Bibliographic Services Annual Report 2000-2001

BIBLIOGRAPHIC SERVICES 2000/2001 ANNUAL REPORT


Table of Contents

  1. Introduction
  2. Departmental Achievments
  3. Plans for 2001-2002
  4. Bibliographic Services and Computing
  5. Bibliographic Services Representation on Library Committees and Working Groups
  6. Conferences and Workshops
  7. Staff Activities
  8. Staffing Changes
  9. Tours of and Visitors to Bibliographic Services
  10. Technical Services Web Resources Page
  11. Cataloguing Committee Highlights
  12. APPENDIX A: Bibliographic Services Organization Chart
  13. APPENDIX B Bibliographic Services Statistics 1990/1991 to 2000/2001
  14. APPENDIX C: Bibliographic Services Statistics 2000/2001 – Titles Catalogued – Titles Catalogued by Format and Category of Cataloguing – Titles Catalogued by Format
  15. APPENDIX D: Bibliographic Services Statistics 2000/2001 – Searching May 2000 to April 2001 – Exporting by FTP to AG-CANADA and OCLC May 2000 to April 2001 – Rush/Priority Requests – Minimal Level Records Added to Yorkline
  16. APPENDIX E: Bibliographic Maintenance 2000/2001 – Authority Maintenance – Maintaining URLs -Total Withdrawals and Weeding Including Special Projects
  17. APPENDIX F: 2000/2001: Storage Catalogued Holdings – Storage Retrievals – Storage Holdings
  18. APPENDIX G: Bibliographic Service : Items Catalogued 1990/1991 – 2000/2001
  19. APPENDIX H: Bibliographic Service : Total Items Catalogued 1990/1991 – 2000/2001 Total Items Catalogued

INTRODUCTION

The Bibliographic Services annual cataloguing statistics indicate that 35,373 titles were catalogued in 2000-2001. This is an increase of 887 titles over the 1999-2000 total of 34,486. The gain was in the area of cataloguing e-books and e-journals. Progress in keeping up with the copy cataloguing of monographs is slower than anticipated. The phasing in of changes to the technical services workflow from the merging of the copy cataloguing process with the acquisitions process continues to have an impact on copy cataloguing statistics.

There were significant increases in the totals for cataloguing of e-books and e-journals as we continue to work on cataloguing titles from ejournal packages as well as cataloguing government documents in electronic format. E-books were up 870 titles and e-journals up by 1341 titles of which the majority were added electronic copies to records for the print journals. The 1,096 records for the Elsevier science journals that were retrieved via ftp from OCLC and loaded into Yorkline augmented the e-journals statistics.

DEPARTMENTAL ACHIEVEMENTS

In May 2001 we began to post our departmental reports on the Technical Services Web Resources Page. The May 2000 monthly report was the first to be uploaded followed by our 2000-2001 annual report and then by each monthly report in succession. Once the routine for uploading the files had been established we also began to upload the reports for both the Monograph Acquisitions and the Serials and Electronic Acquisitions Departments in September and October respectively.

During the past year 141 records from the OCLC WorldCat Health, Physical Education and Recreation set and 1,096 records from the Elsevier Science journals set were loaded into Yorkline. I would like to thank Doug Fenwick from LCS who created the program to load the Elsevier records into the database. This load program was significant in that it enabled us to add York specific tags to the OCLC records. These included the access restriction note contained in the 506 tag, a customized systems requirement note, tag 538, which contains a descriptive version of the URL for the ejournal and a customized 856, the electronic location and access tag, which makes the link to the ejournal from the OPAC. I would also like to add that Doug was able to export information pertaining to the URLs from records in our e-journals database, now known as the e-resources database, to achieve some of this detail in the Yorkline bibliographic record. In the coming year we hope to be able to achieve further developments in the sharing of data between the e-resources database and the bibliographic database.

