Transcript PDA Consortium Style The CU MyiLibrary Cataloging Experience Wen-ying Lu Continuing Resources Catalog Librarian University of Colorado Boulder Mary Beth Chambers Catalog Metadata Librarian University of Colorado.

PDA Consortium Style
The CU MyiLibrary Cataloging Experience
Wen-ying Lu
Continuing Resources Catalog Librarian
University of Colorado Boulder
Mary Beth Chambers
Catalog Metadata Librarian
University of Colorado Colorado Springs
ALA 2012 Catalog Management Interest Group
Anaheim, CA, June 23, 2012
Outline

PDA Project Timeline

Workflow

Challenges and Solutions

Impacts on the Cataloging Departments
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Univ. of Colorado (CU) System

CU-Boulder (CUB)

CU-Colorado Springs (UCCS)

CU-Denver (UCD)

CU-Anschutz Medical Campus

CU-School of Law
Each library has its own catalog.
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Univ. of Colorado (CU) System
ILS: Innovative Millennium
Regional catalog: Prospector
Vendors: Coutts (CUB)
YBP (UCCS, UCD, Law)
Rittenhouse (Medical)
others
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PDA Project Timeline
Apr. 2010
CU-Boulder initiated a Patron-Driven
Acquisition (PDA) e-book pilot program
through MyiLibrary in 5 subject areas.
1st batch-load: 985 discovery records
July 2010
CU-Boulder began sharing vendor
(MyiLibrary) records for PDA purchased
titles monthly with CU-System libraries.
1st set: 20 vendor records
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PDA Project Timeline
Oct. 2010 CU-Boulder’s profile was set and weekly
loads of discovery records began.
Nov. 29,
2011
CU-Boulder’s PDA plan was expanded to
include the libraries within the CU System.
CU-Boulder shared a backlog of 3,129
discovery records; weekly sharing of PDA
discovery records was set to begin.
Dec. 1,
2011
Official start date for the CU System PDA
pilot.
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PDA Project Timeline
Jan. 2012 CU-Boulder shared 164 OCLC records for
PDA purchased titles to date.
Mar. 2012 CU System profile codes were added and
discovery records for backlist titles for 2011
imprints were made available.
May 2012 4,344 PDA discovery records
413 PDA purchased records
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Workflow
PDA discovery to PDA purchased
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Workflow in a Nutshell
CU-Boulder loads, edits, and distributes
all discovery records for PDA titles.
 CU-Boulder replaces discovery records for
purchased books with OCLC records using
035s to retain vendor accession no. as an
overlay point.
 CU System libraries edit records as
needed and set institutional holdings on
OCLC WorldCat records.

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PDA Discovery Records
CU-Boulder
1.
FTPs weekly file from Coutts’ server.
2.
Edits records in MarcEdit.
3.
Loads records to local catalog along
with item records attached.
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PDA Discovery Records
CU-Boulder
4.
Checks for duplicate records.
5.
Globally updates fixed fields.
6.
Distributes edited .mrc file weekly to
CU System libraries via Basecamp.
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PDA Discovery Records (vendor)

=LDR 01179nam 22003493a 4500

=001 cis18349330

=003 CaONFJC

=005 20120503102257.0

=006 m\\\\\\\\d\\\\\\\\

=007 cr||n|||||||||

=008 110522s2011\\\\enka\\\\s\\\\\001\0\eng\d

=020 \\$a9781119993797 (spiral)$c70.00 USD

=024 8\$a9786613204509

=037 \\$a320450$bMIL

=040 \\$aCaONFJC$cCaONFJC

=050 \4$aQD272.S6$bF67 2011eb

=082 04$a543.5$222

=100 1\$aForrest, Tom,$cDr.

=245 10$aOrganic spectroscopy workbook$h[electronic resource] /$cT. Forrest, J-P. Rabine, M. Rouillard.

=260 \\$aChichester, UK :$bWiley,$c2011.

=300 \\$a1 online resource (262 p.) :$bcol. ill.

=500 \\$aIncludes indexes.

=588 \\$aDescription based on print version record.

=650 \0$aSpectrum analysis.

=650 \0$aSpectrum analysis$vProblems, exercises, etc.

=700 1\$aRabine, Jean-Pierre.

=700 1\$aRouillard, Michel.

=776 08$iPrint version:$w(OCoLC)ocn726822507$z9781119993797

=856 40$uhttp://lib.myilibrary.com/detail.asp?ID=320450$zConnect to online resource

=950 \\$aCBch9

=956 \\$aMyiLibrary PDA
001 Vendor record accession
number including prefix “cis”
020 Subfields may not
be coded correctly.
Customized fields:
856 URL for landing page
and $z public note
950 fund code
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PDA Discovery Records-Scanning
In MarcEdit, use the “Extract Selected
Records” feature to check
020
subfields are used correctly
245
$h GMD is present
260
$b publisher is not on the list for
exclusion
950
fund code is present
Edit fields or delete records as needed.
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PDA Discovery Record (edited)

=LDR 01179nam 2200349ua 4500

=001 MiLcis18349330

=003 CaONFJC

=005 20120503102257.0

=006 m\\\\\\\\d\\\\\\\\

=007 cr\un|||||||||

=008 110522s2011\\\\enka\\\\o\\\\\001\0\eng\d

=020 \\$z9781119993797 (spiral)$c70.00 USD

=024 8\$a9786613204509

=037 \\$a320450$bMIL

=040 \\$aCaONFJC$cCaONFJC

=050 \4$aQD272.S6$bF67 2011eb

=082 04$a543.5$222

=100 1\$aForrest, Tom,$cDr.

