Shi Deng BIBCO Coordinator April 20, 2015 UCSD BIBCO Enhancing Shi Deng BIBCO Coordinator April 20, 2015

UCSD BIBCO Phase I: BIBCO: Creating new records BIBCO Orientation, OCT. 17, 2014 Started BIBCO Phase I on original cataloging Nov. 2014-Mar. 2015: Created 31 BIBCO records Review: Start peer review for new BIBCO records Caroline and Hanley Becky and Kate Rui and Shi Phase II: BIBCO: Changing records

BIBCO Enhance Outline Documentation: General vs. Enhance Type of Records/Activities for Enhancing BIBCO Enhance: General Rules BIBCO Enhance: PCC BPM BIBCO Enhance: OCLC Guidelines Workflow: General vs. In-House Reporting Statistics Review Process Quiz Note: Authority control: same as original, not covered

BIBCO General Documentation BIBCO Participants’ Manual (BPM) RDA in conjunction with LC/PCC Policy Statement PCC RDA BIBCO Standard Record (BSR) Metadata Application Profile PCC Combined Provider-Neutral E-Resource Guidelines Integrating Resource Manual Post RDA Implementation Guidelines and Standards Relationship designators in bibliographic records Descriptive Cataloging Manual Z1 (DCM Z1) SHM: Subject Headings Manual CSM: Classification and Shelflisting Manual From Orientation slides. Documentation used for creating new BIBCO records will be referred for BIBCO enhancing as well.

BIBCO General Documentation General Documentation (Cont’d) MARC 21 Format for Bibliographic Data ALA-LC Romanization tables PCC Guidelines for Creating Bibliographic Records in Multiple Character sets PCC website Utility Input Guidelines (OCLC) Bibliographic Formats and Standards Guidelines for National Enhance Participants Enhance Training Guidelines Note: These documents are linked on TPOT: http://tpot.ucsd.edu/policies-procedures/bibrec/BIBCO.html Also appear in various locations in the PCC, Cataloger’s Desktop, and other websites.

BIBCO Enhancing Documentation PCC Documentation on Enhancing: BIBCO Participants’ Manual (BPM) Section III. p. 37-40 Post RDA Implementation Guidelines and Standards Post RDA Test Guidelines Guidelines for working with RDA and non-RDA records prior to implementation of RDA (Also apply to post implementation) Guide 1: Enhancing & Editing RDA Monograph Records  Guide 2: Enhancing & Editing non-RDA Monograph Records  Guide 5: Enhancing & Editing RDA Integrating Resource Records  Guide 6: Enhancing & Editing non-RDA Integrating Resource Records Utility Input Guidelines (OCLC) Guidelines for National Enhance Participants Enhance Training Guidelines Documentation and some section specifically related Enhance are pointed out here. Guidelines for working with RDA and non-RDA records prior to implementation, still apply to post implementation. We will only touch on the general rules and not go over them field by field today, but when you perform enhance cataloging, it is still a good reference to refer.

BIBCO Enhance: Types/Activities Type of Records BIBCO Records: Record Maintenance RDA records AACR2 records Non-BIBCO Records: Record Upgrading Pre-AACR2 records Changes within a record Coding Description Subject headings & Classification number Authorized access points

BIBCO Enhance: General Rules PCC Do *not* remove valid AACR2 elements or valid RDA elements when enhancing records (rather than re-describing). Do not recode the descriptive rules for these minor additions. The goal of editing a bibliographic record should be focused on enhancing the record to improve user access to the resource by contributing to the user tasks: find, identify, select, and obtain. Be nice! Avoid ‘editing wars’ that are merely stylistic (such as style of note). Do no harm! Retain elements that are correct, even if you would not normally supply them yourself. If it's not wrong, leave it alone. Ask first if you are not sure. Use existing channels (such as the PCC and BIBCO listservs), contact individuals that have been trained on RDA, email policy@loc.gov or naco@loc.gov The general rules used in these guideline prior implementation are still good rule of thumbs to follow. “Do not recode the descriptive rules for these minor additions” and the goal listed here is a good rule for determining when to make it BIBCO record,

