1. PDA Consortium Style The CU MyiLibrary Cataloging Experience Wen-ying LuMary Beth Chambers Continuing Resources Catalog LibrarianCatalog Metadata Librarian University of Colorado BoulderUniversity of Colorado Colorado Springs ALA 2012 Catalog Management Interest Group Anaheim, CA, June 23, 2012

2. Outline PDA Project Timeline Workflow Challenges and Solutions Impacts on the Cataloging Departments ALA 2012 CMIG 2

3. Univ. of Colorado (CU) System CU-Boulder (CUB) CU-Colorado Springs (UCCS) CU-Denver (UCD) CU-Anschutz Medical Campus CU-School of Law Each library has its own catalog. ALA 2012 CMIG 3

4. Univ. of Colorado (CU) System ILS: Innovative Millennium Regional catalog: Prospector Vendors: Coutts (CUB) YBP (UCCS, UCD, Law) Rittenhouse (Medical) others ALA 2012 CMIG 4

5. PDA Project Timeline Apr. 2010CU-Boulder initiated a Patron-Driven Acquisition (PDA) e-book pilot program through MyiLibrary in 5 subject areas. 1st batch-load: 985 discovery records July 2010CU-Boulder began sharing vendor (MyiLibrary) records for PDA purchased titles monthly with CU-System libraries. 1st set: 20 vendor records ALA 2012 CMIG 5

6. PDA Project Timeline Oct. 2010CU-Boulder’s profile was set and weekly loads of discovery records began. Nov. 29, 2011 CU-Boulder’s PDA plan was expanded to include the libraries within the CU System. CU-Boulder shared a backlog of 3,129 discovery records; weekly sharing of PDA discovery records was set to begin. Dec. 1, 2011 Official start date for the CU System PDA pilot. ALA 2012 CMIG 6

7. PDA Project Timeline Jan. 2012CU-Boulder shared 164 OCLC records for PDA purchased titles to date. Mar. 2012CU System profile codes were added and discovery records for backlist titles for 2011 imprints were made available. May 20124,344 PDA discovery records 413 PDA purchased records ALA 2012 CMIG 7

8. Workflow PDA discovery to PDA purchased ALA 2012 CMIG 8

9. Workflow in a Nutshell CU-Boulder loads, edits, and distributes all discovery records for PDA titles. CU-Boulder replaces discovery records for purchased books with OCLC records using 035s to retain vendor accession no. as an overlay point. CU System libraries edit records as needed and set institutional holdings on OCLC WorldCat records. ALA 2012 CMIG 9

10. PDA Discovery Records CU-Boulder 1.FTPs weekly file from Coutts’ server. 2.Edits records in MarcEdit. 3.Loads records to local catalog along with item records attached. ALA 2012 CMIG 10

11. PDA Discovery Records CU-Boulder 4. Checks for duplicate records. 5.Globally updates fixed fields. 6.Distributes edited.mrc file weekly to CU System libraries via Basecamp. ALA 2012 CMIG 11

12. PDA Discovery Records (vendor) =LDR 01179nam 22003493a 4500 =001 cis18349330 =003 CaONFJC =005 20120503102257.0 =006 m\\\\\\\\d\\\\\\\\ =007 cr||n||||||||| =008 110522s2011\\\\enka\\\\s\\\\\001\0\eng\d =020 \\$a9781119993797 (spiral)$c70.00 USD =024 8\$a9786613204509 =037 \\$a320450$bMIL =040 \\$aCaONFJC$cCaONFJC =050 \4$aQD272.S6$bF67 2011eb =082 04$a543.5$222 =100 1\$aForrest, Tom,$cDr. =245 10$aOrganic spectroscopy workbook$h[electronic resource] /$cT. Forrest, J-P. Rabine, M. Rouillard. =260 \\$aChichester, UK :$bWiley,$c2011. =300 \\$a1 online resource (262 p.) :$bcol. ill. =500 \\$aIncludes indexes. =588 \\$aDescription based on print version record. =650 \0$aSpectrum analysis. =650 \0$aSpectrum analysis$vProblems, exercises, etc. =700 1\$aRabine, Jean-Pierre. =700 1\$aRouillard, Michel. =776 08$iPrint version:$w(OCoLC)ocn726822507$z9781119993797 =856 40$uhttp://lib.myilibrary.com/detail.asp?ID=320450$zConnect to online resource =950 \\$aCBch9 =956 \\$aMyiLibrary PDA ALA 2012 CMIG 12 Customized fields: 856 URL for landing page and $z public note 950fund code 956 MyiLibrary PDA 001 Vendor record accession number including prefix “cis” 020 Subfields may not be coded correctly.

