Hebraica Cataloging on OCLC Connexion

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Memo from Patricia 8/11/06
   
 

Goal: Smooth migration to OCLC from RLIN21 for all acquisitions and cataloging units that currently use RLIN21 as part of their workflow. These units include those in SML, as well as Divinity, the science libraries, Medical, and the Arts Libraries.

Most Roman script cataloging activities have already migrated to OCLC. Catalog Copy for most of our Roman script material has been more readily, and reliably available on OCLC for some time now, and many acquisitions and copy cataloging units have already streamlined their workflows to search OCLC alone for most Roman script copy.

Several cataloging units will need to continue using the RLG Union Catalog until OCLC and RLG resolve issues related to specialized cataloging concerns, and the migration of all RLG data to Worldcat for this specialized material happens. These units include those who process art materials, primarily cataloged by museums; and rare book cataloging. Access to all records contributed by all participating rare book and museum catalogers, is currently available only on RLIN21. Museums, and Rare Book catalogers around the country are often “RGL-only”, seldom using OCLC for cataloging input or copy. These specialized catalogers use fields and data that do not currently display in OCLC. The Master Record model in OCLC also prevents contributors of Rare Book and Arts material from seeing the specialized data included in records contributed by other Rare Book and Museum catalogers. OCLC and RLG are working to resolve these issues.

Other cataloging units will need to continue using RLIN21 for record clean-up projects, and other maintenance, in advance of data migration from the RLG Union Catalog to OCLC's Worldcat.

Units which need to continue accessing the RLG Union Catalog, via RLIN21, include the following:

1. Rare Book Team, and Beinecke (specialized treatment available only in RLIN, and copy cataloging done by RLG-only rare book contributors)

2. Arts & Sciences Team for art material (copy cataloging done by museums, and other RLG-only arts institutions)

3. Arts Library Technical Services (copy cataloging done by museums using specialized treatment available only in RLIN)

4. Manuscripts and Archives (RLG Union Catalog maintenance)

5. Catalog Management Team (RLG Union Catalog maintenance)

OCLC will provide us with the option to have our local records linked to the master record; and will make our records available to us (an OCLC version of clustering)

Goal: To migrate all NACO record creation to OCLC by the end of October.

Goal: To migrate all non-Roman script cataloging from RLG to OCLC by the end of February 2007.

Here at Yale, several cataloging activities will be migrating sooner, rather than later. These activities include NACO authority record creation, and non-Roman script cataloging. These migration activities and action items are described below. The activities are divided into four sections:

1. OCLC authorizations and passwords (current and future)

2. Migration of cataloging activities from RLG to OCLC

3. Training issues in OCLC

4. Workflow issues in OCLC and documentation

All deadlines are subject to OCLC and RLG migration updates and activities. Additionally, we might need to rethink ideas and plans, as more information becomes available.

Patricia Thurston has been asked to present the Migration schedule to LMC, possibly 30 August. She would also be glad to keep LMC informed of changes and updates, if LMC wished. This document is free for distribution to all interested parties; with the understanding that its content is subject to change at any time (note date at top)

NOTE: The Law Library will manage its own migration, as they use iii, and import records using Z39.50.

OCLC authorizations and passwords (current and future)

Compile a single list of all current OCLC authorizations and passwords (all types of authorizations).

? Compile list of all authorizations and passwords: DONE

This list has been posted in a shared file, accessible to the Chief Catalog Librarian, both Assistant Department Heads, the Authority Control Librarian, and the Training and Documentation Librarian. The Chief Catalog Librarian will review the current list, to determine if any current, authorizations need to be cancelled (case-by-case basis, as migration goes along).

? Test current authorizations and passwords to see which are live; which are dead: DONE

? Determine whether any new authorizations and passwords need to be established: IN PROCESS

Hebraica: Changed authorization to “cataloging”. ? Need enhance status (end of Sept 2006) See below under “Non-Roman Script authorizations”

Near East: Obtained “cataloging” authorization and password. ? Need enhance status (end of Sept 2006) See below under “Non-Roman Script authorizations”

East Asia: ? Need enhance status (end of Sept 2006) See below under “Non-Roman Script authorizations”

Walpole: Needs: “cataloging” authorization and password (by end of Aug 2006)

Arts Library Technical Services needs “search” authorization (by end of Aug 2006)

NOTE: East Asia, Hebraica, and Near East need “search” authorizations, in addition to their cataloging authorizations (by end of Aug 2006). These authorizations would allow for search and export, but not editing and updating (see “workflow”)

? Determine whether any live authorizations and passwords need to be discontinued:

NOTE: Sent list of RECON authorizations and passwords to the Team Leader of Catalog Management, and Chief Catalog Librarian. (51 authorizations; 39 of which were still active)

DONE. Unused authorizations checked for activity. No activity. Authorizations deleted.

