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Cataloging Interface Working Group
Final Report

September 1, 2002

By


Magda El-Sherbini, Chair
Laura Tull,
Marsha Hamilton,
Tschera Connell,
Beth Russell



Contents

INTRODUCTION AND THE CHARGE

OCLC CATALOGING NEW INTERFACE (Connexion)

MILLENNIUM CATALOGING

REVIEW LOCAL WORKFLOW

PCC CORE STANDARD AND BIBCO

NEXT STEPS




INTRODUCTION:


The Cataloging Interfaces Working Group is charged to:

  • Evaluate the timeline and status of the implementation by OCLC of its replacement for the Passport cataloging system and recommend a course of action for the OSU Libraries.

  • Review the new MilCat software from III and recommend a course of action for the OSU Libraries.

  • Review our local workflow in recommending needed changes and a timeline for the implementation of both of these new software packages.

  • As a result of potential changes in workflow with these new pieces of software, consider the implementation of the Program for Cooperative Cataloging (PCC) core standard and our ability to become BIBCO participants for original cataloging or upgraded copy.

An interim report was submitted to Carol Diedrichs by July 1, 2002, followed by a meeting with Carol Diedrichs and the Cataloging Interface Working Group to discuss the report and make sure that the Working Group addressed all charges.

This is the final report of the Working Group in addition to a section on “Next Steps.”


CHARGE 1: OCLC CATALOGING NEW INTERFACE (Connexion):
Evaluate the timeline and status of the implementation by OCLC of its replacement for the Passport cataloging system (called Connexion) and recommend a course of action for the OSU Libraries.


Fact:
OSUL must migrate from Passport for cataloging between now and December 31, 2003. OCLC will not support Passport for Windows as of December 31, 2002.


The Connexion Software:
The first release is browser-based and supported through both Internet Explorer and Netscape Navigator. The browser-based platform includes the following features:

  • Full access to WorldCat with derived, numeric, browse title, and keyword searching
  • Full set of cataloging workforms for all bibliographic formats
  • Full record display and edit, not just a screen at a time
  • Capability to create and edit bibliographic records in either MARC or Dublin Core
  • Capability to export bibliographic records in OCLC MARC, Dublin Core TML, and Dublin Core RDF/XML formats
  • Capability to export authority records in OCLC MARC
  • Constant data to save time in editing and setting up specific fixed field elements for updating
  • Automatic extraction of metadata from electronic resources
  • Dynamically linked authority headings capability
  • NACO support
  • Capability to search the save files by indexes such as author, title, and record status
  • Capability to create pathfinders
  • Capability to export pathfinders as a URL or in HTML
  • Browser-based version includes ability to key-word search authority file

In June 2003 or earlier, a Windows client will be introduced to complement the browser-based interface. OSU will use the Windows client browser because it offers features not readily accommodated by a web browser, including macros and more options for label printing. Later in 2003, the Windows client version will be enhanced to also include offline local files, batch transactions, and more.

Our current cataloging authorizations and passwords will work with the new cataloging service. We can access the new OCLC cataloging service through a URL in our web browser. (The URL is not yet published.)


Factors Influencing Timeline for Adoption:

  • Connexion (browser based) is available as of July 1, 2002
  • The browser-based platform contains the necessary functionality to perform copy and original cataloging for all formats, with the exception of CJK and Arabic cataloging software
  • Windows client platform will be introduced in June 2003 or earlier to complement the browser-based interface


Recommendations:

  • We recommend that cataloging personnel, including those in Main Library, Language and Area Studies, and the Music Library, continue to use Passport for Windows and CatME until June 2003 when the Connexion Windows client software is scheduled to be available. The browser-based product does not include all the functionality that cataloging requires such as macros, offline local files, batch transactions, label printing, and other options. Also, we have some concerns that this version will be slower since it is web-based.
  • Cataloging functions will migrate directly to the Windows client interface when it is released. There is an advantage to this approach. For those who have not learned CatME, there is no need for double training in a short time. For those who have already adopted CatME, the transition is likely to be easier.
  • We recommend that cataloging personnel (varying by department) practice on the browser-based platform to familiarize themselves with the use of the new service.
  • Because the Serials/Electronic Resources Department handles cataloging of electronic resources, the Working Group recommends that they begin to use the browser-based platform because it has the functionality they need for cataloging electronic resources.


