1. HKCAN Project : an overview presented by Lolita Kwok (Hong Kong Baptist University) JULAC-HKCAN Workgroup 7th May, 2002

2. HKCAN Project History 1999 January Lingnan University invited JULAC libraries to participate in a collaborative project

3. Objectives Build a union Chinese name authority database for resource sharing purpose Enhance efficiency and effectiveness in authority control work among HK libraries

4. Formation of Workgroup Hong Kong Chinese Authority (Name) Workgroup (HKCAN) Workgroup formed ( 香港中文名稱規範工作小組 )

5. Membership The Chinese University of Hong Kong Library (Database host institution) Hong Kong Baptist University Hong Kong Institute of Education Library Hong Kong Polytechnic University Library Lingnan University Library (Convener) University of Hong Kong Library City University of Hong Kong (Observer)

6. Setup of HKCAN database Software 1999 November Memorandum signed between National Central Library (Taiwan) and HKCAN NCL agreed to share with HKCAN its authority control software and exchange records

7. HKCAN contracted a software vendor in Taiwan, Transmission Information System Co. Ltd. (TISC) to upgrade the NCL’s software Software is web-based and supports multi- scripts Record export format in CMARC or USMARC Flip of main heading and equivalent heading

8. 2000 April Training workshops organized for HKCAN member libraries Hardware 2000 March Completed remote installation of the software at CUHK site

9. Record Structure Exploring a MARC tag to store the equivalent heading 2000 May Adopt 7xx model Universally accepted standard Field tag clearly defined in MARC 21 Format for Authority Data

10. Technical standards AACR2, 2nd ed. (1998 rev.) -- Standard for creation of headings and references MARC21 for Authority Data -- Creation of MARC records

11. 2001 May Members approved “Authority Record Requirement” Scope : personal names, corporate names, conference names and title authority records 1xx main heading -- Authorized Chinese form 7xx equivalent heading (repeatable) -- LC established heading / pinyin form

12. Sample record

13. Recent format proposal

14. Progress of the Project 2000 September – December Members engaged in LC Pinyin Conversion Project 2001 January- Members started to submit records to the Database CUHK and HKBU records loaded to the Database

15. 2001 September Hong Kong Polytechnic University records loaded 2001 November Hong Kong Institute of Education records loaded 2002 January City University records loaded

16. De-duplication work Lingnan University and one full-time staff worked on duplicates removal Discussion notes and De-duplication guidelines prepared 2001 September HKCAN Project was recognized as a JULAC (Joint University Libraries Advisory Committee) product at the 3rd meeting of 2001

17. Statistics as of April 2002

18. 010 $an 81114057 035 $a(DLC#)n 81114057a 040 $aDLC$beng$cDLC$dNIC$dOCoLC$dHkCU$dHkCAN 066 $c$1 100 0 $a 冰心,$d1900- 400 0 $aBing-xin,$d1900- 400 0 $wnne$aPing-hsin,$d1900- 400 1 $wnnaa$aHsieh, Wan-ying,$d1902- 400 1 $aXie, Wanying,$d1900- 400 1 $a 謝婉瑩,$d1900- 400 1 $aXie, Bingxin,$d1900- 400 1 $a 謝冰心,$d1900- 400 0 $aNanshi,$d1900- 400 0 $a 男士,$d1900- 400 1 $aXie, Shuixin,$d1900- 400 1 $aWu Xie, Wanying,$d1900- 400 1 $a 吳謝婉瑩,$d1900- 400 1 $aHsieh, Wan-ying,$d1900- 400 1 $aHsieh, Ping-hsin,$d1900- 400 0 $aNan-shih,$d1900- 400 1 $aHsieh, Shui-hsin,$d1900- 400 1 $aWu Hsieh, Wan-ying,$d1900- 400 0 $aBing Xin,$d1900- 670 $aHer Spring water, 1922? 670 $aChung-kuo hsien tai tso chia chuan l{232}ueh ( 中國現代作家傳略 ), 1979$b(Ping-hsin, b. 10/5/1900) 670 $aBartels, W. Xie Bingxin, Leben und Werk in der Volksrepublik China, 1982:$bt.p. (Xie Bingxin) p. 10 (Bing xin; orig. name, Xie Wanying; also known as Xie Xinglang when young) 670 $aThe photograph, 1992:$bt.p. (Bing Xin) 670 $aHer 寄小讀者, 1983:$bt.p. ( 冰心 ) 700 0 $aBingxin,$d1900- LC record enhanced by HKCAN members

19. 001000036387 003HkCU 008971113n| acannaab| |a ana d 035 $a(HkCU#)cu150065 040 $aHkCU$cHkCU 066 $c$1 110 1 $a 香港 $b 布政司辦公室.$b 效率促進組 410 1 $aHong Kong.$bGovernment Secretariat.$bChief Secretary's Office.$bEfficiency Unit 410 1 $a 香港 $b 布政司署.$b 布政司辦公室.$b 效率促進組 410 2 $aChief Secretary's Office (Hong Kong).$bEfficiency Unit 410 2 $aBu zheng si ban gong shi (Hong Kong).$bXiao lu cu jin zu 410 2 $a 布政司辦公室 ( 香港 )$b 效率促進組 410 2 $aEfficiency Unit (Hong Kong) 410 2 $aXiao lu cu jin zu (Hong Kong) 410 2 $a 效率促進組 ( 香港 ) 510 1 $wb$aHong Kong (China).$bChief Secretary for Administration's Office.$bEfficiency Unit 510 1 $wb$a 香港 ( 中國 )$b 政務司司長辦公室.$b 效率促進組 670 $aIts Code on access to information. Guidelines on interpretation and application, 1995:$b(Efficiency Unit, Government Secretariat) 710 1 $aHong Kong.$bChief Secretary's Office.$bEfficiency Unit Original record created by HKCAN members

20. 2000 June HKCAN Workgroup acquired data file of 250,000 authority records from National Library of China Records in CN MARC format Data mounted on the test site Co-operation with China and Taiwan

21. 1999 November Memorandum of co-operation signed with National Central Library (Taiwan) Data exchange agreement First batch of 20,000 authority records acquired Records in CMARC format

22. Building a Dynamic Database Member libraries contribute new records and update existing records Extending co-operation Recruit New members from Local/Overseas Future Development

23. Thank you HKCAN website http://hkcan.ln.edu.hk