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TFER2 Task Force
March 15, 1999
Present: Bob Alan (HOTS), Rebecca Doherty (CDL), Pat French (UCD),
Crystal Graham (UCSD), Lynne Hayman (UCSB), Carol Hixson (UCLA)
1. APPROVAL OF MINUTES
The minutes of February 25 were approved, and the minutes of March
8 were approved pending a response from Hayman.
2. ANNOUNCEMENTS AND UPDATES
French reported that we have not received a response from all campuses
regarding the preliminary report. Hixson and Hayman reported that
additional responses would be coming from UCLA and UCSB by the end of this
week. Hayman will contact UCI and Alan will contact UCR and UCSF
for feedback.
Graham reported that she spoke to Eric Jul, and he recommended using
the OCLC
number in the construction of PURLS to identify the bib record which
contains the PURL.
3. MELVYL PROCESSING
Doherty led the group through a number of technical points needing
resolution:
A. 856 $3 display.
Based on the information in the 3/8/99 minutes, Doherty has asked
the MELWEB
programmer to begin displaying the subfield $3 with the label 'Materials
included:' and to change subfield order to:
$3, $z, $u - followed by the other subfields in their current display
order.
Doherty will forward an estimated implementation date when it is
known.
B. 856 display format.
One of the other unresolved 856 issues is how the 856 should display
in terms of
campus labels, 'electronic location' labels, placement of data,
etc. The format
presented in various examples to date represent possibilities, but
not final
decisions. Doherty spoke with Laine Farley on 3/4/99
to see if she had been able
to pursue this matter with the campuses. Unfortunately, with her
very busy
schedule, she had not been able to but planned to do so in the near
future. In
the meantime Doherty recommended that the TFER2 group think about
their
preferences and she will create further examples.
The group expressed interest in getting feedback from Laine Farley
about display
options that CDL is working on. Doherty agreed to create a
display section for
the report which reflects the direction on CDL thinking.
Graham offered to send
Doherty OCLC records as samples to work from.
C. CCA/CDL record as the base record.
In an earlier meeting, the idea of requesting that the CCA record
be the Base
record for public display in Melvyl was raised. Doherty reported
that it should
be technically possible to do this and asked whether we would
want the CCA
record to take precedence over the LC record. With the current
weighting
scheme, the LC record is almost always the base record and was chosen
to be so due
to its assumed correctness and completeness. But now that
most sources send the
LC record anyway, this might not be so important.
The group agreed that the CCA record will most often contain valuable
information
relating to electronic access and that this information will conform
to our UC
standard. It will also be kept current by updates from the
CCA. We recommend
that it take precedence over the LC record in Melvyl.
D. Call numbers in the CCA/CDL record.
We've already agreed that the 050, etc. call numbers will not be
moved to the CDL
930 call number field and that the call numbers will not display
with the
holdings. We also agreed that all call numbers (050, 09x,
086, 0__ etc.)should be
retained in the MARC record. If local libraries want them
stripped, they can
strip them in their local catalog.
E. Campus FTP file retention at CDL.
Doherty announced that the CDL can set up FTP files so that they
can be retained
for at least 3 months.
F. 690 subject headings for CDL directory linking.
Various concerns have been expressed about putting the the CDL Directory
subject
headings in 690 fields: how to express hierarchy, impact on local
systems,
'behavior' in MELVYL, can they be suppressed in MELVYL display etc.
CDL staff
have affirmed that subject headings are entered into a 69X field
will be indexed
and will be searchable in MELVYL. Subject headings could probably
be suppressed in
MELWEB if enough info. is given in the field. If we use a
69x field a 699 field
with second indicator "7" and a $2 with 'CDL Directory' (with the
subject data in
other fields) would probably be the best way to tag them.
This would not provide
for the hierarchical aspects of the CDL subject terms, however.
An alternative approach to take of Melvyl searching isn't important
would be to
enter CDL subject terms in some 9XX field. CDL/T could define
a new 9XX field to
contain the data in the MELVYL record (where it would not display
except in the
MARC display). Then the Directory link could be based on this
9XX field. It
should also be possible to define the subfields in a way that expresses
hierarchy.
