Bibliographic Services Annual Report 2003-2004


Table of Contents

  1. Introduction
  2. Departmental Activities and Achievments
  3. Plans for 2004-2005
  4. Bibliographic Services and Computing
  5. Bibliographic Services Representation on Library Committees and Working Groups
  6. Conferences – Workshops – Training and Other Activities
  7. Staff
  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 1993/1994 to 2003/2004
  12. APPENDIX C: Bibliographic Services Statistics 2003/2004 – Titles Catalogued – Titles Catalogued by Format and Category of Cataloguing – Titles Catalogued by Format
  13. APPENDIX D: Bibliographic Services Statistics 2003/2043 – Searching May 2003 to April 2004 – Exporting by FTP to AG-CANADA and OCLC May 2003 to April 2004 Rush/Priority Requests
  14. APPENDIX E: Bibliographic Maintenance 2003/2004 – Authority Maintenance – Maintaining URLs -Total Withdrawals and Weeding Including Special Projects
  15. APPENDIX F: 2003/2004: Storage Catalogued Holdings – Storage Retrievals – Storage Holdings
  16. APPENDIX G: Bibliographic Service : Items Catalogued 1993/1994 – 2003/2004
  17. APPENDIX H: Bibliographic Service : Total Items Catalogued 1993/1994 – 2003/2004 Total Items Catalogued


The Bibliographic Services annual cataloguing statistics indicate that 47, 479 titles were catalogued in 2003-2004. This is a decrease of 3, 524 titles over the 2002-2003 total of 51, 003. During that time, two librarians were on sabbatical and in the summer months some staff were involved in the major collection moves of the government documents collection to the Scott Library and parts of the business collection to the new Bronfman Library.

The totals for cataloguing of e-books, e-journals and other non-book formats increased as we continued to: catalogue 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 1,787 e-journals and 2, 075 e-books, including links to the digital version of York theses were added to Yorkline.

The first human skeleton (plastic model) was acquired and catalogued for the York Libraries collection. She was by far the most intriguing item catalogued in 2003/2004. A close second was the model of the human brain.

We continued to hold monthly departmental meetings over the year and discussed a variety of topics and issues.

We also looked at the new MARCIT-Z39.50 targets and planned the necessary changes to the SIRSI SmartPort policies for these targets to be live in May 2004.


AG-Canada New Interface

After previewing the new web interface (AGent) to their suite of products MARCit, TRACEit, we decided it was not necessary to arrange training with AG-Canada representatives. The documentation provided by the company was excellent. AG-Canada representatives answered any questions we had by phone. For the time being we still will be using the new interface to MARCit to drop records in their database and import Canadiana authority records as required.

Collection Moves

The first of several collection moves occurred in the summer of 2003. 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.

Government Documents

Based on an extract of MARC records from Yorkline D. Fenwick changed the location of items with the following characteristics from BG-MICR to SCOTT-MICR

Class Scheme= TEXT or TEXT-PER

Based on an extract of MARC records from Yorkline D. Fenwick changed the location of items with the following characteristics from BG to a temporary location of BG-PER in order to prevent the location of the business periodicals from flipping to SCOTT-GOV

Class Scheme= LC or LCPER

The location BG was renamed to SCOTT-GOV automatically flipping the location of approximately 90, 000 items.

The former location BG-OVSZ was renamed to SC-GV-OVSZ to reflect the move of the government documents oversize material from the BG Library to the third floor of the Scott Library.

After the government documents collection was relocated to the Scott Library, government documents cataloguers along with N. Hall. H Fraser and government documents librarian A. Wakaruk began to meet from time to time to discuss government documents cataloguing and workflow issues. This has proven to be very helpful and we plan to continue to meet as required in 2004/2005.

Bronfman Library Collection Move

Using a series of extracts of MARC records based on specific call number ranges from Yorkline provided by Bibliographic Services, D. Fenwick produced the files of call numbers used to generate over 20, 000 labels for the materials that will be transferred from Scott to the new Bronfman Library.

