HOTS meeting
May 7, 1999

Present:  R. Alan (D - chair/recorder), A. Barone (B), K. Cargille (LAUC), C. Clark (I), K. Coyle (CDL), N. Douglas (R), B. Miller (SD), L. Millsap (SC), C. Nelson (SB), P. Wakeford (SF)

1.   Conversion from Wade Giles to pinyin:

Miller reported that LC will convert from Wade-Giles to pinyin sometime after January 1, 2000 (exact date yet to be announced). Conversion from Wade Giles mandated by Congress.  LC plans bibliographic record conversion
in Q1-Q2, 2000, with name conversion taking place Q1, 1999 - Q2, 2000. There are many issues that need to be addressed prior to the conversion. Issues such as how local campus systems, CDL, and bibliographic utilities
will handle the conversion. HOTS agreed that there needs to be UC-wide coordination of the pinyin conversion.
 
LC plan at http://lcweb.loc.gov/catdir/pinyin.html.
 
ACTION:  Recommend to SOPAG that a UC task force be appointed to coordinate the conversion to pinyin.    Possible membership:  B. Hurley (B), B. Miller (SD), K. Lo (SD), and Yu-Lan Chou (B).
 
ACTION:  Establish listserv and appoint at least one staff member from each campus as primary contact for purpose of sharing information on the conversion.

ACTION:  Recommend that at least one staff member from each campus attend the ALCTS CCS Committee on Cataloging: Asian and African Materials meeting at ALA (Sunday, June 27; 8:30-12:30).  LC, RLG, and OCLC will give progress reports on the Wade-Giles to pinyin conversion.

a.   SOPAG/ULs discussion:   Clark reported on the April 29 joint SOPAG/ULs discussion. SOPAG approved TFER2 recommendations and forwarded to ULs for approval.  ULs had concerns they wanted addressed prior to endorsement. The first concern was displays, which was not part of TFER2's charge.   ULs  wanted to better understand how displays would indicate when campus licensed holdings went beyond CDL's holdings. For example, how would UCB know that their holdings included archived backfiles accessed via another information provider while CDL only licensed current years. ULs also questioned using CDL as an owning library rather than displaying initials for all participating campuses. A pilot project requested .
 
HOTS discussion followed on the centralized cataloging agency (CCA) model. Douglas suggested that since TFER2 there are new products being offered by serial vendors that may be able to provide catalog records at a lower cost than the CCA model.  Cargille cautioned that these services are currently under development by vendors and may not meet our requirements. Coyle expressed concern regarding the proposed input stream of records going from CCA to CDL to campus sites and then back to CDL. Coyle also concerned that some campuses load computer file records into PE and other campuses load into CAT.  The pilot project will help to answer questions related to record distribution and displays.
 
ACTION:   HOTS agreed that a pilot project needs to be put in place as soon as possible. UCSD will serve as test site for centralized cataloging agency and UCD will be recipient of records.
 
b.   Need to attach OCLC holdings for electronic resources:   Issue referred from TFER2. Do libraries need to attach holdings symbol to OCLC record for electronic or to OCLC record for print when only the electronic
version is owned?  Do OCLC members have a contractual obligation to attach holdings?   Millsap reported that SC did attach holdings and this practice resulted in a significant increase in ILL requests for material not owned by the library. SC has since gone back and deleted the holdings symbol. Miller has been in contact with OCLC but at this time the issue is still unresolved. This problem impacts all OCLC members cataloging electronic resources and will hopefully be resolved soon.
 
ACTION:  Due to existing  contractual obligations with OCLC,  HOTS cannot recommend campuses not attach holdings. Campuses will need to determine what local practices work best for them at this time. HOTS will continue to monitor and be in contact with OCLC.
 
c.   Addition of URL for A&I service to journal titles:   HOTS endorsed proposal by Sally Tseng (I) that the MELVYL A&I project be expanded to add note and URL for A&I service to PE records for individual titles indexed by MELVYL A&I services.   The current link is to the database page, but Coyle reported that programming should be completed soon that will provide link directly to the A&I service.
 
ACTION:  Will wait for completion of new programming and proceed with project to add URL.

Vendor union catalog:   CDL staff have met with numerous vendors (DRA, Endeavor, III, etc.) and will submit final report to CDL management in June.  "Requirements Analysis for the California Digital Library Public
Access Catalog" served as basis for vendor questions. An RFP may then be prepared based on the LC, UCLA, and CSU's RFPs. CDL will be emphasizing the need for flexibility in any vendor supplied OPAC to
accommodate future developments at CDL. HOTS asked if there would be additional opportunities to review and comment as the planning process moves forward. Clark indicated that it was SOPAG's understanding that there would be further opportunities for review.
 
