Bibliographic Services Annual Report 2001-2002


Table of Contents

  1. Introduction
  2. Departmental Achievments
  3. Plans for 2002-2003
  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 1991/1992 to 2001/2002
  12. APPENDIX C: Bibliographic Services Statistics 2001/2002 – Titles Catalogued – Titles Catalogued by Format and Category of Cataloguing – Titles Catalogued by Format
  13. APPENDIX D: Bibliographic Services Statistics 2001/2002 – Searching May 2001to April 2002 – Exporting by FTP to AG-CANADA and OCLC May 2001 to April 2002 – Rush/Priority Requests
  14. APPENDIX E: Bibliographic Maintenance 2001/2002 – Authority Maintenance – Maintaining URLs -Total Withdrawals and Weeding Including Special Projects
  15. APPENDIX F: 2001/2002: Storage Catalogued Holdings – Storage Retrievals – Storage Holdings
  16. APPENDIX G: Bibliographic Service : Items Catalogued 1991/1992 – 2001/2002
  17. APPENDIX H: Bibliographic Service : Total Items Catalogued 1991/1992 – 2001/2002 Total Items Catalogued


The Bibliographic Services annual cataloguing statistics indicate that 42, 291 titles were catalogued in 2001-2002. This is an increase of 6,918 titles over the 2000-2001 total of 35, 373. The gains were in the area of derived cataloguing and in the cataloguing of e-books and e-journals cataloguing.

A "push" to reduce the backlog increased the derived cataloguing statistics. Part of our strategy for reducing the backlog included implementing a "quick cataloguing" routine which involves less verification and checking. Items are checked to ensure that the following elements (Author, Title, Imprint, Collation) in the copy match the item in hand. The call number and the Cutter are checked (e.g. Alternate or obsolete call numbers PZ, PR9199.2, PR9199.3, JX are corrected). An asterisk is placed beside the cataloguer's initials in the 592 tag. The series treatment is verified in the authority file.

The totals for cataloguing of e-books and e-journals increased as we continued to: work on cataloguing titles from ejournal packages; catalogue government documents in electronic format; catalogue selected websites; and add the MARC records for the NetLibrary collection. A total of 6, 875 e-books and 1, 588 ejournals 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 371 titles and 1,984 volumes.

Bibliographic Services staff participated in the LC Classification Web pilot project. 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. The product was enthusiastically received and endorsed and we proceeded to recommend that it be purchased and networked for our use. The purchase was approved and at the writing of this report we are waiting for the licensing to be finalized so we can proceed with planning our training and creating documentation.

The monthly procedure to verify URLs in Yorkline now checks over 14, 000 URLs. Over the year approximately 300 links were reported as broken and we corrected 189. For those that could not be located, the unavailability of the site was verified by checking with the site Webmaster. Irreparable links were dropped after consultation with the appropriate subject specialist.

The planned migration from the SIRSI Infoview client to the Workflows client was postponed after the announcement of SIRSI's acquisition of the DRA library system. The decision to postpone was made after SIRSI indicated that a new client combining features of both SIRSI and DRA would be released at a later date. The ground work done by the Workflows Working Group to analyze and configure the Workflows client will be a helpful framework to use when the time comes to look at the new client.

One of the areas identified in the library response to Program Review was to improve the organizational climate. In an effort to improve communication and the sharing of information, Bibliographic Services re-implemented regular monthly staff meetings.



We are now up to date with the loading of MARC records for the CIHM microfiche collection. A total of 9,111 records were added in March 2002.

Electronic Resources

We continued to make strides in the cataloguing of electronic resources over the past year. E-mail notification via Karen 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.

The availability of MARC records for some sets for electronic titles acquired through consortial agreements has greatly enhanced our ability to make these resources available through Yorkline. Working with Doug Fenwick from LCS, the sets of MARC records are analyzed and necessary changes are made such as the addition of local notes. Of particular importance is the addition of a local 710 tag which is added to each record in the set to uniquely identify the set thereby facilitating the extraction of the records from Yorkline for the purposes of modifying and reloading the records if necessary. This is the methodology we hope to use when it is necessary to change the URLS for the five electronic journal sets (Elsevier, Kluwer, Wiley, Springer and Academic Press) that are moving to the OCUL server over the summer of 2002.