Two major websites were catalogued this year. These were "Classics in the History of Psychology website", an electronic resource created by York professor Christopher Green; and The Alfred Russel Wallace Page, a resource profiling the work of naturalist/social critic Alfred Russel Wallace, compiled by University of Western Kentucky professor and librarian Charles Smith. The cataloguing of the latter was significant for us in that it identified a problem in the reporting of our holdings to OCLC of which we were unaware.

We continue to make strides in the cataloguing of electronic resources. It is a challenge to keep Yorkline synchronized with the electronic resources database but it is a pleasure to report that we have been quite successful. On an ongoing basis our policies and procedures for the treatment of electronic resources were modified as required and the corresponding web document updated. In April 2001, Heather Pitka was trained in the procedures for adding the electronic copies to the records for our print journals.

This spring, the National Library of Canada through York's participation in the CNSLP project made MARC records for several large sets of e-journals available to us. The records were retrieved via ftp and stored on the KAPPA server. These records will be used to augment subject access in the e-resources database and also will be loaded into Yorkline for those sets of e-journals we have not yet catalogued.

Bibliographic Services continues to participate in the e-resources database project. One of the goals of the past year was to develop a list of LC subject headings to provide subject access to material in the database. This was achieved through working closely with the Web Working Group and through consultation with subject specialist librarians. We anticipate that these partnerships will continue in the coming year as the work to map the subject headings to resources in the database proceeds.

Beginning in December 2000, Heather Fraser began participating in an OCUL (Ontario Council of University Libraries) sub-group, which was formed to investigate the feasibility of sharing or acquiring cataloguing copy for any products that are purchased by the OCUL consortium. Although issues such as agreement on the shared record standards which would have to be established, differing cataloguing practices, and potential technological difficulties in exporting and importing of records from one system to another may present some problems, the group recommended that a Technical Services/Cataloguing/Acquisitions group be established which would operate similarly to the OCUL ILL group. The group also recommended that the availability of MARC records be one of the questions asked during negotiations for new OCUL consortial purchases.

There were several ongoing database maintenance projects during the past year. In the multi-volume cleanup project Linda Gamble, Mary Slinn and Linda Smith corrected a total of 332 titles and 2282 volumes! The monthly procedure to verify URLs in Yorkline now checks almost 4100 links. Over the year a total of 220 links were reported as broken. In almost every case we were able to locate the new link and for those that could not be located, the unavailability of the site was verified by checking with the site Webmaster.

The final set of records from the Yiddish cataloguing project were loaded into Yorkline in July. The project was interesting in that the cataloguing was done offsite and the MARC records were sent to us in batches in a series of attachments to e-mail messages. We will be continuing the successful partnership established with Dana Keren, the cataloguer for this project, who will be cataloguing some of our Hebrew and Yiddish gift material.

While on a site visit to Stanford University to look at serials check-in procedures with Karen Cassel, Heather Fraser was introduced to software called Keyboard Express, which supports the creation and mapping of macros. After Heather returned from Stanford, a demo version of the software was downloaded, successfully tested and then subsequently purchased and licensed for fifteen users. It is wonderful to have the ability to create macros to assist in bibliographic maintenance routines once again. The ability to write and map macros existed in NOTIS and was lost when we migrated to SIRSI. Our introduction to Keyboard Express was timely as it coincided with the arrival of a document called "Typographical Errors in Databases". This document was brought to our attention by a message distributed on the SIRSI Cataloguing discussion list. The document is broken down into categories of words divided into high, moderate, and low probabilities of misspellings. We are using Keyboard Express to correct the occurrences of misspelled words in our database. Keyboard Express was also useful in January when we received notification that the URLs for access to our Elsevier e-journals had been changed with little notice. Using a macro, Rita Carcasole and Karen Cassel changed over 1000 URLs in a few days. Keyboard Express is also being used to make corrections to selected subject headings. Since we have not yet had the chance to work with global changes in SIRSI we have not been able to keep up with subject heading changes made by LC and this has resulted in split files. Working with a librarian from Bibliographic Services who creates the macro, Marsha Hall, a student working in the Monograph Acquisitions Department was trained to correct some of the smaller split files using the Keyboard Express software.