Virtual Union Catalog:   Coyle reported on test to search across six online catalogs using Z39.50 protocol.   Results not encouraging as standard searches conducted in author, title, and keyword indexes resulted
in different results from each site. CIC has reported similar problems for their virtual union catalog.   The next step is to analyze search results and determine the characteristics of the data. Expect that there would need to be a significant amount of database clean-up and re-indexing at the campus level for Z39.50 results to be effective. Another problem with distributed model is the load placed on local campus catalogs since searches would be conducted across all campuses.  Campus systems would need to be upgraded to accommodate between 1-1.5 million searches per week.  At this time it does not appear that the future is with the distributed model.

Cargille distributed summary of co-invest packages. Campuses will receive annual billing for recharge in September and supplemental billing in January.   Individual titles will be billed as licensed. Distributed "Searching CDL Order Records on Pactech - The UCSD Online Catalog Technical Processing Mode" (prepared by T. Vrable) to be used by campuses to access CDL acquisitions information.

UCSD investigated the possibility of identifying serials analyzed by some campuses and not others with goal of
sharing series treatment decisions and possibly bibliographic records for the analytics.   HOTS agreed with UCSD's analysis and conclusion that the sharing of treatment decisions and analytic records not be pursued at this
time.

[Attachment 1: UCSD analysis]

UCSD investigated the possibility of UC participation in the OCLC CORC project.  HOTS agreed with UCSD's conclusion that UC not  participate at this time due to CORC's separate database design rather than integration with WorldCat, lack of real-time exporting capability to local systems, and separate records required by CORC versus use of single record concept recommended by TFER.

Campuses at different stages of addressing issues related to metadata management.  Most technical service staff have limited experience to date. HOTS agreed that it is very important for cataloging staff to become knowledgeable and involved in the management of metadata, e.g. Dublin Core, TEI, EAD, etc. Wakeford suggested that it would be beneficial to conduct workshop for UC catalogers, similar to the OCLC Institutes.  Such a workshop would help to provide consistent understanding across campuses.  Suggested that OCLC conduct workshop.
 
ACTION:   Recommend to SOPAG that HOTS investigate feasibility of a one or two day workshop for UC catalogers on issues related to bibliographic control and metadata management.  Alan will contact Mirsky and ask that SOPAG consider at a June meeting.  Alan will contact  Erik Juhl (OCLC) to open discussion on possible costs, schedules, and training topics.

UCI:   Head of cataloging search well underway.  Developing core competencies for technology for all staff.  An Internet processing workgroup appointed to develop routines for processing electronic resources. Work ticket in development for public service staff to notify technical services when there is a problem accessing resource.  Currently revamping web management structure.  Plan to purchase new III millenium product and additional III products.  Will re-index database.

UCB:   New UL in place and currently recruiting for three new AULs - collections, public services, and head Doe/Moffit.  L. Leighton will assume position of AUL technical services when new AULs are in place. Library currently working with UCB faculty member Christina Maslach (expert on the issue of employee burnout) on a job satisfaction survey to be administered to all staff. UCB has closed RoweCom account. Currently surveying all vendors and reviewing letters of agreement.  Implementation of new Berkeley Financial System (BFS) has resulted in backlog of invoices.

UCSD:   Planning an inventory project of the collection, with pilot study scheduled for this year. Have  established a Library Portal Team to examine the next levels of access.  UL recruitment progressing.

CDL:    Stuart Lynn leaving UCOP soon.  CDL looking at new ways of project management to better track projects and estimate completion dates.

UCD:    MFHD implementation and conversion underway.   Will be examining data migration issues with goal of eventually migrating to ILS from current DRA Classic/Innopac configuration.  G. Yokote new AUL for sciences.

UCR:    Three year seismic renovation project at Rivera will result in many volumes being shifted to temporary storage.   Looking at having paperback monographs pre-bound by Yankee with goal of getting books on the shelf sooner.

UCSC:   PromptCat service for Yankee working well.

UCSB:   Have upgraded NOTIS software to NOTIS 6.5 to be year 2000 compliant. DRA TAOS implementation delayed until June 2000. DRA TAOS cataloging client currently appears much more robust than earlier versions. Currently recruiting for position of access services librarian and will open recruitment for AUL for research and user services.  New music librarian began May 3.  Canceling MARCIVE account due to problems with overlays.  Transferred approval plan to Yankee.   Collection managers have been pleased with the transition.

UCSF:   Have renewed RoweCom account for next year. Moving more titles to Blackwells.

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