CDL Acquisitions and the
Shared Cataloging Program
A Collaborative Vision Realized
A Presentation By
Becky Culbertson, Ryan J. Finnerty,
Adolfo R. Tarango, and Terry Vrable
To UC Library Staff
June 21, 2005 through November 10, 2005
Presentation Overview
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CDL Acquisitions
Shared Cataloging Program Background
Cataloging
Record Manipulation and Distribution
Beckoning on the Horizon
CDL Acquisitions: Who We Are
• Acquisitions functions were outsourced to
a UC campus
• We started small and grew with the CDL.
Staff now includes:
– Tony Harvell (tharvell@ucsd.edu)
– Katie Grimm (cgrimm@ucsd.edu)
– Maria Figueroa (mdfigueroa@ucsd.edu)
– Terry Vrable (tvrable@ucsd.edu)
How We Fit In: Some Background
on the CDL’s Selection Process
CDC
Bibliographer
Groups and
other Subject
Specialists
CDL and
Campus
Budgets
JSC
Summary
CDC
Review
JSC Annual
Survey on Digital
Priorities
CDL Licensing
Work Plan,
2004-2005
Licensing Analysis
Candidates
for Tier 2
Licensing
Marching Orders
-- price quote
-- business terms
-- technical pro/con
-- current print/digital
expenditures
JSC Proposal
and Campus/
CDL Cost
Shares
Vendor
Vendor
Vendor
Formal Proposal
with
Co-Investment
Scenarios
to CDC
Our Role: Traditional
Acquisitions Functions
– During the negotiation process we
provide support to CDL Licensed
Content staff including
• Collection of subscription information from
UC campuses
• Preparation and verification of the UC
Subscription Base (content and value) for
journals packages
Traditional Acquisitions Functions
• Creation of the formal purchase order in UCSD’s
Acquisitions System (Innovative)
• Verification of amount due and payment of invoices
• Renewal of a growing number of licensed
resources for the ten campuses, the CSU system
(for shared contracts) and two National
Laboratories managed by UC (LBL & LLNL)
– Renewals are considered to be automatic unless
otherwise notified by a campus or there is a substantive
change in the cost or the resource
Paying the Vendor is Only Half the
Equation
• Invoices are paid with UCSD funds and UCSD is reimbursed by the
campuses through the Recharge Process
• CDL Acquisitions coordinates the collection of payment from the
CDL, campuses, CSU and the National Laboratories
– We prepare electronic Recharge Forms with UCSD’s budget details and
forward them to the CDL Acquisitions Liaisons at each campus
• CSU, LBL and LLNL are invoiced following a separate process
– Campuses complete the Forms with the appropriate budgets to be
debited and return them to CDL Acquisitions
– The completed Recharge Forms are handed off to General Accounting
where the transfer of funds between campuses occurs
The Budget Process
– CDL Acquisitions maintains a cumulative spreadsheet
of payments
– Based on payments made to date and the details of
each agreement, we issue quarterly budget
projections
• Projections are sent to the CDO at each campus with a copy
to the CDL Acquisitions Liaisons
– We work hard to ensure all payments and related
recharges are wrapped up by the end of each fiscal
year
There’s a Lot of Information to
Track
• Publisher journal packages: getting what we pay
for and paying for what we get
– Implementation of the business terms: from license
language to reality
– CDL agreements affect campus renewals
• Keeping it straight: an important role is sending renewal
terms to campuses and to subscription agencies
• Tracking what moves into and out of journal
packages and asserting our rights for continued
access has become a job in itself.
