Automated acquisitions & collaborative projects Shi Deng (UCSD) Sarah Elman (Columbia) CEAL CTP Program Thursday, March 16

Automatic Acquisitions at UCSD Batch loading acquisitions MARC records for all CJK languages MARC file provided by vendors MARC file prepared by staff based on vendors’ catalogs MARC file prepared by staff based on Other lists (CJK librarians’ buying trip, donation, etc.) Option to generate PO records E-ordering & E-invoicing via electronic data interchange (EDI) Chinese & Japanese: e-ordering & e-invoicing Korean tested on e-invoicing Payment Process: using direct deposit account Shelf-ready: local and UC consortium

Strategies for Automated Processing Improving work efficiency and effectiveness is the goal Learning from CJK colleagues on available tools and successful approaches: MarcEdit, Pinyin Plug-in, Korean auto transliteration tool, etc. Learning from Mainstream colleagues and vendors on available tools/approaches, introduce to CJK vendors, such as YBP Gobi Order API Work with vendors who are willing and able to collaborate Convince vendors what gains they will have, not just library gains At vendor’s pace, baby step, or big step Getting support from your managers and colleagues Be prepared to explain why the differences between mainstream and CJK repeatedly Why matters? Although the workflow might not be the same, it improves efficiency Collaboration

Collaborative Projects at Columbia University Collaborated with Princeton to batch-process records from WorldCat: 中國基本古籍庫 – 8,817 e-books; 2013 民國籍粹 – 3,618 reprinted monographs; joint purchase in 2014 2CUL projects: Cataloging of Korean materials by Cornell cataloger (Dec. 2011-June 2014) Chinese Purchasing Plan (shelf-ready) with HKU Library (selection & cataloging) and a vendor in Beijing (purchasing and physical processing) – 2012 to present 中國基本古籍庫: Programmer Tom Ventimiglia at Princeton EAL did a batch download from WorldCat and shared with Chicago, Columbia, and Harvard. 民國籍粹: Taking advantage of a shared offsite storage, Columbia and Princeton jointly purchased the first series of Minguo ji cui in 2014. Tom did a batch download of MARC records from OCLC. A student assistant was trained to process the materials at Columbia. Korean cataloging: 1,712 titles were cataloged under the project. Chinese Purchasing Plan: Budget: $25,000/year. Three subject areas initially: Art history, economics & law. Law was replaced by literary works later. Cornell has expanded their scope in recent years.

Collaborative Projects at Columbia University Group purchase of Chinese e-book record sets Erudition (愛如生) e-book databases 中國方志庫 & 中國俗文庫 (4,000 records; 2013) -- Participating libraries: Chicago, Columbia, Harvard, Michigan, Northwestern, Princeton, Stanford Wanfang database local gazetteers (26,406 records ; 2014) -- Participating libraries: Chicago, Columbia, Harvard, Princeton 中國方志庫II (2,000 records ; in process) -- Participating libraries: Chicago, Columbia, Harvard, Michigan, Northwestern, Princeton, Stanford, Toronto, Yale Wanfang database: The negotiation process was lengthy and complicated. Eventually, the vendor agreed to give us a substantial discount. CIBTC is the vendor for the Erudition e-book records. Level-3 records with essential bibliographic data, but no subject headings. Libraries will customize data based on local needs upon loading the records.

Collaborative Projects at Columbia University TBRC Record Ingest Project Worked with the Buddhist Digital Resource Center (formally Tibetan Buddhist Resource Center) to convert their metadata for digitized books into MARC records. Discussion started in 2013. TBRC-MARC mapping table prepared by Columbia and test records loaded. Project suspended due to Tibetan Romanization revision project ( approved in May 2015). Discussion resumed in Dec. 2016. TBRC-MARC mapping table was revised to apply RDA and other changes. Waiting to receive new test records. Records will be uploaded to OCLC eventually. * People involved in the TBRC project: Lauran Hartley (lead person), Sarah Elman, Melanie Wacker, Jeff Wallman (TBRC), and LITO staff at Columbia. * Major issues with data: Different cataloging practices, no authority control for names, no LCSH, and some undefined or differently defined characters, etc. For example, they avoid using diacritics and use capital letters instead. No hyphens for names, no initial capital letters because those are reserved to represent diacritics.

TBRC Bibliographic Data

Converted MARC Record (2013 version) Tibetan scripts were not included at the time. The new project will include Tibetan scripts.

Takeaways Communicate shared purpose among partners in advance. Understand different local needs and try to find an acceptable middle ground. Strike a balance between “perfect” and “good enough” records. Review test records thoroughly. Work with systems office to customize records as needed.

Questions?