The CCA could export them to CDL as 690s, then the CDL can change
them into 9XX
fields. 690s in 9XX fields can be searched in Melvyl, but are not
visible to the
public. The group agreed that this would be a good solution
not only for the CDL
material, but also for locally cataloged records for Internet resources
which will
be sent to Melvyl. Tagging these headings in this way will
separate the CDL terms
from the subject search indexes in most local library systems, which
several
campuses have said is desirable.
G. Genre headings relating to electronic forms (e.g., electronic
journal) for the
CDL Directory
There was also concern about the proper place to put this type of
heading in a
MARC record. Again, because it is really local data, it could also
go into some
as-yet-to-be-defined 9XX field. The data could then be carried
in the MELVYL
record for use by the CDL directory.
The group agreed to put the CDL directory terms in 9XX fields, everything
else on
the list of format information can be moved to fields we've already
defined. It
was noted that the CDL joint steering committee (JSC) has produced
a list of
desired form/genre terms for searching for specific types of electronic
resources.
If a scheme such as this is adopted they could be put in CCA records
in this 9xx
field.
H. Holdings from multiple 856s
If it is decided that the data from 856 $3's should be moved to the
CDL 934
(monographs) and 950 (serials) fields, there might be a way to handle
complex
situations when more than one 856 is in the record. If the
CCA looks at a record
and determines that CDL/T would not be able to construct a meaningful
holdings
field, the CCA could construct one itself and put it in either a
934 or 950 field.
The processing at CDL/T could be something like this:
If the incoming CCA/CDL record contains
a 950 (or 934) field,
move this data, as is, to the output
950 (or 934.) If the
record doesn't contain a 9XX holding
field, construct one
from 856(s) as prescribed by TFER2.
It was agreed that it would be best for the CCA to produce a CDL
holdings segment
explicitly when they feel that automatically moving the first 856$3
in a record
will not create an adequate holdings segment. There may be some
instances in which
it is too difficult to create a single meaningful holdings segment
(such as when
there are more than two licensed sites providing the content of
a resource). In
these cases, the CCA might create a general statement such as "For
access and
holdings, see Electronic location in bibliographic record."
It was noted that a
statement such as this needs to be sufficiently instructive that
it informs users
who view it as a result of A & I linking from a database also.
I. 932 access notes from multiple 856s.
If it is decided that 856 $z data should be moved to the CDL/T 932s,
the same
treatment could be used as suggested above for holdings data.
In difficult cases,
the CCA would formulate and output a 932, otherwise, CDL/T would
construct the
field as prescribed.
J. 856 notes for related websites
We agreed that we would like 856s for related websites (856 42) to
be displayed
separately with a label "Related website."
3. RECORD DISTRIBUTION
In her memo of 3/7/99 'UCSD as CCA' (see the 4th paragraph
beginning The easiest
method...) Graham asked whether CDL could handle getting CCA/CDL
records
along with the rest of UCSD's weekly input. Although it would
be technically
feasible, it is not desirable from the CDL's perspective.
It would make the
programming to process the records more difficult and non-standard
- and it would
add to the complexity of what will already be a very complex processing
stream.
In addition, because CDL/T makes permanent copies of input files,
having the
records separated might prove to be useful in future - in case there
is a need to
reprocess, etc. The only elements that would have to be different
from
UCSD's current output would be 1) the 901 field with the library
identifier and
record ID and 2) any 9XX fields the CCA is charged to supply.
The 901 UCSD
current sends looks like:
901
$a UCSDb12345678 $b <<loc> $c -
CDL would want the one for CDL records to look like:
901
$a CDLb12345678 $b <<loc> $c -
(Note: CDL doesn't currently use the info. in the 901 $b, processing
programs
currently ignore it.)
Doherty will provide a Technical Summary which outlines the processing,
tagging
and display details we have agreed on in the final report. It will
consist of two
sections, a general overview and a technical appendix. It
will cover both Melvyl
Processing and record distribution.
[email from R. Doherty re: Examples of Electronic Resources processing
in CAT inserted
below]:
"Electronic resources holdings displays in the CATalog Database
During one of our conference calls, there were questions as to
whether or not summary holdings and other kinds of notes display
in CAT. They do, and some examples follow. In addition,
there
are examples of some alternate CDL electronic resources displays
for
CAT.