BIBCO Enhance: PCC BPM H. Updating an Existing non-BIBCO Records (p. 37) Follow PCC standards & OCLC enhance documentation Adding 042 code “pcc” I. Modifications to existing BIBCO Records (p. 37) Shared responsibility for maintaining the integrity of PCC records. Open lines of communication with other PCC participants. Restricted to those with National level enhance authorizations in their specified formats

BIBCO Enhance: PCC BPM J. Record Maintenance (p. 38-40) It is a process of ensuring the continued accuracy of a BIBCO record through additions, changes, or deletions. Should be undertaken in the following circumstances: To correct errors To reflect changes in the publication (multipart monos & IRs) To reflect changes to policies and practices used within BIBCO RDA: Jan. 2015, all BIBCO contribution must follow RDA BSR AACR2: BIBCO catalogers are encouraged to upgrade to RDA Pre-AACR2 records, consult: RDA Interim Policies and Best Practices To reflect changes to authorized forms of access points Classification or content analysis: subject headings & classification numbers; DO NOT change national library assigned classification number Authority-controlled fields: Names, don’t forget to report NACO BFM When in doubt, should consult the participant institution first before making any changes. RDA records: Jan. 2015, all BIBCO contribution must follow RDA BSR, Records are not fully RDA compliant, may not be coded PCC Records derived from AACR2 without converting to RDA are not contribute as PCC Authorized access points May make change to subject analysis fields that clearly do not correlation with the subject matter of the publication; do not make changes when it is a matter of judgment on predominant subject emphasis Changes in subject headings and classification should reflect changes in the standard schedule (LCSH, LCC). Exception: do not change national library’s classification number.

BIBCO Enhance: OCLC Guidelines Only exact matches should be enhanced Be very conservative when correcting bib records, do not assume, it’s better to ask a question than to jump to an incorrect conclusion Should fulfill all the standard requirements of the encoding level to which it has been enhanced Perform all required authority work When enhancing CIP, exercise considerable caution where data conflict, refer to instructions on Enhance Training Outline section A15. Here are big points selected from OCLC national enhance guidelines and enhancing training outline Again, exercise on cautious. Not based on cataloger’s judgement, for example, LC would add CCT while UCSD will not.

BIBCO Enhance: OCLC Rules on Don’t Do not Do not change LCCN (field 010) Do not remove field 042 from a record Do not change LC-assigned call numbers, except for adjustments to the date in CIP according to LC CSM Do not delete data unless it is clearly incorrect Do not replace a record solely to change an element that is a matter of cataloger’s judgment Do not leave in the master record local data that has no value to other libraries When in doubt, DON’T. Do not page: Again, exercise on cautious. Not based on cataloger’s judgement, for example, LC would add CCT while UCSD will not. Do not delete data unless it is clearly incorrect (such as a subject heading that does not apply to the work)

Workflow: General BIBCO libraries decide what and when to upgrade a record to a BIBCO record BIBCO libraries enhance BIBCO records according to BPM section J. Record Maintenance BIBCO libraries can enhance or upgrade a record for either monographic or integrating resource When Local needs dictate a practice not supported by BIBCO documentation, a library may choose between 2 options: Contribute a non-BIBCO record (e.g. controversy CCT) Modify the content of the record for its local use only (e.g. add 793, 590, etc.) Contribute BIBCO records via OCLC; no centralized database, no 010 LCCN Do not assign conventional collective titles with "Selections" in the following situations (instead, determine the preferred title of the work by following RDA 6.2.2.4/5): A compilation of poems, short stories, essays, etc. that has its own title and is being published for the first time, and/or A compilation whose contents are intended by its creator to exist together as one work. In case of doubt, do not assign a conventional collective title. This preferred title should be input in the 245 field and not the 240. Note that this is different than LC's policy as described in LC PS 6.2.2.10.3. Classify such publications as separate works.

