddened at the prospective loss of Vickie Seymour, our wonderful
Chief Acquisitions Librarian, to family priorities (effective late January
2000). We will be recruiting energetically and soon for the position,
which will bring with it many opportunities for a talented hire, including
process improvement and participation in the selection of a new ILS
Two initiatives launched this year are particularly noteworthy.
- MAJOR STACK CLEANING INITIATIVE.
In September the department began a seven-year program to clean
comprehensively the contents (and the shelving system) of the Sterling
Memorial Library 4.5 million volume stack tower. This project follows on
the heels of a major renovation in the library. The renovation brought
environmental controls, improved lighting, and fire suppression technology
to the stacks but left somewhat of a mess in its wake. The Preservation
Department has contracted with the New Haven chapter of Catholic Family
Services (CFS) to provide the labor force for this cleaning project. CFS
is responsible for recruitment, training, and retention of staff and for
the purchase of all supplies and materials. The Department's
responsibility is largely confined to managing contract compliance based
on productivity and quality bench marks. Department staff worked with CFS
to prepare a training videotape used to orient new project staff over the
life of the project. The contract also has a built-in bonus system to
provide productivity incentives.
- MASS DEACIFIDICATION.
As of May 1999, the Preservation Department began making regular
shipments of library materials to Preservation Technologies, Inc. in
Cranberry, PA, a town near Pittsburgh. The number of volumes in a given
shipment varies from 300 to 500, depending on the size of volumes. All
materials are bound (although we plan to experiment with loose papers
later this year). All materials are highly acidic but not yet brittle,
which in practice means publications since 1950. The department considers
its initial project to be a success on two counts: (a) materials are
processed to and from the vendor efficiently and reliably and (b) the
deacidification process works. The books that go through the process are
completely deacidified with little or no visible or tactile impact on the
books themselves. The deacidification result can be very dramatic. In
some cases the shift from acidity to alkalinity is over three orders of
The project is concentrating initially on two collections.
The first is a collection of published literature from Burma, a set unique
to the United States. Here the choice to deacidify reflects Yale's
commitment to this important area of study, the rarity of the materials,
and their highly acidic character. The second collection in the project
is the US Government Publications Office Serial Set. The Serial Set
exists in various states of completeness in nearly every government
documents library in this country. It is used daily by readers to provide
access to government documents. It also exists in microfilm and could be
purchased for use in this format; however, the cost to Yale to acquire the
film approaches $200,000. The US Serial set is published on highly acidic
paper and is rapidly heading toward brittleness. We know of no plans to
create an electronic database from this resource, and so paper is the most
appropriate format at this time. It is essential that this resource be
useable in its original format for as long as possible. The cost of
deacidification is far less than the cost of the microfilm replacement.
To identify the target collections, we followed a rather rigorous selection
process. In essence the Department issued to selectors an RFP that described
the mass deacidification process and articulated selection criteria. The RFP
process resulted in a queue of acidic collections that selectors determined to
have long-term value in their paper formats. The cost of mass deacidification
services averages approximately $16.00 per volume, including shipping and
handling. During FY 1999-2000, the Library has earmarked $50,000 for this
Associate University Librarian, collections & technical services
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