The same extracts based on specific call number ranges were used at a later date to make the global location and item-type changes in the catalogue. In October 2003 Bibliographic Serivces worked with D. Fenwick to flip 23, 451 items from SCOTT & SCOTT-BOOK to BRONFMAN and BRONF-BOOK. There was some clean up work to be done after the initial flip as it was not possible to prevent added copies from being flipped to reflect the Bronfman information. Due to unforeseen circumstances these items were returned to the Scott stacks before the clean up project could begin. L. Smith, E. Culver and M. Wieliczko worked to correct the location and item types in those added copies to reflect the SCOTT location and SCOTT-BOOK item type.

R. Carcasole revised all cataloguing statistics sheets and the associated spreadsheets to include a category for the new Bronfman Library in preparation for the move of the business collection.

Database Maintenance

There were several ongoing database maintenance projects during the past year. In the multi-volume cleanup project Linda Gamble, Linda Smith and Mary Slinn corrected a total of 202 titles and 1510 volumes.

Working with H. Fraser, R. Carcasole changed records in Yorkline containing subject headings related to the former LC subject heading Handicapped and all headings associated with it to the new LC subject heading People with disabilities and all related headings.

E. Culver and M. Wieliczko worked on a project to correct almost 500 MARC records for the Oregon Health and Physical Education theses that loaded with the MANUSCRPT instead of the MARC format.

J. Anderson cleaned up 268 holdings records for BG-MICR titles that moved to SCOTT-MICR

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.

M. Steeves created 445 brief MARC records for items in the Directory of Open Access Journals ( using the Open Archives Initiative records provided from the Directory. These Open Archives Initiative records were encoded in XML/Dublin Core format and were converted using a number of open source tools along with the XSL stylesheet available from the Library of Congress. A number of modifications were made to the LC stylesheet for Dublin Core to MARC XML to make it work properly. The records were checked for duplicates and then checked against the URLs in SIRSI to determine any titles which were already represented in the catalogue. Local tags were then added to the records. The MARC XML records were then converted to MARC format and loaded into SIRSI. The records which consist of a title, ISSN (if available), URL, publisher, and date were upgraded to AACR2 standard and assigned LC subject headings by M. Steeves and M. Salmon.


M. Salmon and M. Steeves worked with K. Elder and Web Review Committee to provide video streaming directly from catalogue records for the first set of videos for which we have licensed access to a digital version as well as the videocassette. In order that these items could be easily identified in the catalogue, the new item-type e-video was created. A keyword search limited to e-video as an item type will retrieve them. M. Steeves created a new document outlining procedures for streaming video content from the catalogue:

Fonds Records

H. Fraser continued to with work Archives and Special Collections to review the MARC records generated from XML descriptions of the archival holdings.

LC Cataloger's Desktop and LC Classification Web

M. Steeves designed and provided the training for the Cataloger's Desktop product. Staff in Bibliographic Services, Monograph Acquisitions and Law Library Technical Services all attended training sessions. 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. It also contains many web links to cataloguing tools and can be used in conjunction with the tools available on the Technical Services Web Resources Page. M. Steeves created a document to accompany the Cataloguer's Desktop product. It is linked on the Tech Services Website in the Local Cat. Tools Section at:

We also continued to utilize the LC Classification Web product. 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. This tool was of enormous benefit in accurately identifying the exact ranges of call numbers which would be moving to the new Business Library.

Library of Congress Subject Headings

M. Salmon submitted the following proposal for an LCSH subject heading to the Library of Congress. The heading Mitochondria|xFormation was added to the LC subject authority file on September 25, 2003 with LCCN sh2003010528.

OCLC Canada

On going discussions over the year with Daniel Boivin and Sylvain Robichaud of OCLC Canada led to our being offered a more cost effective means of obtaining copy from OCLC Worldcat for 2004/2005. In April 2004 we were offered a subscription price instead of a fixed fee. Unlike the fixed fee, the annual subscription price is not based upon the volume of transaction activity (searching and downloading) in the previous year but adjusts the price based on an inflationary index. The subscription fee price is substantially lower than the fixed fee price.

