SUNCAT Workshop, September SUNCAT Workshops London, Edinburgh, Manchester SEPTEMBER 2006 Programme – 14.00Registration and tea/coffee – 14.05Welcome Peter Burnhill - EDINA – 14.20Introduction to SUNCAT Zena Mulligan - EDINA – 14.40How SUNCAT can help researchers and librarians Zena Mulligan - EDINA – 15.10SUNCAT for cataloguers and contributing libraries Natasha Aburrow-Jones - EDINA – 15.30Contributing library perspective – 15.50Future developments Fred Guy/Peter Burnhill - EDINA – 16.00Questions and Answers – 16.30Tea/coffee and Hands-on

SUNCAT Workshop, September Introduction to SUNCAT SUNCAT: the Serials UNion CATalogue for the UK Research Community Zena Mulligan SUNCAT Project Officer EDINA National Data Centre

SUNCAT Workshop, September Overview WHY SUNCAT was developed WHO is involved in SUNCAT HOW SUNCAT works WHAT is included in and the scope of SUNCAT

SUNCAT Workshop, September Background UKNUC Feasibility Study –Serials Report: Tony Kidd, Rob Bull

SUNCAT Workshop, September UKNUC Feasibility Study “When users were asked how often they would wish to use a UKNUC for various different purposes, the idea of locating all journals in a particular subject area achieved the highest score among most groups of researchers, with support ranging from 72% to 95%, the highest score reached in response to this question. This is a definite indication of the need and support for a Serials National Union Catalogue.” UKNUC Feasibility Study, April 2001

SUNCAT Workshop, September Background UKNUC Feasibility Study –Serials Report: Tony Kidd, Rob Bull SUNCAT Scoping Study –Information Power Ltd. JISC & RSLP funded Purpose - to develop a UK Serials Union Catalogue Phase 1 – February 2003-December 2004 Phase 2 – January 2005-December 2006 –Pilot Service January 2005 –Full Service August 2006 Phase 3 – 2007 onwards Partnership between the University of Edinburgh, through EDINA, & Ex Libris Associate Partners - Cambridge, Glasgow, National Library of Scotland, Oxford

SUNCAT Workshop, September SUNCAT Management EDINA Co-directors of SUNCAT Peter Burnhill Christine Rees Ex Libris Julie Booth Dominic Nast Steering Group (Chair Derek Law) Advisory Group (Chair Peter Burnett) Bibliographic Quality Advisory Group (BQAG)

SUNCAT Workshop, September SUNCAT Team –Manager: Fred Guy (EDINA) –Systems Librarian: Morag Macgregor (EDINA) –Bibliographic Work: Natasha Aburrow-Jones (EDINA) Moira Whitson (EDINA) Nicola Osborne (EDINA) –User Requirements Work: Zena Mulligan p/t (EDINA) Liz Stevenson p/t (Edinburgh University Library)

SUNCAT Workshop, September SUNCAT aims SUNCAT: primary aims –For researchers, a single tool for the location of serials, including information about access –For librarians, a central repository of high quality bibliographic records for downloading to local catalogues and a location tool for ILL Additionally - to raise consciousness of the importance of quality serials information among UK researchers and librarians

SUNCAT Workshop, September SUNCAT: How does it work? Centralised union catalogue Records stored in one large database Records deduplicated to view using Aleph functionality “Preferred” bibliographic record displayed with associated holdings

SUNCAT Workshop, September “Preferred” bibliographic record Libraries’ holdings Shelfmark Summary holdings statement Online?

SUNCAT Workshop, September What does SUNCAT Contain "Serials" can be described as "... continuing resources,... successively issued". They can include "... integrating [resources] (e.g., updating loose- leafs, updating Web sites). A serial can also include "... the following categories of finite resources (i.e., those with a predetermined conclusion): resources that exhibit characteristics of serials, such as successive issues, numbering, and frequency, but whose duration is limited (e.g., newsletters of events); reprints of serials; and finite integrating resources.“ AACR2

SUNCAT Workshop, September What does SUNCAT contain? Whatever contributing libraries define as a serial in their local catalogues No article level information Antiquarian and current titles Print and electronic serials

SUNCAT Workshop, September Electronic journals Increasing proportion of holdings are electronic Growing archives of back files Preliminary survey of current practice Single or separate records Access and holdings: subscription information Research undertaken

SUNCAT Workshop, September Contributing Libraries: Phase 1 British Library National Library of Scotland National Library of Wales Imperial College, London London School of Economics Manchester Metropolitan University Queens University, Belfast University of Birmingham University of Bristol University of Cambridge University College, London University of Durham University of Edinburgh University of Glasgow University of Leeds University of Manchester University of Newcastle University of Nottingham University of Oxford University of Southampton University of Wales, Cardiff University of Warwick

SUNCAT Workshop, September Contributing Libraries: Phase 2 Aberdeen University Birkbeck College, University of London Bolton University British Film Institute British Geological Survey British Medical Association CCLRC Courtauld Institute of Art Cranfield University Edinburgh College of Art Essex University Exeter University Hull University IEE International Institute for Strategic Studies Kent University King’s College London Lancaster University Leeds Metropolitan University Liverpool University London Business School London School of Hygiene & Tropical Medicine Manchester Public Libraries Medical Research Council Napier University National Art Library National Maritime Museum National Museums & Galleries of Wales National Museums of Scotland Natural History Museum Reading University Royal Botanic Gardens. Kew Royal College of Nursing Royal Geographical Society Royal Institute of British Architects Royal Northern College of Music Royal Society Royal Society of Medicine School of Oriental & African Studies, University of London Sheffield University Sheffield Hallam University Society of Antiquaries of London Stirling University Sussex University University of Central Lancashire University of East Anglia University of London Research Libraries University of Ulster University of Wales, Swansea Wiener Library, Institute of Contemporary History Wellcome Library for the History & Understanding of Medicine Women’s Library, London Metropolitan University York University Zoological Society of London

