Bibliographic Services Annual Report 2002-2003


Table of Contents

  1. Introduction
  2. Departmental Achievments
  3. Plans for 2003-2004
  4. Bibliographic Services and Computing
  5. Bibliographic Services Representation on Library Committees and Working Groups
  6. Conferences and Workshops, Training and Other Activities
  7. Staffing Changes
  8. Tours of and Visitors to Bibliographic Services
  9. Cataloguing Committee Highlights
  10. APPENDIX A: Bibliographic Services Organization Chart
  11. APPENDIX B Bibliographic Services Statistics 1992/1993 to 2002/2003
  12. APPENDIX C: Bibliographic Services Statistics 2002/2003 – Titles Catalogued – Titles Catalogued by Format and Category of Cataloguing – Titles Catalogued by Format
  13. APPENDIX D: Bibliographic Services Statistics 2002/2003 – Searching May 2002 to April 2003 – Exporting by FTP to AG-CANADA and OCLC May 20021 to April 2003- Rush/Priority Requests
  14. APPENDIX E: Bibliographic Maintenance 2002/2003 – Authority Maintenance – Maintaining URLs -Total Withdrawals and Weeding Including Special Projects
  15. APPENDIX F: 2002/2003: Storage Catalogued Holdings – Storage Retrievals – Storage Holdings
  16. APPENDIX G: Bibliographic Service : Items Catalogued 1992/1993 – 2002/2003
  17. APPENDIX H: Bibliographic Service : Total Items Catalogued 1992/1993 – 2002/2003 Total Items Catalogued


The Bibliographic Services annual cataloguing statistics indicate that 51, 003 titles were catalogued in 2002-2003. This is an increase of 8, 712 titles over the 2001-2002 total of 42, 291. The gains were in the area of derived cataloguing, original cataloguing and in the cataloguing of e-books and e-journals. A "push" to reduce the backlog increased the derived cataloguing statistics as did the copy cataloguing performed by Monograph Acquisitions staff.

The totals for cataloguing of e-books and e-journals increased as we continued to: work on cataloguing titles from e-journal packages; catalogue government documents in electronic format; catalogue selected websites; and add the MARC records from our standing order for the University of Oregon Health and Physical Education microfiche. A total of 1, 985 e-journals and 974 e-books, including links to the digital version of York theses were added to Yorkline.

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 163 titles and 1,169 volumes.

One of the areas identified in the library response to Program Review was to improve the organizational climate. Regular monthly meetings were held from May – June 2002 and resumed in January 2003 when H. Fraser returned from sabbatical. We were pleased to welcome S. Callum as a guest at one of our meetings when she gave her presentation on the moves within the Libraries.

This was another busy year for us with many projects, changes and both short and long term absences not to mention our regular work. At times we had help from other departments and in some cases were able to provide assistance ourselves. I would like to thank everyone for all their hard work and contributions to making this a most successful year for Bibliographic Services.

In Appreciation

During late April and throughout the month of May and into the summer we were short staffed as a result of illness and absences in the department. Remaining staff stepped in and took on extra duties to ensure that our workflow continued as smoothly as possible. D. Adams who "backs up" our workflow coordinator, L. Smith, stepped in to take care of her duties during Linda's absence prior to his vacation. When D. Adam's was on vacation, L. Gamble from Monograph Acquisitions took over many of L. Smith's duties with the kind permission of N Hall. While H. Fraser was on sabbatical, D. Irwin and C. Ohlers took care of many administrative details. All in all this was another busy year for us with many projects and changes, not to mention our regular work. At times we had help from other departments and in some cases were able to provide assistance ourselves. I would like to thank everyone for all their hard work and contributions to making this a most successful year for Bibliographic Services.


M. Steeves worked with C. Archer and R. Thompson to set up a trial Eprints server to provide online access to an issue of the Journal of the Association for Research on Mothering.


Collection Moves

Beginning in January 2003 we began the planning process to manage the various collection moves in the Libraries. The initial focus was on the move of the government documents collection from the Business and Government Publications Library to the Scott Library. The preliminary work involved identifying the collection to be moved and analyzing records to see if there was a means of changing the locations in the database globally.

Electronic Resources

We continued to make strides in the cataloguing of electronic resources over the past year. E-mail notification via K. Cassel of new titles added to the electronic resources database has accelerated the process of adding new titles to Yorkline and helped us keep Yorkline more up to date with titles in the electronic resources database.

