State of the union: union catalogues in the Scottish information environment

1. State of the union: union catalogues in the Scottish information environment SUNCAT: the Serials Union Catalogue for the UK www.edina.ac.uk/suncat CIGS, 6 May 2005

2. Background • UKNUC Feasibility Study • Serials Report: Tony Kidd, Rob Bull • SUNCAT Scoping Study • Information Power Ltd. • JISC & RSLP funded • Purpose - to develop a UK Serials Union Catalogue • Phase 1 – February 2003-December 2004 • Phase 2 – January 2005-December 2006 • Partnership between the University of Edinburgh, through EDINA, & Ex Libris • Associate Partners - Cambridge, Glasgow, National Library of Scotland, Oxford CIGS, 6 May 2005

3. Project Management • EDINA Co-directors of SUNCAT Project Peter Burnhill Christine Rees • Ex Libris Julie Booth Dominic Nast • Steering Group (Chair Derek Law) • Advisory Group (Chair Peter Burnett) • Bibliographic Quality Advisory Group (BQAG) CIGS, 6 May 2005

4. Work Packages • Bibliographic Work Package: • Natasha Aburrow-Jones (EDINA) • Moira Whitson (EDINA) • User Requirements Work Package • Zena Mulligan (EDINA) • Liz Stevenson (Edinburgh University Library) • Advisor: Tony Kidd (Glasgow University Library) CIGS, 6 May 2005

5. SUNCAT aims • SUNCAT: primary aims • Location of serials, including information about access • Source of high quality bibliographic records for downloading to local catalogues • Additionally - to raise consciousness of the importance of quality serials information among UK researchers and librarians CIGS, 6 May 2005

6. British Library National Library of Scotland National Library of Wales Imperial College, London London School of Economics Manchester Metropolitan University Queens University, Belfast University of Birmingham University of Bristol University of Cambridge University College, London University of Durham University of Edinburgh University of Glasgow University of Leeds University of Manchester University of Newcastle University of Nottingham University of Oxford University of Southampton University of Wales, Cardiff University of Warwick Contributing Libraries: Phase 1 CIGS, 6 May 2005

7. User requirements - interface • User requirements – display and functionality • Accessibility and Usability • Aleph 500 already deployed for other union catalogues • Dialogue with California Digital Library, and review of other Union Catalogue OPACs • User testing • Focus group - Librarians • Individual sessions - Researchers & Academic staff • Extended testing – Phase 1 Libraries CIGS, 6 May 2005

8. Electronic journals • Increasing proportion of holdings are electronic • Growing archives of back files • Preliminary survey of current practice • Single or separate records • Access and holdings: subscription information • Research undertaken CIGS, 6 May 2005

9. SUNCAT Phase 2 • Pilot service launched January 2005 • Coverage extended to include a further 60 libraries • Range of library types extended to include special libraries, research collections • Research and development work: ejournals • Testing and development of interface CIGS, 6 May 2005

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11. Bibliographic Quality Advisory Group (BQAG) • Natasha Aburrow-Jones (EDINA) • Tony Kidd (University of Glasgow) • Sue Miles (University of Oxford) • John Nicklen (National Library of Scotland) • Slawek Rozenfeld (Special Advisor) • Hugh Taylor (University of Cambridge) CIGS, 6 May 2005

12. Content • During Phase 1, the Project worked with serials data from 22 UK research libraries to establish a critical mass of titles, with good geographical coverage and as wide a subject spread as possible • ISSN Register & CONSER • Ex Libris Aleph 500 software, already used by other Union Catalogues, notably the California Digital Library CIGS, 6 May 2005

13. SUNCAT: How does it work? • Centralised union catalogue • Records stored in one large database • Records deduplicated to view using Aleph functionality • Records merged “on the fly” CIGS, 6 May 2005

14. SUNCAT: A national serials union catalogue • Non-subject specific • Covers more than University libraries alone • Covers the UK as a geographical entity CIGS, 6 May 2005