Workflow: BIBCO Record Apply BSR Metadata Application Profile Make BIBCO record for print and electronic BSR is a “floor” description that emphasizes access points Inclusion of essential data that supports user tasks RDA “core” and “core if” “PCC core” and “PCC recommended” Additional elements may be added if determined to be important for identification or access Entities for names, subject, and series must be supported by authority records established through NACO and SACO Using defined element set in the BSR will allow the consistency in the catalog BSR content is supported through use of MARC 21 Formant for Bibliographic Data Taken from Orientation slide. The same apply to original and enhance.

Workflow: In-house Authentication by UCSD Leader/17 Encoding level = # [blank] Leader/18 Descriptive cataloging form = i 008/39 Cataloging source = c or # [blank] if enhance national level record 040 Cataloging source/language: Enhance: $a XXX $b eng $e rda $c XXX $d CUS Enhance E-resource: $a XXX $b eng $e rda $e pn $c XXX $d CUS 050 LC call no.: 050#4 or 05000 if enhance national level record Add enhanced record in shared folder for review

Workflow: Coding Coding for updating non-BIBCO records to BSR   Type of Record Non-BIBCO Update to BIBCO Encoding level (Leader/17) K, I, or # # [Blank] Cataloging source (Leader/39) National Library Other Library d c Authentication (042) lcode lcode $a pcc Non-exist pcc LC Call no. (050/090) Library of Congress 050 00 050/090 050 #4

Reporting Statistics: BIBCO Timeline: Report twice a year to PCC/BIBCO April 9 for October-March Oct 4 for April-September Total of records that added “042 pcc” by UCSD New original cataloging records (Including ECIP) Existed records being upgraded to meet BIBCO standards UCSD Autostat: regular autostat code + BIBCO code XBA Not counted: Correction or Enhancement to existed BIBCO records that have “042 pcc” already UCSD Autostat: regular autostat code

Reporting Statistics: In house Add BIBCO autostat code “XBA” to records YOU add “042 pcc” New original cataloging records Authenticate/upgraded existed non-BIBCO records Always pair BIBCO code with cataloging code(s) Example: New record s catOCT14;rz;1;SA s catOCT14;rz;1;OD s catOCT14;rz;1;XBA Example: Upgraded non-BIBCO record to BSR s catOCT14;rz;1;EE Do not Apply: Updating existed BIBCO record s catOCT14;rz;1;EE or s catOCT14;rz;1;FC

In-house Review: Catalogers Responsibilities of the BIBCO catalogers Review records for obvious errors before submitting to reviewer Submit no more than 5 records per week to your reviewer Records submitted supported by NAF for Name and LCSH, and LCC Provide reviewer with access to records prior to their contribution to OCLC Revise records according to reviewer’s feedback before creating more new records Respond to reviewer’s questions promptly Review process is the same

In-house Review: Reviewers Responsibilities of the BIBCO reviewer: Provide feedback within a week to maintain local workflows and timely contribution of records to the shared database Respond to cataloger’s questions promptly Communicate with catalogers if a longer time period is necessary for review Report serious cataloging errors to the institutional BIBCO Contact Track progress of each cataloger under review as she/he approaches independence Consult with cataloger and her/his supervisor if problems persist in order to determine if additional training is necessary

In-house Review: Criteria Criteria for evaluation The reviewer examines records with these qualitative standards in mind: The MARC 21 format Leader and 008 fields are coded accurately 042 pcc is present All access points are represented in the appropriate authority files A standard classification number is present in bibliographic records for formats which require one All mandatory fixed and variable fields are present Descriptive cataloging follows PCC policy and documentation Enhancements to existing records meet input standards of the utility The errors in early groups of records appear less often in later groups of records because the catalogers are responding to corrections The reviewer considers the body of records with these quantitative standards in mind: Records represent the types of materials the BIBCO participant will contribute The participant has produced 80-100 records or a quantity sufficient to assure consistent high quality

Quiz True or False? All BIBCO records UCSD contributes must follow PCC BSR and code “040 $e rda”. _______ The encoding level for BSR is blank. _____ When upgrading a national level record to BIBCO, replace existed 042 code with “pcc”. ________ You can change call number in BIBCO record if it is incorrect. _______ You DO NOT add autostat code XBA when enhance a BIBCO record. _________ Questions & Discussion Thank you!