Timeline For Migration:

June 30, 2002- June 30, 2003: Selected personnel from the various cataloging units can use the new browser-based interface. This will allow them to learn the new system’s features and practice on the browser-based platform. Connexion, Passport, and CatME can be accessed interchangeably from the same workstation, so functions not easily performed in one system can continue to be done in the other systems until OSUL migration is complete.

Those learning the new software will need to complete a saved record using the software in which it was begun. In other words, if a cataloger saves a record in Connexion, the record must be accessed and completed in Connexion. A record saved in Passport or CatME must be completed using Passport or CatME. Catalogers cannot move back and forth between interfaces and still access the same Save Files.

June 30, 2003-December 30, 2003: OSU cataloging functions will be moved from Passport to the new Windows client for Connexion. We must have personnel in all cataloging units trained on the use of the Windows client. Arabic and CJK cataloging software have no end date at this time, so we will continue using current software until the new cataloging service has the functionality that is needed for Arabic and CJK cataloging.


Training:

There are many resources to provide training for cataloging personnel:

  • OHIONET has scheduled several workshops to cover the implementation of the new interface. OSU can send staff to be trained at OHIONET or can have OHIONET provide customized in-house training. One example: “Planning Life after OCLC Passport for Cataloging: An Overview of the New OCLC Cataloging Services” is now offered free at OHIONET. Staff can be encouraged to attend this workshop.
  • In June 2002, the Working Group organized an information session offered in-house by an expert from OCLC. This session increased staff understanding of the new services and helped prepare them for migration to Connexion.
  • Lisa Iacobellis, Technical Services Documentation and Training, can assist in Connexion basic training, especially for GAs and students.
  • In August 2002, OCLC will release a free, web-based tutorial designed to introduce the features of the new cataloging service.

Additional information on the new OCLC software and plans for implementation can be found on these OCLC web pages:


Equipment And Telecommunications Needed To Access The New OCLC Cataloging Services (Connexion):

See appendix 1


CHARGE 2: MILLENNIUM CATALOGING:
The Cataloging Interfaces Working Group is charged with reviewing the Millennium Cataloging software from III and recommending a course of action for the OSU Libraries.


Procedures:

The Working Group created the libmilcat listserv to identify issues and exchange information while we tested the Millennium Cataloging software. Various Technical Services departments in various areas (CAT, SER, MOD, SCCAT, in addition to HEA, LAW) selected personnel to test Millennium Cataloging during April and May. Laura Tull gave an orientation to the MilCAT module to CIWG members on March 21 followed by another orientation for the testers on March 28. The following were testers: Cheryl Obong, Tschera Connell, Magda El-Sherbini, Jim Murphy, Hee-Sook Shin, Effie Spillman, Lynda Hartel, Mary Rider, Patrick Fix, Beth Russell, Noelle Van Pulis, and Marsha Hamilton. During this period of time, the testers forwarded questions and problems to the libmilcat listserv. Problems that could be replicated were forwarded to Innovative Interfaces. Several enhancement requests were forwarded to Nancy Helmick during this time.


Problems and Enhancements:

See appendix 2


Functionality Not Available Until Release 2002:

  • Bib record:
    H>Verify headings
    V>Verify MARC codes
    G>Generate a duplicate record
    Y>Show Public Display
    Edit special fields such as 008, 007 and 006

  • Item record:
    X>Link to addl bib record

  • Other functions:
    T> Transfer attached records
    D > DELETE records of any type
    O > DELETE bib records only


Advantages of Millennium Cataloging

Should we choose to pursue this option, Millennium Cataloging allows us to save records from any of the Z39.50 remote databases we set up. Currently, the only databases that we have set up are the CIC Catalogs. It would be possible to set up a connection to OCLC to retrieve records directly into Millennium instead of using OCLC’s Connexion interface. Comparison of the two interfaces would be necessary to determine which option is preferable.

Global Update has many expanded capabilities including the ability to change field tags, MARC tags, subfield delimiters, and strings of text within variable length fields. All record types can be updated including patron records. Global Update can be performed on a Boolean file, a range of record numbers, or records retrieved from an index search or from an advanced search.