I. Current displays showing summary holdings
Summary holdings (CDL 934 field) and "Post call number notes" CDL
932 field) are both shown in MELWEB CATalog database holdings displays
in
the "other information" column. For some current examples
see:
1. The collected works of Samuel Taylor Coleridge. (Do a local
number
search for 0299956). Several campuses (UCB, UCD, UCLA, UCSC)
have sent
summary holdings data in their input records and CDL has moved it
to 934
fields and displayed it with other local data.
2. The Cambridge history of China. (Local record number search:
0048428.) This record shows both 934 and 932 fields displayed
as "other
information".
The UCLA location 'College' has:
932 - Reference-Wall Collection
934 - Library has: v.1,3,6-8,10-15
UCLA location 'Reference' has:
932 - Reference-Reading Room
932 - v.1 being searched 980408slm
934 - Library has: v.1,3,6-8,10-15
II. Display of CCA/CDL electronic resources
Here is the current short display in CAT for Global Legal Information
Network. Note that the second 856 came with a second indicator of
2,
indicating a related resource.
Global Legal Information Network GLIN/, Law Library of Congress
[Washington, DC] : Law Library of Congress, [199-]-
Mode of access: Internet via World Wide Web
Related titles: GLIN
Language: English
Electronic Location: Location: http://lcweb2.loc.gov/glin/glin.html
Access note: Connect to the GLIN database
Electronic Location: Location: http://lcweb2.loc.gov/law/GLINv1/GLIN.html>
Access note: Connect to Guide to Law On-Line. Click on "Law On-Line"
[Long Display]
Library Call
Number Other Information
-----------------------------------------------------------------------------
UCSD
No call Search MELVYL CAT
or TEN using FIND
number SE & journal
title w/ volume no. (circ. status)
------------------------------------------------------------------------------
Here are some versions of how it might look with a CDL location segment
and other CDL info. added. (Note - the holdings info. I show doesn't
make sense with this title, but I wanted to show what holdings would
look like if it occurred. I couldn't find any CAT records
with 856$3's.)
1. 856 $3 is moved to 934, 856 $z is moved to 932 and both
display in the 'Other information' area.
Global Legal Information Network GLIN/, Law Library of Congress
[Washington, DC] : Law Library of Congress, [199-]-
Mode of access: Internet via World Wide Web
Related titles: GLIN
Language: English
Electronic locations:
CDL: Materials included: 1995- online. Access note:
Access
restricted to UCSD, UCLA. Location:
<<CDL PURL>.
UCSD: Access note: Connect to the GLIN database.
Location: http://lcweb2.loc.gov/glin/glin.html
Related electronic locations:
UCSD: Access note: Connect to Guide to Law On-Line. Click on
"Law On-Line"
Location: http://lcweb2.loc.gov/law/GLINv1/GLIN.html
[Long Display]
Library Call
Number Other Information
-----------------------------------------------------------------------------
CDL Internet
1995- online. Access restricted to UCSD, UCLA.
------------------------------------------------------------------------------
UCSD
No call Search MELVYL CAT
or TEN using FIND
number SE & journal
title w/ volume no. (circ. status)
------------------------------------------------------------------------------
2. 856 data is not moved to holdings fields. Standard note
displays instead.
Library Call
Number Other Information
-----------------------------------------------------------------------------
CDL Internet
For access and holdings information, see
Electronic Locations.
------------------------------------------------------------------------------
UCSD
No call Search MELVYL CAT
or TEN using FIND
number SE & journal
title w/ volume no. (circ. status)"
------------------------------------------------------------------------------
[email from R. Doherty re: Examples of Electronic Resources processing
in PE inserted below]:
"Below are some possible holdings displays for a fictional journal.
After looking at the 856s in a variety of PE records, I think it
will
be very difficult to construct meaningful summary holdings automatically
from more than one 856 without intervention by the CCA. The
CCA could
possibly do one of two things:
1. Construct the 950s and 932 notes when there are multiple 856s
(see my Misc. memo from yesterday).
2. Edit the 856s so that the $3's and/or $z's make sense when
concatenated by CDL/T for output into 950s and/or
932s.
A standard note could be used in the 'Other Information' area as
shown
in example 4, but the issue of the resulting A&I display remains.
Journal title.</bold>
[City] : Publisher, [Date]
Related titles: <<title>
Language: English
Electronic locations:
CDL: Materials included: v.48(1996)- available online.