There are three goals from 2000/2001 that are outstanding: the testing of SmartPort; testing the SIRSI global change report; and looking at what is required for the creation of a "new headings list". These items have been deferred until the summer of 2001.

PLANS FOR 2001-2002

We have several goals for 2001/2002. One of our major objectives is to devise strategies and implement solutions to reduce the backlog. Monograph Acquisitions will be working with us to achieve this.

The testing and implementation of Unicorn 2000 is planned for the summer of 2001. Changes to the cataloguing module appear to be minor so we do not anticipate that extensive training will be required.

Working with Doug Fenwick and his staff from LCS, we hope to configure, test, and implement the SIRSI Z39.50 client, SmartPort, in Unicorn 2000. SmartPort will support the dynamic indexing and loading of bibliographic records into Yorkline from bibliographic utilities such as AG-Canada and OCLC and also from other library catalogues.

Using the test database we look forward to testing and implementing the global change report in Unicorn 2000. The significant changes to the manner in which indexing works in Unicorn 2000 should make this possible. Once we see how the global change report works in the test database, we hope to proceed cautiously to clean up some of the split files in the production database.

In the coming year we hope to work with Doug Fenwick and his staff to develop a customized New Headings List report in SIRSI to identify headings that are new to the database. Such a report will also help us identify potential global changes. In order to pave the way for the development of the New Headings List, some changes to the authority validation policies in the database will have to be made by Heather Fraser.

During the coming year we also plan to look at and test the various components of the Workflows interface in SIRSI. The cataloguing, import/export of bibliographic records, SmartPort, reports, and system policies modules will have to be explored in preparation for a future migration from the Infoview client to the Workflows client. It would be helpful if a trainer from SIRSI could assist in this, as the Workflows client is significantly different from the Infoview client we are currently using.

In August of 2000, we discovered that OCLC had not been processing unmatched records for York and for other Canadian libraries that also formerly reported holdings to OCLC via ISM or AG-Canada. Unmatched records are records for which the OCLC program that loads user records cannot find an exact match in their WorldCat database. These include records for our original cataloguing. In February 2001, after several months of investigation and debate, OCLC agreed to start a project to process York's unmatched records retroactive to June 1997. We are hopeful that this will begin soon and once the retro files are processed, our unmatched records will be routinely loaded.

In the coming year we would also like to work on the following: devising a methodology for reporting our holdings to the National Library of Canada; finding a more efficient mechanism for validating URLs in Yorkline; looking at ways to share information relating to e-resources between Yorkline and the e-resources database; making arrangements to train Jean Anderson in map cataloguing in order to get this format back into the workflow and continuing to maintain existing and developing new partnerships inside and outside the libraries.

BIBLIOGRAPHIC SERVICES AND COMPUTING

I would like to introduce this section of the report by thanking both Doug Fenwick and his staff and Helium Tsui and his staff for their excellent work. Their ongoing support has helped us to achieve many of our goals.

May 2000

After the conversion of the SIRSI production database to release 99.2.4 the GUI client was successfully upgraded on all staff workstations.

January 2001

January was marked by several calls to LCSHelp to correct problems on multiple departmental workstations. I would like to thank Helium Tsui and his staff for their speedy and pleasant response to our numerous messages during this time.

February 2001

Rita Carcasole's workstation was upgraded to Windows 2000 Professional in February

March 2001

Heather Fraser's workstation was upgraded to Windows 2000 Professional in early March.

April 2001

New HP LaserJet 1100 printers were installed on most staff workstations in Bibliographic Services! The new printers are working well. New screen capture software was also installed. I would like to thank LCS staff for helping us with the configuration settings required to capture the appropriate portion of the SIRSI screen.

Doug Fenwick recompiled the YBP load program in order to have it remove some unwanted tags from incoming copy.