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16. How does SUNCAT obtain records? • Dialogue between library and SUNCAT project team • Contributing library ftps a file to SUNCAT • Data specification is drawn up by the team, and approved by the contributing library • Data is converted according to data specification • Data is loaded into SUNCAT CIGS, 6 May 2005

17. Data specification for A. N. Other University Library SUNCAT Data Specification- A.N. Other University Library Date: May, 2005 File name: <path name>/anotheru.20050506.aa Record count: 25,012 General Information MARC format: MARC21 Local control number: 001 Roman scripts: ANSEL Non-Roman scripts: None Tag 880: Not used Transcription of non-Roman scripts: ALA-LC Romanization tables Holdings Holdings tags will be in 852, 866 tags Ignore all holdings tags except 852, 856 and 866 (see below for massaging). Fixes Data manipulation Local tags to be stripped: 999 Local tags to be retained: 900 Manipulation Bibliographic: Change in tag 022 (ISSN) lower case "x" to upper case "X" Change 245$h[computer file] to $h[electronic resource] Strip 510 tags (only indicator 1 = 0, 1, 2) Change 6XX $xPeriodicals to $vPeriodicals only when it is the last subfield in the tag If records do not have a 005 tag, insert one in the format of: [date of file]000001.0 Holdings: Insert 852$a with code: StANU Transfer contents of 866$a to first instance of 852$3. Transfer contents of 866$z to second instance of 852$3. Ensure that all FMT tags = SE Ensure that the SID appears before the 852 in the finished file. Checks Reject records which do not contain the following: Leader cp 7 =s 008 245$a 852 Reject records which do contain the following: Leader cp 5=d (initial load only) CIGS, 6 May 2005

18. SUNCAT: Standard Bibliographic Manipulation • Change in tag 022 (ISSN) lower case “x” to upper case “X” • Change 245$h[computer file] to $h[electronic resource] • Strip 510 tags (only indicator 1=0,1,2) • Change 6XX$xPeriodicals to $vPeriodicals only when it is the last subfield in the tag CIGS, 6 May 2005

19. SUNCAT: Phase 1 contributing libraries’ LMS • Aleph • Endeavor Voyager • GEAC Advance • Innopac • Innovative • Talis • Unicorn CIGS, 6 May 2005

20. SUNCAT: what is the matching process? • Deduplicated union catalogue • Complex matching algorithm • Preferred record display • 3 stage selection process for matching • List of Common Titles (LOCT) • Matching above format CIGS, 6 May 2005

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22. How does SUNCAT work?Matching 1. Matching algorithm • identification of candidate pool • algorithm applied, with points threshold for a match 2. Selection of preferred record for display • different points system determines which record is preferred 3. Composition of display record • the preferred record has holdings elements from non-preferred records added for display CIGS, 6 May 2005

23. SUNCAT: The Librarian’s Interface • Download • Assisted matching CIGS, 6 May 2005

24. SUNCAT: Other developments • Updates • Notifications CIGS, 6 May 2005

25. SUNCAT standards • Entry standard • Upgrading standard CIGS, 6 May 2005

26. SUNCAT: Entry Standard • From all data specifications: Reject records which do not contain the following: Leader cp 7 =s 008 245$a 852 Reject records which do contain the following: Leader cp 5=d (initial load only) CIGS, 6 May 2005

27. SUNCAT: Upgrading Standard (I) Guide: M=Mandatory MA=Mandatory if applicable D=Desirable CIGS, 6 May 2005

28. SUNCAT Upgrading standard (II) CIGS, 6 May 2005

29. SUNCAT Upgrading standard (II) (cont’d) CIGS, 6 May 2005

30. SUNCAT development schedule • Phase 2 January 2005-December 2006 • Expansion of service to include data from 60+ contributing libraries • Phase 3 2007- • Steady state service CIGS, 6 May 2005

31. SUNCAT SUNCAT pilot service www.edina.ac.uk/suncat SUNCAT Project www.suncat.ac.uk Natasha Aburrow-Jones natasha.aburrow-jones@ed.ac.uk Liz Stevenson L.Stevenson@ed.ac.uk CIGS, 6 May 2005