Posts Tagged ‘authorities processing’

LeRoy Collins Leon County Public Library System

Written by Joan on September 6, 2017. Posted in About us, Sucess Stories

Type of Library: Public
LeRoy Collins Leon County Public Library
Project Coordinators:
Cay Hohmeister, Library Director
Christopher Gorsuch, Library Services Manager for Collection Management
Paul Clark, Application Systems Analyst II

Address: LeRoy Collins Leon County Public Library, 200 W. Park Avenue, Tallahassee, FL  32301-7716

Telephone Number: 850-606-2665

E-Mail: [email protected]
[email protected]
[email protected]

Problems To Be Solved:

  1. Make the Enterprise SirsiDynix Symphony catalog more unified and easier for patrons to search
  2. Provide an easy way for parents to find suitable materials for reading incentive programs
  3. Implement RDA conversion

MARCIVE Solutions:

  1. Authorities processing with RDA Conversion
  2. Reading Notes Enhancement with Lexile, and Accelerated Reader data

The Story

In 2013 the coming of RDA (Resource Description and Access) to the general library community forced our library to address how we were dealing with name and subject authorities, as well as how we would render a display of our bibliographic records. There was little incentive to deal with a long, labor-intensive project involving the conversion of AACR2 to RDA standards, especially since some of our records represented missing or withdrawn materials.

Needs identified, and MARCIVE selected

In the time leading up to our conversion, we conducted a selection of a vendor to perform the conversion of name and subject headings, as well as the conversion of bibliographic records to RDA standards.   MARCIVE was eventually selected through the usual competitive bid process for outside contractual services for Leon County, Florida. As a result, MARCIVE was awarded the contract for the following reasons:

  1. MARCIVE could do what we needed them to do, according to the RFP (Request for Proposal)
  2. MARCIVE was the most cost-effective
  3. MARCIVE had many years of experience performing similar projects with similar-sized systems
  4. MARCIVE could also provide additional AR/Lexile rankings in our bibliographic records

The last point regarding reading rankings was not originally part of the charge. However, when it was realized that such a long-desired enhancement could be effected without major alteration to the original mission (and without any additional cost), it became one more reason to select MARCIVE.

Funding obtained

The funds for this project were acquired through our county Management of Information Services process for FY 14/15. The funds were included in the capital projects for FY 14/15.In March 2014, a detailed request for $17,500 was submitted to update the catalog database, establish authority control, adopt RDA cataloging standards and provide AR/Lexile rankings. The initial run was estimated to be 350,000 bibliographic records. The funds were included in the capital projects.

Funding was approved by the Leon County Board of County Commissioners for FY 14/15. Capital funds may be carried forward in case the project extended into the following fiscal year.

The Process

All of this required some planning for our downtime, both internally and externally. This meant dealing with the bibliographic records for which items had been missing an extraordinary amount of time or items which had been lost, and otherwise paid for or reconciled. Throughout this process, MARCIVE was available to help walk us through the process and were able to schedule the actual freezing of the catalog and the ultimate flip to adding the new bibliographic and authority records at a time convenient to the library and our patrons.

Leading up to the project itself was the preparation work necessary for both our catalog and our staff. This meant implementation of the latter:

  1. Establish realistic missing and searching protocols for library materials. In some cases, items had been “missing” or “lost-assumed” for ten or more years. The time now is 18 months, and then it is deleted from the system.
  2. A one-time deletion of titles and items which had been in such status for over 18 months (this was after circulation information had been transferred to a separate file). This resulted in the elimination of almost 60,000 titles and almost 150,000 items.
  3. This resulted in not only a more accurate catalog with which we provided MARCIVE but a reduced, per bibliographic charge for the whole initial project.
  4. From the initial deletion onward, the staff has been diligent in searching for and/or resolving items in the various lost categories. The lists from which they operate are now of realistic size, and they can be processed in the time allowed.

Feedback from reference desk, Technical Services staff, and Patrons

After the actual changeover to our new records on 27 August 2015, we were anxious to hear any feedback on how the searching and retrieval of the records from the staff and the public users. In our case, “No news is good news.”  After about two weeks, after hearing nothing one way or the other, I asked managers and branch heads if they had any feedback at all after the first day of usage. The unanimous response was that no one had said anything, including the staff, which had made the transition from display of GMDs to display of 33X tags without any anticipated problems.

