Cambridge University Library Existing records Problems and Solutions

Cambridge University Library The current situation 2.5 million bib records in six databases 1 million short records At 10 books/hour it would take one cataloguer 62 years (10 over 6 years) Total cost (just salary) approx £1.5 million

Cambridge University Library Deduplication Move to single bibliographic model? Deciding on ‘best’ record, manually relinking holdings/deleting surplus bibs Colleges – c. 50% duplication Departments/Others – c. 25% duplication A lot of relinking (1M records affected?)

Cambridge University Library For single cataloguer – another 40 years work? Overall 100 years? Or for 10 cataloguers, 10 years? Total cost rises to £2.5 million And that’s a lot of money …

Cambridge University Library Prohibitively expensive/time consuming to handle these problems by manual recataloguing alone Particularly in the light of a likely migration to a new Library Management System (Ex Libris or otherwise) in the medium term A non-migratable situation? Solutions?

Cambridge University Library Automated Cataloguing Tools! - short record enrichment Automated MARC correction Deduplication routines Order important – need full, well coded records to deduplicate effectively

Cambridge University Library How to get from this …

Cambridge University Library to this!

Cambridge University Library Record enrichment program Web interface for use in libraries Looks for match in UL database If found, corrects MARC in UL record (if necessary) and overlays local record Match rates 60-70% on average

Cambridge University Library

In testing with 8 libraries So far: 34,000 bibs processed 21,000 bibs enriched Match rate of 62% If all 1M short records were fed through, 620,000 records would be updated, leaving only 380,000 for manual recataloguing.

Cambridge University Library MARC correction Like the Bib Checker program, but corrects errors instead of just warning you Already built into the program Could be rolled out into other areas for large scale MARC correction

Cambridge University Library How to get from this =LDR 00472nam\\ \a\4500 = = = s1985\\\\nyua\\\\\\\\\\001\0\eng\d =020 \\$a =100 1\$aBroecker, W.S.,$d1931- =245 10$aHow to build a habitable planet ;$cBy Wallace S. Broecker. =260 \\$aNew York ;$bEldigio Press,$cc1985 =300 \\$a291p $bill $c23cm =504 \\$aIncludes index. =650 \0$aAstronomy. =650 \0$aAstrophysics.

Cambridge University Library to this! =LDR 00453nam a 4500 = = = s1985\\\\nyua\\\\\\\\\\001\0\eng\d =020 \\$a =100 1\$aBroecker, W. S.,$d1931- =245 10$aHow to build a habitable planet /$cby Wallace S. Broecker. =260 \\$aNew York :$bEldigio Press,$cc1985. =300 \\$a291 p. :$bill. ;$c23 cm. =504 \\$aIncludes index. =650 \0$aAstronomy. =650 \0$aAstrophysics.

Cambridge University Library Lists corrections Bib id: How to build a habitable planet ; By Wallace S. Broecker. 100: UPDATE: Spaces inserted between initials in subfield _a 245: UPDATE: By uncapitalised at start of subfield c 245: UPDATE: Space forward slash inserted before subfield _c 260: UPDATE: Full stop inserted at end of field 260: UPDATE: Space colon inserted before subfield _b 300: UPDATE: Full stop inserted after the p in pagination 300: UPDATE: Full stop inserted at end of field 300: UPDATE: Illustration abbreviation has been corrected 300: UPDATE: Space colon inserted before subfield _b 300: UPDATE: Space inserted between digits and cm 300: UPDATE: Space inserted between digits and p in pagination 300: UPDATE: Space semi-colon inserted before subfield c

Cambridge University Library Deduplication Routines and algorithms: Find duplicate records Find ‘best record’ Relink holdings to this record Run it through MARC correction routine Delete duplicate bibs

Cambridge University Library Tools for Cataloguers, not replacements! Does the stuff programs do well, allowing you to concentrate on what humans do well Won’t do all the work, just makes the project feasible

Cambridge University Library What you can do Record sharing Adhere to the Bibliographic Standard Make sure local information is in the holding record or correctly coded If you are interested in short record enrichment, MARC correction or deduplication, get in touch

Cambridge University Library Questions?