13. PDA Discovery Records-Scanning In MarcEdit, use the “Extract Selected Records” feature to check 020subfields are used correctly 245 $h GMD is present 260 $b publisher is not on the list for exclusion 950fund code is present Edit fields or delete records as needed. ALA 2012 CMIG 13

14. PDA Discovery Record (edited) =LDR 01179nam 2200349ua 4500 =001 MiLcis18349330 =003 CaONFJC =005 20120503102257.0 =006 m\\\\\\\\d\\\\\\\\ =007 cr\un||||||||| =008 110522s2011\\\\enka\\\\o\\\\\001\0\eng\d =020 \\$z9781119993797 (spiral)$c70.00 USD =024 8\$a9786613204509 =037 \\$a320450$bMIL =040 \\$aCaONFJC$cCaONFJC =050 \4$aQD272.S6$bF67 2011eb =082 04$a543.5$222 =100 1\$aForrest, Tom,$cDr. =245 10$aOrganic spectroscopy workbook$h[electronic resource] /$cT. Forrest, J-P. Rabine, M. Rouillard. =260 \\$aChichester, UK :$bWiley,$c2011. =300 \\$a1 online resource (262 p.) :$bcol. ill. =500 \\$aIncludes indexes. =588 \\$aDescription based on print version record. =650 \0$aSpectrum analysis. =650 \0$aSpectrum analysis$vProblems, exercises, etc. =700 1\$aRabine, Jean-Pierre. =700 1\$aRouillard, Michel. =776 08$iPrint version:$w(OCoLC)ocn726822507$z9781119993797 =856 40$uhttp://lib.myilibrary.com/detail.asp?ID=320450$zConnect to online resource =950 \\$aCBch9 =956 \\$aMyiLibrary PDA ALA 2012 CMIG 14 Edits related to Consortial policy (in Prospector) Leader/17 (Encoding Level) = u 001 “MiL” added as part of the prefix to make it unique 020 change $a to $z as needed via Regular Expression

15. PDA Discovery Record (edited) =LDR 01179nam 2200349ua 4500 =001 MiLcis18349330 =003 CaONFJC =005 20120503102257.0 =006 m\\\\\\\\d\\\\\\\\ =007 cr\un||||||||| =008 110522s2011\\\\enka\\\\o\\\\\001\0\eng\d =020 \\$z9781119993797 (spiral)$c70.00 USD =024 8\$a9786613204509 =037 \\$a320450$bMIL =040 \\$aCaONFJC$cCaONFJC =050 \4$aQD272.S6$bF67 2011eb =082 04$a543.5$222 =100 1\$aForrest, Tom,$cDr. =245 10$aOrganic spectroscopy workbook$h[electronic resource] /$cT. Forrest, J-P. Rabine, M. Rouillard. =260 \\$aChichester, UK :$bWiley,$c2011. =300 \\$a1 online resource (262 p.) :$bcol. ill. =500 \\$aIncludes indexes. =588 \\$aDescription based on print version record. =650 \0$aSpectrum analysis. =650 \0$aSpectrum analysis$vProblems, exercises, etc. =700 1\$aRabine, Jean-Pierre. =700 1\$aRouillard, Michel. =776 08$iPrint version:$w(OCoLC)ocn726822507$z9781119993797 =856 40$uhttp://lib.myilibrary.com/detail.asp?ID=320450$zConnect to online resource =950 \\$aCBch9 =956 \\$aMyiLibrary PDA ALA 2012 CMIG 15 Other Edits: 006 = CUB default 007 = CUB default 008/23 = o