To a great extent, MARCIVE provided the support that resulted in a seamless, virtually invisible transition. Also, the addition of AR and Lexile scores and points has become relied on heavily by parents and schoolchildren in Leon County, thus creating a bonus win for our system. A special page was created for this purpose.

One of the factors in the success of this project was keeping the staff apprised of the progress of the project, and getting their buy-in for its success. There was some concern over losing the display of the GMDs from the index screens, but because we were offering equivalent displays using 33x tags, this concern was met. A day or so before we went live with the new bibliographic and authority records, the Director and the Head of Collection Management met with every branch manager and the department head in the main library, as well as with staff members, to show exactly what the new records would like, where their information had (or had not) moved, and to answer any questions regarding this. This proved to be effective, especially having it so shortly before going live.

Additional orientations were provided the Library Management team, as well as the Library Advisory board. The process and results of this project became the basis for a presentation RDA Bibliographic and Authority Records: Preparing the Way!” given at the May 2016 COSUGI (Customers Of SirsiDynix Users Group, Inc.) by Chris Gorsuch and Paul Clark.

Continuity—Keeping the catalog up to date

Since the establishment of RDA bibliographic and authority records, the work continues. Routines have been refined around the new cataloging records sent for processing through Overnight Authorities Service and the monthly Notification Service files. If authorities have not been resolved during the cataloging process, they are caught each month and forwarded to the head of Collection Management for disposition or resolution. This results in fewer conflicts being noted because the authority records are already established in our local system. Also, blind references are removed when the last item is discarded/withdrawn from the catalog. This results in less patron frustration, and a more accurate picture of what is available through our system. We are very pleased to offer an up-to-date, accurate and attractive online catalog for library users.

 

 

 

NEW! Comprehensive Notification Services (CNS)

Written by Joan on February 23, 2017. Posted in Blog

February 23, 2017

Now we have an alternative way to keep your catalog up to date after the initial authorities processing/RDA Conversion project has been completed, through Comprehensive Notification Service (CNS).

We will retain both a copy of the matching authority records we supplied as well as the updated bibliographic records.  You should continue to send us new cataloging through Overnight Authorities Service on any time frame desired—daily, weekly, monthly, etc.  There’s never a minimum order, the work is done overnight, and updated bib records are posted the next business day for FTP retrieval, along with any requested reports.  The results of this processing are added to both the retained bib and authority files.

Then at the frequency of the library’s choosing, we will re-process the bibliographic records using all the same specifications, returning to the library only the changed bibliographic records, any NEW authority records, as well as authority records changed or deleted by LC, along with any reports.

Why would a library choose this subscription instead of Standard Notification Service?

CNS is a desirable method of maintaining records if your library’s ILS or library service platform does not have the function to fully update the corresponding bibliographic record with the corrected access point.  Sometimes the system has the capability but has difficulty converting the entire string in an access point.  CNS keeps a copy of your bibliographic records and the authority record files provide by MARCIVE.  The library chooses how often to update:  Quarterly, Semi-annual or Annual.  Pricing varies depending on the size of the bibliographic file, and how often you request the update. We ask you to list preferred dates for the bib updates.

What’s included with the Comprehensive Authorities Notification Service?

1.     Flip of access points to current LC practice.  This includes the update of access points that were not recognized when we did the initial processing.
2.     Inclusion of any NEW authority records on matched access points.
3.     Inclusion of any CHANGED authority records on access points that first matched during the initial processing, and any authority records deleted by LC.  It additionally includes differentiated authority records which were formerly undifferentiated.
4.     Undifferentiated-Differentiated.

In identified bib records, the access point will now match to a new authority record and the bib record will be changed.  Note:  several sources are used (e.g. 670 field, VIAF record, etc.) to verify a proper match.

5.     Partial matches that become full-string matches.
6.     Terms that change tagging.
7.     Fields that reflect changes in RDA.

What’s NOT included in Comprehensive Authorities Notification Service (CNS)?

If any type of enrichment (TOC, Summaries, Fiction/Biography data, Lexile or Accelerated Reader) is a part of your profile, that data will not be added during the re-processing of the bibliographic records during CNS.  This only happens during Overnight Authorities Service, or as a stand-alone project.

Commonly Asked Questions ABOUT CNS

1.     It’s time for my first update, and I haven’t yet sent any new records for processing, but I want them included.  What should I do?

