1 Building a “Virtual Library Collection” through freely-accessible web sites: ‘Select Web Sites database’ at University of Vermont Wichada SuKantarat A presentation at a Poster Session The 11th OLAC Biennial Conference Montreal, Canada 2004

2 The recent increase of freely-accessible web sites on the World Wide Web can change the nature of library collections and services. Within this rapidly changing environment, libraries should take advantage of valuable information that is freely available on the Internet. Creating a virtual collection requires a well-planned collaboration of librarians in Cataloging, Collection Development, Reference and Systems. In addition, current collection development policies will need expansion to reflect the nature of a “virtual collection.” A systematic review and maintenance, which includes de- selection of freely-available resources, is also an essential component of this type of collection. It is also useful to consider the cost versus the benefit to a library. What is the relative cost to the libraries to create this virtual collection? And how much would users benefit from bibliographic descriptions of selected web resources? At the University of Vermont, a decision was made to build bibliographic descriptions by adding subject index terms—uncontrolled (Field 653), because it provides more access to these resources. UVM’s experience found that access to these web resources through the existing online catalog was the most efficient delivery method. This poster presentation will share with the audience how the Select Web Sites database at University of Vermont was created. It outlines workflow procedures, the approaches taken to resolve issues and problems, and the benefits to teaching and learning supports in the campus community. Most importantly, it sets as a challenge to other librarians, the creation of “Virtual Library Collections” databases for library users. Abstract

3 Set up Goals A well-planned collaboration of librarians in Cataloging, Collection Development, Reference and Systems is necessary. Current collection development policies will need expansion to reflect the nature of a “virtual collection.” Keep Electronic Collection Development Policy: selection and criteria up-to-date. Devise a well-organized plan for electronic resources workflow. Put in place systematic review and maintenance processes, which should include de-selection of freely-available resources. Arrange support from Library Administration & Systems Dept. The most viable project will be in support of university curricula and programs. Build structures that will ensure a long term on-going commitment.

4 Considerations! Cost versus the benefit to a library? What is the relative cost to the libraries to create this virtual collection? How much would users benefit from bibliographic descriptions of selected web resources? How to organize /merge freely-accessible web sites into library collection and display in the public? Have enough staff to select, de-select, catalog, and maintain the database? How well patrons access the virtual collection? Get feedback from the public (Faculty, staff and students).

5 databaseVoyager is the database of materials acquired or licensed by the Libraries. We considered creating either an external Voyager database or a separate database (non-Voyager database) to catalog web resources and to manage specialized finding aids. We also considered using Z39.50 to present a meta search interface to the public which would include one or more separate databases of web resources. The databases of web resources could have been maintained locally or they could have been a consortium effort such as OCLC’s CORC database. The Decision made at UVM

6 OPAC ArcCat Select Web Sites Vermont Newspapers Special Collections catalog Geology Museum Digital Archive Voyager

7 Select Web Sites database University of Vermont

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9 Cataloging Strategy

10 High Quality Database Low Maintenance Low Maintenance

11 Cataloging Policy for Freely-accessible web sites Create local provisional records when no record found in OCLC Provide more access points as needed Input Field 653 for additional subjects (more access: subject or keyword search) Keep URLs up-to-date Keep subject areas balanced in Virtual database by assigning a classification scheme in the call number (i.e., Internet (HQ), Internet (HV)).

12 Cataloging workflow Select (Criteria based on Collection Development Policy) Check/ Verify links Catalog (download records from OCLC, create local provisional records) Modify (add more access points, keep subject areas balanced in the Select Web sites database by assigning a classification scheme in the call number (i.e., Internet (HQ)) *Add Field 653 (Subject Index Term) Maintenance (using Linkbot software to generate reports on URL dead links twice a month) Corrections (changes--title, URL, etc.) De-select (keep up-to-date) Add more web sites…

13 UVM Libraries Link Reports Using Linkbot software to generate reports twice a month

14 Issues Time consuming! A long-term on-going task! Need a strong cooperation and commitment within the library organization to build up a virtual collection. A separate database could be hidden on the Library Home Page away from the public. Interdisciplinary subject areas! Cataloging Home Page and Title Web Page?

15 Future Be able to use Dublin Core metadata instead of MARC format. Be able to display URLs in the OPAC Search Results* To share valuable Vermont information/collection (s) in the Select Web Sites database with other libraries. Be able to find and gather freely-accessible web sites more effectively. To assess use of virtual collection versus main library collection (Online catalog owned materials) *Exclude multiple holdings, e-journals!

16 Canadian web sites Vermont web sites ALA/RUSA/MARS—Best of Free Reference Web Sites Librarian’s Index to the Internet SOURCES Requests (from Library faculty & staff) Currently 2,000+web sites

17 Wichada SuKantarat Authorities, Media & Electronic Resource Coordinator Library Assistant Professor Bailey/Howe Library University of Vermont Burlington, Vermont 05405