1.  Using the TFER Report as a foundation, write guidelines for the  cataloging of Internet resources to be used by all University of California libraries and non-UC contributors to the Melvyl catalog and periodical databases.  Address the following in the guidelines: 

The degree of desired integration with comparable materials in other formats, e.g., specifically whether it is desirable to use a single record approach for all or selected formats. 

Recommendations: 

   A. Integrate electronic resources licensed by the CDL with comparable 
       materials in other formats in the Melvyl Catalog whenever possible. 
       Apply the same bibliographic principles of organization and access 
       to these resources as are used for other materials, including multiple 
       access points, controlled search vocabulary and consistent forms of 
       entry. 

   B. Provide access to Tier 1 and Tier 2 titles in the Melvyl Catalog by 
       noting their existence on the record for the non-electronic format 
       when the textual content of both sources is equivalent.  Apply 
       decision points outlined in the CDL Cataloging Guidelines to make 
       this determination. 

   C. Catalog the electronic resource separately when its textual content 
        is unique or not equivalent to a known hardcopy source.  Apply 
        decision points outlined in the CDL Cataloging Guidelines to make 
        this determination.  Follow cataloging guidelines in the CONSER 
        Cataloging Manual, Module 31, for serials and Nancy Olson's 
        Cataloging Internet Resources for non-serials. 

   D. Adopt the CDL Cataloging Guidelines as the cataloging standard 
        for all catalog records contributed to the Melvyl Catalog and the 
        California Periodicals Database for remote electronic serials so that 
        access options for electronic resources are consistently presented 
        and to ensure proper record merging. 

   E. Establish a permanent process or group charged with ongoing 
        review, revision and development of CDL Cataloging Guidelines. 

   F. Extend the planning process begun with the SOPAG Task Force on 
       Cataloging Electronic Resources to develop coordinated cataloging 
       guidelines for other types of specialized CDL resources including 
       government documents, archival materials, maps, imagery, 
       aggregator databases and open access resources.  Include specialists 
       from throughout the UC technical services community in these 
       planning efforts.  Establish a mechanism to coordinate the work of 
       these groups. 

Charge Statement: 

Consistency of presentation of information, e.g., encoding of holdings data. 

Recommendations: 

   G. Describe the extent, nature or specific coverage of the electronic 
        resource in 856$3 (Materials Specified Note).  Format holdings 
        statements in $3 according to NISO Z39.71-1999, Holdings Statements 
        for Bibliographic Items, when reporting volume or chronological 
        coverage.  Provide brief, descriptive wording to convey the nature 
        of content when a formal holdings statement is not possible. 

   H. The CDL cataloging agency should update the $3 (Materials Specified 
        Note) and reissue the bibliographic record when significant coverage 
        changes occur.  The CDL cataloging agency should be notified of 
        content changes by updates received from the CDL Acquisitions Unit, 
        publishers' announcements or web pages, reports from campuses or 
        users, link checking routines, etc. 

   I. Display access notes from 856$z and holdings from 856$3 in the CDL 
       location segment. 

Charge Statement: 

Inclusion of data in the bibliographic record that will aid in identifying and retrieving electronic resources available within a particular discipline outside the catalog and periodical database, e.g., proposed CDL Directory. 

Recommendations: 

   J. Assign CDL browsing vocabulary terms in the future to CDL catalog 
      records and add them to a newly defined 980 field in the MARC 
      record subfielded to reflect vocabulary hierarchy to support dynamic 
      linking between the Melvyl Catalog and the CDL Directory.  Begin 
      adding these terms once a process for coordinated development and 
      maintenance of the vocabulary is established. 

   K. Charge a future group with defining desired functionality and 
        developing a data transfer process for providing bibliographic 
        description data to the CDL Directory from MARC records. 

Charge Statement: 

2. In writing guidelines, take into account the local system functionality and how this can influence each campus' ability to follow guidelines.  Consult with Catalog Dept. Heads and Library Systems staff on each UC campus as necessary.  Take into account Melvyl Web functionality and how this will influence display of bibliographic and holdings information. 

Recommendations: 
 
   A. Place coding for CDL campus access and CDL browsing vocabulary 
        in 9xx fields which can be stripped out for local loading if desired. 
        Follow standard MARC record coding standards for all other 
        bibliographic data. 