BIBLIOGRAPHIC SERVICES REPRESENTATION ON LIBRARY COMMITTEES AND WORKING GROUPS

Staff from the Bibliographic Services Department served on the following library committees and working groups:

Access to Collections Forum H. Fraser
Campbell Organizational Survey Study Group H. Pitka, S. Marijan
Cataloguing Committee D. Adams, H. Fraser. C. Ohlers
Ejournals Working Group H. Fraser
IT Training Committee H. Fraser
Library Management Committee H. Fraser
Scott Staff Lounge Renovation Group L. Smith
Steacie Search Committee H. Fraser
Thesis Working Group H. Fraser

CONFERENCES & WORKSHOPS

May 2000

Daphne Clunies, Frances Kandaharian, Barbara Lowens, and Carol Ohlers attended one of the Internet workshops offered by the IT Committee

June 2000

Heather Fraser attended the NASIG (North American Serials Interest Group) conference in San Diego

November 2000

Carol Ohlers attended the Toronto 2000 — Musical Intersections conference

February 2001

Heather Fraser attended the OLA SuperConference Heather Fraser attended a two-day workshop about Leading Change for members of the Library Management Committee and the Access to Collections Forum

April 2001

Heather Pitka attended a two day Self-Management and Conflict Resolution Workshop

STAFF ACTIVITIES

June 2000

Heather Fraser accompanied Karen Cassel of Serials and Electronic Acquisitions on a two-day site visit to Stanford University to look at serials check-in procedures

August 2000

Daphne Clunies, Linda Gamble, Nancy Hall, Eirene Landon, and Heather Fraser planned the curriculum for the eight hours of copy cataloguing training for Monograph Acquisitions staff. Linda, Daphne, and Eirene assembled an excellent training manual with the assistance of Nancy Hall and Rita Carcasole. The training consisted of an introductory session in PowerPoint followed by three sessions of more detailed explanation and hands-on practice. Training in the process of copy cataloguing was provided for: John Fileccia, Michele Francis, Myrtle Hutchinson, Letty Luke, Donna Munshaw-Sepper, and Susan Stent of Monograph Acquisitions. Trainers and revisers were Daphne Clunies and Eirene Landon. Our thanks are extended to Daphne who stepped in as a trainer replacing Linda Gamble, and to Mary Slinn who also worked as a reviser for two of the new copy cataloguers.

September 2000

On September 29, Carol Ohlers attended a Research Luncheon honouring York University faculty who had works published this year. Carol was recognized for her Directory of Music Collections in Canada. The following is the URL for her project: http://info.library.yorku.ca/depts/smil/dmcc/dmcc.asp

December 2000

Heather Fraser began participating in an OCUL sub group looking at issues around sharing cataloguing of e-resources. Other participants are from the University of Western Ontario, University of Guelph, and Queen's University at Kingston.

April 2001

Eirene Landon, Linda Smith and Heather Fraser interviewed a candidate for the position of part-time cataloguing librarian. We were pleased to offer the position to Sue-Fang Li who joined the department in April 2001.

STAFFING CHANGES

There were several staffing changes in Bibliographic Services this year:

June 2000

Rita Carcasole returned from maternity leave on June 12

July 2000

In July we were pleased to welcome Veronica Duncan, Sally MacDonald and Jenny 0 back to the department for 10 weeks to work on the copy cataloguing backlog.

August 2000

In August, Frances Kandaharian retired from Bibliographic Services after many years as a government documents cataloguer

September 2000

Veronica Duncan, Sally MacDonald, and Jenny O completed their 10 weeks of working for us part time over the summer. Many thanks to them for the work they did. It is always a pleasure to have them back with us. Barbara Lowens began her new position in Bibliographic Services as original/semi-original government documents cataloguer on September 5.

October 2000

Jean Anderson began her new position in Bibliographic Services as a Semi-Original Cataloguing Assistant on October 1.