• Maria Figueroa serves as coordinator and proactively
monitors CDL-licensed journal packages
There’s a Lot of Information to
Track, but There’s Hope …
• In April 2005 a UC-wide Task Force issued a
Request for a Proposal (RFP) for an Electronic
Resources Management System (ERMS)
• The ERMS Task Force reviewed the responses
and submitted their report to SOPAG who
endorsed it and forwarded it to the University
Librarians for their approval
• The University Librarians recommended
negotiations proceed and a Negotiating Team
was appointed
• All campuses will have representation on the
Implementation Team
Communication is key
• Inside CDL contains a wealth of information
– http://www.cdlib.org/inside/resources/ (cdl /s33dl)
– Report a Problem
– Collection Development Process includes links to:
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Current Activities
Policy and Procedural Documents
Tool Kit
Contact Information
– Collections Page includes links to:
• Contract Information
• Licensed Journals, Databases, and other Resources
Adding New Journals to CDLLicensed Publisher Packages
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Very few publisher journal packages have global
access to their titles
New Titles must be formally added at renewal following
the guidelines endorsed by CDC
New titles include
– Newly published titles
– Newly electronic titles
– Publisher transfers
The guidelines are at:
http://www.cdlib.org/inside/collect/ejournal_guidelines.html
The Tier Approach
– Tier 1: Electronic titles or packages licensed and
managed for all or almost all UC campuses through
the CDL
– Tier 2: Electronic titles or packages licensed and
managed for more than one but not all UC campuses
through the CDL
• A campus may negotiate and license on behalf of a group of
campuses
• CDL Acquisitions will manage payment including renewals
• CIG will integrate the resource into the workflow
– Tier 3: Titles or packages licensed and managed
locally by a campus or campuses
We Rely Greatly on Campus Help:
The CDL Acquisitions Liaisons
• The CDL Acquisitions Liaisons at each campus are
critical:
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Berkeley, Jody Bussell, jbussell@library.berkeley.edu
Davis: Karin Chacon, klchacon@ucdavis.edu
Irvine, Carole Kiehl, lib_aomt@lib.uci.edu
Los Angeles, Michael H. Randall, mhr@library.ucla.edu
Merced, Jim Dooley, jdooley@ucmerced.edu
Riverside, Stefanie Wittenbach, stefw@ucr.edu
San Diego, Stacy Nelson, scnelson@ucsd.edu
San Francisco, Paul J. Wakeford, paul.wakeford@library.ucsf.edu
Santa Barbara, Catherine Nelson, nelson@library.ucsb.edu
Santa Cruz, Lai-Ying Hsiung, cdlacq@library.ucsc.edu
Campus Help: Resource Liaisons &
Resourceful Librarians
• For non-routine renewals, the CDL Resource
Liaisons are an invaluable source of help
– A renewal is non-routine when there’s a large
increase, there is additional new content or there are
technical problems that need to be addressed.
• Feed back from campus librarians is
indispensable
• CDL Acquisitions is a support unit and we’re
here to serve you
From Acquisitions to Cataloging…
• The CDL’s Collection Integration Group
– CIG is a working group composed of CDL staff
• Headed by Wendy Parfrey (licensed Content) and it includes
a wide range of staff:
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CDL Acquisitions
License Agreement Coordinator
Resource Liaison Coordinator
Technical staff (IP address coordination, linking, testing access,
CDL Directory)
– Shared Catalogers
• Each member knows their part and when to do it
Adolfo’s Not-so-Concise
History of the SCP
• 1997: California Digital Library (CDL)
established
• Oct. 1997: UC Task Force on Electronic
Resources (TFER1)
• Nov. 1998: TFER2
• Feb. 2000: Shared Cataloging Program
(SCP) established at UCSD
Adolfo’s Not-so-Concise
History of the SCP
• Dec. 2000: First meeting of the SCP
Steering Committee
• Jan. 2002: First “package” of open access
resources “acquired” – CalDocs
• May 2002: First package of non-English
language resources acquired – CAJ
• Mar. 2003: SCP record distribution
transferred to UCSD
Adolfo’s Not-so-Concise
History of the SCP
• Apr. 2003: Monographic cataloging
guidelines adopted
• Jan. 2004: SCP Steering Committee
becomes SCP Advisory Committee
• Apr. 2005: Distinct SCP Unit established at
UCSD
Adolfo’s Not-so-Concise
History of the SCP
• October 1, 2005:
– 343 databases
– 14,737 serials
– 65,512 monographs
– 80,592 titles
The Cast of Characters
• SCP Catalogers
– Renee Chin
– Hanley Cocks
– Kate Garvey-Clasby
– Becky Culbertson
The Cast of Characters
• ETL Specialists
– Karen Peters
– Ryan Finnerty
• Administrators
– Linda Barnhart
– Adolfo Tarango
The Supporting Cast
• Cataloging
– Director for Licensed Content
– SCP Advisory Committee
– CDL Systems Staff
• ETL
– UCSD Libraries IT Department
– CDL Systems Staff
• Viewers like you
Organization Chart
Director for
Licensed Content
Acquisitions Priorities,
Resource Allocations,
and Purchase
Authorizations
CDL Acquisitions Unit
HOTS
Cataloging
Policy
Reports to
Cataloging Priorities &
Resource Allocations
SCP Unit
Coordinates
with
Consults
with
Reports
to
SCP
Advisory
Committee
Select
Campus
Participants
ETL Processing
Cataloging
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Identification
Cataloging
Access
Maintenance
Initial Reconnaissance
• CIG (Collections Integration Group)
– Operational level CDL personnel
– Biweekly conference call
– Marking progress of resources
• NRF (New Resource Form)
• ALA Exhibits
• Vendors
Planning the Cataloging…
• Policy and Planning Group at UCSD
– Upcoming resources from CIG
– Primary focus is on monographs as
• Databases are few in comparison
• Serials are done the same way each time
• Monographs are done differently each time
– Plan batch processing
– Decide timing of records release
Databases
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Integrating resources
Cataloged by one person
Use electronic records on OCLC
Require “revisiting”—maintenance can be
high
SCP Serials Cataloging 101
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Use the “print” records if they exist
Use the open URL if possible
Use LC classification numbers
Use LCSH in each record
Add local subject headings (based on
UCSD’s Sage)
• Add package names in a local title field
(793 field)
SCP Monographs Cataloging 101
• Use “separate” records
• Decide the nature of the cataloging
records needed
– Electronic reproductions?
