Catalog & Metadata Services
Goals 2008/2009
(16 May 2008)
Catalog and Metadata Services Mission
The Catalog Department supports the Library in the 21st century by providing the intellectual
infrastructure that facilitates access for our community of users to our diverse collections and an
expanding array of services.
Catalog and Metadata Services Vision
We assess the information landscape, develop bibliographic and information models, and
implement production services to support the students and faculty in their learning, research, and
teaching endeavors, by developing and maintaining intellectual access to the Library’s and the
University’s print and digital collections
NOTE: The following goals and their actions are not necessarily listed in priority order. The
actions item dates are subject to amendment. Each Team Leader has been assigned to a specific
goal, in order to ensure each action is addressed sometime during the year. Goal 1 has been
divided between the two Assistant Department Heads.
Goal 1: Achieve higher levels of agility and staff flexibility so that Catalog and Metadata
Services can respond to the Library’s new priorities to build digital collections and services.
[Dajin Sun: 1-5; Patricia Thurston: 6-11]
Actions :
1. Assess the implementation and impact of new shelflisting & core cataloging policies.
a. Assess Cataloger’s Toolkit for shelflisting support. Revisit shelflisting workflow
policies and revise if necessary. [Revisit Jan. 2009, after new versions of Oracle and
Voyager have been implemented]
b. Schedule a CMS forum <or place on the agenda of the monthly CMS meeting?> to
discuss the impact of the new shelflisting policy on cataloging/acquisitions workflow &
to address any procedural questions. (May 2008, Tatiana Barr]
c. Collect and analyze copy cataloging and shelf ready statistics to determine the impact
of the shelflisting policy change. [May 2009, Team Leaders]
d. Collect and analyze statistics to determine the effect on productivity of the
implementation of the Yale core level standard. [May/June 2009, Team Leaders]
2. Implement new E-level positions. [Develop and post E-Level job announcement(s) after
approval of generic E-Level description, Tony Oddo]
3. Complete assessment of shelf-ready tests and make recommendations. [June, 2008, Joan]
4. Determine how to better optimize use of vendor catalog records as catalog records. [Dec. 2008,
Joan Swanekamp]
5. Assess utility of the Cataloger’s Toolkit with hands on testing. If viable, implement. [Revisit
Jan. 2009, after new versions of Oracle and Voyager have been implemented, Patricia Thurston]
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6. Implement OCLC Enhance authorization for books format. [Apr.-May 2008, East Asia,
Hebraica, and Near East ; Feb. 2009 for Latin Script catalogers, Patricia Thurston, Sarah Elman,
Daniel Lovins, Abdul Hannawi]
7. Investigate and address the logistics of applying for CONSER authorization. [Jun. 2009, Joan
Swanekamp will appoint task force]
8. Develop and increase copy cataloging expertise in non-book formats (serials, video, sound
recordings, atlases, microform) so that all copy cataloging can be done by C&Ts. [By Mar. 2009
all C&Ts will have been introduced to all non-book formats, with the ultimate goal of ensuring
that all copy catalogers will be able to able to work with copy for these formats.]
9. Plan, implement, & assess a pilot project to test the feasibility & efficiency of a project-based
approach to cataloging an identifiable, finite subset of the CMS backlog. [Jun. 2009, Teams]
10. Assess the cost variations between working in Voyager and working in OCLC, for Latin
script materials, both copy and original cataloging. [May-Jun. 2008, Joan Swanekamp will
appoint Task Force]
11. Establish a task force to create guidelines on usage and implementation of a Minimal Level
Cataloging Standard at Yale.[Establish TF in May; TF report to Joan Swanekamp, Aug. 2008;
implementation Sep. 2008; assessment of implementation, Mar. 2009. Joan Swanekamp]
Goal 2: Support Unlocking Collections Initiative. [Stephen Young]
Actions:
1. Implement Map Cataloging Program in the SML Map Collection, creating original cataloging
records for 500 rare maps in CMS and overseeing the creation of preliminary records for the
8,000 rare maps for which there are no automated records. [May 2008- Mar 2009, April Carlucci]
2. Continue Maps in Books cataloging project at Beinecke. [Jun. 2009, Rare Book Team]
3. Wind up retrospective conversion clean-up projects:
a. Completing recon projects for original monograph, non-Latin script languages,
including Cyrillic and Greek. [Oct. 2008]
b. Completing serial holdings recon for Kline Science Library. [Feb. 2009]
c. Assessing remaining recon files, and developing a plan to complete work. [Sep. 2008]
4. Develop cataloging projects to unlock 1-2 collections (e.g. Yale thesis, dissertations, and
pamphlets) prioritized by the Unlocking Collections Initiative Objectives Planning Group in its
final report. [Sep. 2008]
5. Participate in the planning and implementation of the Mudd Library transfer project by:
a. Developing workflow and determine staff level for processing collections in Mudd.
