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RDA Enrichment—How Will It Benefit Your Catalog?

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  1. RDA Enrichment—How Will It Benefit Your Catalog? Roman S. Panchyshyn Catalog Librarian, Assistant Professor Kent State University Libraries ALCTS CCIG June 28, 2014 Las Vegas, NV

  2. RDA Enrichment: What is it? • Process/project that changes legacy AACR bibliographic data in local catalogs to “RDA-like” or “hybrid” records • Project can be done locally, contracted out to vendors, or a mixture of both • Our question--Can an RDA enrichment project benefit libraries and patrons?

  3. Background • Kent State University Libraries (KSUL) decided in Spring 2014 to investigate an RDA enrichment project • Why? Backstage Library Works offered to do project for free for libraries that had completed a database backfile project and do ongoing authority processing • Limited window, had to notify Backstage of intentions by 06/30/2014

  4. KSUL Local Situation • Innovative Interfaces Library, still on III Millennium (not yet Sierra) • 3.8 million cataloging records in KentLINK • Tier 1 member of OhioLINK statewide academic consortium • Long time OCLC member, completed batch reclamation project in 2010

  5. Evolution of Term “Hybrid” • During RDA development, term “hybrid” was used for catalogs that combined both AACR and RDA bibliographic records • National RDA test in 2010 determined there was value in adding RDA elements (e.g. 336, 337, 338 tags, relationship designators) to existing bibliographic records

  6. PCC Task Groups • LC PCC formed first Task Group on Hybrid Bibliographic Records (2011) • Investigated batch machine editing of legacy records, recommended this be postponed until after formal RDA implementation

  7. Post-RDA Implementation • February 2013, LC PCC Post-Implementation Hybrid Bibliographic Records Guidelines Task Group report released • Defined “hybrid” record as: • A non-RDA bibliographic record to which RDA cataloging elements have been added either manually or through machine manipulation

  8. Report Comments • Hybrid records are not full RDA records (no $e rda in 040) • Only “redescribed” non-RDA records to be considered full RDA records • Not cost-effective to re-catalog legacy records to full RDA • Addition of RDA elements to legacy records would cause no harm, make records easier for end users to read and interpret

  9. Machine Conversion • PCC report identified candidates for machine conversion (list) • Removal of MAC tag 245 $h GMD (do not do until 03/31/2016) • Spell out abbreviations and substitute English equivalents in tags 255 • Substitute English equivalents for Latin in tag 260 subfields a-b (S.l. and s.n.)

  10. More Machine Conversions • Tag 300, spell out abbreviations and change Latin to English equivalents • Add 336, 337, 338 tags, subfields a, b, 2 • Spell out abbreviations in 5XX note tags • Tag 502, convert dissertation notes from subfield a into equivalents b, c, and d • Did not recommend changing tag 260 to 264, too difficult to determine role of entity

  11. OCLC Position • OCLC, in OCLC RDA Policy Statement (2013) planned to adhere to PCC guidelines • Planned to begin machine manipulation of records after 03/31.2013 • Focus on English-language cataloging initially • Question: How will any OCLC changes make it into local library catalogs?

  12. RDA Enrichment Market • Vendors that have and will assist libraries in RDA enrichment projects • MARCIVE (worked with University of Houston) • Backstage (worked with Bridge Consortium, Carleton and St. Olaf, MN) • RDAExpress (TLC?)

  13. MarcEdit • Has RDA Helper functionality that can help libraries do some RDA enrichment locally • Batch processes • Add/delete GMDs • Add 336-337-338 tags • Abbreviation list for expanding abbreviations • Integrated OCLC WorldCat Metadata API, allows users to add or update master records in WorldCat in batch, set holdings

  14. RDA Enrichment Survey Data • Late 2013 Backstage conducted a brief survey to gauge library interest in RDA enrichment among its customers • Data here is used with permission from Backstage • Users had options for multiple choices for some questions

  15. Q1 What type of library do you work in? • 61% Academic • 23% Public • 7% Special • 8% Other • Q2 What is the size of your library’s catalog? • 13% Fewer than 100,000 records • 23% 100,000 to 250,000 records • 15% 250,000 to 500,000 records • 17% 500,000 to 1 million records • 31% More than 1 million records

