CIGS, 6 May 20051 State of the union: union catalogues in the Scottish information environment SUNCAT: the Serials Union Catalogue for the UK .

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State of the union: union catalogues in the

Scottish information environment

SUNCAT: the Serials Union Catalogue for the UK

www.edina.ac.uk/suncat

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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

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Project Management

• EDINA Co-directors of SUNCAT Project

Peter BurnhillChristine Rees

• Ex LibrisJulie BoothDominic Nast

• Steering Group (Chair Derek Law)

• Advisory Group (Chair Peter Burnett)

• Bibliographic Quality Advisory Group (BQAG)

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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)

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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

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Contributing Libraries: Phase 1

British LibraryNational Library of Scotland National Library of Wales

Imperial College, LondonLondon School of EconomicsManchester Metropolitan

UniversityQueens University, BelfastUniversity of BirminghamUniversity of BristolUniversity of Cambridge University College, London

University of DurhamUniversity of EdinburghUniversity of GlasgowUniversity of LeedsUniversity of ManchesterUniversity of NewcastleUniversity of NottinghamUniversity of OxfordUniversity of SouthamptonUniversity of Wales, CardiffUniversity of Warwick

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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

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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

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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

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• 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)

Bibliographic Quality Advisory Group (BQAG)

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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

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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”

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SUNCAT: A national serials union catalogue

• Non-subject specific

• Covers more than University libraries alone

• Covers the UK as a geographical entity

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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

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Data specification for A. N. Other University LibrarySUNCATData Specification- A.N. Other University LibraryDate: May, 2005File name: <path name>/anotheru.20050506.aaRecord count: 25,012General InformationMARC format: MARC21Local control number: 001Roman scripts: ANSELNon-Roman scripts: NoneTag 880: Not usedTranscription of non-Roman scripts: ALA-LC Romanization tablesHoldingsHoldings tags will be in 852, 866 tagsIgnore all holdings tags except 852, 856 and 866 (see below for massaging). Fixes

Data manipulationLocal tags to be stripped:

999Local tags to be retained:

900Manipulation

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 $vPeriodicals only when it is the last subfield in the tagIf records do not have a 005 tag, insert one in the format of: [date of file]000001.0Holdings:Insert 852$a with code: StANUTransfer contents of 866$a to first instance of 852$3.Transfer contents of 866$z to second instance of 852$3.Ensure that all FMT tags = SEEnsure that the SID appears before the 852 in the finished file.ChecksReject records which do not contain the following:Leader cp 7 =s 008245$a852Reject records which do contain the following:Leader cp 5=d (initial load only)

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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

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SUNCAT: Phase 1 contributing libraries’ LMS• Aleph

• Endeavor Voyager

• GEAC Advance

• Innopac

• Innovative

• Talis

• Unicorn

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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

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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

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SUNCAT: The Librarian’s Interface

• Download

• Assisted matching

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SUNCAT: Other developments

• Updates

• Notifications

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SUNCAT standards

• Entry standard

• Upgrading standard

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SUNCAT: Entry Standard

• From all data specifications:Reject records which do not contain the following:Leader cp 7 =s 008245$a852Reject records which do contain the following:Leader cp 5=d (initial load only)

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SUNCAT: Upgrading Standard (I)

Guide:

M=Mandatory

MA=Mandatory if applicable

D=Desirable

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SUNCAT Upgrading standard (II)

MARC21 Tag Description SUNCAT Leader/6 Type of record M Leader/7 Bibliographic level M Leader/17 Encoding level M Leader/18 Descriptive cat form M 008/6 Publication status M 008/7-14 Date 1/Date 2 M 008/15-17 Place of publication M 008/18 Frequency M 008/19 Regularity M 008/21 Type of continuing resource M 008/22 Form of original item M 008/23 Form of item M 008/24, 25-27 Nature of entire work/contents D 008/29 Conference publication D 008/34 Entry convention M 008/35-37 Language M 008/38 Modified record M 008/39 Cataloguing source M 022 ISSN MA 041 Language code D

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SUNCAT Upgrading standard (II) (cont’d)

MARC21 Tag Description SUNCAT 043 Geographic area code D 1XX Main entry MA 240 Uniform title MA 245 Title statement M 246 Varying form of title MA 250 Edition statement MA 260 Publication, etc (Imprint) M 300 Physical description D 310 Current publication frequency D 362 Dates of pub, and/or seq. designation MA 4XX Series statement MA 5XX Notes D 500 Source of title, DBO note MA 6XX Subject added entries MA 700-730 Name/title added entries MA 780/785 Preceding/Succeeding entry MA 76X-78X Other linking entries D 8XX Series added entries MA

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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

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SUNCAT

SUNCAT pilot servicewww.edina.ac.uk/suncat

SUNCAT Project www.suncat.ac.uk

Natasha [email protected]

Liz [email protected]