– Electronic versions?
• We look for existing record sets
– OCLC first
– Vendor record sets second
Electronic Fields on Both Formats
• 007 Field. Acts as a “limit” in the OPAC
• 530 Field. On the print record this makes
reference to the fact that there is another format
available—standard wording is: Also issued
online
• 655 Field. “Online resources” is a genre term
that is used on all records
• 793 Field. The same title hook goes on each
resource and ties them all together
• 856 Field. Provides link to the resource
New Record Sets (Monographs)
• OCLC records are used if they exist;
records are created inhouse if set doesn’t
already exist in electronic format
• Vendor sets are used for big sets
• OCLC WorldCat Collection sets
– ACM Digital Library
– IEEE Xplore
– Lecture notes in computer science
– SPIE
Collaborative Cataloging
• Cataloging Long Distance (or across the
room…)
• Consists of giving directions to
Ryan/Karen to add a particular field(s) to
a large group of records that are in the
same package
• Very common on monograph packages
Stable URLs
• PURLs
– PIDs/PID server
• http://uclibs.org/
– BibPURLs
– GPO PURLs
– Durable links (IEEE Xplore)
– OpenURLs
– ARKs
Maintenance: Journal Titles
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Updates from Maria
Requests from package liaisons (RL’s)
E-Resources tracking page
E-mail alerts from vendors
Vendor title lists
List-servs
Patrons
Communication (1)
• Campuses
– E-mail
– SCP Advisory Committee
– SCP monthly update at:
http://www.cdlib.org/inside/projects/scp/updates.html
Communication (2)
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Vendors
– Initial cataloging process
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1st priority: Persistent URL establishment
Serials: need delimited title lists
Monographs: advise on data elements
– Later
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Title change lists for new and dropped titles
SFX reports
Especially for databases
Tools for You
SCP Web Page
http://www.cdlib.org/inside/projects/scp/
Record Manipulation and
Distribution
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Batch creating CDL bibliographic records
Record manipulation
Record distribution
Record redistribution
Batch Creating CDL Bibliographic
Records
• Serials
– Catalog describing the print version
– Output and reload
– Exceptions for vendor records (e.g. American
Periodical Series)
Batch Creating CDL Bibliographic
Records
• Monographs
– Catalog describing the electronic version
– Output, reload, and switch basis of description
– Some record sets do not need to be switched
– Some record sets are uploaded to WorldCat
Record Manipulation
• Techniques
– Load tables
– MarcEdit
– PID translator
– Macros
– Millennium Global Update
Record Distribution
• Creating the master files
– Weekly
– Based on OUTRECS file
– Location is “cdl” & has 599 field
– Two files for serials and monographs
– Serials file sent to CDL
Record Distribution (cont.)
• Creating the campus files
– 18 files created with the “CDL Upload
Software”
– Based on the 920 fields in the bibliographic
records
– Files are mounted on a UCSD server for the
campuses to retrieve
– Retained for three months
Record Redistribution
• Individually through the 599 field
• Groups of records may be requested for
redistribution
– Secure record transmission between
campuses
– Please be judicious as this is big workload
Beckoning on the Horizon
• New online resource types
– Cartographic resources
• Rumsey Map Collection
• LC’s American Memory Map Collection 1500-2004
– Music sound files
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Classical Music Library (Alexander Street Press)
Naxos Music Library (Naxos Digital Services)
Smithsonian Global Sound (Alexander Street Press)
Database of Recorded American Music:DRAM (New World
Records)
• Shared Print Collection
Beckoning on the Horizon
• Open Content Alliance
• Google Print Library Project
• UC-wide Electronic Resources
Management System
• SOPAG Bibliographic Services Task Force
– Draft of part 1:
http://libraries.universityofcalifornia.edu/sopag
/BSTF/interim081405.pdf