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Building and Evaluating a Collaborative Consortial Demand-Driven Cataloging Workflow. Tom Larsen Head of Monographic Cataloging Portland State University Library Sadie Williams Vice President, Business Development Ebook Library (EBL). Background. Orbis Cascade Alliance

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Building and evaluating a collaborative consortial demand driven cataloging workflow

Building and Evaluating a Collaborative Consortial Demand-Driven Cataloging Workflow

Tom Larsen

Head of Monographic Cataloging

Portland State University Library

Sadie Williams

Vice President, Business Development

Ebook Library (EBL)


  • Orbis Cascade Alliance

    • 37 member libraries or varying size, Oregon, Washington, Idaho

  • DDA Pilot with Ebook Library (EBL) and YBP Library Services

  • Loaded 1793 records on July 1st, 2011

    • Loaded additional 9800 records in early November

    • Weekly loads – 100-200 average size but vary based on YBP profile

  • Moving from pilot to program in July 2012

Dda title usage july 2011 june 2012
DDA Title Usage – July 2011- June 2012

  • 16,223 titles visible

  • 10,275 titles accessed 76,795 times (63%)

  • 7544 titles with a Short-Term Loan or Autopurchase (47%)

    Compare to single institution - percent titles accessed ranges 10-23%

Cataloging record discovery options
Cataloging Record & Discovery Options

Facilitated by EBL

  • EBL facilitated OCLCWorldCat Cataloging Partners Records (WCP)

    • Free with OCLC Subscription, supported by OCLC and holdings can be set with OCLC

  • EBL MARC Records

    • Free records, include EBL and OCLC control numbers and conform to Program for Cooperative Cataloging guidelines

  • Other vendors – Serials Solutions, OCLC Knowledge Base

    Facilitated by YBP

    • YBP ebook Cataloging

    • OCLC WCP facilitated by YBP

      Orbis Cascade chose EBL WCP and OCLC Knowledge Base

Cataloging workflow
Cataloging workflow


Selects Titles Based on Profile




Records to





Records to







Cataloging Partners


Knowledge Base

Set Holdings on



Summit /

WorldCat Local

MARC Records

(load to local catalog)


Ebl oclc workflow
EBL- OCLC Workflow

  • WorldCat Cataloging Partners workflow

    • EBL catalog loaded weekly

    • Daily feeds for library DDA or purchases

    • Updated OCLC matching process improve record quality

  • Knowledge Base workflow

    • EBL catalog loaded monthly

    • Library holdings set monthly after catalog load

    • Results in delay of visibility for customers using KB.

Cataloging workflow1
Cataloging workflow

  • Considerations in mapping out workflow

    • 36 (now 37) academic libraries of varying size, staffing levels, and levels of technical expertise across three states (Oregon, Washington, Idaho).

    • Each Alliance library has it’s own ILS and through it also contributes to the Alliance-wide Summit union catalog.

    • Most Alliance libraries use the Innovative Millennium system, but one uses Evergreen, and the most recent addition uses Voyager.

    • Some Alliance libraries use WorldCat Local as the primary public interface to their catalog, but many do not.

    • A few Alliance libraries teach their patrons to start their searches in Summit; most teach their patrons to start their searches in the local catalog and move to Summit if they don’t find what they need locally.

Cataloging workflow2
Cataloging workflow

  • Summit union catalog


    • Platform = WorldCat Navigator, a consortial borrowing solution consisting of a WorldCat Group catalog with interface based on and integrating the Navigator Request Engine (NRE).

    • Searches bring up, first, holdings by Alliance Libraries, and these are followed by titles not held by Alliance libraries but held by other OCLC participants worldwide.

    • Items held by Alliance libraries other than one’s own library can be requested through NRE. Items held by non-Alliance libraries can be requested through ILL.

    • In order for a member’s holdings to show in Summit, the library’s local MARC record must have an OCLC number, and the library’s holdings must be set on that OCLC record in WorldCat.

    • The record that displays is the OCLC master record.

    • Holdings, call numbers, and URLs are screen-scraped from the local bibliographic, item, and holdings records.

Cataloging workflow3
Cataloging workflow

Brief display for ebook in Summit

Cataloging workflow4
Cataloging workflow

Access to title in Summit

Cataloging workflow7
Cataloging workflow

Two Alliance-wide OCLC Symbols

OCADD– Orbis Cascade Alliance Demand Driven

Holdings on all DDA titles are set on the OCADD symbol by WorldCat

Cataloging Partners when the titles first become available.

OCACL– Orbis Cascade Alliance Collections

When a DDA title is purchased, holdings in WorldCat are transferred from

OCADD to OCACL by a member of the Team, and member libraries are

notified of this.

Cataloging workflow8
Cataloging workflow

Brief display of DDA title in Summit showing View Now link from WorldCat KB

Cataloging workflow9
Cataloging workflow

Expanded View Now link showing link to ebook

Cataloging workflow10
Cataloging workflow

Full View in Summit showing link from KB

Cataloging workflow11
Cataloging workflow

  • Displaying DDA links in a library’s local catalog

    • Links from the Summit KB will NOT display in individual instances of WorldCat Local.

    • If a library wants DDA links to display in its own instance of WorldCat Local, it either has to load MARC records into the local ILS or implement a local instance of the WorldCat Knowledge Base (or both).

    • Libraries not using WorldCat Local have to load local MARC records in order to have access to the DDA titles (unless they rely totally on Summit for access).