=245 10$aOrganic spectroscopy workbook$h[electronic resource] /$cT. Forrest, J-P. Rabine, M. Rouillard.

=260 \\$aChichester, UK :$bWiley,$c2011.

=300 \\$a1 online resource (262 p.) :$bcol. ill.

=500 \\$aIncludes indexes.

=588 \\$aDescription based on print version record.

=650 \0$aSpectrum analysis.

=650 \0$aSpectrum analysis$vProblems, exercises, etc.

=700 1\$aRabine, Jean-Pierre.

=700 1\$aRouillard, Michel.

=776 08$iPrint version:$w(OCoLC)ocn726822507$z9781119993797

=856 40$uhttp://lib.myilibrary.com/detail.asp?ID=320450$zConnect to online resource

=950 \\$aCBch9

=956 \\$aMyiLibrary PDA
Edits related to Consortial policy (in Prospector)
Leader/17 (Encoding Level) = u
001 “MiL” added as part of the prefix to make it
unique
020 change $a to $z as needed via Regular
Expression
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PDA Discovery Record (edited)

=LDR 01179nam 2200349ua 4500

=001 MiLcis18349330

=003 CaONFJC

=005 20120503102257.0

=006 m\\\\\\\\d\\\\\\\\

=007 cr\un|||||||||

=008 110522s2011\\\\enka\\\\o\\\\\001\0\eng\d

=020 \\$z9781119993797 (spiral)$c70.00 USD

=024 8\$a9786613204509

=037 \\$a320450$bMIL

=040 \\$aCaONFJC$cCaONFJC

=050 \4$aQD272.S6$bF67 2011eb

=082 04$a543.5$222

=100 1\$aForrest, Tom,$cDr.

=245 10$aOrganic spectroscopy workbook$h[electronic resource] /$cT. Forrest, J-P. Rabine, M. Rouillard.

=260 \\$aChichester, UK :$bWiley,$c2011.

=300 \\$a1 online resource (262 p.) :$bcol. ill.

=500 \\$aIncludes indexes.

=588 \\$aDescription based on print version record.

=650 \0$aSpectrum analysis.

=650 \0$aSpectrum analysis$vProblems, exercises, etc.

=700 1\$aRabine, Jean-Pierre.

=700 1\$aRouillard, Michel.

=776 08$iPrint version:$w(OCoLC)ocn726822507$z9781119993797

=856 40$uhttp://lib.myilibrary.com/detail.asp?ID=320450$zConnect to online resource

=950 \\$aCBch9

=956 \\$aMyiLibrary PDA
Other Edits:
006 = CUB default
007 = CUB default
008/23 = o
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PDA Discovery Records (CUB edits)
Locally customized fixed fields indicate:

No cataloging date

Record is suppressed from Prospector

Batch-loaded record

E-book format
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PDA Discovery Records
Other CU System Libraries
1. Load records into their local systems-MarcEdit used to edit records to
accommodate local practices, e.g.,
049
[local library code]
655 \7 $a Electronic books.$2local
710 2\ $a MyiLibrary
856
$z [local note]
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PDA Discovery Records
Other CU System Libraries
2. Locally customize fixed fields to
indicate
 no cataloging date
 record is suppressed from
Prospector
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PDA Discovery Records (CUB)
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When a PDA title is purchased…

Triggered when the content is accessed
3 times.