   B. Accommodate local systems limitations for displaying the 856$3 
        holdings (i.e., permitting use of 856$z) while working with local 
        systems to enable standard displays. 
 
   C. Encourage CDL to place a high priority on developing a clearer 
        display of URLs in Melvyl Web so that users can easily see which 
        URL provides access from their campus. 

Charge Statement: 

3. Investigate and develop mechanisms for the sharing of bibliographic records produced by a central cataloging site with all UC campuses for inclusion in their local online public catalog.  These may include but are not limited to: batch loading of records, cut-and-paste of selected fields, development of an FTP site from which libraries can acquire load files from the cataloging site. 

Recommendations: 

   A. Establish a centralized cataloging agency (CCA) for CDL 
        materials.  Select an established campus cataloging unit 
        according to identified criteria to provide this service. 

   B. Load records created by the CCA directly into the Melvyl Catalog 
        and establish a new CDL cataloging unit and CDL Internet location 
        segment in the Melvyl Catalog and California Periodicals Database. 

   C. Clarify the University's contractual obligations to OCLC for 
        distributing records created by the CCA and loading them in local 
        campus databases.  Adopt a policy governing the inclusion of a 
         CDL holdings symbol in OCLC for remote electronic resources in 
        consultation the UC Heads of Technical Services (HOTS). 

Charge Statement: 

Address the following in the development for sharing mechanisms: 

Desired linkage between the CDL acquisitions unit and each local cataloging unit to communicate about newly acquired resources. 

Recommendations: 

   D. Establish close coordination between the CCA and the CDL 
        Acquisitions Unit for the purpose of creating timely records for new 
        titles and maintaining accurate campus access information. 

   E. Establish a formalized two-way communications system between 
        designated campus contacts in cataloging units and the CCA for 
        sharing information. 

   F. Establish a central URL resolution process such as a PURL server at 
       CDL to reduce the need for redundant URL maintenance in 
       bibliographic records.  Investigate the feasibility of allowing URL 
       updates to be cooperatively contributed by multiple campus sources. 
 
Charge Statement: 

Creation of load programs for Melvyl Catalog and Periodical databases. 

Recommendations: 

   G. Establish and use a set of campus access codes to be added by 
        the CCA in the 920 location code field for each subscribing 
        library. Maintain these codes by coordinating with the CDL 
        Acquisitions Unit for licensing changes.  Display a standardized 
        access note created from campus codes carried in the 920 field 
        in the CDL location segment listing campuses which have CDL 
        access to the title. 

   H. Establish an 'AT CDL' search limit in the Melvyl Catalog to enable 
        users to isolate CDL resources. 

   I.  Designate the CCA/CDL catalog record as the Base Record in the 
       Melvyl Catalog so that full, current bibliographic and access 
       information for CDL resources will display to users. 

   J.  Index ISSN carried in the 776$x (Other Physical Form) field so that 
       electronic resources noted on the print (or other format) record are 
       retrieved through an ISSN search and the hooks-to-holdings linking 
       program. 

Charge Statement: 

Determination of export content, format and frequencies. 

Recommendations: 

   K. Establish an FTP site at CDL for distribution of CDL records to 
        campuses in MARC format.  Sort records into campus-specific sets 
        based on access codes and distribute weekly files.  Retain files at 
        FTP site for 3 months. 

   L. Test record sorting, output and local receipt through a pilot 
        project as an implementation step after profiling and programming 
        is completed. 

Charge Statement: 

4. Identify costs associated with cataloging and record sharing.  Develop cost and compensation models for sharing bibliographic data. 

Recommendations: 

   A. All campuses and the CDL must agree to contribute their fair share 
        to the one time costs incurred by the CCA and CDL to implement 
        centralized cataloging and record distribution (e.g., programming 
        costs). 

   B. Compensation for ongoing cataloging and record distribution costs 
        incurred by the CCA should be based on the value added to each 
        campus online catalog and the Melvyl Catalog (i.e., the number of 
        catalog records received). 

   C. Cost estimates should be reviewed each year and revised as necessary 
        based on past experience and expected workload. 

   D.  The compensation model should be efficient and provide the CCA 
         with compensation for ongoing costs on a regular basis (e.g., 
          monthly recharge).