SmartPort and Z39.50

We had a very successful year using SmartPort bringing in a total of 15, 473 records from the following destinations: AG Canada, AMICUS, Brock University, Indiana University, Laval University, Library of Congress, McGill University, Melvyl, Memorial University, OCLC, OHIOLINK, Queen's University, Simon Fraser University, Tri Universities (Guelph, Laurier, Waterloo), University of Alberta, University of Calgary, University of Manitoba, University of Saskatchewan, University of Toronto, and the University of Western Ontario. The increase in Z39.50 targets was due to the fact that D. Fenwick gave H. Fraser permission to create new and maintain existing Z39.50 polices as required in the Yorkline database (test and production). Bibliographic Services, Monograph Acquisitions and Law Library Cataloguing staff suggest new destinations. Using the Z39.50 utility that is part of the MARCEdit tool we use, new targets are configured and tested. Once a new target is working in MARCEdit, the configuration information is used to create a new target in the Yorkline TEST database. The new destination is tested in that environment by the staff who requested that the destination be added. Once a new destination is working in test, it is set up in production.

After Bibliographic Services began to maintain the Z39.50 policies, D. Fenwick made a programming change to the SmartPort "helper" application, winCATSS, he developed. WinCATSS both removes unwanted MARC tags from incoming records and maintains statistics pertaining to the source of the copy being imported. The change made enables H. Fraser to automatically update the list of destinations and also the list of local York library locations on all workstations where the winCATSS application is installed. It is especially helpful that one file modification updates the application on all workstations and that it is not necessary to reinstall the program on each workstation each time a change is made nor is it necessary to request a programming change from LCS.

Sound Recordings Workflow

In order to address some workflow issues relating to access to sound recordings representatives of the Sound and Moving Image Library and the Cataloguing Committee met to discuss issues and suggest solutions. One of the suggestions implemented was a new procedure to create a provisional cataloguing record for new titles received. D. Adams trained R. Carcasole, E.Culver and M. Wieliczko in creating provisional records for sound recordings. A document pertaining to the sound recordings workflow was created and added to the Technical Services Web Resources Page:

URL Maintenance

During 2003/2004 we worked with the new report designed to identify all records in the Yorkline database that contain an active URL in an 856 tag. The same methodology is now used to extract URLs from the e-resources database. Further work was done by W. Griffatong of LCS to produce an HTML file from the results of these URL extract reports. The HTML file includes a title along with each URL extracted. This makes identification of broken URLs in Yorkline easier. 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. Irreparable links are dropped after consultation with the appropriate subject specialist. The number of broken links continued to increase each month with the large number of records for government documents containing broken electronic links. As a result it is not always possible to completely work through an entire broken links report each month. In 2004/2005 we hope to work with LCS to devise a more efficient means of managing URLs in Yorkline.

Yolton Project

In Septmber 2003 H. Pitka began working to catalogue the Yolton Collection of John Locke books. All the cataloguing was done in Archives and Special Collections. D. Fenwick generated the call number labels for the project.

YorkSpace/DSpace (contributed by M. Steeves)

The DSpace software was installed by LCS in November 2003. M. Salmon and M. Steeves completed entering descriptions for all the remaining articles of the Journal of the Association for Research on Mothering Vol. 1, no. 2 (fall/winter 1999) into the DSpace database in December 2003. Four issues of the Canadian Oncology Nursing Journal were input in January 2004. The articles for these issues will be described when the handle server is functional. M. Steeves has met with several faculty members regarding possible content for inclusion into YorkSpace.

York Theses

H. Fraser spoke with Associate Dean Sharon Murphy from Graduate Studies about some of the issues around access to York theses. A meeting to explore the issues in more depth followed later during the year. One of the outcomes was an agreement in principle for York Libraries to hold and provide access to accompanying material for York theses. This was approved at the Access to Collections Forum and incoming theses with accompanying material were processed accordingly. In 2004/2005 we plan to continue to work with FGS to provide better and timelier access to York theses.

In February 2004, a presentation by UMI about their theses program led to the resolution of a problem we had been having in getting errors pertaining to York theses corrected in the UMI database. The UMI representatives provided a contact name and as a result we were able to correct errors in UMI records for three York theses.

PLANS FOR 2004-2005

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 2002/2003 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 R. Thompson. We anticipate that the move to Oracle will help with this.

We also plan to …

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

work with the Web Review Committee to develop and implement 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

A new computer with the Windows XP operating system was installed for H. Fraser.

All workstations in Bibliographic Services were configured to have the Norton anti-virus software run on a weekly basis.

Netscape was upgraded to version 7.1 on all workstations in Bibliographic Services.