Disadvantages of Millennium Cataloging

Speed is an issue in any of the Millennium modules, but particularly for Technical Services departments in Main Library. Although Millennium will probably always be slower than telnet, other issues, including PC memory, network traffic, and the amount of bandwidth used by the Millennium software, are all factors. In release 2002, Innovative Interfaces is enhancing Millennium so that the amount of bandwidth used will be greatly reduced.

Not all functionality from the character-based system will be in place in Millennium until release 2002, phase 2, due in Fall 2002.

Millennium record editing is awkward. Innovative Interfaces promises a vastly improved record editor that will operate more like a word processor in release 2002.
There are several bugs that are frustrating and cause a loss of productivity. Millennium Cataloging sometimes freezes/locks and the user must close and reopen Millennium, which takes some time. Cut/Copy/Paste causes garbled screens to display; this takes several minutes to go away. Inserting a field occasionally causes that field to float over the menu bar for several minutes during which time the user cannot access the menu bar.

There are several known issues related to Millennium Cataloging, although far fewer than the other modules.


Recommendations:

  • The Working Group felt that cataloging personnel, including those in Main Library, Language and Area Studies, and the Music Library, should postpone implementation of Millennium cataloging until after migration to Connexion so that staff will not be overwhelmed with learning two new interfaces at once. IT will beta test Millenium phase II in fall 2002 and III will be installing the software sometimes in September. By then, more of the functionality of the character-based system should be included and the new record editor should be available. This will make cataloging easier because staff will not have to switch back and forth between VT-100 and Millennium to access all functions.

  • Of all the Millennium modules, MilCAT seems to have the least amount of problems and the Working Group thinks that MilCAT will be the easiest module to implement.


CHARGE 3: REVIEW OUR LOCAL WORKFLOW:
Review our local workflow in recommending needed changes and a timeline for the implementation of both of these new software packages.


General Statement And Recommendations:

No changes in current workflow are required to implement or take advantage of features in Millennium Cataloging or Connexion. The Working Group did not identify any current process or workflow that must be altered prior to initial transition to Connexion and Millenium. At this time, both systems lack some functionality but the vendors indicate they will address gaps with future releases over the next two years. Cataloging personnel can continue to perform those missing functions using Passport, CatME, and III’s menu-driven system.

The Committee recommends that cataloging personnel voluntarily use Connexion and MilCAT for about six months (January, 2003). We can then assess the effects of both systems on different departments’ workflows and make recommendations accordingly to maximize benefits and minimize drawbacks.


Charge 4: PCC CORE STANDARD AND BIBCO PARTICIPATION:
“As a result of potential changes in workflow with these new pieces of software, consider the implementation of the PCC core standard and our ability to become BIBCO participants for original cataloging or upgraded copy.”


General Statement:

The Working Group expressed the desire to implement the Program for Cooperative Cataloging (PCC) Core Record and to become BIBCO participants for original monographic cataloging, upgraded copy, and copy cataloging, in cataloging units as appropriate. Serials are excluded as they are covered by the CONSER program and not by BIBCO.

BIBCO records must meet all the requirements of the PCC core record standard, but individual records can also be produced at a fuller level if an institution chooses. Description must be complete and all access points must be supported by authority records. See BIBCO FAQ #6: http://http://www.loc.gov/catdir/pcc/bibco/bibco.html

The Working Group found that core-level cataloging is not perfect, and it is not less or more than what OSUL is currently doing. For example, we compared sample records for OSUL monographic cataloging to the PCC core record (PCC Core Bibliographic record for books) and to the core record standard as implemented by OCLC (OCLC standards for Core Level records). We found that we follow the same standards and are not leaving out any mandatory fields. Samples of cataloging records for collections and graphic materials showed similar results, with even more flexibility built into the core standards for these formats. For rare books, we may want the option to use a full range of cataloging levels, although the core-level standard should be considered an acceptable choice. The level of cataloging expertise available has long been a determining factor in deciding treatment for special collections formats.