The availability of the MARC record sets also gave us the opportunity to rethink our policies with respect to the cataloguing of electronic resources. In the past we would add the electronic copy to the record for the print edition when we held the print version. We have now changed directions and are adding the MARC records for the electronic titles without matching up to the print titles when using sets of MARC records acquired through the consortial agreements. Sets loaded include the Proquest nursing journals, the Kluwer journals and the records for the NetLibrary titles.

Procedures for adding links to the electronic versions of books in selected series from Springer-Verlag were also developed and implemented.

After correspondence with the film librarian, Kathryn Elder, H. Fraser and E. Landon discussed providing links from the catalogue records of three video series to websites that provide additional material for students, both as to the making of the series and their contents. H. Fraser showed E. Landon how to make the links to the PBS websites in the catalogue records for the following titles: Free to dance; Islam : empire of faith; and The Greeks : crucible of civilization. Plans are to continue to make such links as suggested by the film librarian to websites that are provided by the firms producing the videos

In January 2002 we started to use our new and greatly improved procedures to check links to electronic resources in Yorkline. A monthly report to extract URLs from Yorkline is now processed by a new program created by Doug Fenwick. This program formats the Yorkline report in seconds and produces an HTML file suitable for running against a link checker. This new method eliminates several time consuming and cumbersome steps which were required to turn the Yorkline report into an HTML document in the former procedures. I want to thank Doug for his work to make the link checking process easier for us, especially since there are so many URLs in Yorkline.

Progress in the area of providing access to electronic resources should contribute towards positioning the library to take advantage of changes in scholarly publishing and participating in the development of York's teaching, learning and research environment.

Merging Government Documents into Scott Workflow

Over the year the plans to integrate the government documents processing into our workflow were gradually implemented. A group comprised of representatives from Serials, Monograph Acquisitions, Bibliographic Services, BG and the ULO met to work out some of the issues involved. In February 2002. Under the guidance of Barbara Lowens, Lillian Dayan from BG began her training in the copy cataloguing of government publications. The work on the Gov Docs transfers project began in early spring of 2002.

New Headings List and List of Classed Together Series used at York

In October 2001, Bob Thompson completed the programming necessary to create two customized reports important for us. On a weekly basis, separate lists of names new to the database and subjects new to the database are generated and sent to us via e-mail. The reports are used to identify headings requiring authority control and headings requiring maintenance. We archive the New Names and New Subjects lists on our webpage. Bob also generated a report containing a list of Classed Together Series used at York. This report is used in the copy cataloguing process.

OCLC WorldCat

In August of 2000, H. Fraser 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. In December 2001 at long last, OCLC began to process our unmatched records including original records and records for which our holdings had not been previously set.


In November 2001 after a period of careful planning, configuring, testing and training we were successful in implementing SmartPort, the Z39.50 client used in association with SIRSI. I would like to thank Doug Fenwick, Walter Griffatong, and Howard Hui of Library Computing and Nancy Hall from Monograph Acquisitions for their assistance in the planning, configuring and testing phase and Doug Adams and Linda Smith from Bibliographic Services, and Linda Gamble from Monograph Acquisitions for planning and conducting the training for staff. We are now obtaining copy from nine different library databases and loading it into SIRSI dynamically at the workstation level. In the coming year we hope to configure and make more databases available via SmartPort.

SmartPort WinCatss

To further enhance the capabilities of SmartPort, Doug Fenwick developed a program called WinCatss. WinCatss combines the power of SmartPort with the versatility of the program Doug wrote when we batchloaded records. The SmartPort WinCatss formats a bibliographic record we are bringing in via SmartPort and deletes certain tags we do not use if those tags are found in the record we wish to import. This program also includes a statistics gathering component so we do not need to keep manual statistics regarding the source of the copy.


Validator, the CD-ROM product used to obtain LC name and subject authority records was networked. It is now accessible on all Bibliographic Services and Monograph Acquisitions workstations and makes authority searching much more efficient.

PLANS FOR 2002-2003


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 …

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

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

continue to keep the Technical Services Web Page up to date

continue to maintain existing and developing new partnerships inside and outside the libraries


During 2001-2002 we worked with both Application Support and Microcomputer Support on several projects.

