CDL Acquisitions and the Shared Cataloging Program

1
CDL Acquisitions and the Shared Cataloging Program

• A Collaborative Vision Realized
• A Presentation By
• Becky Culbertson, Ryan J. Finnerty,
• Adolfo R. Tarango, and Terry Vrable
• To UC Library Staff
• June 21, 2005 through November 10, 2005

2
Presentation Overview

• CDL Acquisitions
• Shared Cataloging Program Background
• Cataloging
• Record Manipulation and Distribution
• Beckoning on the Horizon

3
CDL Acquisitions Who We Are

• Acquisitions functions were outsourced to a UC
  campus
• We started small and grew with the CDL. Staff now
  includes
• Tony Harvell (tharvell_at_ucsd.edu)
• Katie Grimm (cgrimm_at_ucsd.edu)
• Maria Figueroa (mdfigueroa_at_ucsd.edu)
• Terry Vrable (tvrable_at_ucsd.edu)

4
How We Fit In Some Background on the CDLs
Selection Process
5
Our Role Traditional Acquisitions Functions

• During the negotiation process we provide support
  to CDL Licensed Content staff including
• Collection of subscription information from UC
  campuses
• Preparation and verification of the UC
  Subscription Base (content and value) for
  journals packages

6
Traditional Acquisitions Functions

• Creation of the formal purchase order in UCSDs
  Acquisitions System (Innovative)
• Verification of amount due and payment of
  invoices
• Renewal of a growing number of licensed resources
  for the ten campuses, the CSU system (for shared
  contracts) and two National Laboratories managed
  by UC (LBL LLNL)
• Renewals are considered to be automatic unless
  otherwise notified by a campus or there is a
  substantive change in the cost or the resource

7
Paying the Vendor is Only Half the Equation

• Invoices are paid with UCSD funds and UCSD is
  reimbursed by the campuses through the Recharge
  Process
• CDL Acquisitions coordinates the collection of
  payment from the CDL, campuses, CSU and the
  National Laboratories
• We prepare electronic Recharge Forms with UCSDs
  budget details and forward them to the CDL
  Acquisitions Liaisons at each campus
• CSU, LBL and LLNL are invoiced following a
  separate process
• Campuses complete the Forms with the appropriate
  budgets to be debited and return them to CDL
  Acquisitions
• The completed Recharge Forms are handed off to
  General Accounting where the transfer of funds
  between campuses occurs

8
The Budget Process

• CDL Acquisitions maintains a cumulative
  spreadsheet of payments
• Based on payments made to date and the details of
  each agreement, we issue quarterly budget
  projections
• Projections are sent to the CDO at each campus
  with a copy to the CDL Acquisitions Liaisons
• We work hard to ensure all payments and related
  recharges are wrapped up by the end of each
  fiscal year

9
Theres a Lot of Information to Track

• Publisher journal packages getting what we pay
  for and paying for what we get
• Implementation of the business terms from
  license language to reality
• CDL agreements affect campus renewals
• Keeping it straight an important role is sending
  renewal terms to campuses and to subscription
  agencies
• Tracking what moves into and out of journal
  packages and asserting our rights for continued
  access has become a job in itself.
• Maria Figueroa serves as coordinator and
  proactively monitors CDL-licensed journal
  packages

10
Theres a Lot of Information to Track, but
Theres Hope

• In April 2005 a UC-wide Task Force issued a
  Request for a Proposal (RFP) for an Electronic
  Resources Management System (ERMS)
• The ERMS Task Force reviewed the responses and
  submitted their report to SOPAG who endorsed it
  and forwarded it to the University Librarians for
  their approval
• The University Librarians recommended
  negotiations proceed and a Negotiating Team was
  appointed
• All campuses will have representation on the
  Implementation Team

11
Communication is key

• Inside CDL contains a wealth of information
• http//www.cdlib.org/inside/resources/ (cdl
  /s33dl)
• Report a Problem
• Collection Development Process includes links to
• Current Activities
• Policy and Procedural Documents
• Tool Kit
• Contact Information
• Collections Page includes links to
• Contract Information
• Licensed Journals, Databases, and other Resources

12
Adding New Journals to CDL-Licensed Publisher
Packages

• Very few publisher journal packages have global
  access to their titles
• New Titles must be formally added at renewal
  following the guidelines endorsed by CDC
• New titles include
• Newly published titles
• Newly electronic titles
• Publisher transfers
• The guidelines are at
• http//www.cdlib.org/inside/collect/ejournal_gui
  delines.html