? NACO authorizations: Determine additional NACO authorizations and passwords. Accounts ordered 20060801 . Authorization numbers will be sent to Chief Catalog Librarian, who will forward them to Patricia for inclusion in the spreadsheet located on the shared file. DONE

Additional NACO authorization and password needs (based on RLG accounts):

  • Beinecke
  • British Art
  • Divinity
  • East Asian
  • Kline
  • Manuscripts & Archives
  • Medical Library
  • Music
  • Near East Asia
  • SML Arts & Sciences Team
  • SML Catalog Management Team
  • SML Chief Catalog Librarian's Team
  • SML Hebraica Team
  • SML History and Social Sciences Team
  • SML Latin American Team
  • SML Rare Book Team
  • SML Slavic & East European Team
  • Social Science Library
  • Southeast Asia
  • Walpole

NACO authorization and password account needs were determined in consultation with Authority Control Librarian and Chief Catalog Librarian.

? Non-Roman Script authorizations: Non-Roman script cataloging units will three levels of OCLC authorization:

1. Cataloging full mode: for catalog staff who are not authorized to enhance records

2. Cataloging enhance mode (national level, since we are a PCC institution): for catalog supervisors and designated staff who have been trained in enhance workflow and standards.

3. Search mode (allows search and export; does not allow editing and updating of bib records): for acquisitions staff who are not authorized to modify data in the OCLC datafile.

Changing the authorizations to “enhance” status will happen once we receive confirmation that we can make the change to our current authorizations. We anticipate confirmation in September. By end of September we need to:

Submit requests for enhance authorization

Work with NELINET to develop and implement enhance training

Develop local policies for enhance status.

Non-Latin script cataloging units: OCLC says these catalog units will automatically get enhance status. East Asian, Hebraica and Near East Asian need an enhance authorization for their teams. The East Asian vendor account also needs to be upgraded to enhance status.

Non-Roman Script OCLC “search and export” authorizations would allow for search and export, but not editing and updating. NOTE: East Asia, Hebraica, and Near East need “search” authorizations, in addition to their cataloging authorizations (by end of Aug 2006). (See also: under “Workflow”)

Migration of cataloging activities from RLG to OCLC

NOTE: This part of the migration document deals primarily with migration of NACO authority record creation, and non-Latin script cataloging activities from RLG to OCLC. Roman script copy cataloging has already migrated, for the most part (see introduction)

RLG is conducting a survey to determine what our migration plans are, and when non-Roman script data migration needs to happen. Survey due to RLG by 31 August 2006. DONE Survey completed by Yale, and submitted 11 August 2006. Blank copy of the survey sent to the Law Library, as they use iii, and get their copy via z39.50.

? NACO authority record creation: Technically this migration could happen as soon as the training takes place. A few catalog librarians are already submitting records via OCLC. The Authority Control Librarian has charged the NACO Coordinating Committee with identifying training needs that will be submitted to NELINET. NELINET will send a draft document that we can review. As of early August, The Chief Catalog Librarian, Authority Control Librarian and Patricia think that training could happen sometime in September, with NACO migration happening within a week or two of the training, toward the end of September, or beginning of October 2006.

Our Authority Control Librarian will conduct a Columbia University site visit, to meet with their NACO coordinator to discuss authority control issues in OCLC. Through discussions with their coordinator, our Authority Control Librarian will be better able to determine the best migration plan and workflow for Yale NACO authority record creation on OCLC Connexion.

? Non-Latin Script Cataloging:

Exact non-Roman script data migration dates, for our non-Roman script data, have not yet been determined by RLG and OCLC. Migration of non-Roman cataloging activities depends on data migration and training dates. We are working to coordinate non-Roman script cataloging migration with OCLC Connexion training for cataloging activities. Approximate times can be named, with the understanding that training and migration delays will also delay migration beyond current estimates.

