Type of Organization: Statewide K-12 Consortium

Project Coordinator: Terri Shutt, Technical Support

Address: INFOhio, 645 South Main Street, Lima OH 45804

Telephone: 419-228-7417 x113

E-Mail: [email protected]


Problems To Be Solved:

  1. Improve quality of repository of MARC records for all Ohio schools
  2. Do so at a reasonable cost

MARCIVE Solutions:

  1. Authorities processing
  2. Ongoing authorities maintenance
  3. MARC Record Enrichment: Reading notes

The Story:

INFOhio, the Information Network for Ohio Schools, is a statewide consortium that makes library services available to all K-12 schools. This includes library automation, a core collection of digital resources for students and teachers, and instructional services for educators. With 500+ school districts and 2400+ libraries using INFOhio’s library automation solution (SirsiDynix Symphony) to serve approximately 1.2 million patrons, we are the largest K-12 consortium in the United States. Annually, 20.2 million items are circulated statewide.

Each district’s data is separately maintained in a catalog on one of 20 servers statewide. On a weekly basis, new records are gathered from these servers and loaded into a central repository of MARC records named the Curriculum Resource Catalog (CRC). The CRC, which contains 1.1 million records, is used by schools as a source of MARC records when adding titles to their local collection.

When the CRC was first created 15 years ago, the selection criteria which allowed records into the CRC was not stringent. While INFOhio did authority back-file processing of the CRC with another vendor 10 years ago, the expense of on-going authority control was cost-prohibitive. With more than 1 million records in the CRC, and the number of authority changes that occur annually, it was a monumental task to manually keep up with changes. Local library staff found it equally challenging given the demands of their students and staff. As a result, our authority files soon became outdated.

In 2010, INFOhio performed a total rebuild of the CRC and we knew we sorely needed a corresponding update of authority records. MARCIVE’s proposal was very thorough and cost-competitive. Additionally, Joan Chapa quickly responded to our questions and MARCIVE offered Reading Notes Enrichment for a very reasonable price. These factors made MARCIVE an easy choice.

In early December 2010, INFOhio uploaded 1,050,945 bib records for authority processing. In just four days, MARCIVE completed all the processing and provided MARC Record Enrichment on bib records as follows: 217,107 Accelerated Reader, 101,814 Lexile® Measures, and 77,493 Reading Counts. In addition, we received 405,196 authority records that were applied to the CRC and each of the 500+ local Symphony catalogs so district bib records could also benefit.

Through on-going authority maintenance, we have processed an additional 40,000 bib records resulting in 11,000 additional authority records. Monthly we receive authority updates for previously processed bib records. In less than a year INFOhio has already received nearly 1,500 new authority records, nearly 13,000 modified authority records, and about 350 authority deletions. Can you imagine if we were still trying to maintain our authority records manually? Thank goodness for MARCIVE’s authority update service! I am still amazed that MARCIVE really does process records overnight.

Many Ohio schools use Lexiles and reading programs like Accelerated Reader or Reading Counts! Having this information included in MARC records is crucial for making it easy for students and teachers to find desired titles. As part of our authority processing, MARCIVE enriches our MARC records with reading notes in the 521 and 526 tags. Since INFOhio libraries copy-catalog from the CRC, having reading program information included in the records saves time for catalogers.

MARCIVE makes authority processing efficient and reliable. INFOhio catalogs are in the best shape they have ever been. School library staff appreciates the availability of authoritative headings when cataloging, which results in more effective catalog searches by our students. After all, isn’t that what it’s all about?