1. From small beginnings: Developing collection level description Mapping the Information Landscape Showcase day British Library Conference Centre, London,25 th March 2003 Bridget Robinson & Ann Chapman UKOLN, University of Bath Bath, BA2 7AY UKOLN is supported by: Email cd-focus@ukoln.ac.uk URL http://www.ukoln.ac.uk/

2. Collection Description Focus Showcase, London 25 March 2003 2 In the beginning The eLib programme 1994-2001 Collection level description – a supporting study, report August 1999 Full Disclosure 1999 – Phase 1 recommendation Build a register of collections The RSLP 1999-2002 Collaborative collection management Created bibliographic & archival records Created collection descriptions Digitised images & texts, portals

3. Collection Description Focus Showcase, London 25 March 2003 3 The RSLP schema Analytical model of collections and their catalogues - Michael Heaney Collection level description metadata schema and associated syntax –using RDF encoded into XML –Web based tool –MS Access database version – for use by RSLP projects

4. Collection Description Focus Showcase, London 25 March 2003 4 Uptake of RSLP schema Timescale – some projects had already developed their own approach Mapping Asia – EAD in XML COCOREES – ROADS based web interface to MS Access database Use by non-RSLP projects – moving out of HE Cornucopia Science Museum Reveal Cecilia Crossroads ITAM MIMAS resources

5. Collection Description Focus Showcase, London 25 March 2003 5 RSLP schema modification RSLP schema issues –Missing elements –Elements not detailed enough –Difficulties with element labels –Difficulties understanding some elements Core plus extensions –Adding on elements –Adding on qualifiers

6. Collection Description Focus Showcase, London 25 March 2003 6 Multiple uses, multiple viewpoints End user –pupil, student, researcher, leisure interest Manager –archives, museums, libraries, Internet Machine-to-machine –interoperability, standards –sharing effort through re-use

7. Collection Description Focus Showcase, London 25 March 2003 7 The user viewpoint Enable collection provider to –disclose information about collections to users Enable user to –discover/locate collections –select collections to explore/search on basis of summary description –compare collections as broadly similar objects (even where items heterogeneous) –understand conditions of access & use –interpret collections Enable software agents to –select collections to search on behalf of user –control searches across collections

8. Collection Description Focus Showcase, London 25 March 2003 8 Collection of physical objects Collection of metadata records Collection of books Collection of digital items Database of CLDs CLDs provide high-level “map” of landscape for user, researcher, visitor….

9. Collection Description Focus Showcase, London 25 March 2003 9 Accessibility Disability Discrimination Act sensory and physical impairment structure, alt-text, keyboard operation Widening participation cognitive conditions Different views for different users students, researchers pupils, leisure interests

10. Collection Description Focus Showcase, London 25 March 2003 10 The management viewpoint Enable collection provider to –manage own collections –control/audit/review holdings internally –identify collections at risk –assess priorities for item-level cataloguing –manage in collaboration with other providers –identify, record, share information on strengths and weaknesses –inform strategic planning –institutional, cross-institutional, regional, sectoral, national …

11. Collection Description Focus Showcase, London 25 March 2003 11 Database of CLDs … CLDs also useful to resource managers?

12. Collection Description Focus Showcase, London 25 March 2003 12 Sharing needs standards CLD are metadata records –use by multiple applications / services –machine-to-machine exchange –build in from start Re-usability –keep modification minimal –export common elements only? Standards –schema, thesauri, etc.

13. Collection Description Focus Showcase, London 25 March 2003 13 OAI Repository A OAI Repository B Harvest via OAI PMH Portal site C Web site A Collection of digital metadata records Collection of physical items Web site B Collection of digital metadata records Collection of digital items

14. Collection Description Focus Showcase, London 25 March 2003 14 Still early days End users uncertain buy-in from scholars preference for item level Few CLD databases launched yet case studies – development user studies - evaluation Helping implementers Online Tutorial and training

15. Collection Description Focus Showcase, London 25 March 2003 15 AIM25 Archives Hub Cecilia Collections Navigator – NHM Cornucopia Crossroads Who’s using Collection Description now?

16. Collection Description Focus Showcase, London 25 March 2003 16 Who’s using Collection Description now? EnrichUK.net: The nof-digitise Collection Portal ITAM: MIMAS Collection Description Reveal The Science & Culture website SCONE

17. Collection Description Focus Showcase, London 25 March 2003 17 Acknowledgements UKOLN is funded by Resource: the Council for Museums, Archives and Libraries, the Joint Information Systems Committee (JISC) of the UK higher and further education funding councils, as well as by project funding from the JISC and the European Union. UKOLN also receives support from the University of Bath where it is based. http://www.ukoln.ac.uk/