In 2003/2004 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
Cataloguing Committee D. Adams, H. Fraser, C. Ohlers, M. Salmon, M. Steeves
Digital Library Working Group H. Fraser, M. Steeves
Electronic Resources Advisory Team H. Fraser
Frost Library CLA Appointments Committee C. Ohlerts
Government Documents Planning Group J. Anderson, L. Dayan, H. Fraser, B. Lowens
Library Management Committee H. Fraser
Merit Awards Committee M. Salmon
Promotions and Continuing Appointment Committee H. Fraser
Staff Development Committee H. Pitka, M. Salmon
Web Review Committee M. Steeves
Web Review Committee Sub-group on Subject Pathfinders M. Steeves
YUSA/APUY Joint Health and Safety M. Wieliczko


May 2003

M. Steeves conducted the LC Cataloger's Desktop training for Bibliographic Services, Monograph Acquisitions and Law Library Technical Services staff.

June 2003

D. Clunies began working with D. Adams on video cataloguing.

M. Salmon attended one of the Yoga sessions sponsored by the Staff Development Committee.

H. Fraser, M. Salmon and M. Steeves attended the joint American Library Association / Canadian Library Association conference in Toronto.

M. Steeves attended the NASIG (North American Serials Interest Group) conference in Portland, Oregon.

July 2003

D. Adams, D. Clunies , B. Lowens and M. Salmon attended Kathy Elder's presentation "Canadian & US Filmmakers at the Margins" sponsored by the Staff Development Committee.

August 2003

D. Clunies and H. Pitka attended Joseph Levy's talk about reducing stress.

September 2003

M. Salmon attended the Canadian Metadata Forum in Ottawa.

M. Steeves attended the SCCTP Electronic Serials Cataloguing Workshop in London, Ontario.

November 2003

M. Steeves attended a training session on the Occupational Health and Safety Act and training sessions on both Accident Investigation and Workplace Inspection.

H. Fraser, M. Salmon and M. Steeves attended a demonstration of a serials analysis tool available from Ulrich's

December 2003

M. Salmon began her introduction to the Steacie Science Library where she will be providing reference service for three hours a week

January 2004

H. Fraser and M. Steeves attended the Ontario Library Association Superconference.

M. Steeves was a member of a panel presenting a session at the Ontario Library Association Superconference. The title of the session was Creating Dynamic Subject Guides.

February 2004

M. Wieliczko attended MS Word training.

M. Salmon attended SciFinder Scholar training.

H. Pitka and M. Salmon attended the Archives Book Club.

H. Fraser attended a presentation by Micromedia to discuss the MARC records for their Microlog product

H. Fraser attended a presentation by UMI/Proquest to hear about their Digital Archiving and Access Program for theses.

J. Anderson, H. Fraser and B. Lowens met with Government Documents Librarian, A. Wakaruk to review and modify the government documents workflow process.

D. Adams, H. Fraser and L. Smith met to have a preliminary look at the new AG-Canada AGENT product.

March 2004

M. Steeves attended the Digital Rights Conference in Toronto.

M. Wieliczko attended training for PowerPoint I and PowerPoint II.

M. Wieliczko attended Excel I training.

April 2004

L. Smith and M. Steeves attended a "Coaching for Performance" workshop.

J. Anderson, L. Dayan, J. Fileccia, B. Lowens, and H. Pitka began an online course in LC Classification offered through Mohawk College.

H. Fraser participated in a Resume and Interview Clinic for Seneca College library techniques students at the Seneca Newnham campus.

D. Adams trained G. Curry, part time librarian in the Sound and Moving Image Library to create provisional records and search for cataloguing copy for music scores.


There were several staffing changes in Bibliographic Services this year:

June 2003

M. Slinn retired on June 30, 2003.

September 2003

J. Chumakov returned from sabbatical.

J. Dekker, Adjunct Librarian at Frost Library began spending a few hours in Bibliographic Services each Thursday cataloguing York University theses and electronic resources.

S. MacDonald returned to Bibliographic Services to catalogue for ten weeks.

October 2003

John Fileccia joined the department as a copy cataloguer for Serials.

November 2003

Sally MacDonald completed her 10 weeks of cataloguing.