CU-Boulder Acquisitions notifies
catalogers after receiving the invoice and
creating the order record.
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PDA Purchased Records
CU-Boulder
1. Copies the MiLcis # (001 field) of the PDA
discovery record and pastes it into WORD
or other text editor.
2. Catalogs purchased titles using OCLC.
3. Exports the OCLC records and overlays
the PDA discovery records in the local
catalog while retaining their original item
records.
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PDA Purchased Records
CU-Boulder
4. During record overlay:
950 fund code is protected
cataloging date is filled
Record is unsuppressed for
Prospector
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PDA Purchased Records
CU-Boulder
5. After record overlay, locally
 replaces 035 field data with the
MiLcis numbers.
 adds “cost-recovery script” to 856 $u.
 copies URL of cover or title page to 856.
 adds “956 MyiLibrary PDA purchased.”
 reinstates the local fixed field to
indicate e-book format.
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PDA Purchased Records
CU-Boulder
6. Outputs OCLC records monthly from
local ILS into a .mrc file.
7. Deletes local data in MarcEdit.
8. Distributes the revised .mrc file to CU
System via Basecamp.
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PDA Purchased Records
CU-Boulder
9. Does a monthly coverage load of the
records in ERM.
 Online access is through the link in the
newly-created check-in record.
 The tag “856” is globally changed to
956 and the field is suppressed from
public view.
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CU-Boulder Record for Purchased title
001 OCLC number
020 subfields globally corrected
Accession number of discovery record
retained in 035
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Cost-recovery script added
after overlay; deleted along
with 907 and 94X in MarcEdit
for distribution to CU System
856 -> 956 after coverage load in ERM
950 protected during overlay
956 added after overlay
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Provider-Neutral Record Display
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PDA Purchased Records
Other CU System Libraries
1.
Do local editing according to cataloging
practices established at their respective
institutions, e.g., adding
049
[local library code]
710 2\ $aMyiLibrary
856
$z [local note]
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PDA Purchased Records
Other CU System Libraries
2.
3.
Overlay locally on PDA discovery
records using the 035 MiLcis number as
a match point.
Use OCLC Connexion batch features to
set their institutions’ holdings in OCLC.
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Challenges and Solutions
Record quality and local needs

Vendor records are of good quality in general
but problematic with 020s.

Coutts customizes records upon request.

Having one library as the cataloging agent
ensures the quality and uniformity of
records, e.g., authority control.

Using MarcEdit and global update allows
each library to accommodate local needs.
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Challenges and Solutions
Best practices for Prospector, a regional
unified catalog

Records must have unique 001s.

Subfields in 020s are coded accurately.

All monographic records must have item
records attached.

Use global updates, macros and/or
Regular Expressions to make changes.
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Challenges and Solutions
Error and duplicate detection
 Use the “Extract Selected Records”
function in MarcEdit.
 Use III’s “Headings Reports,” e.g., for
duplicates.
 Compare and look for missing titles via
quarterly spreadsheets of inventory
control.
 Rely on Acquisitions staff’s vigilance.
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Challenges and Solutions
Duplicate records--PDA discovery records
Working with Coutts to exclude

e-book titles that CU-Boulder already
owned in print.

e-book titles by publishers whose
records are obtained from other
sources.
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Challenges and Solutions
Duplicate records--PDA discovery records

Coutts keeps tracks of what CU-Boulder
purchased and will not send multiple copies or
duplicate format except on specific orders.

Weekly, CU-Boulder sends Coutts a file of CUBoulder monographic holdings so that Coutts
can keep track of e-books and other print
monographs purchased from other vendors.
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Challenges and Solutions
Duplicate records--PDA discovery records

Suppressed when titles are owned via
another source or method, e.g.,
NetLibrary, IEEE, SprinerLink, approval
plan, firm order.

Retained when titles are licensed but
not owned, e.g., Knovel.
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Challenges and Solutions
Duplicate records--PDA purchased records

Use separate record approach mostly.

Use provider-neutral record approach by
CU-Boulder when 001 is the same on
records from different batch-loading
record sets, e.g., Knovel.
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Challenges and Solutions
Seemingly complicated cataloging
procedure

Use Macros, text strings, task lists,
Regular Expressions, and global updates
to expedite process.

Experiment with and adjust procedures
whenever needed.

Carry out tasks using different
tools/software for efficiency-sake.
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Impacts on the Cataloging Dept.
CU-Boulder (the cataloging agency)
◦ More cataloging work, and
◦ More reviews and follow-ups due to
procedural revisions during the pilot,
but
◦ More communication within CU System
◦ More efficiency
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Impacts on the Cataloging Dept.
CU-Boulder (the cataloging agency)
◦ More control of record quality
◦ Benefits of having “extra eyes” (other
CU libraries) to detect errors and
duplication, and to be more compliant
to best practices of Prospector
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Impacts on the Cataloging Dept.
Other CU libraries
◦ More communication within CU System
◦ Less cataloging work
◦ More record consolidation work
◦ Batch cataloging tips and techniques
shared with all
◦ Must set holdings to records in OCLC
WorldCat
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PDA Consortium Style
 Collaboration and agreed-upon
policies make work easier and more
efficient for all participants.
 Embracing the ever-evolving workflow
and procedures as new needs arise
and circumstances change makes the
work more fun.
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Thanks to

University of Colorado
Michael Dulock, Gabrielle Wiersma, Yem Fong,
Jane Zumwalt, Yuko Marshall, Josie Fania,
Naomi Seko, Charlene Kellsey, Yumin Jiang,
Vera Gao, Elaine Jurries, Jeffrey Beall, Denise Pan,
Jo Hall, Leslie Williams, Rita Hug


University of Denver
Betty Meagher
Coutts/MyiLibrary
Andrew Lohrum, Sarah Forzetting
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Contact
 Wen-ying Lu
[email protected]
 Mary Beth Chambers
[email protected]
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