MARCIVE Response:  Go ahead and send the file now, just as you normally would through Overnight Authorities Processing.  You’ll be charged the standard rates for this work.  These bibliographic records will be included in the update and will be added to the retained bib file.

2.     It’s time for our update, and our systems librarian is out on medical leave.  Can we re-schedule?

MARCIVE Response:  Yes.  Let us know when you are ready for this work.  Remember that you have pre-paid for the subscription and your updates need to occur within the subscription year.

3.     We have performed a large weeding project in our library and deleted a number of bibliographic records.  How do we let you know what we have deleted?

MARCIVE Response:  There are two ways to do this.  We can provide directions for sending us the control numbers of the bibliographic records to be deleted, and they will be removed from your history at the quoted rates.  The alternative method is to send us your entire bib file again, and we will replace your retained bib file with the new one.  Contact your Marketing Representative for a quote.

4.     We’re completing our profile with MARCIVE, and are trying to decide which Notification subscription is best for us.  Can you help us choose?

MARCIVE Response:  CNS was created in response to those libraries stating that while their ILS or LSP could update the main bib access point in a string using an updated authority record, often it could not update it if there were subfields included.

If your system can reliably perform this function, then we would suggest you choose the Standard Notification Subscription. Authority records are retained in your “history file.”  Also, we retain any unmatched headings for future updates through the NewMatch option.  You send new cataloging to us through Overnight Authorities Service, and any authority records produced are compared to your history file, and only those new to you are distributed.  These new authority records are added to your history file, which continues to grow.  With this subscription, you’ll rely on your local ILS or LSP to use the monthly files of changed/deleted authority records to update the associated bib records.  The advantage to this subscription is that because you get monthly updates, your catalog will be more current and in sync.

If your system has an issue with using an authority record to update an entire access point string, or there are problems running authority updates on a monthly basis, then CNS would likely be the better option.  Your entire bib file will be completely refreshed at the time interval of your choice and will include any new standard bibliographic processing functions that we have added.  The library does need to be aware that any access point that is processed through authorities processing and RDA conversion may overlay and therefore remove any in-house editing unless internal protections have been put in place.

5.     We are planning to do authorities processing/RDA conversion in preparation for migrating from a legacy system to ExLibris Alma.  We won’t be able to or need to do any ongoing authority work, will we?

MARCIVE Response:  According to reports from Alma users, there is an internal mechanism to automatically link bib access points to an external authority file.  However, this doesn’t always work as well as expected.  While Alma users don’t have the need for authority records, we can still process new cataloging through Overnight Authorities after the initial project has been performed, and more importantly, refresh the bib file on a periodic basis through CNS.  This frees the cataloging staff from having to continually confirm that bib access points are indeed being updated.  Additionally as described above, the library will benefit from any new options that have been developed as a result of RDA and other new cataloging standards and implemented for this service.

Further questions?  Would like some examples of changes provided through CNS? Give us a call at 1-800-531-7678 or email us at [email protected], and we will be happy to discuss your options and provide pricing.

Written by Joan Chapa, MLS

Options for Genre Terms

Written by Joan on July 11, 2016. Posted in Blog

At the recent ACIG (Authority Control Interest Group) Meeting at ALA Annual 2016 in Orlando,  Mary Mastraccio from MARCIVE, and Rosemary Groenwald from the Mount Prospect Public Library presented on genre and the direction of library data with relationship to topical vs. genre terms.  Rosemary gave some statistics and numbers for the many new LCGFT terms that have been created in the last year.  These terms replace terms (sometimes exactly, sometimes with variation) that have been topical (150) in the past. New 155 authority records are being created, and there often is an issue of the ILS being able to merge 150 to 155.  Some of the issues discussed were how to make these conversions, how to fix the bib records, and what data is already in the records that can be used to accomplish this parsing of existing data.  Mary continued with a discussion of things libraries should consider, and things that a vendor could do to move data to the new fields.  She illustrated how information currently stored in a long topical data string (genre, medium of performance, audience, creator, etc.) must be split into separate fields that will be linked to authoritative databases, depending on the type of information.  She pointed out situations in which the existing data is in conflict, and some of the issues with processing the data.