13
The Tier Approach

• Tier 1 Electronic titles or packages licensed
  and managed for all or almost all UC campuses
  through the CDL
• Tier 2 Electronic titles or packages licensed
  and managed for more than one but not all UC
  campuses through the CDL
• A campus may negotiate and license on behalf of a
  group of campuses
• CDL Acquisitions will manage payment including
  renewals
• CIG will integrate the resource into the workflow
• Tier 3 Titles or packages licensed and managed
  locally by a campus or campuses

14
We Rely Greatly on Campus Help The CDL
Acquisitions Liaisons

• The CDL Acquisitions Liaisons at each campus are
  critical
• Berkeley, Jody Bussell, jbussell_at_library.berkeley.
  edu
• Davis Karin Chacon, klchacon_at_ucdavis.edu
• Irvine, Carole Kiehl, lib_aomt_at_lib.uci.edu
• Los Angeles, Michael H. Randall,
  mhr_at_library.ucla.edu
• Merced, Jim Dooley, jdooley_at_ucmerced.edu
• Riverside, Stefanie Wittenbach, stefw_at_ucr.edu
• San Diego, Stacy Nelson, scnelson_at_ucsd.edu
• San Francisco, Paul J. Wakeford,
  paul.wakeford_at_library.ucsf.edu
• Santa Barbara, Catherine Nelson,
  nelson_at_library.ucsb.edu
• Santa Cruz, Lai-Ying Hsiung, cdlacq_at_library.ucsc.e
  du

15
Campus Help Resource Liaisons Resourceful
Librarians

• For non-routine renewals, the CDL Resource
  Liaisons are an invaluable source of help
• A renewal is non-routine when theres a large
  increase, there is additional new content or
  there are technical problems that need to be
  addressed.
• Feed back from campus librarians is indispensable
• CDL Acquisitions is a support unit and were here
  to serve you

16
From Acquisitions to Cataloging

• The CDLs Collection Integration Group
• CIG is a working group composed of CDL staff
• Headed by Wendy Parfrey (licensed Content) and it
  includes a wide range of staff
• CDL Acquisitions
• License Agreement Coordinator
• Resource Liaison Coordinator
• Technical staff (IP address coordination,
  linking, testing access, CDL Directory)
• Shared Catalogers
• Each member knows their part and when to do it

17
Adolfos Not-so-ConciseHistory of the SCP

• 1997 California Digital Library (CDL)
  established
• Oct. 1997 UC Task Force on Electronic Resources
  (TFER1)
• Nov. 1998 TFER2
• Feb. 2000 Shared Cataloging Program (SCP)
  established at UCSD

18
Adolfos Not-so-ConciseHistory of the SCP

• Dec. 2000 First meeting of the SCP Steering
  Committee
• Jan. 2002 First package of open access
  resources acquired CalDocs
• May 2002 First package of non-English language
  resources acquired CAJ
• Mar. 2003 SCP record distribution transferred to
  UCSD

19
Adolfos Not-so-ConciseHistory of the SCP

• Apr. 2003 Monographic cataloging guidelines
  adopted
• Jan. 2004 SCP Steering Committee becomes SCP
  Advisory Committee
• Apr. 2005 Distinct SCP Unit established at UCSD

20
Adolfos Not-so-ConciseHistory of the SCP

• October 1, 2005
• 343 databases
• 14,737 serials
• 65,512 monographs
• 80,592 titles

21
The Cast of Characters

• SCP Catalogers
• Renee Chin
• Hanley Cocks
• Kate Garvey-Clasby
• Becky Culbertson

22
The Cast of Characters

• ETL Specialists
• Karen Peters
• Ryan Finnerty
• Administrators
• Linda Barnhart
• Adolfo Tarango

23
The Supporting Cast

• Cataloging
• Director for Licensed Content
• SCP Advisory Committee
• CDL Systems Staff
• ETL
• UCSD Libraries IT Department
• CDL Systems Staff
• Viewers like you

24
Organization Chart

Director for Licensed Content
HOTS
Cataloging Policy
Reports to
Acquisitions Priorities, Resource
Allocations, and Purchase Authorizations
Cataloging Priorities Resource Allocations
SCP Advisory Committee Select Campus Participants
Reports to
SCP Unit
CDL Acquisitions Unit
Consults with
ETL Processing
Coordinates with
25
Cataloging

• Identification
• Cataloging
• Access
• Maintenance

26
Initial Reconnaissance

• CIG (Collections Integration Group)
• Operational level CDL personnel
• Biweekly conference call
• Marking progress of resources
• NRF (New Resource Form)
• ALA Exhibits
• Vendors