H. Fraser worked with D. Fenwick to devise a method for extracting MARC records for e-journals in Yorkline, changing data in the records, e.g. URLs and then re-loading and overlaying the original record. The purpose of this exercise was to facilitate changing URLs in Yorkline particularly when there are large numbers of records involved.

Two hundred thirty eight MARC records for the Proquest Nursing Journals were added to Yorkline. I would like to thank D. Fenwick for his patience and perseverance in getting these records loaded as working with this file proved to be a challenge for a variety of reasons!

Fonds Records

H. Fraser worked closely with Archives and Special Collections to assist in their project of generating MARC records from XML descriptions of the archival holdings. Once we determined that the MARC records were being generated correctly and contained all the necessary tags we worked out the methodology for replacing the existing fonds records in Yorkline with the new descriptions. The SIRSI database policy for the MANUSCRPT format was modified to change to the order of display of some of the tags for fonds records in the OPAC.

LC Cataloguer's Desktop

The Cataloger's Desktop product was received from the Library of Congress and networked for installation on workstations in Bibliographic Services and Monograph Acquisitions. This CD-ROM based product provides online access to standard cataloguing tools such as AACR2 2nd ed. (latest revision), the MARC 21 manuals and the Subject Cataloguing Guide. LCS developed the installation procedures and M. Steeves worked with LCS on this task and also installed the product on staff workstations. Training is scheduled for May 2003.

LC Classification Web

After the licensing was finalized we began using the LC Classification Web product in May 2002. This is a web based product which features full-text schedule display of all Library of Congress classification schedules, complete Library of Congress subject headings in thesaurus-style display, correlations between LC classification numbers and LC subject headings, hypertext links within and between classes and subclasses, and automatic calculation of classification table numbers.


We had a successful year using SmartPort bringing in a total of 19, 207 records. D. Adams trained staff from the Law Library in the use of the client. We worked with H. Hui of Library Computing to create new SmartPort destinations such as the University of Manitoba. We also worked with H. Hui to devise a means of uniquely identifying the Law Library's "pay for use databases" AG-Canada and OCLC so that we would not be using their accounts by accident. One of the unexpected results of using SmartPort was the rise in OCLC searching costs by 2000%. This dramatic increase was due to the way in which OCLC calculates the searching and download costs for searching their WorldCat database via Z39.50. We try to avoid using OCLC as a source of copy as much as possible but their database is the best source of copy for some of our resources such as music. We cautioned staff in both Bibliographic Services and Monograph Acquisitions to connect to OCLC as a "last resort" only.

URL Maintenance

During 2002/2003 it came to our attention that the standard report we were using to extract URLs in Yorkline was not picking up all of the URLs in the database. This was due to the fact that in some copy the URL was not contained in a note field as well as the electronic link field. The report we had been using assumed that the URL was in both a note field (indexed in the SIRSI keyword index) and in the 856 tag which contains the electronic link. At our request R. Thompson developed a more reliable method of extracting URLs from Yorkline. The same methodology is now used to extract URLs from the e-resources database. The monthly procedure to verify URLs in Yorkline now checks over 17,000 URLs in Yorkline and over 3,000 in the e-resources database. We do the link checking in both environments . Further work is being done with the results to produce an HTML file for checking which will include titles with the URLs in order to make identification of broken URLs in Yorkline easier. Irreparable links were dropped after consultation with the appropriate subject specialist.


C. Ohlers and M. Steeves installed a new version of the Validator product, used for obtaining LC name and subject authorities. The new version was very different from the old version and C. Ohlers prepared a handout explaining the differences and instructed staff in its use.

York Theses

D. Irwin, C. Ohlers, M. Salmon and M. Steeves drew up new cataloguing procedures for York theses. When theses arrive back from being filmed and digitized, an accession number is assigned to both the paper copy and the fiche and then the paper copy is sent for binding and the fiche copy sent through to Scott Microtext. By the end of April 2003 all outstanding In-Process theses in the department had been entered into Yorkline, the microfiche copy sent through to Scott Microtext and the paper copy sent for binding. Thank you to R. Carcasole, C. Ohlers, E. Culver and M. Wieliczko for ensuring the completion of this project!

PLANS FOR 2003-2004

Due to other projects, such as planning for the multiple collection moves and the associated catalogue changes, we were unable to pursue some of our plans from 2001/2002 so they remain on the list.


In the next year we plan to load the records for the CIHM ECO (Early Canadiana Online) collection.


Using the test database to start we look forward to testing and implementing global changes using the customized global change report created for us by Bob Thompson. This report solves the problem of the existing SIRSI global change report not being explicit in terms of showing what will be changed.

