NASIG 2008

““Harnessing the Spider Web: Harnessing the Spider Web: Collaborative Serial Maintenance, Collaborative Serial Maintenance, Challenges and Solutions at UC” Challenges and Solutions at UC”

NASIG 2008, Phoenix AZNASIG 2008, Phoenix AZ

Sarah Gardner – UC DavisSarah Gardner – UC DavisMelissa Beck – UCLAMelissa Beck – UCLAValerie Bross - UCLAValerie Bross - UCLA

BackgroundBackground Library of Congress Working Group on the Library of Congress Working Group on the

Future of Bibliographic Control (Future of Bibliographic Control (http://www.loc.gov/bibliographic-future/nehttp://www.loc.gov/bibliographic-future/news/ws/))– “…“…envisions a future for bibliographic control

that will be collaborative, decentralized, international in scope, and Web-based.””

– ““Increase the efficiency of bibliographic production for all libraries through increased cooperation and increased sharing of bibliographic records…”

BackgroundBackground

UC Bibliographic Services Task Force UC Bibliographic Services Task Force Report: Rethinking How We Provide Report: Rethinking How We Provide Bibliographic Services for the University of Bibliographic Services for the University of California (California (http://libraries.universityofcalifornia.edu/sohttp://libraries.universityofcalifornia.edu/sopag/BSTF/Final.pdfpag/BSTF/Final.pdf))– ““View UC cataloging as a single enterprise,

eliminating duplication and local variability in practice, agreeing on a single set of policies, sharing expertise, and maximizing efficiency.”

BackgroundBackground

Collaboration and cooperation are Collaboration and cooperation are the goals … how to get there?the goals … how to get there?

An exercise in “herding cats.”

Background at UCBackground at UC

University of California SystemUniversity of California System– 10 campuses, 100+ individual libraries10 campuses, 100+ individual libraries– Collective holdings of 32 million itemsCollective holdings of 32 million items– Shared library catalog (Melvyl)Shared library catalog (Melvyl)– Shared offsite storage facilities (north Shared offsite storage facilities (north

and south)and south)


California Digital Library (CDL)California Digital Library (CDL)– Shared digital collectionShared digital collection– Licensed commercial content as well as Licensed commercial content as well as

digitized UC contentdigitized UC content12,000 electronic journal titles12,000 electronic journal titles58,000 electronic monographs58,000 electronic monographs300 databases 300 databases 97,000 URLs97,000 URLs

– Cataloging and maintenance “in-Cataloging and maintenance “in-sourced” to one campus: UCSDsourced” to one campus: UCSD


Shared Cataloging Program (SCP): Shared Cataloging Program (SCP): Provides catalog records for CDL titles for Provides catalog records for CDL titles for the University of California campuses, the University of California campuses, maintains coverage data and keeps links maintains coverage data and keeps links currentcurrent– Cooperative model, but only applies to Cooperative model, but only applies to

electronic titles/maintenanceelectronic titles/maintenance– All UC campuses except one use single-record All UC campuses except one use single-record

approach (print and electronic on same approach (print and electronic on same record), so maintenance from print check-in record), so maintenance from print check-in still had to be dealt with individually at each still had to be dealt with individually at each campuscampus

Background at UC DavisBackground at UC Davis

Automated SCP processing at Davis Automated SCP processing at Davis campuscampus– Before 2004, SCP records and updates Before 2004, SCP records and updates

were processed manually, one by one were processed manually, one by one (with a small army of student labor!)(with a small army of student labor!)

– Automation was a blessing, but also Automation was a blessing, but also required complicated overlay algorithms required complicated overlay algorithms and maintenance reporting which and maintenance reporting which caused delays and overburdened SCP caused delays and overburdened SCP staffstaff

Background at UC DavisBackground at UC Davis UC Davis was an RLIN library for many years and UC Davis was an RLIN library for many years and

had spotty holdings on OCLChad spotty holdings on OCLC

2005: *LARGE* OCLC reclamation project that 2005: *LARGE* OCLC reclamation project that involved updating holdings and massive, complex involved updating holdings and massive, complex overlay algorithmsoverlay algorithms

Significant effort to protect “local” data that Significant effort to protect “local” data that should have been in OCLC record anyway (missed should have been in OCLC record anyway (missed entry changes, legitimate title variants, frequency entry changes, legitimate title variants, frequency changes, index information, subject headings, changes, index information, subject headings, etc.) but could not change OCLC master recordsetc.) but could not change OCLC master records

UC and CONSERUC and CONSER

UC System and CONSER historyUC System and CONSER history– University-wide Library Automation University-wide Library Automation

Program (predecessor to current Office Program (predecessor to current Office of the President) was involved in of the President) was involved in “CONSER I” – initial serials conversion “CONSER I” – initial serials conversion projectproject

– UCLA joined as Full member in 1980UCLA joined as Full member in 1980– UCSD joined in 1996UCSD joined in 1996