Access note: Access restricted
to UCSD, UCSB.
Access note: Password required, ask
at Service Desk.
Location:<CDL PURL>
CDL: Materials included: v.1-46(1949-1994)
available online at:
Access note: <<Other access
note>
Location:<URL>
UCSB: Access note: <<UCSB access note>.
Location: <URL>
Related Electronic Locations:
UCSB: Access note: <<access note>
Location: <URL>
1. Only the data from the first 856 are transferred to the CDL 950
and
932.
Both $z's in that 856 have been moved to 932s.
Library Call
Number Other Information
-----------------------------------------------------------------------------
CDL Internet
v.48(1996)- available online. Access
restricted to UCSD, UCSB. Password
required, ask at Service Desk.
------------------------------------------------------------------------------
UCSB
No call Internet
number
------------------------------------------------------------------------------
2. Data from both CDL 856s have been moved to CDL local data fields.
$3's were concatenated and moved to a 950. $z's
were concatenated
and moved to a 932.
Library Call
Number Other Information
-----------------------------------------------------------------------------
CDL Internet
v.48(1996)- available online; v.1-46 available
online at: Access restricted to UCSD, UCSB;
Password required, ask at service desk;
<<other access note>.
------------------------------------------------------------------------------
UCSB
No call Internet
number
------------------------------------------------------------------------------
3. Data from both CDL 856s have been moved to CDL local data fields.
The $3 and $z's from the first 856 were concatenated
to each other,
the $3 and the $z from the second 856 were concatenated,
then the
results were concatenated and output as a single 950:
856(1)$3^^856(1)$z^^856(1)$z^^856(2)$3^^856(2)$z
Library Call
Number Other Information
-----------------------------------------------------------------------------
CDL Internet
v.48(1996)- available online; Access restricted
to UCSD, UCSB; Password required, ask at
Service Desk; v.1-46(1049-1994)available
online at; <<access note>
-----------------------------------------------------------------------
UCSB
No call Internet
number
------------------------------------------------------------------------------
4. A standard message has been put in the holdings field of the CDL
record.
Library Call
Number Other Information
-----------------------------------------------------------------------------
CDL Internet
For holdings and access, see Electronic
Locations in the MELVYL PE record.
-----------------------------------------------------------------------
UCSB
No call Internet"
number
------------------------------------------------------------------------------
[end of Doherty email]
A question is whether we want summary holdings to be created from
the 856$3 in
CAT as well as in PE. This may happen infrequently, but as
a general principle it
is desirable that information presented and displays be consistent
between the two
databases. Graham stated that this would involve no new programming
because it
is the same display, and the CCA can add a note when necessary to
clarify holdings
for public access.
The committee proposed that the CCA construct a 934 for holdings
and access
information in CAT database, leave the 932 if there is one in the
record, and not
output it for an access note.
5. STRATEGY FOR UPDATING RECOMMENDATIONS AND GUIDELINES- TIMELINES
AND ASSIGNMENTS
Doherty is submitting the Technical Summary, Hayman will revise the
preliminary
report, Hixson will create an appendix about CDL linking, Graham
will revise
the guidelines.
There was further discussion about recommending a pilot test be performed
to test
the record transfer and loading process as an implementation step.
UCSD could
test creating an FTP file and UCD has volunteered to test receiving
and loading
the records.
6. COST MODELS
The last element in our charge is to create cost estimates for centralized
cataloging and record sharing. Before the next meeting, French
and Hayman will
speak to Cynthia Clark for guidance on how to approach creating
a model.
Alan volunteered to create a rough outline and sent it out to the
group to build
on. The group agreed that it was important to stress the areas where
using the CCA
makes the process more cost effective.
7. CDL LINKING AND ADDING CDL VOCABULARY
Hixson has provided us with a more complete proposal for linking
MARC records
with the CDL Directory in email communications. The group
agreed to recommend
that the CDL develop a program to implement this linking and that
our recommendation
be at a general level. The report will outline what needs
the program would have
to meet. Hixson will send the group a write up and data map
about this topic, and
it will be included in the report as an appendix.
The next meeting will be on Friday, March 19 from 9-11 a.m.
Tentative agenda
items are:
- Discuss comments received (led by CG)
- Further discuss a cost model for the report to SOPAG
- Closure on outstanding topics |