Exporting and Importing Records to and from the E-Resources Database

Using a template devised in 2001/2002 we also plan to test and implement a means of importing and exporting records between Yorkline and the e-resources database. This should make it easier to keep both the Yorkline and the Electronic Resources database more closely synchronized.

Correcting URLs

Working from an idea developed by D. Fenwick and H. Fraser we plan to establish and document our proposed methodology for extracting records containing URLs in Yorkline. We anticipate that this will expedite not only changing the URLs for the ejournal packages moving to the OCUL server but any other changes to records where multiple URLs are involved. Our methodology could be shared with other libraries.

We also plan to …

work with K. Elder and Web Review Committee to provide video streaming directly from catalogue records for selected videos

explore opportunities to engage in metadata initiatives both within the Libraries and the university community

implement a workflow with new names and subjects lists to routinely identify headings which need to be under authority control

implement arrangements to train Jean Anderson in map cataloguing in order to get this format back into the workflow

develop a "New Titles" List for posting on the library website


During 2002-2003 we worked with both Application Support and Microcomputer Support on several projects.

We continued to work with Application Support to work on SmartPort, URL checking, loading sets of MARC records for electronic resources and planning the database changes required for the government documents collection move.

New computers with Windows XP were installed for R. Carcasole and S-F. Li. We worked with the Microcomputer Support Group to create an image to be copied onto the new machines. On-going problems with R. Carcasole's workstation relating to the copying of computer disks were resolved through the patience and perseverance of B. Deonandan of Library Computing.


In 2002/2003 staff from the Bibliographic Services Department served on the following library committees and working groups:

Access to Collections Forum J. Chumakov, H. Fraser, C. Ohlers, M. Salmon, M. Steeves
Bibliographic Services Appointment Committee H.Fraser, M. Slinn
Business and Government Publications Appointment Committee M. Steeves
Cataloguing Committee D. Adams, H. Fraser, C. Ohlers, M. Salmon, M. Steeves
Electronic Resources Group H. Fraser, M. Steeves
Government Documents Planning Group J. Anderson, H. Fraser, B. Lowens
Library Management Committee H. Fraser
Merit Awards Committee M. Salmon
Promotions and Continuing Appointment Committee H. Fraser
Scott Reference Appointment Committee M. Salmon
Staff Development Committee H. Pitka, M. Salmon
Web Review Committee H. Fraser, M. Steeves
Web Review Committee Sub-group on Subject Pathfinders M. Steeves


May 2002

C. Ohlers presented "Music Cataloguing – a 30 Year Perspective" at the Annual conference of the Canadian Association of Music Libraries, Archives, and Documentation Centres (CAML)

During the month of May, M. Salmon had orientation tours of the following Scott Library departments and York Libraries branches: Resource Sharing, Frost Library Map Library, Steacie Library, Business and Government Publications Library, Scott Reference, Sound and Moving Image Library, Library Facilities, Serials and Electronic Acquisitions, Monographic Acquisitions and Circulation.

The Bibliographic Services Appointment Committee began interviewing candidates for the Bibliographic Services Librarian position on May 27 and May 28. Candidates were introduced to the staff and given a tour of the department by D. Clunies and also met informally with the department over light refreshments.

June 2002

Heather Fraser attended the Canadian Library Association Conference in Halifax.

July 2002

J. Anderson, B. Merriman, C. Ohlers and M. Slinn attended the mandatory OHLS/WHMIS session

August 2002

M. Salmon, R. Carcasole and E. Culver attended the mandatory OHLS / WHMIS session

M. Steeves attended orientation tours of Serials, Government Documents, Reference, Law, Archives and Special Collections, Steacie Science Library and the Map Library.

September 2002

M. Steeves attended the "New Faculty" Day

L. Smith attended the mandatory WHMIS Workplace Inspection Workshop

October 2002

M. Steeves attended the Access 2002 conference in Windsor, Ontario.

D. Clunies and H. Pitka attended the mandatory OHLS/WHMIS session

November 2002

M. Steeves attended the CARL Conference: Research, Innovation and Scholarship: The role of open-access publishing, in Ottawa.