In order to implement the PCC Core Bibliographic Record for original cataloging and upgraded copy, the following scenarios were discussed:


Scenario 1

Contribution of BIBCO records would be optional; staff could identify and choose titles to contribute as BIBCO records, as appropriate. We currently have some staff contributing to the NACO Name Authority File and Series File; we can continue these contributions.

Advantages:

  • No extra training will be involved for NACO names and series
  • Contributing using the PCC core standard might save some time in creating bib records unless a new subject heading must be established. (This requires submitting a subject heading proposal and receiving approval.)
  • Provides an acceptable, standard level of access to library materials
  • Less stress for staff who do not wish to participate in BIBCO

Disadvantages:

  • Some additional training for subject and descriptive cataloging will be needed
  • Fewer catalogers will develop a high level of expertise
  • Productivity might slow down


Scenario 2

Contribution of BIBCO records would be mandatory for everyone who does original cataloging and upgraded copy cataloging.

Advantages:

  • Increases the number of catalogers contributing records to BIBCO
  • OSUL will be recognized nationally as a quality cataloging library
  • Increases the knowledge and skills of a core group of OSUL cataloging staff
  • Improves morale if these catalogers are recognized as highly valuable

Disadvantages:

  • Productivity will slow down and backlogs might increase
  • Training might be a burden


Scenario 3

Continue status quo and not participate in BIBCO, but continue contributions to NACO names and series.

Advantages:

  • No or limited additional training
  • No or little change in productivity

Disadvantages:

  • No further national recognition
  • No expansion in skills and knowledge of cataloging
  • Some of our records will continue to be unusable by other libraries since we are applying local cataloging practices.


Training:

In any scenario, training will be needed.

  • Some current OSUL cataloging is already eligible for submission to BIBCO; for example, original cataloging that does not require a new name, series, or subject authority record to be established. Staff would need to be trained to recognize which records are eligible and tag them accordingly for BIBCO contribution.
  • All BIBCO records must be reviewed by an in-house expert prior to submission.
  • At this time, the Cataloging Department has one PCC expert reviewer who conducts training and problem-solving for NACO names and series, and occasionally for SACO. The Cataloging Department will continue to provide documentation and group and individual training.
  • If the number of NACO and SACO records increases, more expert reviewers are needed, especially if Scenario 1. is chosen. Reviewers will need additional training to ensure the quality of our contributed records. Section Coordinators in the Cataloging Department and the Head of Special Collections Cataloging might be trained as additional reviewers.


Recommendations:

  • The Working Group recommends Scenario #1. Contribution of BIBCO records would be optional; staff could identify and choose titles to contribute as BIBCO records, as appropriate. The rationale for this recommendation is that we currently have in place most of the elements to participate in BIBCO (NACO and SACO) for western languages and for Hebrew (only).

    NACO: We are qualified to extend NACO contributions and focus on enhancing and increasing the number of catalogers involved in contributing.

        Reasons:

    1. We meet the volume requirement for contributing records to NACO, which are 400 records per year. (We contribute approx. 800 records per year.)
    2. We are fortunate to have Noelle Van Pulis, who has been the PCC representative for Ohio State for 13 years. She has experience with names, series, and subject proposal contributions;
    3. Most libraries have MLS catalogers who contribute to NACO. In our case, we have staff catalogers who were trained by Noelle to do this function successfully under her oversight.

    SACO: We are qualified to contribute subject heading and classification proposals. We need to extend and enhance our contributions.

        Reasons:

    1. We have prior experience in contributing subject heading proposals. We have not done this extensively because of staff levels and training.
    2. The need to submit subject proposals is limited since few bibliographic records require new subject headings.
    3. Our PCC representative has attended SACO training and keeps informed about SACO activities.
    4. We don't need outside training because our PCC representative can provide it.

  • Our skills and the quality of descriptive cataloging, call numbers, and subject headings assignment are critical when contributing records and need to be improved. The Working Group recommends providing more training for all staff who catalog to ensure consistency and accuracy across the libraries regardless of whether the cataloger will or will not be a BIBCO contributor. We also need to promptly disseminate policy and documentation to all cataloging staff.

  • The Working Group recommends forming a “Catalogers Discussion Forum” to keep cataloging personnel up-to-date with AACR2 (including LCRIs) and LCSH. By forming the “Catalogers Discussion Forum,” we will be able to provide consistent and high quality training for cataloging.

