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Table of Contents

1. Role of Committee/Future Directions (all)
2. CORC Project (Diedrichs, Connell)
3. Pinyin Conversion (El-Sherbini)
4. Added Copies Being Added to Approval Record in Process
5. Next meeting

1. Role of Committee/Future Directions (all)

   The committee reviewed its composition, meeting schedule, and meeting agenda. The following decisions were made:

   1. Continue meeting every other month. Conduct more business on the listserv between meetings if needed.

   2. Retain current composition with one addition:  The technical services representative to the Users Committee should also attend the TSC meeting. That person is currently Tschera Connell.

   3. Carol Diedrichs will continue to do the minutes but the extensive pending agenda will be reviewed and eliminated. A shorter, more concise agenda will be maintained in the future.

   4. The Electronic Resources Working Group will be disbanded as many of those issues have been taken up by different groups or are being discussed in wider forums.

   5. The committee expressed interest in reviewing the old technical services memorandums for currency and utility and addition to the web. Carol Diedrichs will work with Lisa Iacobellis (TSAA) to add some of these documents to the web site and bring forward one document for review at each meeting.

   
   

2. CORC Project (Diedrichs, Connell)

   Summary: The end of the test project using OCLC's CORC system occured in June. A final report was distributed to the committee via the listserv.

   Outcome: OSUL (and Law) will use the CORC system in the future as one cataloging tool. At present, the Collections Advisory Council need to determine several policy decisions such as whether to add "free" web sites to the online catalog and whether any criteria for inclusion needs to be developed. Once those policies are determined, technical services will need to work out a flow of materials and the workload issues. After the policies are set, there may be policies about the cataloging which must be set by TSC such as whether a call number will be included in the records for these web sites.

   
   

3. Pinyin Conversion (El-Sherbini)

   Summary: The Pinyin Conversion Project is an effort to convert romanized Chinese data from the Wade-Giles to Pinyin romanization schemes. Pinyin is a system for writing the Chinese language in the Latin alphabet. It is used throughout the world, including by the United States government and by the news media. Most users of American libraries today are familiar with the pinyin romanization of Chinese names and places, and providing access to the Chinese language with that system will make it easier for them to locate material. The use of pinyin romanization by libraries should also facilitate the exchange of data with libraries internationally. In order to change to pinyin, the Library of Congress (and other libraries such as OSU) will have to convert existing files so that the Library¹s database will reflect the new standard.

   The Research Libraries Group (RLG) will convert all Library of Congress Chinese language bibliographic records that reside in the RLIN database. RLG has supplied LC with lists of book and non-book material appearing on RLIN. LC will then compare these results with lists of Chinese records in its own database, identify records that are not on RLIN, and move them there. OCLC will also convert its database and files. RLG plans to convert Chinese records in its database beginning in spring 2000.

   A current timeline for the project for LC is available at http://www.loc.gov/catdir/pinyin/timeline.html.

   The III record was updated in April to provide space in the record for the "marker" that will identify records which have been converted.

   C. Diedrichs has charged a small OSUL Pinyin Working Group to evaluate the status of the national Pinyin conversion process (conversion from one transliteration scheme to another) and recommend a course of action for the OSU Libraries. The group will review options and consider local issues in recommending a timeline for the start of cataloging in Pinyin at the OSU Libraries (Day 2) which the CEAL Pinyin Liaison Group recommends be no later than April 1, 2001. In addition, they will identify and provide a cost estimate for contract services which must be pursued for the conversion of local records. The members of the working group are Magda El-Sherbini, Guoqing Li, Sally Rogers, and Hee-sook Shin. Magda will convene the group. An interim report should be provided to Gay Dannelly and Carol Diedrichs by August 31, 2000, followed by a final report no later than October 31, 2000.

   Outcome: The task force has submitted its interim report on the Pinyin conversion and actual cataloging in Pinyin began on 10/1/00. We expect to use OCLC to convert our existing records from Wade-Giles to Pinyin but we expect a lot of fall out and cleanup after the process done by OCLC. SER and Cataloging will consider the option of doing a boolean of the currently received titles and monograph sets which have Wade-Giles headings that are useful for the check-in/receipt process. If needed, these headings may be added back into the record in a searchable but private (not displayed to the public) field. This information should be captured by running a boolean before the records are converted.

   
   

4. Added Copies Being Added to Approval Record in Process

   Summary: It is sometimes the case that a regional campus library will receive a title which has also been received on the approval plan at University Libraries. When the regional campus searches the record in Felix, they discover a downloaded OCLC record but it may be weeks before OSUL decides whether they will retain their copy. If OSUL retains that copy, there are not problems. However, if OSUL does not keep that approval title, problems can be created for any items which have been added to this provisional records. If the regional campus library adds an item record to a bibliographic record that has been placed in the system as a result of materials acquired through the approval plan, problems may occur. For the period of time that these bib records are in the system prior to a Columbus collection manager selecting the book for addition to OSUL, they have a location symbol of ACQ, no CATDATE, and are suppressed; they are not cataloged. If a regional campus acquires the same book and adds an item record, BUT Columbus decides not to add the book, the title is never cataloged, the bib record never gets completed and never displays to the public. This probably does not happen very often, but it does happen often enough to be a small problem.

   Outcome: There are two options around this:

   1. Wait and re-search the book later to see if Columbus has added their copy. Once you see a real location and a CATDATE you may add your item record. This may delay making the title available on your campus.

   2. Treat the book not as an added copy, but as a title needing original cataloging by sending the surrogate down to Cataloging. The drawback here is that in the meantime, OSUL may decide to add the book and when it reaches Cataloging it will not require any action on their part. They are willing to accept this possibility. It probably would help them if you send a copy of the bib record, or at least the bib record number along with the surrogate so that they know what is happening. As a side issue re copy numbers: Remember to use the next available consecutive number as the copy number assigned to your copy. This means that if you are the first item record on the bib, you get to be copy 1.

5. Next meeting: The next meeting will be held on December 14.

   
   

   

   Document last revised: 6/22/06
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