[May 2008]
b. Beginning to process a selection of the cataloged material in Mudd for transfer to LSF.
[May 2008]
c. Investigating the feasibility of short-term cataloging projects in consultation with the
collectors to unlock some high-value sub-collections in Mudd. [Jun. 2008]
d. Exploring the possibility of creating collection level records using DACS and EAD
standards and tools for the pamphlets collection in MUDD. [Aug. 2008]
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e. Providing assistance and consultation services for the conversion of unprocessed
government document collections. [May-Jun 2008]
6. Review current, and propose revisions to LSF cataloging policies and guidelines in order to
improve workflow efficiencies and ensure collection access. [Apr.-Oct. 2008, Joan Swanekamp
will appoint Task Force]
7. Explore alternative ways for efficiently processing and moving those low-priority and aged
books in the backlogs of the department to LSF [Nov. 2008, Joan Swanekamp will appoint Task
Force following completion of action 6].
8. In support of rare materials, implement Descriptive Cataloging of Rare Materials (Serials).
[Jun. 2009, Rare Book Team]
Goal 3: Support Reader Services. [Robert Killheffer]
Actions:
1. Implement recommendations of Reader Request Task Force.
a. Emphasis made by team leaders with their staff that diligent tracking of
materials and processing of reader requests is a high priority. [May 15, 2008, Team
Leaders]
b. Make mandatory that any materials in a given location for more than
one or two days is charged to that location. [May 15, 2008, Team Leaders]
c. Develop and implement plan to address "status tracking problems". [Jul.2008, Joan
Hunt]
d. Outdated account statuses identified and eliminated. [Sep. 2008, Robert
Killheffer]
2. Participate in the library-wide efforts to develop and implement next
generation OPAC concepts, tools and workflows at Yale Library. [Concepts,
happening now, Daniel Lovins][Tools and Workflows, after initial
implementation, CMT and others in CMS as needed]
3. Consider potential effects of new core and shelflisting policies on next-generation
OPAC data-mining in consultation with Katie Bauer. [After implementation of NextGen
Opac, Daniel Lovins]
4. Develop policies for Orbis problem reports, including turnaround times and responses.
Investigate benefits and means of informing CMS staff of recurring problems and their
resolutions. [Sep. 2008, CMT]
5. Appoint task force to assess and recommend improved backlog/frontlog
arrangement. The goals of the task force will be:
a. Improve access and tracking to the short term (material held fewer than
3 years) and long term (material held more than 3 years) backlogs.
b. Reduce complexity of backlog organization.
c. Improve workflow for recycling material in short and long term
backlogs.
d. Reduce the number of times material in short and long term backlogs
gets recycled.
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[June 2008, Joan Swanekamp]
Goal 4: Support Digital Library Initiatives and Integrated Access to Yale collections
Actions. [Matthew Beacom]
1. Develop and implement best practices for descriptive, structural and preservation
metadata standards:
a. Descriptive [Jul. 1, 2008]
b. Structural [Jun. 1, 2008]
c. Preservation [Jan. 1, 2009]
2. Develop and implement program for metadata crosswalks and conversion tools:
Crosswalks and conversion tools [Sep. 1, 2008]
3.Engage Catalog and Metadata Services staff in Yale digital projects and programs:
a. Identify projects, programs and staff [Jul. 1, 2008]
4.Mainstream production of original metadata for the library’s digital collections:
a. Prototype production in CMS teams with Portfolio tool [Aug. 1, 2008]
5.Define processes, strategies, and principles to maintain the quality of metadata for Yale
digital collections. [Oct. 2008, Matthew Beacom, Eva Bolkovac]
6.Working with Map Collections staff, integrate access to digital surrogates of rare maps
with the Orbis records for the original items. [April Carlucci, Map Planning Group, Map
Collection Staff -- Dajin will check with April for completion date]
7. Develop and document a workflow for processing requests for Orbis cataloging
of e-resources <in particular, a way needs to be found to test URLs before the
cataloging gets to the department>. [Aug. 2008, CMT]
8. Improve workflow and productivity for e-resources.
a. Establish and confirm policies and procedures for cataloging eresources. [Aug. 2008, CPDC]
b. Develop workflows for cataloging e-resources. [Dec. 2008, Team
Leaders]
c. Develop expertise in cataloging monographic e-resources. [Dec. 2008,
Team Leaders]