The non-Roman script catalogers, along with the Training and Documentation Librarian and Chief Catalog Librarian are working on training documentation to be submitted to NELINET. NELINET will send a draft back to us for review. Training could happen as early as September or October, but would depend on the dates for migrating RLG data to Worldcat. We do not want to train people too early, so that they forget how inputting happens on the OCLC Connexion client. A more realistic time frame might be November or December for the first data migration and training sessions. We will likely have three training sessions for non-Roman script cataloging in Connexion: each training session would happen as each batch of non-Roman script data migrated from RLG to OCLC.

Non-Roman script catalogers and migration of NACO record creation: The non-Roman script catalogers would greatly prefer to migrate their NACO record creation, at the same time Roman script catalogers migrate NACO record creation to OCLC. NACO record creation involves Roman script only, and does not include any non-Roman script input. Migrating NACO record creation with other Roman script catalogers would allow the non-Roman script catalogers to retain and practice what they learned during NACO training, would allow them to become familiar with the structure of OCLC, and would make the task of migrating cataloging activities much easier, as they would have already migrated the way they input NACO records.

They recognize that they would be inputting data in two systems for a few months, but the benefits of migrating NACO record creation to OCLC earlier outweigh the temporary inconvenience of working in two systems.

Migration of non-Roman script data (and therefore, also non-Roman script cataloging) from RLG to OCLC would happen in stages. East Asia would be the first to migrate their cataloging to OCLC (maybe Nov or Dec 2006), followed by Hebraica (maybe Dec 2006 or Jan 2007), then Near East Asia (maybe Jan or Feb 2007).

NOTE: While we might not want to be the very first to migrate our data from RLG to OCLC, we do want to be among the first. The Chief Catalog Librarian is working with RLG to determine data migration dates for our non-Roman script data. Training dates for non-Roman script catalogers would be tied to the data migration dates. Cataloging activities would migrate to OCLC after training in OCLC Connextion.

Proposal

The following groups would need to continue using RLIN21 for the near future. The migration dates for these groups would be determined, as information became available regarding access to critical data (See opening paragraphs of this document).

1. Rare Book Team, and Beinecke (specialized treatment available only in RLIN, and copy cataloging done by RLG-only rare book contributors)

2. Arts & Sciences Team for art material (copy cataloging done by museums, and other RLG-only arts institutions)

3. Arts Library Technical Services (copy cataloging done by museums using specialized treatment available only in RLIN)

4. Manuscripts and Archives (RLG Union Catalog maintenance)

5. Catalog Management Team (RLG Union Catalog maintenance)

We recommend the removal of the RLIN21 software from machines in the Acquisitions and Catalog Departments that no longer use the RLG union catalog for searching and exporting copy (see above for units that would need to keep the RLG software). Removing the software from most machines could support the Chief Catalog Librarian's argument that use of the RLG union catalog for searching and exporting would be much lower in the coming year.

SML Acquisitions and much of the Catalog Department have already either ceased using RLIN21 entirely, or have dramatically curtailed their use of the RLG union catalog for searching and exporting copy. They have essentially migrated already. RLG software could be removed from their computers in August or September 2006.

Divinity has ceased using the RLG union catalog for searching and exporting, with one exception. One catalog librarian continues to use the RLG union catalog for older material, and has been finding records in the RLG union catalog. For this material, NUC information indicates that the owning libraries might have input records into RLIN, and the catalog librarian finds this to be true. Divinity could migrate Copy Cataloging activities to OCLC Sept 2006 (with only one cataloger retaining the RLG software)

The Medical Library has ceased using the RLG union catalog. They have essentially migrated already. RLG software could be removed from their computers in August or September 2006.

The Social Science library no longer uses the RLG union catalog. They have essentially migrated already. RLG software could be removed from their computers in August or September 2006.

NACO migration will probably happen sooner, rather than later (possibly as early as late September, early October, 2006). NACO librarians who are not in the units listed above could then remove the RLG software from their computers when they migrate their NACO authority record creation activities to OCLC.

Non-Roman script cataloging units will migrate their NACO record creation, along with Roman script catalogers. Non-Roman script cataloging could complete migration by the end of Feb 2007 (if data migration and training happen in time). If that were to happen, then we could remove RLG software from these machines, thus completing Yale's migration of all cataloging activities to OCLC within around 6 months into the new contract year. Timing depends on data migration and training.

