Cataloging Department Special Projects
1. OhioLink Large MicroformsBackground:
In July-August 1997, the Cataloging Department began loading 125,526 records from the OhioLink large microform sets. These sets were divided into two priorities:
1) 20 sets in which OSU is the primary lending institution.
2) 14 sets in which OSU is not the primary lending institution.
Planning the project:
A plan was established and guidelines were written to work on these sets:
* An inventory for each set was created to compare records received against physical pieces.
* Each set required individual guidelines for processing.
* Bib update:
1) add or edit call number
2) add or edit series
3) unsuppress
4) special update, e.g. add 793 for Wing and STC collections
* Item update
1) add volume number ( e.g. reel)
2) delete unnecessary item records (Bound withs)
3) link to serial bib
4) Bound withs, link as needed (e.g. multiple works on one reel of
film)
Current Status
As of August 1999, we completed most of the work on more than
100,000 records and have
about 10,000 left. Of those remaining, 2,300 were added for the German
Baroque Yale
Collection. (See the [status] document on:---). Plans have been made to
work on the remaining
microforms sets; some have been assigned to staff and students.
2. Analytics Fall out
Background:
In July 1999, we identified 53,000 remaining short analytic
bibliographic records which were not
converted to full records during the machine conversion. These records
were not converted
because the series entry on the cards did not match records on OCLC due
to differences in
cataloging.
Planning the project:
The project was started in August 1999 by taking sample records and designing guidelines to see if we would need to pull cards form the card catalog and in anticipation of unforseen problems.
1) Make a print out of the 53,000 records divided into groups of 1000 records each.
2) Check duplicates in FELIX and transfer multiple copies of volume holdings
3) Separate the ITYPE 8 records (about 3000 [2100??] records). These ITYPE=8 records
include analytics, monographic sets, and bound-withs. Within one set, there may be more than one kind.
The project deals only with the analytics that have corresponding
tracings in the analytic tracing
file. Anything else should be marked on the printout for analysis and
decision-making. Some
serial titles are only partially analyzed, and only those identified on
the tracing file cards will be
converted. Careful attention is needed to handle this group of records.
Current Status
1) Printing 53,000 records was completed August 99
2) Check Dups was completed August 99
3) Separating ITYPE was completed August 99
4) Guidelines were written August 99
5) Training was conducted August 99
6) ITYPE 8 were assigned August 99
7) For the remaining cards (about 50,000 records), planning is
underway and we will be using
students to search OCLC and download records. Guidelines have been
established and are being
tested by Regina Patterson - in order to recognize potential problems
and for training students to
perform this particular job.
3. Monograph cards:
Background:
The Cataloging Department started converting 32,000 cards, which were returned from the TALX company. There are several problems with these cards; which is why they were not converted by machine. Examples of problems: the search key was not appropriate, typos in the main entry, missing card one of multiple cards, and not finding records on OCLC. These records are very difficult ones, with many problems. Some of the cards needed to be completed, and/or checked against the shelflist of the actual book being cataloged.
The decision was made to convert these cards in house. It is divided into two parts:
1) converting the western languages
2) converting the non-roman languages
Planning the project:
On March 1, the western languages conversion was launched and is being evaluated on a monthly basis to determine how many cards can be converted in one month, thus enabling us to plan the rest of the project. Several student assistants and six volunteers working between 10-15 hours per pay period and are working on this project.
The following decisions were made to streamline the process.
A. For original cataloging:
l) the Elvl will be K;
2) the desc will be blank;
3) no authority work will be done.
B. For original and copy:
1) the information on the OCLC record should match what is on the card;
2) set aside any cards that are problems (e.g., missing card 1 or 2, serials, bound withs, etc.);
3) be sure that the .b number is correct; 3) for AH and EL call numbers, put the call number only in the exported record.
Converting the Western languages was going so well and fast that we
decided to start planning
for converting the non Roman languages and to redirect staff with
language expertise to work on this project. On June 1999, we pulled A.
Batchev from working on the western languages and
added two other volunteers with language expertise.
Current Status
As of August 1999, the overtime ended and we were able to convert a total of 10,701 titles. We also plan to convert the remaining cards, 22,000, as follows:
1) Two staff working full time to convert these cards, A. Moore and S. Shetuni.
2) Two librarians are working part time or as time permits to solve problems
and also to convert cards, J. Diaz and J. Murphy.
4. Contract cataloging with UK
Background:
To eliminate the Slavic materials backlog, about 7,000 old
materials, in addition to the use of
OCLC TECHPRO, contract original cataloging with the University of
Kansas was initiated.
Planning the project:
The project started March 1999 to contract the original cataloging
for Slavic materials to the
University of Kansas. Since that time, planning and communication with
the Bibliographic Center for Research has been ongoing.
Current Status
As of September 7, 1999 the UK and BCR will write the contract and
send it to us for signatures. Once the contract is signed, we will
begin sending books to UK for cataloging.
5. Lima retrocon
Background:
In April 1999, Lima's 18,000 short records were sent to OCLC for conversion through the TapeCon program. We received full bibliographic records for some short records, multiple match, and no matches.
Planning:
1) Load the unique match de-dup against OSCAR (about 14,000 records).
2) Do the original cataloging (150 titles).
3) Send the multiple matches to Lima for selecting the appropriate record (3,000 records).
4) De-dup the selected records against OSCAR.
5) type the selected records information (e.g. the b#, OCLC #, the
O049, and the ISBN#) and
send them to OCLC for conversion.
Current Status
As of September 1999, all of the above planning has been completed.
We are now waiting for
the Legal Office to sign the OCLC contract for the conversion, as the
records are at OCLC to be
converted.
6. Polar Library project:
Background:
In early 1998, the project started to add the Polar collection to OSCAR (about 6,000 titles) .
