How do you Approach Metadata Creation when there are no Second Chances? CIG Conference Metadata: making an impact Arwen Caddy 8 th September 2014

Introduction to RB Has anyone heard of RB? Has anyone heard of Reckitt Benckiser? Has anyone heard of Reckitt and Colman? Has anyone heard of…

RB RB is the world’s number 1 Health and Hygiene company It is listed in the top 25 of the FTSE 100 Its global turnover in 2013 was over £10bn It has offices in 60 countries, and markets in 200

The Research & Development Library a book library a repository of copyright-fee paid research papers multiple legacy collections of hard-copy journal articles journal and online resource subscriptions an environmentally-controlled clinical archive of our in-house research documentation Our services also include: our LMS literature searching training in Information Literacy, copyright, our systems, and more

R&D Library and Archive facts and figures Number of books in R&D Library4,000 approx Number of copyright-compliant papers in repository20,000 approx Number of non-digitised papers in legacy collections 12,000 approx Number of items in R&D Archive150,000 approx Main subjects / areas of interestPharmacology, biology, chemistry, medicine, drug formulation, drug side effects and adverse events Number of books checked out on average per month7 Number of papers purchased per month 550 on average Number of scans from core texts per month30

R&D Library and Archive facts and figures Number of books in R&D Library4,000 approx Number of copyright-compliant papers in repository20,000 approx Number of non-digitised papers in legacy collections 12,000 approx Number of items in R&D Archive150,000 approx Main subjects / areas of interestPharmacology, biology, chemistry, medicine, drug formulation, drug side effects and adverse events Number of books checked out on average per month7 Number of papers purchased per month 550 on average Number of scans from core texts per month30

(No, it’s not from an episode of Doctor Who) What is a ‘dim archive’?

Definitions A ‘dim archive’ is a controlled repository held with permission of the Copyright Licensing Agency (CLA), that allows a company to hold a single copy of a document, which can then be shared with selected audiences for certain reasons, specifically to share documents with Regulatory Authorities for the purpose of Regulatory Submission. A ‘Regulatory Authority’ is a government or official body in a country that reviews medical products for safety, tolerability, and toxicity – essentially the body that ensures that Nurofen is safe for human use; Regulatory Authorities include the MHRA (Medicines and Health products Regulatory Agency) in the UK, and the FDA (Food and Drug Administration) in the United States. A ‘Regulatory Submission’ is the dossier provided by a company like RB, to a Regulatory Authority, including information that proves / states our case for said safety.

The dim archive locked documents automatic capture of use linked from here to dossiers – link can’t be broken

Advantages For publishers  Originality and integrity  Use of articles by RB adds to reputation of publisher and their authors For Regulatory Authorities  Assurance that documents provided have been purchased legitimately For our users  One trusted copy  Assurance that link cannot change  One place to search for all content For us  One place to search / store  Process set in stone  Can identify our documents – control watermarks  Don’t have to chase every use – we are now covered

Disadvantages For us  Can’t correct mistakes found in the metadata  Can’t move anything we’ve locked in the wrong place  Can’t update ‘ahead of print’ or append errata or author’s responses  Two members of staff are required for approving, so time must be found in two schedules / workloads  Embarrassment and loss of trust from users at Library staff’s expertise For our users  Difficult to search for articles when there are mistakes with a date or other metadata, which can lead to duplication of costs as new copies are purchased  Approvals process can take a long time, when papers are required urgently  Anything that we cannot agree this level of copyright and storage rights for cannot be used in our dossiers

Common Pitfalls Acronyms / full names Chapter authors vs. book editors Translated titles – whose translation do you use? Appendix pages Date of acceptance vs. date of publication

A Favourite Mistake Rowe’s initials

How to Avoid Mistakes 1. Take responsibility – don’t rely on the approvers to catch everything 2. Learn where mistakes are likely to happen 3. Stick with precedents and conventions – even if you prefer today’s answer 4. Don‘t trust deliverymen 5. A wrong and a right don’t always solve the problem 6. Concentrate! 7. Get into a rhythm – but don’t loose your concentration 8. Communicate!

An Example of Communication – was The Hobbit written in 2013? User wanted online reference uploaded as 2013 – because that was when he downloaded it We uploaded it as 2008 – because that was when it was last updated The user explained his issue was that this made it harder to find The Library team explained their approach using The Hobbit – (would we say The Hobbit was published in 2012 because that’s when I last read it? The Library team created and provided his team with a document that would help them identify which filenames matched which reports, and showed them searching strategies that helped them search the system

Summary Sometimes there are no second chances to get metadata right Firstly be as accurate as possible Then trust yourself and your team Have answers prepared for any questions and complaints If you can’t have a reputation for being always right, try to get a reputation for being always helpful

Thank You  Any questions?  