Cataloging workflow12
Cataloging workflow

Accessing DDA Titles Through the Local Catalog

Links screen

scraped from

local records

Local ILS

(Innovative, Evergreen, … )

WorldCat Local

Record appears in local

library’s group and

library’s links display

OCLC master record


Record load

OCLC master

Record displays

Record load

MARC Records

with links in

856 fields


Knowledge Base

Holdings set


(Already done

by WCP)


Cataloging workflow13
Cataloging workflow

Brief display in PCC’s WorldCat Local (KB implemented)

Cataloging workflow14
Cataloging workflow

Full view in PCC’s WorldCat Local (KB implemented)

Cataloging workflow15
Cataloging workflow

  • Loading local MARC records

    • Member libraries are notified via email when MARC records are available from WorldCat Cataloging Partners, and records can be retrieved there.

    • Once the records are retrieved, a certain amount of preprocessing must be done on the record file. Much (or all) of this can be done by making use of a MarcEdit Script.

    • Since each member library’s system is different, it is difficult to establish a single procedure for dealing with the MARC records. However the script will handle most of the changes a library is likely to want to make to these records.

Cataloging workflow16
Cataloging workflow

DDA record viewed in MarcEdit after performing edits

=LDR 02237cam 2200373Mu 4500

=001 ocn645096785

=003 OCoLC

=005 20110629233027.0

=006 m\\\\\\\\d\\\\\\\\

=007 cr\|n|

=008 100629s2010\\\\xx\\\\\\o\\\\\000\0\eng\d

=040 \\$aEBLCP$beng$cEBLCP$dOCLCQ$dMHW

=020 \\$a9781444324518

=020 \\$a1444324519

=035 \\$a(OCoLC)645096785

=050 \4$aCB361.C24 2011

=082 04$a940.21

=049 \\$aOCAD

=100 1\$aCaferro, William.

=245 10$aContesting the Renaissance$h[electronic resource].

=260 \\$aChichester :$bJohn Wiley & Sons,$c2010.

=300 \\$a1 online resource (263 p.)

=490 0\$aContesting the Past

=505 0\$aContesting the Renaissance; Contents; Acknowledgments; 1 The Renaissance Question; 2 Individualism: Who Was the Renaissance Man?; 3 Gender: Who Was the Renaissance Woman?; 4 Humanism: Renovation or Innovation? Transmission or Reception?; 5 Economy: Hard Times or Prosperity?; 6 Politics: The Emergence of the Modern State?; 7 Faith and Science: Religious or Rational?; Further Reading; Index.

=520 \\$aIn this book, William Caferro asks if the Renaissance was really a period of progress, reason, the emergence of the individual, and the beginning of modernity.:.; An influential investigation into the nature of the European Renaissance.; Summarizes scholarly debates about the nature of the Renaissance.; Engages with specific controversies concerning gender identity, economics, the emergence of the modern state, and reason and faith.; Takes a balanced approach to the many different problems and perspectives that characterize Renaissance studies.

=588 \\$aDescription based on print version record.

=590 \\$aAlliance DDA title.

=650 \4$aHistory.

=655 \7$aElectronic books.$2local

=776 08$iPrint version:$aCaferro, William$tContesting the Renaissance$dChichester : John Wiley & Sons, Ltd., c2010$z9781405123709

=856 40$u$zConnect to this title online (restricted to PSU and Summit Library users)

=938 \\$aEBL - Ebook Library$bEBLB$nEBL537385

=994 \\$a92$bOCADD

=910 \\$aDDA pilot 1

=949 \\$a*recs=bnoovlay;bn=pli;i=/loc=plib/ty=042/sta=-/i2=s;

Cataloging workflow17
Cataloging workflow

Record display in PSU’s local OPAC

Cataloging workflow18
Cataloging workflow

Full display in PSU’s WorldCat Local (KB not implemented)

Cataloging workflow19
Cataloging workflow

  • Dealing with purchased titles

    • Lists of purchases are made available weekly by EBL and made available to member libraries by the Alliance

      • Lists include titles and EBL record numbers, but not OCLC number

      • Corresponding OCLC numbers are added to the lists by a Team memberand distributed to Alliance libraries

    • Lists of OCLC numbers are used by a Team member to change holdings in WorldCat from OCADD to OCACL and are also used by the member libraries which have loaded MARC records to change the “project markers” on the records for the purchased titles.

      • At PSU: “910 $aDDA pilot 1” “910 $aDDA purchase pilot 1”


  • Improving record quality

    • Considering sending out upgraded WorldCat records for purchased titles

    • What about upgrading records before purchase?

      • Who will do this?

      • Make use of OCLC Bibliographic Notification?

        • Added costs?

        • There are issues with the local edits made by each library

    • We wish we could get OCLC to do the KB loads weekly rather than monthly

    • One big question mark: the Alliance is moving to a shared ILS

      • Not totally clear yet what this will be like, but it will at least make record loads much easier

      • Therefore difficult to decide on major changes in workflow right now

  • Continuing the work into the future

    • Who will be doing what?


  • Partnership and communication was key

  • Great opportunity for participating libraries to become familiar with ebook purchasing and DDA workflow

  • Record quality

  • Knowledge Base workflow needs to be more consistent

  • Need a plan to support ongoing technical services workflow

Advice for implementing dda workflow
Advice for Implementing DDA Workflow

  • Think about the cataloging workflow from the start

  • Ensure ongoing support for the catalog workflow

  • Catalog workflow directly affects expenditure!

    • Loading records increases discoverability and increases expenditure

    • Have a plan for suppressing records if needed and a plan for controlling end-of-year spending

  • Keep the big picture in mind. What level of detail is important to your program?