RDA: Transcribing TOC 2014 ALA Midwinter Meeting ALCTS CaMMS Cataloging & Classification Research Interest Group Presentation by Peter Spyers-Duran University of Central Florida Libraries Presentation slides available at:

RDA Transcription Accept data without modification if: a) using a description created by another agency or b) using data derived from a digital source of information by automated scanning, copying, or downloading process. 1 “Take what you see. Accept what you get.” 2, 3 Forget about AACR2 rules on abbreviations and capitalization. Copy and paste publisher data without modification. RDA is based on the IFLA Statement of International Cataloguing Principles. 4, 5 Representation—Represent the work way it represents itself. Convenience of the user—Catalog with the user in mind Economy–Use the least cost or the simplest approach RDA Toolkit 2.Tillett, Barbara B. RDA Background and Implementation Issues. San Luis Potosi: Regional Cataloging Conference, March 26, Library of Congress. RDA Module 1 --Introduction to RDA; Identifying Manifestations and Items, Sept Tillett, Barbara B. RDA Background and Implementation Issues. San Luis Potosi: Regional Cataloging Conference, March 26, Library of Congress. RDA Module 1 --Introduction to RDA; Identifying Manifestations and Items, Sept IFLA. Statement of International Cataloging Principles,

TOC on publishers’ websites Ubiquitous Marketing material Formats friendly to copy and pasting

Why add TOC and/or summaries? Increasing access points Adding value for patrons Automated retrieval centers/offsite storage Online bookshelves Discovery tools – increased keyword searching Users want TOCs and summaries 7 TOC increase circulation 8 7 Calhoun, K. S., Cantrell, J., Gallagher, P., & Cellantani, D. (2009). Online catalogs: What users and librarians want. Dublin, OH: OCLC. 8 Chercourt, Mina & Marshall, Lauren (2013) Making keywords work: connecting patrons to resources though enhanced bibliographic records

Overview of Workflow Use search engine to locate book/TOC on publisher’s website. Search on publisher and title, in this order. Compare TOC on website to the book in hand. If TOCs differ slightly, edit to make them consistent. Decide whether to add complete or partial contents. If TOC are too detailed, copy only the highest level chapter information. Copy and paste TOC into Connexion Copy and paste TOC chapter by chapter when formatting is not suitable for copying and pasting entire TOC. When pasting into Connexion, right click and select “Paste Unformatted.” Edit TOC for readability: Delete unwanted spaces and characters, including chapter and page numbers. Add -- to separate chapters. Add / before statements of responsibility. “Edit/validate” record in Connexion. Correct any invalid characters.

Workflow Use search engine to locate book/TOC on publisher’s website. Search on publisher and title, in this order.

Workflow Compare the TOC on website to the book in hand If slightly different edit to make consistent

Workflow Complete or partial TOCs? Partial contents: Too much chapter info Tip: Sometimes it is most efficient to copy and paste chapter by chapter.

Workflow “Basic” level of content All content goes into the $a Keyword searchable Advantage--quick to enter -- separate chapters / precedes statements of responsibility “Enhanced” contents Content field specific $t = title $r = statement of responsibility $g for other information Indexed & searchable in catalog Downside– time consuming to enter.

Workflow Copy and paste contents into Connexion When pasting into Connexion right click and select “Paste Unformatted.”

Workflow Using standard paste “ctrl v” when inserting TOCs into Connexion results in…. Always right click and select “Paste Unformatted.”

Workflow Edit TOC for readability: Delete: unwanted spaces, chapter and page numbers, ellipses, etc. Add -- to separate chapters Add / before statements of responsibility

Workflow Click the “Edit Validate” button in Connexion to check for invalid characters. Invalid characters are the single biggest problem with copy and pasting TOC. The dreaded “505 invalid character” message is usually caused by the following special characters: – (dashes) ‘ (curly single quotation marks) ‘ (curly apostrophes) “ (curly double quotation marks) ´ (accent marks) ~ (tildes)

Workflow Edit >> MARC-8 Characters >> Verify Highlights in red the following invalid characters in Connexion: – (dashes) ‘ (curly single quotation marks) ‘ (curly apostrophes) “ (curly double quotation marks) Process won’t highlight accents, tildes, umlaut and similar marks.

Workflow Few invalid characters Manually replace invalid characters in Connexion Many invalid characters: Use “Find and Replace” in MS Word “ (curly double quotation marks) ‘ (curly single quotation marks) ‘ (curly apostrophes) – (dashes)

Workflow To change default curly quotes to straight quotes and dashes in MS Word: File >> Options >> Proofing >> AutoCorrect Options >> AutoFormat As You Type >> Uncheck “straight quotes with smart quotes” and “Hyphens (--) with dash (-) “

Time & Cost Estimates of Adding TOCs Based on a sample of 20 records enhanced with “basic” level TOC. Average time to add TOC: 3 min 51.9 sec = min Min time to add TOC: 1 min 53 sec Max time to add TOC: 6 min 30 sec Variations in times were due to: formatting of TOC (tables, tabs, ellipses), amount of content, type of content (authors), and invalid characters. Practice = Increased efficiency Salary & benefits/hour Salary & benefits/minute Avg minutes (decimal) to add TOC Cost to add TOC $20.00$ $1.29 $25.00$ $1.61 $30.00$ $1.93 $35.00$ $2.25

Scalability of workflow With training workflow scalable to include staff enhancing copy cataloging records. Easy to do Value added Favorable cost/benefit return on investment.

Thank you! Questions? Please contact me at: Presentation slides available at: