Present:  R. Alan (D - chair/recorder), V. Bross (UCLA), K. Cargille (LAUC & UCSD), K. Coyle (CDL), N. Douglas (R), C. Johns (UCSB), L. Leighton (UCB), T. McAdam (UCI), L. Millsap (SC), P. Wakeford (SF)

1.  CDL shared catalog record distribution:

CDL is scheduled to make file of approximately 2900 bibliographic records created by the CDL Shared Cataloging Unit for CDL licensed e-journals available this week.  Discussion followed on how campuses planned to make use of the records. Most campuses have already cataloged many of the titles due to the delay in implementing CDL record distribution.  Most common
practice will be to review records and either cut & paste fields into  local catalog records or load CDL records into the local catalog for titles not owned in print.  Records in update files will include 599 field indicating that the record is new, a deletion, or change.   If a change, the reason will be provided, e.g. 599   Change: 856$u, 710).
[URL of shared cataloging home page <http://orpheus-1.ucsd.edu/disc/cdl/>]

CDL Persistent Identifier Team working on implementation of a PURL server. PURL server due to be tested in early May.   Question whether PURL software or other software would best serve our means.   Would all current URLs be replaced by PURLs?

ACTION:   Coyle will check with Ken Weiss(CDL) on status of PURL server and report back to HOTS.

HOTS agreed to defer recommending additional categories, e.g. e-books, for the HOTS Steering Committee on Shared Cataloging (TFER) to address until  CDL record distribution for e-journals fully operational.

Leighton reported that UCB recently purchased 400 e-books from netLibrary.   Currently adding URLs to the bibliographic record for the print.   Limit in the number of users allowed access at one time and the length of time accessed.  Johns reported that CDC has discussed the idea of comparing lists of books on reserve at each of the campuses with the goal of developing an RFP to contract for electronic versions of titles listed at more than one campus.  No specific action was taken at this time.  Can either purchase e-books outright with annual fee decreasing over time or lease for a limited time.   Access via PC preferred to Rocket Books at this time. Acquiring and processing of e-books important issue that will require HOTS attention.

Final version and executive summary available on CDL website at  <http://www.cdlib.org/libstaff/technology/projects/unioncat/>. Coyle reported that the RFP has now gone out for final review prior to going to purchasing.   A review committee chaired by campus staff member will be appointed to review proposals.   Final decision not expected until Summer 2001 at the earliest.  Current MELVYL should be okay for at least another two years.

Discussion followed on issues that required HOTS attention. Agreement that authority control in union catalog environment is very important The MELVYL catalog contains variant forms of all types of headings.  The merger of campus records to a base record overcomes only some of the variants.   There has been a general assumption that all campuses have been doing complete authority control at the campus level on all records and sending updates.  That is not necessarily the case.  There are also many input sources other than UC libraries.  Should CDL consider loading LCSH either as a resource file or as part of the catalog?  If loading LCSH,  also consider MESH and other thesauri?  Would it be beneficial to also load NAF records?  What about local headings and authority records?

ACTION:   Will first define following issues and then develop next steps strategy prior to fall HOTS meeting.
 

• Authority records in a union catalog environment.  Integrated in union catalog or resource file?   (Coyle and Millsap)
• Impact of merger of campus records to base record.   Differences in headings submitted from campus and based record (most often LC). Should CDL continue to load LC records or would campus records now better serve as base?  (Alan)
• What is relationship between MELVYL and local campus catalogs?   Is the union catalog a mirror of local campus catalogs or something else? (Douglas and Leighton)

Campuses need to consider options for converting from Wade Giles to Pinyin.   OCLC will provide the following conversion options:

Conversion based on the library's local database - this requires that the library can extract appropriate MARC records from the local system.

Conversion based on the library's archive records - OCLC can create a file of our archive records, however editing done in our local system would not be included.

Converted master records - OCLC can deliver copies of converted master records. Again, editing done in our local system would not be included.

Pricing for these options will range from 20 to 25 cents per record.  All conversions will be "custom quote" based on the number of records to be processed. All three options will become available beginning October 2000.

The converted bibliographic and authority records will be marked in MARC 987 field as either being converted or not converted.

Most campuses plan to extract records from local catalog and send to OCLC or RLG for processing.   Assume at this time that OCLC will supply authority records as well.   Not deemed feasible or cost effective for CDL to extract campus records and process.  Records will need to be extracted again reloaded into local systems.

McAdam asked if campuses had a policy on retention or deletion of multiple URLs.   Response that no one currently had a policy in place.     In some cases multiple URLs are needed for holdings located at different locations, e.g. JSTOR. But many times the URLs may be a publisher site, search engine, or journal issue.

ACTION:  Alan will refer question to Steering Committee on Shared Cataloging.

An introduction to metadata workshop will be presented at UCB on May 19 and repeated at UCI on May 23.  The workshop will be taught by Howard Besser and is open to all staff at any level who might benefit from attending.   A second workshop will be planned for later in the year to address more advanced topics related to metadata creation and management.  A survey on future training needs will be distributed at the introductory session.  Bross recommended that the survey also be made available to those not attending.   Leighton recommended adding question on other UC training needs, e.g. cataloging of electronic resources, management of electronic resources.  There is a need to bring staff together working on various projects to share information on the development of UC standards or best practices for metadata creation and management. Need to consider bringing to UC workshops or institutes presented at conferences, e.g. ALCTS preconference on metadata, NASIG workshop on  metadata, OCLC Institutes, etc.   Coyle and Alan will communicate HOTS comments to the Metadata Training Workshop Coordination Group.

Cargille distributed Summary of UC Coinvest Package (by campus) and California Digital Library Publisher Business Model for Current Journals <http://www.cdlib.org/libstaff/sharedcoll/>.  Last year campuses issued one bill with supplementals.   This year recharges will be forwarded as they come in. HOTS members expressed appreciation to CDL Acquisitions Unit and Terry Vrable for their excellent support.

Miller e-mail reported that LARS programmer should complete LARS portion of the III/LARS binding application and have ready for testing by May 2.   There had been concern that the programming would not be completed.      The III/LARS binding application will eliminate the need for the UC Bindery to rekey binding data into LARS resulting in lower binding charges to campuses.

Recommendation from the SOPAG Task Force on Collaborative Strategies for Archiving Print in the Digital Environment that MARC 583 field (ACTION NOTE) be used recording conservation action or condition information.  Not meant of all materials repaired but important for rare materials and last copy. Useful for collection development decision on retention of last copy.  HOTS members agreed to discuss possible implementation with their library preservation officers.

Douglas will serve as chair beginning with the fall meeting 2000.

UCSF: Will be opening position for head of special collections to replace Robin Chandler.   Heidi Schmidt new head of systems.  UL search continuing.  Difficult to find good pool of catalogers due in part to high cost of living and lower wage scale than other libraries.

UCB: Alan Ritch has begun as AUL for collections.  Pat Iannuzzi, AUL for Doe/Moffit, and Isabel Sterling , AUL for public services, preceded Ritch. 50% increase in acquisitions budget causing processing problems due to staff shortages.   Will be able to hire additional 4 LA IIIs. Retirements expected to greatly impact the library in a few years. Discussion on practice of pre-paying prior to pre-paid dates to gain large discount.

CDL: Staff changes continue with new Director of Scholarly Communication Initiatives and Online Archive of California Manager appointed.   Problem recruiting for programming position due to high demand for those skills and high cost of living relative to lower UC pay scale.   R. Doherty will be contacting campus system liaisons, if she has not already done so, regarding problem with update date in III output not being Y2K compliant. Will be asking if okay to use tape date instead of update date.

UCSC:  Reopening serials cataloging position.   Plan on acquiring III Millenium product and upgrading hardware.

UCD:  RFP for authority control recently released.   Hope to implement by fall.   UCD has not done full authority control for
approximately 10 years.    Planning for migration from current DRA/INNOPAC configuration to future ILS continues.    DRA TAOS OPAC will be released on limited basis by fall.

UCR:  AUL for sciences position open.    Plan to recruit LA IV for electronic resources cataloging.   Addressing backlog of CJK titles. Plan to implement III Millenium and will need to upgrade PCs.

UCSD:  Using III Millennium for circulation and hope to implement for serials soon.   New development officer appointed.   Several significant retirements planned soon.   Programming support has been centralized to create Software Engineering Department.  System Department will continue as separate department with responsibility for INNOPAC and technology and network infrastructure.   Annual NASIG conference to be held at UCSD 6/22-6/25.

UCLA:  Orion II now available to the public.   Head of catalog department and authorities unit currently being recruited.

UCSB:  Systems problems with NOTIS upgrade.   Have not been able to load UCSB records into MELVYL since December.   TOC data from Blackwells not loaded for a year.   Using LTI for authority control processing.  Decision on ILS migration still under consideration. Technical services staff and librarians are reviewing and documenting workflow.  Extending search for AUL for Information and Research Services.

UCI:  Recruitment and interviews underway for 3 AULs.   Vicki Grahame started as head of cataloging January 1.    Plan on implementing III Millenium.   Completed project to add 350 URLs to records for ECO project.