January 2004

C. Ohlers began a 12 month sabbatical leave.

M. Salmon began working three hours per week on the reference desk at the Steacie Science Library.

March 2004

H. Pitka began working in Archives and Special Collections (ASC) on Tuesdays, Wednesdays, and Thursdays, from 1 p.m. to 3:30 p.m. This was arranged in order to assist ASC staff during a time of short staffing until a new Archivist is appointed. Heather works on cataloging the Yolton material while she is there and assists at the desk as required.

April 2004

At the Spring Reception two members of our department were honoured: E. Culver on the occasion of her retirement and B. Lowens for thirty years of service.


May 2003

Steve Green of AG-Canada visited to present an overview of the planned AG-Canada database restructuring and their new AGent product.

H. Fraser and M. Steeves met with Prof. Leslie Sanders and her graduate assistant from Atkinson concerning the Researching Black Canadian Music and Black Music Cultures in Canada conference. The video proceedings of this conference are to be presented on York University's African Canadian Online website. We offered to catalogue the video files once they are available on the website and gave some advice on what type of metadata to use in the website.

Sophie Bury, a new librarian in the Business and Government Publications Library had an orientation to Bibliographic Services.

July 2003

H. Fraser and M. Steeves met with Daniel Denis in order to offer suggestions and advice on how to produce a coding scheme which would be conducive to creating a search engine for Professor Michael Friendly's Milestones Project (milestones in the history of data visualization). A follow up meeting with Professor Friendly and Daniel Denis to discuss subject access to items in this project was held in late July.

Dorota Laska, a student at the Faculty of Information Science, University of Toronto met with H. Fraser and D. Clunies to discuss film cataloguing. Ms. Laska was gathering data for a class presentation on examining different methods of subject access to a collection of materials about motion pictures.

September 2003

Mary McConnell from the University of Calgary came on a site visit to learn about the process through which we restructured our technical services workflows

October 2003

Daniel Boivin and Sylvain Robichaud of OCLC Canada met with H. Fraser to discuss the services OCLC is providing to us.

March 2004

Seneca library techniques student Allice Choi met with H. Fraser on March 10th to hear about workflow and processes in cataloguing for academic libraries. Allice completed a small project to determine whether or not all York University theses have a microfiche copy available from UMI.


In the past year, the Cataloguing Committee met as required. Our membership increased and we were pleased to welcome new member T. Scott in his role as Acting AUL. 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:

Item Types

In March 2004 H. Fraser, M. Salmon and M. Steeves met to review the item types in SIRSI used to describe electronic resources. The purpose of the meeting was to:

  • determine if the existing list of item types is adequate
  • determine whether or not any of the item types should be eliminated
  • discuss the nature of the electronic resources which should be assigned the new item type of website
  • establish descriptions of each item type in to assist cataloguing staff in choosing the appropriate item type to select when cataloguing an electronic resource

The document which was produced at this meeting was discussed at Cataloguing Committee and the following issues were raised

  • the item type multimedia will be retained for cd-roms and a description created
  • M. Steeves will consult with government documents librarian A. Wakaruk to determine whether or not the item type e-gov-doc is still required and if so when it should be used
  • it was decided that collections of occasional papers, working papers, etc. issued by government departments or agencies and available on a website under the name of the series could be assigned the item type of ejournal

Nellie Records

H. Fraser met with V. Drummond of the Nellie Library to explore the possibility of making corrections to records in the Nellie database. V. Drummond is willing to receive print outs of errors so that the records can be corrected before the Nellie file is reloaded. H. Fraser will be sending corrections to V. Drummond.

Deleting Records in SIRSI

As part of the agreement to report our holdings to the LAC, we will also be reporting drops by sending files of MARC records in which the value in the Record Status (Leader 05) has been set to "d" for deleted. Currently, when records are dropped in SIRSI, they disappear and are not retained. In order to capture these deleted records, W. Griffatong from LCS devised a web based interface through which records will be deleted in those cases when the entire record is being deleted. Drops for single items, copies, call numbers, etc, will be done through SIRSI as usual. In the future we will also be able to report our drops to AG-Canada and OCLC by sending those agencies files of deleted records. W. Griffatong also identified a "helper" application called "Nail It" which will permit the web based interface for the drops to be side by side on the desktop with SIRSI.

M. Salmon and M. Steeves developed the training and creating associated documentation for this new procedure. The Law Library will be included once the training has been developed.