S-F. Li attended the mandatory OHLS/WHMIS session

M. Wieliczko attended the Stress Management course offered through Staff Development

H. Pitka attended the two day workshop on First Aid

January 2003

H. Fraser attended the OLA SuperConference on January 31 and February 1.

H. Fraser attended the mandatory WHMIS Workplace Inspection Workshop

February 2003

E. Culver and M. Wielicizko attended the staff development course "Dealing with Difficult People

March 2003

M. Salmon attended a records management course at the University of Toronto, Faculty of Information Studies


There were several staffing changes in Bibliographic Services this year:

May 2002

J. Herman from the York Temporary pool, who had been filling in as Administrative/Bibliographic Assistant during R. Carcasole's absence left the department.

B. Merriman from the York Temporary pool joined the department to fill in as Administrative/Bibliographic Assistant during R. Carcasole's absence.

June 2002

Eirene Landon retired on June 30th.

July 2002

Rita Carcasole returned to the department after an extended absence.

H. Fraser began a six-month sabbatical.

August 2002

B. Merriman who had been filling in as Administrative/Bibliographic Assistant during R. Carcasole's absence left the department

M. Steeves joined the department as Cataloguing Librarian.

September 2002

S. MacDonald returned to the department working part time for 10 weeks

November 2002

S. MacDonald completed her 10 weeks of cataloguing part-time over the fall

January 2003

H. Fraser returned from a six month sabbatical

April 2003

At the Spring Reception two members of our department were honoured — Carol Ohlers for 30 years of service and Heather Pitka for twenty years of service


May 2003

Janice Millard from Trent University visited on May 3rd and met with H. Fraser with questions about SIRSI in preparation for their database migration from DRA to SIRSI.


In the past year, the Cataloguing Committee met as required. Our membership increased and we were pleased to welcome new members M. Salmon and M. Steeves. R. van der Bliek joined the Committee in his role as Acting AUL in place of Dale Irwin. We had fewer meetings than usual as the Chair was on sabbatical for six months. Our agendas covered a wide range of topics. Full details and notes are available on the Cataloguing Committee Web Page at:

The following are some of the highlights:


We discussed a rule revision in the "Amendments 2001" to Chapter 9 of AACR2 that York Libraries has implemented. As an option, this revision permits "conventional terminology" to be used in the extent statement (tag 300) when describing material such as CD-ROMS. A description statement reading: 1 computer optical disc now reads 1 CD-ROM. The conventional terminology language would also apply to accompanying material described in the extent statement. Implementation of this rule revision also means that the use of a 500 tag, e,g, 500: : Disc characteristics: CD-ROM is no longer required. D. Adams prepared a cataloguing memo for distribution and posting on the Technical Services Web Resources site:

856 Tag (Table of Contents and Publishers Descriptions)

The issue of copy containing 856 tags with links to Tables of Contents and Publisher Description was raised by L. Gamble. The tags are coming from LC copy coded with a |3 (Materials Specified) subfield code which contains information that specifies the part of the bibliographic item to which the field applies. E.g.

In the past we had been deleting these tags because they did not meet our criteria for inclusion in Yorkline (they were not links to full-text resources and also, the links did not remain stable). Now that a lot of this copy is arriving "shelf-ready" via Yankee Books it is not possible to remove the tags because the items are fully processed at the time they are received. It is not necessarily a solution to have the program used to load these records into Yorkline strip out the 856 tags containing a |3 since links to full text resources could also be coded with a |3 in incoming copy.

R. van der Bliek raised the issue of these tags being confusing for users because the nature of the link is unclear and it is not a link to the electronic version of the title.

H. Fraser made a change to the policies controlling the display of text from the 856 tag in the MARC format in the test database to include the information contained in |3 subfield. This change makes the tag more descriptive of the nature of the link. After review by the WebReview Committee it was decided to make the database policy change in the production database

Nellie Records

H. Fraser described the plan to load records from the Nellie Langford Rowell Library collection into Yorkline. There are 15,000 records in total. Currently they are in the test database and are being reviewed. The Cataloguing Committee looked at the records in the test database and made recommendations to R. Thompson with respect to making cataloguing changes to the records, e.g. adding punctuation at the end of tracings. Public service issues relating to having this collection in Yorkline are being addressed by other committees

SIRSI Release 2002

We began planning for the anticipated migration to release 2002 of the SIRSI software. Our checklist for reviewing the cataloguing aspects of a new release of the SIRSI software: was distributed and Cataloguing Committee members began to work through the list after upgrading programs, screens and bitmaps for the test database on their workstations. Former Cataloguing Committee member, Daphne Clunies, participated in the review and concentrated on the Visual Materials format. After completing our review we agreed that there were no major changes or enhancements for the cataloguing module in the Infoview client. In March we received the formal notification that we would not be migrating to the new release this year.