November 2000

Heather Pitka began her new position in Bibliographic Services as Serials Copy Cataloguer on November 6th Savka Marijan's last day in Bibliographic Services was November 30. She began her new position in Monograph Acquisitions on December 4.

April 2001

Sue-Fang Li joined the department in April as part-time cataloguer.

TOURS OF AND VISITORS TO BIBLIOGRAPHIC SERVICES

July 2000

Callista Kelly from Carleton University visited the department on July 7 to learn about some of the features of SIRSI. Carleton was looking for a new library automated system and was considering SIRSI along with other vendors.

Loryl MacDonald, the new Adjunct Archivist in Archives and Special Collections was given a tour of Bibliographic Services.

August 2000

An orientation to Bibliographic Services was provided for Patti Ryan, a new reference librarian in Scott Reference.

October 2000 – November 2000

On October 27, Tiffany Wells, a Library Techniques student from Seneca, doing her practical work in SMIL, spent part of the afternoon with Eirene Landon, who demonstrated our cataloguing routines, the Yorkline catalogue, and the cataloguing tools we use, both off-line and on-line.

On November 2, Tiffany Wells was given another session with members of Bibliographic Services, Monograph Acquisitions and Serials and Electronic Acquisitions and at that time was shown various acquisitions procedures, on-line searching for cataloguing copy, and physical preparation of books. Our thanks are extended to all who shared their time and expertise.

February 2001

An orientation to Bibliographic Services was provided for Amanda Wakaruk, a new reference librarian in the Business and Government Publications Library.

TECHNICAL SERVICES WEB RESOURCES PAGE

The Technical Services Web Resources Page: http://info.library.yorku.ca/techserv/techserv.htm was updated regularly last year. Several local documents were updated. Following is a sample of a few of the new pages and links that were added:

Guide to Fixed Field Coding in Yorkline by Format

https://www.library.yorku.ca/ccm/Biblio/procedures/sirsifixedfields.htm is a quick reference to fixed field coding in Yorkline with links to the USMARC tag charts via Princeton.

The Cataloguing Calculator http://home.earthlink.net/~banerjek/calculate/old/ from Oregon State University is a searchable database of some standard cataloguing tools such as cutters, language codes and country codes.

A link to the electronic version of Canadian Subject Headings from the National Library of Canada http://www.nlc-bnc.ca/cshweb-bin/search/l=0

A new page containing the web versions of our cataloguing memos http://info.library.yorku.ca/techserv/catmemos.htm

The Technical Services Web Resources Page will continue to be developed in the coming year by revising existing documents, creating new documents as necessary, adding new sites that support cataloguing functions, and incorporating resources to support the needs of Monograph Acquisitions as well as the needs of Serials and Electronic Acquisitions.

CATALOGUING COMMITTEE HIGHLIGHTS

In the past year, the Cataloguing Committee met six times. Our agendas covered a wide range of topics. Full details and minutes are available on the Cataloguing Committee Web Page at: https://www.library.yorku.ca/ccm/staff/cc/catcom.htm

The following are some of the highlights:

Issues pertaining to SIRSI policies appeared on almost every agenda:

Carol Ohlers brought forward concerns from music librarian, Rob van der Bliek, concerning the |4 subfield used in music cataloguing and the effect this has on both the display and filing in Yorkline. Currently the |4 displays with 1XX tags but does not display with 7XX tags. In an attempt to resolve this problem the SIRSI policies were modified in the test database to suppress the |4 from displaying with 1XX tags. When this did not produce the desired results a question was posted on the SIRSI cataloguing discussion list to see how SIRSI plans to use |4 and to see how other places are handling this problem with the |4. The answer revealed that changes to the database indexing policies would be required. Heather Fraser reported that she discussed making the necessary changes to the SIRSI indexing policies with Bob Thompson. However, due to the system downtime that would be required for re-indexing the database, a change to the indexing policies is not simple and would have to be coordinated with LCS. We hope to achieve this when we move to a new release of SIRSI.

