PDA Consortium Style The CU MyiLibrary Cataloging Experience

Wen-ying Lu Mary Beth ChambersContinuing Resources Catalog Librarian Catalog Metadata LibrarianUniversity of Colorado Boulder University of Colorado Colorado Springs

ALA 2012 Catalog Management Interest Group

Anaheim, CA, June 23, 2012

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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) SystemILS: Innovative MillenniumRegional catalog: Prospector

Vendors: Coutts (CUB)YBP (UCCS, UCD, Law)Rittenhouse (Medical)others

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PDA Project TimelineApr. 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 TimelineOct. 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 TimelineJan. 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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WorkflowPDA discovery to PDA purchased

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Workflow in a NutshellCU-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 RecordsCU-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 RecordsCU-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

Customized fields:

856 URL for landing page and $z public note

950 fund code

956 MyiLibrary PDA

001 Vendor record accession number including prefix “cis”

020 Subfields may not be coded correctly.

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PDA Discovery Records-ScanningIn 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 MyiLibrary856 $z [local note]

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PDA Discovery RecordsOther CU System Libraries

2. Locally customize fixed fields to indicate

no cataloging daterecord 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 RecordsCU-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 RecordsCU-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 RecordsCU-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 RecordsCU-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 RecordsCU-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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020 subfields globally corrected

Accession number of discovery record retained in 035

001 OCLC number

CU-Boulder Record for Purchased title

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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 overlay956 added after overlay

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Provider-Neutral Record Display

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PDA Purchased RecordsOther 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\ $aMyiLibrary856 $z [local note]

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PDA Purchased RecordsOther CU System Libraries

2. Overlay locally on PDA discovery records using the 035 MiLcis number as a match point.

3. Use OCLC Connexion batch features to set their institutions’ holdings in OCLC.

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Challenges and SolutionsRecord 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 SolutionsBest 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 SolutionsError 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 SolutionsDuplicate 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 SolutionsDuplicate 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 CU-Boulder 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 SolutionsDuplicate 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 SolutionsDuplicate 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 SolutionsSeemingly 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 MeagherCoutts/MyiLibrary

Andrew Lohrum, Sarah Forzetting

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ContactWen-ying Lu

wen-ying.lu@colorado.edu

Mary Beth Chambersmchamber@uccs.edu