16. PDA Discovery Records (CUB edits) Locally customized fixed fields indicate: No cataloging date Record is suppressed from Prospector Batch-loaded record E-book format ALA 2012 CMIG 16

17. PDA Discovery Records Other CU System Libraries 1.Load records into their local systems-- MarcEdit used to edit records to accommodate local practices, e.g., 049 [local library code] 655 \7 $a Electronic books.$2local 710 2\ $a MyiLibrary 856 $z [local note] ALA 2012 CMIG 17

18. PDA Discovery Records Other CU System Libraries 2.Locally customize fixed fields to indicate no cataloging date record is suppressed from Prospector ALA 2012 CMIG 18

19. PDA Discovery Records (CUB) ALA 2012 CMIG 19

20. When a PDA title is purchased… Triggered when the content is accessed 3 times. CU-Boulder Acquisitions notifies catalogers after receiving the invoice and creating the order record. ALA 2012 CMIG 20

21. PDA Purchased Records CU-Boulder 1.Copies the MiLcis # (001 field) of the PDA discovery record and pastes it into WORD or other text editor. 2.Catalogs purchased titles using OCLC. 3.Exports the OCLC records and overlays the PDA discovery records in the local catalog while retaining their original item records. ALA 2012 CMIG 21

22. PDA Purchased Records CU-Boulder 4.During record overlay:  950 fund code is protected  cataloging date is filled  Record is unsuppressed for Prospector ALA 2012 CMIG 22

23. PDA Purchased Records CU-Boulder 5.After record overlay, locally  replaces 035 field data with the MiLcis numbers.  adds “cost-recovery script” to 856 $u.  copies URL of cover or title page to 856.  adds “956 MyiLibrary PDA purchased.”  reinstates the local fixed field to indicate e-book format. ALA 2012 CMIG 23

24. PDA Purchased Records CU-Boulder 6.Outputs OCLC records monthly from local ILS into a.mrc file. 7.Deletes local data in MarcEdit. 8.Distributes the revised.mrc file to CU System via Basecamp. ALA 2012 CMIG 24

25. PDA Purchased Records CU-Boulder 9.Does a monthly coverage load of the records in ERM.  Online access is through the link in the newly-created check-in record.  The tag “856” is globally changed to 956 and the field is suppressed from public view. ALA 2012 CMIG 25

26. ALA 2012 CMIG 26 020 subfields globally corrected Accession number of discovery record retained in 035 001 OCLC number CU-Boulder Record for Purchased title

27. ALA 2012 CMIG 27 Cost-recovery script added after overlay; deleted along with 907 and 94X in MarcEdit for distribution to CU System 856 -> 956 after coverage load in ERM 950 protected during overlay 956 added after overlay

28. Provider-Neutral Record Display ALA 2012 CMIG 28

29. PDA Purchased Records Other CU System Libraries 1. Do local editing according to cataloging practices established at their respective institutions, e.g., adding 049 [local library code] 710 2\ $aMyiLibrary 856 $z [local note] ALA 2012 CMIG 29

30. PDA Purchased Records Other CU System Libraries 2. Overlay locally on PDA discovery records using the 035 MiLcis number as a match point. 3. Use OCLC Connexion batch features to set their institutions’ holdings in OCLC. ALA 2012 CMIG 30

31. Challenges and Solutions Record quality and local needs Vendor records are of good quality in general but problematic with 020s.  Coutts customizes records upon request.  Having one library as the cataloging agent ensures the quality and uniformity of records, e.g., authority control.  Using MarcEdit and global update allows each library to accommodate local needs. ALA 2012 CMIG 31

