September 1, 2002
Magda El-Sherbini, Chair
Laura Tull,
Marsha Hamilton,
Tschera Connell,
Beth Russell
OCLC CATALOGING NEW INTERFACE (Connexion)
The Cataloging Interfaces Working Group is charged to:
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:
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:
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.
There are many resources to provide training for cataloging personnel:
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):
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.
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.
Functionality Not Available Until Release 2002:
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.
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.”
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:
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:
Disadvantages:
Scenario 2
Contribution of BIBCO records would be mandatory for everyone who does original cataloging and upgraded copy cataloging.
Advantages:
Disadvantages:
Scenario 3
Continue status quo and not participate in BIBCO, but continue contributions to NACO names and series.
Advantages:
Disadvantages:
In any scenario, training will be needed.
NACO: We are qualified to extend NACO contributions and focus on enhancing and increasing the number of catalogers involved in contributing.
Reasons:
SACO: We are qualified to contribute subject heading and classification proposals. We need to extend and enhance our contributions.
Reasons:
The Cataloging Department in currently investigating how to apply for National Level Enhance status for all formats.
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:
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.
Telecommunication will not be an issue. We currently connect to OCLC via the internet and will continue to do so.
| Module | Status | Problem |
|---|---|---|
| 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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