  • OSUL local cataloging practices need to be completely eliminated; alternatively, we must create a national standard BIBCO record and then edit the record again to apply local practices. This is a critical issue and we need to decide it as soon as possible.

  • The Working Group recommends contributing BIBCO records for original cataloging, enhanced copy, and copy cataloging, as appropriate. If a cataloger finds all the headings established in the OCLC authority files, she/he could contribute the record as a BIBCO record. If the cataloger does not find all headings established in the OCLC Authority files, the cataloger can code the record as non-BIBCO, but still complete the cataloging of the record.

  • The Working Group recommends that OSUL be a BIBCO library for non-roman languages. To do that, we first need to earn the prerequisite of independence as a NACO contributor. Currently, we are only authorized for Hebrew.


NEXT STEPS:

  1. Connexion

      Technical Service Departments need to discuss obtaining access to Connexion. We need to review existing authorization for possible reassignment since any of these authorization can be used to logon to any OCLC cataloging services. The Cataloging Department keeps the list of authorizations and passwords.

  2. Millennium Cataloging

    • Some functions of Millennium cataloging, which are not available in character-based version, can be used any time as needed. For example the global update function provides important options not available in the current system.
    • IT will beta test Millennium phase II in fall 2002 and III will be installing the software sometimes in September. By then, more of the functionality of the character-based system should be included and the new record editor should be available. This will make cataloging easier because staff will not have to switch back and forth between VT-100 and Millennium to access all functions.
    • Continue to test the Millennium cataloging with phase II changes.

  3. BIBCO Participation

    • The Working Group recommends that OSUL apply for the OCLC National Authorization Level before applying to be a BIBCO contributor. “One of the requirements to be a BIBCO library is that OCLC institutions that are candidates for acceptance into the BIBCO Program must be active Enhance participants. This is a pre-requisite for granting the BIBCO National Level Enhance; therefore, if OCLC candidates are not Enhance members that requirement must be fulfilled prior to BIBCO training.” OSUL has OCLC enhance authorization for monographs. This authorization allows us to upgrade and correct records but not to correct or upgrade LC or other national level records. In order to be a member of BIBCO, OSUL needs to apply for National Level Enhance status for monographs, non-roman, and non-book formats before proceeding to contribute records to BIBCO.

    The Cataloging Department in currently investigating how to apply for National Level Enhance status for all formats.

    • OSUL needs to complete the BIBCO Application/Information Form and BIBCO Pre-Training Cataloging Survey.
    • To be a BIBCO library for non-roman languages (except Hebrew), we need to earn independence in NACO. The Working Group recommends that the Non-Roman Language Coordinator be trained on NACO. Under the oversight of our NACO liaison, we had previously earned independence in Slavic, but this lapsed with the loss of the Slavic cataloger position in the early 1990s. The process is familiar and do-able.





APPENDIX 1:


  • OCLC is targeting Windows Millennium, Windows 2000, and Windows XP for the new OCLC Windows-based toolset. Connexion cannot function without this external toolset support. Support for non-roman scripts will require Windows 2000 or Windows XP. This is not an issue for OSUL since Technical Services has already migrated from NT to Windows 2000 for our base operating system.

  • Operating Systems. Connexion will work on any operating system that supports the latest version of a standard web-browser, such as Windows 98 or higher, Mac, or Unix.

    The Working Group is not sure if we will have problems with this requirement. Penny Pearson sent out an email regarding the Internet browsers used on public machines. We are assuming that we would have the same problems mentioned in Penny’s message (below) if we tried to use the "latest" versions of either Netscape or Internet Explorer.

    From Penny Pearson’s May 22 memo to Public and Technical Services Staff:

      We will not be implementing version 6.0 of either Netscape or Internet Explorer because we know both have problems, particularly with some of our reference databases. We would probably be using:

      • Netscape v. 4.77 (the most recent version available on OIT's Software To Go site) and/or
      • Internet Explorer 5.5.

    There is an additional issue related to browsers. OCLC has built Connexion to operate by working in conjunction with computer code that must be pulled from Internet Explorer. Explorer software is automatically supplied on our 2000 machines, but IT is not currently supporting it. OCLC traditionally develops its new products using Internet Explorer then tweaks it to also allow use with Netscape. Initially, we may experience bugs related to our reliance on Netscape.