Mary’s PowerPoint presentation can be found here

If you would like more information on how we can handle genre access points for your library catalog, please send an inquiry to [email protected]  Or give us a call at 800-531-7678.

Written by Carol Love

New MeSH deconstructed headings

Written by Joan on March 24, 2016. Posted in Blog

In 2001, the National Library of Medicine (NLM) provided instructions for deconstructing MeSH subjects to conform to NLM practices.  However, this practice was not widely embraced by libraries using MeSH. Periodic surveys conducted by NLM determined that half of the libraries preferred pre-coordinated subject headings, while the other half preferred faceted headings.  As a result, NLM continued to distribute bib records with pre-coordinated headings, but used faceted terms in-house.

MARCIVE watched these developments to determine what services were desired by libraries.  Over time there was an increased interest in faceted headings so we developed a profile option for our MeSH customers.  Since October 2005 MARCIVE customers have been able to specify whether they wanted pre-coordinated or deconstructed MeSH processing.

Beginning with the December 2015 distribution of new records in CATFILE and SERFILE, NLM subject terms (MeSH) will be distributed with topical subjects recorded in 650 $a or 650 $a $x; geographic subjects recorded in 651 $a or 651 $a $x; and publication type/genre terms record in 655 $a.  In January 2016, the entire CATFILE and SERFILE databases were released with these updates made to all the records.  NLM recommends downloading the full update to have local data consistent with the NLM files.  Catalogers in other libraries are encouraged to follow the NLM practice when assigning MeSH.

How does this now affect our authorities processing customers with MeSH headings?  In December of 2015 we modified our processing to automatically deconstruct MeSH subject headings for all customers.

Example:

Old form (with string)
650 12   $a Health Policy $z Africa $v Congresses
650 12   $a Health Policy $z Caribbean Region $v Congresses
650 22   $a Cross Cultural Comparison $z Africa $v Congresses
650 22   $a Cross Cultural Comparison $z Caribbean Region $v Congresses

New form (deconstructed)
650 12   $a Health Policy
650 22   $a Cross Cultural Comparison
651   2   $a Africa
651   2   $a Caribbean Region
655   2   $a Congresses

We encourage our customers using MeSH headings to contact us with any questions or comments regarding the new format.  Your input is welcome!

Written by Joan Chapa, MLS and Mary Mastraccio, MLS.

Presentation on Data Remediation for Consortium

Written by Joan on February 19, 2016. Posted in Blog

Libraries migrating to shared environment will be interested in the upcoming presentation given by Michael Cohen from the University of Wisconsin libraries: “Collocating the Collective: Third Party Database Remediation in an Alma Consortium” to be given at the ELUNA conference on May 6 at 9 am.  This conference will be held at the Cox Convention Center in Oklahoma City.

The Wisconsin libraries previously were on individual Ex Libris Voyager systems, and merged their bibliographic databases into a shared Alma consortial database.  After the merge, MARCIVE performed data remediation which included authorities processing and RDA conversion on over 8.5 million records.  The project was completed in January 2016. This presentation will discuss the highlights of that journey—including the decision making process, project configuration, file management logistics, affected cataloging policy, and lessons learned along the way.

Written by Joan Chapa, MLS

Why Convert Legacy Data to RDA: Public Libraries Weigh In

Written by Joan on November 3, 2014. Posted in Blog

Converting legacy data to RDA is a challenging idea to take hold in public libraries because of a school of thought regarding the short-lived nature of the collection. If your collection flips over every 15 years, why do anything with the legacy data?

Converting to RDA preps your data for the next generation systems and organizes your records in a layout that is easier for patrons to understand. Public libraries, in particular, have more formats than many other types of libraries, so the blanket term “electronic resource” is no longer relevant in today’s information environment. But don’t take our word for it, here is why some of our happy customers converted to RDA:

Cuyahoga County Public Library
Lori Ann Thorrat, Catalog Department Manager

“Cuyahoga County Public Library chose to convert our data to RDA for simplicity. Having our data in RDA format created a level of consistency that simplifies the configuration of the public catalog, improving our customer’s ability to find and retrieve materials. Dates are very important both for searching and sorting data.  Just having all of our publication dates in a single MARC field allows us to streamline how records display and sort in the public catalog. Because RDA is an internationally recognized standard, having our data already in RDA format will facilitate the conversion of our legacy data to Bibframe, the next generation schema for bibliographic data.”