We teamed with Application Support to work on SmartPort, URL checking, loading sets of MARC records for electronic resources and improving the In-Process web forms. This group also helped us identify the records that were deactivated by SIRSI when our database went down in August 2001.

Microcomputer Support worked with us to configure an image for the new Bibliographic Services staff computers. This exercise resulted in the development of a new computer image and a combination software checklist and settings document to be used when new or replacement computers are installed in the department. Microcomputer support also worked with us to develop the procedures for networking Validator, a product used to obtain LC name and subject authority records.


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

Access to Collections Forum H. Fraser
Archives Appointment Committee E. Landon, M. Salmon
Bibliographic Services CLA Appointment Committee H. Fraser, C. Ohlers
Bibliographic Services Appointment Committee H.Fraser, M. Slinn
Cataloguing Committee D. Adams, H. Fraser. C. Ohlers
Electronic Resources Group H. Fraser
Government Documents Planning Group J. Anderson, H. Fraser, B. Lowens
IT Training Committee H. Fraser
Library Management Committee H. Fraser
Promotions and Continuing Appointment Committee H. Fraser
SIRSI Workflows Group H. Fraser, C. Ohlers
Scott First Floor Services H. Fraser
Thesis Working Group C. Ohlers
Web Review Committee H. Fraser


June 2001

Heather Fraser attended the American Library Association Conference in San Francisco

August 2001

Barbara Lowens and Mary Slinn participated in the "Training Needs Analysis Focus Group" held by Human Resources

November 2001

Bibliographic Services Staff attended SmartPort training

January 2002

Heather Fraser attended the OLA SuperConference on January 31 and February 1

February 2002

Carol Ohlers attended MS PowerPoint Training on February 27 & 28.

March 2002

H. Fraser met with SCAS staff to review the format of MARC records for Fonds descriptions being generated from XML.


There were several staffing changes in Bibliographic Services this year:

June 2001

Beverly Smith retired at the end of June

July 2001

Sally MacDonald returned to the department in July working part time for 10 weeks

August 2001

Hasan Zia joined the department on a part time basis starting August 27th. Hasan was with us each morning to provide administrative support while Rita Carcasole is away.

September 2001

Sally MacDonald completed her 10 weeks of cataloguing part-time over the summer

November 2001

Hasan Zia's contract ended on November 30, 2001.

January 2002

We were pleased to welcome both Marcia Salmon as Adjunct Cataloguing Librarian on January 3rd and also Johanna Herman who joined the department on January 29th working half time as Administrative/Bibliographic Assistant to help out with Rita Carcasole's duties.

April 2002

Sue-Fang Li accepted another contract with us as a part-time cataloguer.


April 2002

Elizabeth Read from Queen's University visited with H. Fraser and N. Hall to ask about how we restructured our technical services workflow. Due to several retirements, Queen's is currently reviewing their overall technical services operation.


In the past year, the Cataloguing Committee met seven times. Our agendas covered a wide range of topics. Full details and minutes are available on the Cataloguing Committee Web Page at: The following are some of the highlights:

Committee Self-Review

The Committee reviewed its mandate as described in PP 88/09 and considered possible changes and new directions. At this time the Committee feels that there is still a need for this Committee and that the existing mandate accurately describes what we do. We will revisit the liaison aspect of our mandate at a later date because other committees are still under review.

New Names and Subjects and Classed Together Series Lists

A detailed explanation of the New Names and Subjects and Classed Together Series Lists appears in the Departmental Achievements section of this report. The effort of Bob Thompson who created these lists was very much appreciated by the Cataloguing Committee.

SIRSI Policies

New SIRSI item types were created in the database policies for DVDs: DVD, DVD-4HR, DVD-HOME


One of the major projects addressed by the Committee this year was the planning for and the implementation of SmartPort. Detailed information pertaining to SmartPort and the program created by Doug Fenwick to enhance, SmartPort, called WinCatss can be found in the Departmental Achievements section of this report.

Unicorn 2000

In preparation for the upgrade to Unicorn 2000 members of the Cataloguing Committee worked through our New Release checklist. No major changes to the Cataloguing Module were identified which meant that no training was involved for cataloguing staff. The installation of Unicorn 2000 was eagerly anticipated because of the availability of the immediate indexing feature.