UC CONSER FunnelUC CONSER Funnel

Established in 2006, reports to Established in 2006, reports to system-wide cataloging groupsystem-wide cataloging group

The first funnel program to involve The first funnel program to involve bibliographic records in the PCC bibliographic records in the PCC (other funnels focus on authority (other funnels focus on authority work)work)

A step towards “single-enterprise” A step towards “single-enterprise” cataloging for the UC systemcataloging for the UC system


Organization Organization – 3 key positions established: UC Funnel 3 key positions established: UC Funnel

Coordinator, Training Coordinator, Coordinator, Training Coordinator, Communications CoordinatorCommunications Coordinator

– Individual campus liaisons established to Individual campus liaisons established to keep local staff trained and up-to-date keep local staff trained and up-to-date on latest newson latest news


Davis and Irvine – first campuses to be Davis and Irvine – first campuses to be trained and put on review (May 2006)trained and put on review (May 2006)– Training Coordinator from UCLA made site Training Coordinator from UCLA made site

visits to explain CONSER edit policies and what visits to explain CONSER edit policies and what to expect during review periodto expect during review period

– Funnel Coordinator worked with CONSER and Funnel Coordinator worked with CONSER and OCLC to set up authorizationsOCLC to set up authorizations

– UCLA reviewed records submitted by Davis and UCLA reviewed records submitted by Davis and Irvine, later UCSD joined as reviewersIrvine, later UCSD joined as reviewers

– Communications Coordinator set up listserv Communications Coordinator set up listserv and Funnel website:and Funnel website:

http://libraries.universityofcalifornia.edu/hots/conser/http://libraries.universityofcalifornia.edu/hots/conser/

UC CONSER FunnelUC CONSER Funnel Logistics of review:Logistics of review:

Edits recorded in a local field (910) by cataloger, submitted for review, additional feedback from reviewer incorporated into 910 so cataloger could make other edits as necessary in local ILS. Also used to “flag” a record for SCP, so updated record can be distributed to other campuses


NACO requirement:NACO requirement:– UC Davis was not a NACO library before UC Davis was not a NACO library before

2006, training was set up as part of the 2006, training was set up as part of the implementation plan (at nearby implementation plan (at nearby Berkeley campus)Berkeley campus)

– NACO UC campuses can assist other NACO UC campuses can assist other campuses in the Funnel with campuses in the Funnel with establishing headingsestablishing headings


Progress so far Progress so far – Training at campuses in Berkeley, Davis, Irvine, Training at campuses in Berkeley, Davis, Irvine,

Santa Barbara and RiversideSanta Barbara and Riverside– Significant OCLC savings because of high $$ Significant OCLC savings because of high $$

CONSER enhancement credit (administrators CONSER enhancement credit (administrators finally had good things to say about finally had good things to say about cataloging!)cataloging!)

– SCP records are more correct and up-to-date, SCP records are more correct and up-to-date, and since they are distributed weekly, all and since they are distributed weekly, all campuses benefit campuses benefit


ChallengesChallenges– How to get more campuses involvedHow to get more campuses involved– Streamlining/improving SCP notification, Streamlining/improving SCP notification,

so all campuses benefit when a Funnel so all campuses benefit when a Funnel member edits an SCP recordmember edits an SCP record

– Significant budget cuts on the horizon … Significant budget cuts on the horizon … also an opportunity to maximize also an opportunity to maximize efficiency through UC CONSER Funnelefficiency through UC CONSER Funnel

Looking AheadLooking Ahead

CONSER developments CONSER developments – CONSER Standard Record training in 2007, CONSER Standard Record training in 2007,

Funnel used web-based distance learningFunnel used web-based distance learning– Developing system-wide guidelines for Developing system-wide guidelines for

applying CSRapplying CSR

WorldCat Local at UC (Next-Gen Melvyl)WorldCat Local at UC (Next-Gen Melvyl)– Live on May 27Live on May 27thth, success as a shared OPAC , success as a shared OPAC

could mean less reliance on individual campus could mean less reliance on individual campus ILS OPACsILS OPACs

How Does This Apply to Me?How Does This Apply to Me?

Starting a Funnel project in any Starting a Funnel project in any settingsetting

What is the task/goal?What is the task/goal? Identify key people with buy-inIdentify key people with buy-in Start small!Start small! Build in accountabilityBuild in accountability

Further ResourcesFurther Resources

UC CONSER Funnel can serve as a UC CONSER Funnel can serve as a model for other libraries/consortia, model for other libraries/consortia, for organization and trainingfor organization and training– See “Advantages of CONSER See “Advantages of CONSER

participation”: participation”: http://libraries.universityofcalifornia.edu/http://libraries.universityofcalifornia.edu/hots/conser/about.html#advantageshots/conser/about.html#advantages

– See “How to Become a Member”: See “How to Become a Member”: http://libraries.universityofcalifornia.edu/http://libraries.universityofcalifornia.edu/hots/conser/stepsmember.pdfhots/conser/stepsmember.pdf

Thank you!Thank you!

Education

NASIG 2008