Somerset County Library System
Adele Thoma Barree
, Head of Technical Services

“We know that we will not have our current ILS forever, and that RDA is designed to handle links and connections among all types of data.  Getting our database in the best possible shape for the future is something MARCIVE can help us with by modifying our bibs to reflect basic RDA format.  We are very glad you offer this service!”

Thousand Oaks Public Library
Stacy Gordon, Cataloging Librarian

“Legacy data is worth converting so that older materials become as discoverable as new materials, especially as library management systems and other discovery layers begin to take more advantage of the new fields for content, media, and carrier type.  Since these fields (336, 337, and 338) have controlled vocabularies, greater consistency will be achieved between older and newer records.  As well, when BibFrame is ready to replace MARC, more of your records will be ready to be crosswalked to the new metadata standard that will be more compatible with other information systems in the greater linked data world.

Library catalogs have gone through many changes, and a recent change is to the new cataloging standard,  RDA.  Among the benefits of RDA are fewer abbreviations (no more “ill.” for illustrations or  the Latin “s.l.” for “Place of publication not identified,” and many others), more relationships identified between works, entities, manifestations, and items, as well as between persons, families, and corporate bodies and these FRBR requirements, and a catalog that’s data conform better to what’s being seen in the wider world outside of libraries.  Conversion would provide for greater consistency within your catalog, and will allow users to find information more easily, with RDA’s allowance for a greater number of access points, increasing discoverability.

We had no trouble deciding to go with MARCIVE for performing the retrospective conversion of our database to RDA.  We have had MARCIVE do our authority control for 12 years, and they have been extremely fast, reliable, and with gracious customer service.”

 –written by Ligia Groff, MLS

Blue Valley U.S.D.

Written by Joan on October 18, 2011. Posted in About us

Type of Organization: School District

Project Coordinator: Linda Corey, Library Media Services

Address: Blue Valley Schools, 15020 Metcalf, Overland Park KS 66283

Telephone: 913-239-4234

Email: [email protected]

Problems To Be Solved:

  1. Update authorities
  2. Clean up coding of genre in bibliographic records
  3. Add Lexile Measures® to records

MARCIVE Solutions:

  1. Authorities processing including correction of genre coding
  2. Ongoing authorities maintenance
  3. Reading notes enrichment

The Story:

The Blue Valley School District encompasses 91 square miles in southeastern Johnson County, Kansas. More than 20,000 students attend Blue Valley’s 34 schools. The library media collections are developed for inquiry, research, project-based learning and also with an emphasis on free reading and literary enrichment. Resources are shared among the libraries; thus, requiring our combined catalog to accurately reflect content. We currently use SirsiDynix Unicorn.

Our first experience with MARCIVE was during the migration of our Integrated Library system (ILS) from DRA to SIRSI in 2004. We looked for companies who had performed previous DRA—SIRSI conversions. We put out an RFP and chose MARCIVE.

At that time we performed our initial authority clean-up with MARCIVE. Though we had authorities in our catalog, they had only sporadically been maintained. We then contracted for continuing authority updates. Recently, we perceived a need to apply Lexile numbers and update genre headings in our bibliographic records. Again we contracted with MARCIVE for full authority work performed retrospectively on our collection and the addition of Lexiles and update of genre heading coding. Our various projects involved approximately 190,000 bibliographic records.

The reports provided by MARCIVE were excellent and allowed us to make corrections prior to our final loads. MARCIVE was very helpful throughout the process, in tech support, project planning, and handholding. It was painless.

The Blue Valley School District’s mission is unprecedented academic success and unparalleled personal growth for every student. Products that enhance a student’s learning process, encourage their personal growth, and at the same time allow us to assess their progress toward their personal and academic goals are an excellent fit to our mission. Genres engage and aid students in browsing for independent reading choices. Offering students a wide selection of titles in their Lexile range is a key component to reading instruction in the classroom. Lexile Bands are used as a quantitative measure of text complexity as presented in the Common Core State Standards.

MARCIVE was able to provide the data and services we required to upgrade and enhance our combined catalog.

The MARCIVE staff understands the school library environment and was responsive to our needs. They were willing to take the time necessary to explain a somewhat complex process. The scheduling fit our school calendar and the turnaround time was excellent. Their pricing is competitive and their product and services of good quality.

havequestion_LFT