In addition, Patricia could pull together a table of searching and exporting statistics for the Rare Book Team, Manuscripts & Archives, the Catalog Management Team, and the Arts and Sciences Team, that the Chief Catalog Librarian might use to support a proposed number of searches needed in the coming year. (week of August 7 th )

Training issues in OCLC
Searching and Exporting Copy from Worldcat

? Determine whether a f ormal training program needs to be done for introducing basic searching and exporting of copy from WorldCat, for cataloging units that have not used OCLC Connexion for copy cataloging:

Rare Book Team: Yes

Beinecke: Yes

Near East Asia: Yes

Hebraica: Yes

East Asia: Yes

Arts Libraries: Yes

As a result of a discussion between Ellen Hammond, Sarah Elman, Joan Swanekamp, and Patricia Thurston, two “OCLC search and non-Roman script migration update” sessions were scheduled to happen September 12, 13. The non-Roman script Catalogers, Training and Documentation Librarian, and Patricia will work on the presentation.

Training also needs to happen for the Rare Book Team, Beinecke, and Arts Libraries. These groups might have different training needs and issues from the non-Roman script group. QUESTION: Can these groups meet with the non-Roman script group? Or should we have a separate session for them?

Authority Control

? Determine whether training needs to be provided for Authority record creation in OCLC: DONE. Yes we need formal training.

Formal training should be provided to give catalogers the foundation of knowledge needed for inputting and updating NACO data in the OCLC authority file. Chief Catalog Librarian is working with OCLC and NELINET to find trainers and dates for September.

Authority Control Librarian, and the NACO Coordinating Committee working to define training needs (training points that we need the trainer to cover)

Non-Roman Script Cataloging

? Determine whether training needs to be provided for non-Latin script catalogers: DONE. YES.

Non-Latin script cataloging team leaders feel that formal training should be provided to give catalogers the foundation of knowledge needed for inputting and updating data in WorldCat. Additional training, focusing on specific script issues, will be provided in-house, by team.

The Chief Catalog Librarian is working with RLG to determine data migration dates for our non-Roman script data. Training dates for non-Roman script catalogers would be tied to the data migration dates for each script set. Cataloging activities would migrate to OCLC after training in OCLC Connextion.

Hebraica has experimented with direct input into Voyager, as an alternative to inputting directly into OCLC. Voyager continues to have serious issues related to non-Latin script cataloging, and the Hebraica Team Leader recommends against cataloging directly in Voyager. The Team Leader is now exploring cataloging directly in OCLC, and is consulting colleagues at other institutions.

East Asian and Near East units agree with the Hebraica Team.

Near East Asia: No experience with OCLC; but currently studying the Connexion Client functions.

We will need training guidelines for enhance cataloging. We need to learn the standards for enhancing data, and rules that define what data we can enhance.

Margaret Lourie from NELINET is putting together a draft training manual, based on a conversation with Joan last week, and email messages forwarded from several of us.

Workflow issues in OCLC, and documentation

Proposal: Orbis will be our database of record.

Authority Control:

Authority Control Librarian and NACO Coordinating Committee to determine changes in Authority workflow. The committee will also determine what documentation changes need to happen.

Non-Latin script Cataloging:

Team Leaders in East Asia, Hebraica currently assessing work flow changes related to online save file time limits, possible exporting issues, and other topics. Hebraica will work with Near East Asia to help determine what workflow changes they might need. Documentation will be updated.

NOTE: Non-Roman script new OCLC “search and export” authorizations. These authorizations would allow for search and export, but not editing and updating.

Proposal: Orbis will be our database of record. Currently we do maintenance in both RLIN and in Orbis, keeping the information up-to-date on both sides. In the future, because Orbis will have all of our records, we might not want to think about whether we want to duplicate maintenance on both sides.

Searching and exporting copy:

Workflow will need to be updated, eliminating instructions to search the RLG union catalog for most units. Librarian for Training and Documentation currently reviewing documentation in consultation with Cataloging Policy and Documentation Committee.

Units that will continue to use the RLG union catalog in their workflow:

1. Rare Book Team, and Beinecke (specialized treatment available only in RLIN, and copy cataloging done by RLG-only rare book contributors)

2. Arts & Sciences Team for art material (copy cataloging done by museums, and other RLG-only arts institutions)

3. Arts Library Technical Services (copy cataloging done by museums using specialized treatment available only in RLIN)

4. Manuscripts and Archives (RLG Union Catalog maintenance)

5. Catalog Management Team (RLG Union Catalog maintenance)

Our Authority Control Librarian will visit Columbia University, to meet with their NACO coordinator. Through discussions with their coordinator, our Authority Control Librarian will be better able to determine the best migration plan and workflow for Yale NACO authority record creation on OCLC Connexion.

   
       
       

 


This file last modified 09/01/06