  16. Q5 How is your library currently using RDA in new materials? • 49% Creating RDA catalog records • 93% Accepting RDA copy records • 27% Adding RDA elements to AACR2 copy records • 13% Not actively pursuing RDA • Q6 How do you plan to address existing AACR2 records? • 17% Enrich AACR2 records with RDA data to create hybrids • 5% Convert AACR2 records to RDA • 55% Leave AACR2 records as they are • 33% Still deciding what to do

  17. Q11 Are you interested in exploring automated RDA enrichment? • 17% Very interested • 18% Moderately interested • 23% Slightly interested • 14% Not at all interested • 28% Not sure yet • Q12 What factors would prompt you to move forward with RDA? • 50% Consensus at my library on what changes need to be made • 54% Catalog consistency; need to clean up mixed records • 14% Peer standing (institutional) • 7% Peer standing (professional) • 47% Enrichment offered by my ILS vendor • 43% Enrichment offered by my authority vendor • 34% Customization of enrichment service to specify changes • 71% Low cost for enrichment service • 8% Other

  18. Q13 If Backstage offered a discount, would you consider RDA? • 33% Yes, depending on the discount • 47% Only if it were free • 30% Not even if it were free; it’s too much work on my side • Mostly medium to large academic libraries • Data shows that there is interest in RDA enrichment, but two factors impact decision • Workload • Cost

  19. KSUL Planning Experience • KSUL was early RDA implementer • Ability to get this done for free was major motivator • Formed a committee of librarians from various disciplines (AV, serials, music, special collections) to review Backstage profile guide and make decisions on enhancements

  20. Profile Guide • Backstage profile guide had extensive detail and options on conversion processes • Abbreviations • Addition/deletion of GMD (KSUL decided to delete them) • Conversion of tag 260 to 264 (Backstage has developed multiple algorithms to handle this) • Use of relationship designators vs. relator codes (KSUL preferred to use $e instead of $4)

  21. Issues Encountered • 3 profiles necessary • Special collections main profile • Special collections variant profile (specific 040 codes) • Main KSUL profile • Public services support—data and displays to be consistent for patrons • Consortial OhioLINK Innovative InnReach matching algorithm needed to be changed to prevent lack of GMD creating duplicates

  22. More Issues • Record reloading—resolved to spend extra money for special port for Innovative to reload records so as not to impact consortial transaction files and local transactions • Vendor will receive more records from us than they have currently for our authority notification service • Poor vendor records that were never sent for authority control now included

  23. And Even More Issues • Need for quality custom reports to identify problematic records for clean-up projects • Forced close examination of inconsistencies in the use of local abbreviations and the use of global updates to correct • Example p.l. vs, p. l. (page leaf vs. preliminary leaves) • Result--significant investment in staff time

  24. Current Status of Project • Matching algorithm in OhioLINK corrected • Profiles submitted to Backstage • Scheduling file processing with systems department and with OhioLINK • Looking at August 2014 for processing

  25. Why RDA Enrichment? Benefits • Consistency of data is key • Allows ILS system vendors and others to make optimal use of RDA data, improve patron displays • Once initial RDA enrichment process completed, all incoming new records can be enriched as needed on an ongoing basis • Original catalogers now work with only one standard • Cataloging workflows need to only be established for one standard in the local catalog

  26. More Benefits • Training now focuses on only one standard, though evaluation of non-RDA records may still be necessary for some time until OCLC hybridizes WorldCat—also some vendor records may continue to be AACR • Easier to perform automated maintenance and global changes—no need to support parallel scripts or macros

  27. And Even More Benefits • Tied to library RDA implementation strategy—library has unprecedented opportunity to clean up legacy data • Good to tie in with other projects such as batch reclamation or implementation of new ILS • Consistent data more portable—works easier with linked data systems and for presentation in discovery layers

  28. Project Planning Questions • How much staff time and resources are you willing to spend? • Will you do it in-house, outsource, or a combination of both? • Will this project have an impact on consortial users outside your library? • Will this project provide a better patron experience?

  29. Summary • Bibframe in process, but MARC not yet going away—we need better tools to improve patron experience now • System vendors and developers should not be struggling with multiple data standards • RDA enrichment will allow libraries to more easily present and share trusted data on a global scale—bring the data to the web

  30. Question Period

  31. Contact Information Roman S. Panchyshyn, Catalog Librarian, Assistant Professor Kent State University 330-672-1699 rpanchys@kent.edu