  • Telecommunications. OCLC will support Internet access, OCLC Dedicated TCP/IP and Dial TCP/IP. Standard OCLC dial access will not be supported.

    Telecommunication will not be an issue. We currently connect to OCLC via the internet and will continue to do so.





    APPENDIX 2:

    Problems and Enhancements:

    ModuleStatusProblem
    Cataloging Enhancement -
    See General section
    Summary tab: Milcat defaults to showing item records in the summary tab. You have to change default for each record. No way to default to "All record types"
    Cataloging IT can't replicate Updating fixed fields in the item record
    After adding and saving an attached item record to a test bib, the system would not let me update the fixed fields. I was able to insert fields or make other changes to variable fields; it just wouldn't let me update a fixed field--in this case, item location code. Related to this, Effie was able to go in, open the record and update the item's fixed fields without any trouble--just a minute after I couldn't.
    Cataloging IT can't replicate Updating item record Problem: My cursor turned into a + (plus mark/cross shape) when trying to update this attached item record. I've not seen the cursor do this with the other modules.
    Cataloging IT can't replicate Updating location field to multiple locations in a bib record Problem:  When Effie created our first test bib she was not able to add a second location code (thus changing holdings to multi). It wouldn't give her the pull-down option box or anything when she tried to add one. I was able to get in and add the location code just fine just a day later (this was well after Update A was installed so it shouldn't be related to the installation).
    Cataloging Referred to III 5/24/02 Editing a bib record: In Millennium, when you save a record using the [Save] button and then click on [Close], you often get a "Warning: Record has changed. Do you want to save the changes?" message even though you just saved the changes.
    Cataloging   Rapid update: PC becomes very slow when performing rapid updates.
    General Enhancement sent
    to Nancy 5/16/02
    Printing: Cannot directly print a browse screen of records (must copy and paste screen into word processor, then print) Enhancement: Enhance the system so that you can print any screen in Millennium. For example, you cannot currently print a browse screen in Millennium.
    General Referred to III 3/15/02 Freezing/Locking: Blue box displays on screen occasionally (e.g. when you create a new bib record) and freezes. Occurs in all Millennium modules. Has occurred in Milacq when trying to resume a suspended invoice session.
    General Enhancement sent
    to Nancy 5/17/02
    Summary tab in all modules defaults to showing only the record type most used in that module. Milser defaults to checkin records. We want more flexibility so we can change default to "All record types". Enhancement: Provide the ability to set the default view for the summary tab by login and by individual session. Currently the default in all Millennium modules is a particular record type. For example, in Millennium cataloging the summary tab defaults to displaying item records and if you are interested in displaying "All record types", you must change the view for every record. We would like the flexibility to set the default.
    General Rel. 2002 Edit cut copy paste results in garbled screens.
    General Referred to III 12/17/01 Inserting a field sometimes results in the field floating over the menus at the top of the Millennium window and you have to wait for several minutes before it goes away. Occurs in Milcat and Milser.
    General Enhancement sent
    to Nancy 5/17/02
    Enhancement: This enhancement is for all Millennium modules. Provide the ability to set the default view for the summary tab by login and by individual session. Currently the default in all Millennium modules is a particular record type. For example, in Millennium cataloging the summary tab defaults to displaying item records and if you are interested in displaying "All record types", you must change the view for every record. We would like the flexibility to set the default.
    General known issue New icon is greyed out when you return to browse screen after returning to browse. Workaround: Move to another record or Click on another mode and then go back to Quick Edit mode.
    General Font size can be
    adjusted by login
    but it doesn’t adjust all letters
    on screen.
    The records are hard to read because the font size is small.
    General Enhancement needed Display of bib record in upper frame of window is inconsistent. When in browse mode, the call number displays above the title. Once you have retrieved a record, it displays below the title.
    General Enhancement needed Millennium doesn’t have a force browse function like character-based does. For example, if you do a call number search and only retrieve one record, the character-based system as a menu option R > RETURN to browsing (FORCE browse) that will retrieve a browse screen.



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