Linda Gamble brought forward some examples of records in both public and staff views in which the |x (ISSN) in series statements had been left in copy and some where it had been removed by cataloguers. We discussed the pros and cons of leaving the |x ISSN in or taking it out. The Committee felt that it would be best to leave it in but chose to defer a decision until the next meeting after the impact on indexing, if any, in both the GUI and the Webcat could be analysed. H. Fraser reviewed a handout she prepared which outlined how the local SIRSI policies are set which control the display and punctuation of the |x information in 440 and 490 tags. In January H. Fraser modified the MARC format policy so that the |x information in 440 and 490 tags would display in a Display1 item view. It was decided that in bibliographic records with a 490 and an 830, where the only difference between the series statements was the exclusion of the ISSN in the 830, the 490 should be changed to a 440 and the 830 deleted. Also, if any of the first two characters of either the first or the last part of the ISSN contain zeros, the SIRSI program drops off the zeros. This is related to a known problem of leading zeros being dropped when creating fiscal reports. There is nothing in the policies that would enable us to modify this for the ISSN numbers.

Carol Ohlers reported that symbols in titles couldn't be searched. This is a known problem in SIRSI. Examples include: C++ and H20. Carol checked into Z39.47 ANSI standard for Extended Latin Alphabet Coded Character Set for Bibliographic Use. She discovered that not all library systems support this standard. In order to determine if SIRSI did support this standard, Heather Fraser checked with our SIRSI customer representative and determined that SIRSI does not. We hope that this may be resolved in a new release so that we will be able to search titles with superscript and subscript characters in the future.

The SIRSI policies were revised to create a new item type. "Headphone" was created in both the PRODUCTION and TEST databases. This change is to allow the headphones in SMIL to be checked out in the system in order to discourage thefts.

At our request, Doug Fenwick recompiled the three YBP load programs to remove the 6XX if the value in the second indicator = 4. This change to the programs was effective April 4, 2001.

In preparation for the upgrade to release 99.2.4 of the SIRSI software, the Committee worked through a standard checklist of features to test. Daphne Clunies, a former member of the Cataloguing Committee helped us out with this exercise.

Issues pertaining to cataloguing policies also appeared on the agenda quite often:

We reviewed the practice of how we treat cd-roms as accompanying material in both the York and York-Law environments.

We looked at applying a coding change pertaining to the 533 (Reproduction Note) tag.

An interim proposal to deal with split files was tabled. Since we have not yet had the chance to work with global changes in SIRSI we have not been able to keep up with subject heading changes made by LC. Some of these changes involve large numbers of bibliographic records. The proposal involves adding "see also" references to the authority records for both the new and old versions of topical subject headings. This means that library users will be directed to both forms of a subject heading which has changed. For some of the smaller split files, the Keyboard Express software will be used to create macros to correct the headings and no modification to the authority records will be required. The Committee decided to proceed with this interim proposal until such time that we are able to implement globals.

Staff in Bibliographic Services participated in the public portion of the pilot test of the LC Classification Web and felt that the product was very useful. This is a service from the LC Cataloguing Distribution Service that enables anyone who has access to the World Wide Web to browse and search the full text of the Library of Congress Classification schedules! It has a lot of added features that are not available in the paper schedules such as: displaying subject correlations between subject headings and classification numbers or vice-versa, and how they are reflected in bibliographic records; the ability to search the database of Library of Congress subject authority records; and instant updating of LC Classification numbers. We completed the online survey regarding our reaction to the service. In 2000 the cost of the Gale print LC schedules we currently use was $3320 US ($5046 CDN) plus the cost of binding each volume. The projected cost of the web version looks promising at $1500US ($2280 CDN). We will wait to see when LC comes out with a final figure for pricing before making a decision. We also discussed the issue of how well the web version will be supported and concluded that LC would most likely continue to support and develop the product given the level of development in the test version.