Planning:
The project will be in three phases:
1) add duplicates to OSCAR
2) do copy cataloging for unique titles.
3) do original cataloging.
Current Status
1) Completed adding duplicates (almost 50 percent).
2) Planning training to do copy cataloging and original cataloging.
3) Decision needed regarding cataloging serials in the Polar
Institute collection.
7. Adding Advisor name to Theses
It has been brought to the attention of the cataloging department that some collection managers are using their departmental shelf lists to access older OSUL theses by advisor names. This idea was discussed and the Department decided that with the filling of the Cataloging Department's LA1 vacancy by Regina Patterson, it would be possible for us to add these names to the older records (pre-1988) from existing departmental shelf lists, as this would be an ideal beginning project for Regina.
A survey was sent to collection managers to identify what they have,
the quantity of the work
needed to be done, and which libraries wanting to participate in the
project. Not all departmental
libraries have shelf lists, and not all of the shelf list cards include
thesis advisors' names. In May,
Regina Patterson and Jim Murphy completed the BUS collection, some 1900
records. AGI and
CHE were also completed in June and July.
8. Authority Control
Background:
a. No vendor processing of bibs since Sept. 1997 (sale of BNA to OCLC)
1) ongoing - regular cataloging (ca. 100,000 in two years) + GPO (ca. 5,000)
2) retrocon - more than 265,000 (monographs, 171,000, and analytics, 95,000)
3) retrocon done by TALX - ca. 40,000
4) current retrocon activity - ca. 38,000 when finished
5) major microforms - 127,000+
6) serial retrocon - 3,500?
7) LAW retrocon - 8,000 when finished
Exception: OCLC processed 171,000 monograph retrocon records. However, we were dissatisfied with the results. OCLC has agreed to have them reprocessed by WLN at our request.
Estimated total is about 578,500.
b. Acquiring associated new or updated authority records
- none since Sept. 1997; awaiting new vendor
Exception: ca. 10,000 new records loaded from OCLC-ACS processing of retrocon file
Verified that change of overlay and indexing on 010 rather than 001
works
Planning:
a. Vendor selection
Three vendors have been investigated (documentation and conversations):
WLN-MARS, now OCLC/WLN-MARS
LTI
Auto-Graphics
Generally, service features and pricing are similar, but we have
more details about WLN than
other services.
Recommendation:
Several factors make it unlikely that a bidding process is necessary or desirable and we should proceed with OCLC/WLN:
1) WLN-MARS has the desired service features and typical pricing, plus flexibility.
2) We have received positive comments from other subscribers, such as Cornell.
3) WLN-MARS has a vendor representative with whom we are familiar and comfortable.
4) Since WLN-MARS is now an OCLC product, it may be possible that we can in effect "continue" service that had been "continued" by OCLC after it bought BNA.
OCLC's announcement describes these as two options in their suite of services.
5) OCLC-Dublin agreed that OCLC/WLN-MARS could reprocess records, since we were dissatisfied with the earlier work paid for with OhioLINK funds
6) Our history file has been written out and delivered to WLN-MARS,
and deemed usable by
them.
Current Status
1) All 8 profiles for OCLC/WLN-MARS were completed (Sept. 99)
2) A test file of 1,000 bibs from ongoing cataloging will be sent out in
September to be processed according to the profile; we assume this will work as expected using FTP; instructions have been received from WLN-MARS
3) Prepare time line and estimate of one-time and annual costs for gap records, ongoing cataloging, and all outstanding retrocon (excluding those which OCLC has agreed to have reprocessed without charge).
4) Since OSUL will not be using a different vendor (we used OCLC after it absorbed BNA and now could use OCLC after it absorbed WLN), we are investigating whether or not legally we can simply continue service with OCLC.
5) Once a test is completed satisfactorily, a contract for services
will be received and reviewed
by University Legal Affairs.
9. Herbarium Project:
Background:
The Herbarium Project took form in late 1994 to add the Herbarium
collection to OSCAR.
Planning the project:
The project was divided into three parts:
1) Search OSCAR and adding duplicates.
2) Search OCLC and do copy cataloging.
3) Do original cataloging for those materials not found in OCLC.
Procedures for cataloging Herbarium duplicate monographic materials on Oscar were developed and a Herbarium graduate assistant and volunteer were trained to add duplicate records to Felix. This phase of Herbarium cataloging was initiated in September, 1994. All of these records were checked by J. Murphy and labels provided by Preservation.
With graduation of the graduate assistant, activity ebbed somewhat.
A new graduate student
worked on the project for a short time in 1998 and 1999 but is no
longer working on that project,
and the volunteer has had little time to spend on it this summer.
Current Status
As of September 1, 1999, 4,817 volumes have been added. John Furlow, the Herbarium manager estimates that this phase of the project will be completed by the first of the year.
Plans for the second phase, copy cataloging of titles not already
held by OSUL, and the third
phase, original cataloging of titles not held by OSUL, have not been
completed. While these will
involve questions of training, there are also questions of equipment
and staffing that need to be
resolved. The question of cataloging the Herbarium serial titles also
needs to be addressed.
10. Analytics back issue requests:
Background:
In the Fall of 1998, the Cataloging Department announced we would be
accepting requests for
cataloging analytics back issues. The department received 55 requests
arranged by priorities.
Planning the project:
Effie Spillman was the manager of the project. She compiled a list
and sorted the requests by
priority. She contacted collection managers and negotiated with them
about which project to
begin working on first.
Current Status
Effie Spillman left the department to accept a new position at the Health Science Library. Her position was changed to a cataloger and we are in the process of filling this position. In the meantime, we are not cataloging the back issues as we try to keep current with the analytics new receipts. You can see a list of our pending analytics back issues projects.