32. Challenges and Solutions Best practices for Prospector, a regional unified catalog Records must have unique 001s. Subfields in 020s are coded accurately. All monographic records must have item records attached.  Use global updates, macros and/or Regular Expressions to make changes. ALA 2012 CMIG 32

33. Challenges and Solutions Error and duplicate detection  Use the “Extract Selected Records” function in MarcEdit.  Use III’s “Headings Reports,” e.g., for duplicates.  Compare and look for missing titles via quarterly spreadsheets of inventory control.  Rely on Acquisitions staff’s vigilance. ALA 2012 CMIG 33

34. Challenges and Solutions Duplicate records--PDA discovery records Working with Coutts to exclude  e-book titles that CU-Boulder already owned in print.  e-book titles by publishers whose records are obtained from other sources. ALA 2012 CMIG 34

35. Challenges and Solutions Duplicate records--PDA discovery records  Coutts keeps tracks of what CU-Boulder purchased and will not send multiple copies or duplicate format except on specific orders.  Weekly, CU-Boulder sends Coutts a file of CU- Boulder monographic holdings so that Coutts can keep track of e-books and other print monographs purchased from other vendors. ALA 2012 CMIG 35

36. Challenges and Solutions Duplicate records--PDA discovery records  Suppressed when titles are owned via another source or method, e.g., NetLibrary, IEEE, SprinerLink, approval plan, firm order.  Retained when titles are licensed but not owned, e.g., Knovel. ALA 2012 CMIG 36

37. Challenges and Solutions Duplicate records--PDA purchased records  Use separate record approach mostly.  Use provider-neutral record approach by CU-Boulder when 001 is the same on records from different batch-loading record sets, e.g., Knovel. ALA 2012 CMIG 37

38. Challenges and Solutions Seemingly complicated cataloging procedure  Use Macros, text strings, task lists, Regular Expressions, and global updates to expedite process.  Experiment with and adjust procedures whenever needed.  Carry out tasks using different tools/software for efficiency-sake. ALA 2012 CMIG 38

39. Impacts on the Cataloging Dept. CU-Boulder (the cataloging agency) ◦ More cataloging work, and ◦ More reviews and follow-ups due to procedural revisions during the pilot, but ◦ More communication within CU System ◦ More efficiency ALA 2012 CMIG 39

40. Impacts on the Cataloging Dept. CU-Boulder (the cataloging agency) ◦ More control of record quality ◦ Benefits of having “extra eyes” (other CU libraries) to detect errors and duplication, and to be more compliant to best practices of Prospector ALA 2012 CMIG 40

41. Impacts on the Cataloging Dept. Other CU libraries ◦ More communication within CU System ◦ Less cataloging work ◦ More record consolidation work ◦ Batch cataloging tips and techniques shared with all ◦ Must set holdings to records in OCLC WorldCat ALA 2012 CMIG 41

42. PDA Consortium Style Collaboration and agreed-upon policies make work easier and more efficient for all participants. Embracing the ever-evolving workflow and procedures as new needs arise and circumstances change makes the work more fun. ALA 2012 CMIG 42

43. Thanks to University of Colorado Michael Dulock, Gabrielle Wiersma, Yem Fong, Jane Zumwalt, Yuko Marshall, Josie Fania, Naomi Seko, Charlene Kellsey, Yumin Jiang, Vera Gao, Elaine Jurries, Jeffrey Beall, Denise Pan, Jo Hall, Leslie Williams, Rita Hug University of Denver Betty Meagher Coutts/MyiLibrary Andrew Lohrum, Sarah Forzetting ALA 2012 CMIG 43

44. Contact Wen-ying Lu wen-ying.lu@colorado.edu Mary Beth Chambers mchamber@uccs.edu ALA 2012 CMIG 44