9. Derive action items from the e-Resources Task Force Report, and implement. [Aug.
2008, E-Resources Task Force]
10. Extend Catalog and Metadata Services expertise and staff beyond production
of content for Voyager to other knowledge organization tools such as the SFX
Knowledge Base, MetaLib, and other tools in this category. [SFX Knowledge
Base, Sep. 2008, CMT] [ MetaLib, Jun. 2008 -- after implementation -- CMT]
Goal 5: Improve security to library collections in Catalog and Metadata Services and its
backlogs and frontlog. [Tony Oddo and Tatiana Barr]
Actions:
1. Discuss in CMS departmental meeting the major points of the Library Security Report
relevant to our department; and develop a plan to implement recommendations that are
feasible. [Jun. 2008, Joan Swanekamp and CMS]
a. Issues raised at the Departmental Meeting will be addressed by the Security TF to
developed a plan to implement security recommendations. [July 2008, Joan Swanekamp]
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2. Create a single security guideline document of current practices in CMS (with links) that
impact on security of the collections to be used to remind and inform all staff of these issues
and ensure consistent application (i.e. tracking, barcoding practices, keys, withdrawal
procedures link, etc.). [Fall 2008, Steven Arakawa]
Goal 6: Support International Programs. [Daniel Lovins]
Actions:
1. Collaborate with MSS&A, the Beinecke, and other special collections, to carry out
special projects for cataloging area studies material that requires language expertise. [Jun.
2009]
2. Consider issues regarding multi-script records without parallel 880 fields, created by
member institutions. [June 2009, Joan Swanekamp]
3. Support the International Associates program, where appropriate, exploring
opportunities where CMS might benefit from this initiative. [Jun. 2009]
Goal 7: Establish ongoing Department training and outreach program. [Steven
Arakawa]
Actions:
1. Develop and implement regular training programs that build or increase knowledge of
current and emerging trends and technology for Catalog and Metadata Services staff.
a. Investigate the feasibility of offering ALCTS Cataloging for the 21st century
workshops for CMS staff and prepare our own trainers for such workshops. [Dec.
2008]
b. Plan and develop initial training for new E-level cataloging position; use as
an opportunity to develop training also for current D-level cataloging positions.
[Fall 2008, Steven Arakawa]
c. Train D and E-level C&Ts to create NACO records in certain categories. [June
2009, Rick Sarcia]
d. Train D and E-level C&Ts to create PCC bibliographic records in certain
categories. [Oct. 2008, Robert Killheffer]
e. Develop expertise in DACS, EAD, and X-Metal, for 2-3 CMS staff.
i. Apply these skills to MUDD material [Joan Swanekamp, Fall 2008]
f. Develop and implement training as opportunities arise by project or program at
Yale (NOTE: See Goal 4 for actions requiring the following expertise):
i. Ensure basic XML literacy for 6 CMS staff [Nov. 1, 2008, Youn Noh]
ii. METS (structural metadata) orientation [Sep. 1, 2008, Youn Noh]
iii. Orientation to descriptive metadata and mappings [Aug. 1, 2008,
Youn Noh]
2. Develop and implement an outreach and training program in all aspects of metadata
creation for all Library departments.
a. CMS members of, and consultants for the JDC Training Committee will
develop and present an authority control program to introduce all library staff to
the basic concepts of authority control in cataloging, the interpretation of
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authority records, and local procedures that affect all staff. [Sep. 2008, Rick
Sarcia, Steven Arakawa, Eva Bolkovac]
b. Participate in the library’s cross-training initiative, define job duties
appropriate for the training period, and host volunteers. [If approved, June
2008, Steven Arakawa]
c. In consultation with STOD, develop a Lyte-Bytes program to present a brief
introduction to some aspect of cataloging workflow, such as LSF processing.
[STOD is currently reviewing whether or not to continue supporting the
Lyte-Bytes program. Action completion dependent on continuation of LyteBytes Program. Steven Arakawa would organize, if this presentation
occurred]
d. Provide training for CMS staff, and other library staff where appropriate, for
peripheral software related to Voyager (e.g. Macro Express, Catalogers
Toolkit, Voyager Reports, and other similar peripheral tools). [June 2008]
e. Forum/Information session on recent developments in RDA, including
the current state of development, and potential timelines for
implementation. [July 2008, Matthew Beacom]
f. A forum to review of the FRBR model, and how this model is being
used to structure the new cataloging code (RDA), user experience
(next generation OPAC), and other applications. [Sep. 2008, Matthew
Beacom]
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