27
Planning the Cataloging

• Policy and Planning Group at UCSD
• Upcoming resources from CIG
• Primary focus is on monographs as
• Databases are few in comparison
• Serials are done the same way each time
• Monographs are done differently each time
• Plan batch processing
• Decide timing of records release

28
Databases

• Integrating resources
• Cataloged by one person
• Use electronic records on OCLC
• Require revisitingmaintenance can be high

29
SCP Serials Cataloging 101

• Use the print records if they exist
• Use the open URL if possible
• Use LC classification numbers
• Use LCSH in each record
• Add local subject headings (based on UCSDs Sage)
• Add package names in a local title field (793
  field)

30
SCP Monographs Cataloging 101

• Use separate records
• Decide the nature of the cataloging records
  needed
• Electronic reproductions?
• Electronic versions?
• We look for existing record sets
• OCLC first
• Vendor record sets second

31
Electronic Fields on Both Formats

• 007 Field. Acts as a limit in the OPAC
• 530 Field. On the print record this makes
  reference to the fact that there is another
  format availablestandard wording is Also issued
  online
• 655 Field. Online resources is a genre term
  that is used on all records
• 793 Field. The same title hook goes on each
  resource and ties them all together
• 856 Field. Provides link to the resource

32
New Record Sets (Monographs)

• OCLC records are used if they exist records are
  created inhouse if set doesnt already exist in
  electronic format
• Vendor sets are used for big sets
• OCLC WorldCat Collection sets
• ACM Digital Library
• IEEE Xplore
• Lecture notes in computer science
• SPIE

33
Collaborative Cataloging

• Cataloging Long Distance (or across the room)
• Consists of giving directions to Ryan/Karen to
  add a particular field(s) to a large group of
  records that are in the same package
• Very common on monograph packages

34
Stable URLs

• PURLs
• PIDs/PID server
• http//uclibs.org/
• BibPURLs
• GPO PURLs
• Durable links (IEEE Xplore)
• OpenURLs
• ARKs

35
Maintenance Journal Titles

• Updates from Maria
• Requests from package liaisons (RLs)
• E-Resources tracking page
• E-mail alerts from vendors
• Vendor title lists
• List-servs
• Patrons

36
Communication (1)

• Campuses
• E-mail
• SCP Advisory Committee
• SCP monthly update at
• http//www.cdlib.org/inside/projects/scp/updates.h
  tml

37
Communication (2)

• Vendors
• Initial cataloging process
• 1st priority Persistent URL establishment
• Serials need delimited title lists
• Monographs advise on data elements
• Later
• Title change lists for new and dropped titles
• SFX reports
• Especially for databases

38
Tools for You

• SCP Web Page
• http//www.cdlib.org/inside/projects/scp/

39
Record Manipulation and Distribution

• Batch creating CDL bibliographic records
• Record manipulation
• Record distribution
• Record redistribution

40
Batch Creating CDL Bibliographic Records

• Serials
• Catalog describing the print version
• Output and reload
• Exceptions for vendor records (e.g. American
  Periodical Series)

41
Batch Creating CDL Bibliographic Records

• Monographs
• Catalog describing the electronic version
• Output, reload, and switch basis of description
• Some record sets do not need to be switched
• Some record sets are uploaded to WorldCat

42
Record Manipulation

• Techniques
• Load tables
• MarcEdit
• PID translator
• Macros
• Millennium Global Update

43
Record Distribution

• Creating the master files
• Weekly
• Based on OUTRECS file
• Location is cdl has 599 field
• Two files for serials and monographs
• Serials file sent to CDL

44
Record Distribution (cont.)

• Creating the campus files
• 18 files created with the CDL Upload Software
• Based on the 920 fields in the bibliographic
  records
• Files are mounted on a UCSD server for the
  campuses to retrieve
• Retained for three months

45
Record Redistribution

• Individually through the 599 field
• Groups of records may be requested for
  redistribution
• Secure record transmission between campuses
• Please be judicious as this is big workload

46
Beckoning on the Horizon

• New online resource types
• Cartographic resources
• Rumsey Map Collection
• LCs American Memory Map Collection 1500-2004
• Music sound files
• Classical Music Library (Alexander Street Press)
• Naxos Music Library (Naxos Digital Services)
• Smithsonian Global Sound (Alexander Street Press)
• Database of Recorded American MusicDRAM (New
  World Records)
• Shared Print Collection

47
Beckoning on the Horizon

• Open Content Alliance
• Google Print Library Project
• UC-wide Electronic Resources Management System
• SOPAG Bibliographic Services Task Force
• Draft of part 1 http//libraries.universityofcali
  fornia.edu/sopag/BSTF/interim081405.pdf