SUNCAT Workshop, September SUNCAT SUNCAT: the Serials UNion CATalogue for the UK Research Community

SUNCAT Workshop, September How SUNCAT Can Help Researchers & Librarians SUNCAT: the Serials UNion CATalogue for the UK Research Community

SUNCAT Workshop, September Overview WHO: potential users of SUNCAT WHY: the benefits of using SUNCAT WHAT: embedding SUNCAT into workflows HOW: promoting SUNCAT to your institution

SUNCAT Workshop, September Who can SUNCAT help? Researchers –Anyone seeking information about serials held in libraries in the UK Library and information staff –Serials librarians –Inter-Library loan librarians –Reference and enquiry librarians –Liaison librarians –Collection management librarians –Cataloguers

SUNCAT Workshop, September Researchers SUNCAT can help researchers to… Find where a particular serial is held in the UK Find what serials exist in their field of interest Tailor searches to specific geographic areas or libraries Save/ records for future reference

SUNCAT Workshop, September Fields to searchLimit to specific geographic area or library Option to choose more advanced search or browse

SUNCAT Workshop, September Link to library websites Save or record Library holdings

SUNCAT Workshop, September Demo for Researcher

SUNCAT Workshop, September Library and Information Staff Serials librarians Inter-Library loan librarians Reference and enquiry librarians Liaison librarians Collection management librarians Cataloguers

SUNCAT Workshop, September Holdings from the British Library Holdings details include Name of Library Shelfmark Summary holdings statement Online availability

SUNCAT Workshop, September Demo for ILL

SUNCAT Workshop, September Bibliographic details inc ISSN Start of publication Change of title

SUNCAT Workshop, September Demo for Serials Librarians Demo for Serials Librarian

SUNCAT Workshop, September Promoting SUNCAT SUNCAT website Training guides Submitting queries Promotional material Linking to SUNCAT Institutional representatives

SUNCAT Workshop, September SUNCAT SUNCAT: the Serials UNion CATalogue for the UK Research Community Zena Mulligan

SUNCAT Workshop, September Cataloguing: How will SUNCAT help? (I) Problem: Serials cataloguing is of varying standards in the UK Answer: SUNCAT offers high quality bibliographic serials records available for download by contributing libraries. SUNCAT includes the CONSER database, which is used as a benchmark for cataloguing standards. The ISSN database is also included, for the ultimate authority on ISSNs.

SUNCAT Workshop, September Cataloguing: How will SUNCAT help? (II) Problem: How do I know that SUNCAT holds the record I want to download? Answer: Try searching SUNCAT! SUNCAT holds serials records from about fifty libraries to date, ranging from all the copyright libraries, through university research libraries, to specialist, societal libraries, covering a range of disciplines.

SUNCAT Workshop, September Cataloguing: How will SUNCAT help? (III) Problem: How will SUNCAT help me search for serials records? Answer: By being the serials national Union Catalogue for the UK, and holding the majority of UK serials titles in a single database.

SUNCAT Workshop, September Cataloguing: How will SUNCAT help? (IV) Problem: I’m not a contributing library; how can I use SUNCAT for cataloguing? Answer: Only contributing libraries will be able to download full records in MARC communications format. However, everyone will be able to search SUNCAT, and individual records to themselves in a descriptive record format for information. SUNCAT is a useful reference tool for those who want to know if a serial title exists, with its associated title changes, etc.

SUNCAT Workshop, September Cataloguing: How will SUNCAT help? (V) Problem: I can’t pay for access to any more databases; my cataloguing budget is overstretched as it is. Answer: SUNCAT is free! It costs nothing to search, and download is free for contributing libraries.

SUNCAT Workshop, September SUNCAT: What is involved for the contributing library? (I) This is defined in a document sent out to all potential contributing libraries – our “Benefits and Expectations”. Available on the SUNCAT website at: ExpectationsP2LibsMarch2006.pdf

SUNCAT Workshop, September SUNCAT: What is involved for the contributing library? (II) Supply answers to questionnaires –Preliminary questionnaire –Data questionnaire –Updating questionnaire

SUNCAT Workshop, September SUNCAT: What is involved for the contributing library? (III) Supply records to SUNCAT (initial load) –All serials records in library catalogue –Sent via ftp to SUNCAT server

SUNCAT Workshop, September SUNCAT: What is involved for the contributing library? (IV) Agree data specification –Data from contributing library needs to be manipulated into a form appropriate for loading into SUNCAT –Data specification is drawn up by SUNCAT, with questions directed to the library –Once approved, SUNCAT can start processing the contributing library’s data

SUNCAT Workshop, September SUNCAT: What is involved for the contributing library? (V) Check reports –Rejected records reports –Character conversion error reports

SUNCAT Workshop, September SUNCAT: What is involved for the contributing library? (VI) To supply regular updates - Regularity to be agreed with by library - Update files of serials records to include: - New records - Changed records - Deleted records (This applies for both holdings and bibliographic records, where appropriate)

SUNCAT Workshop, September SUNCAT: What is involved for the contributing library? (VII) Upgrade records to the SUNCAT upgrading standard - Only records that are verified as unique or are the preferred record need to be upgraded by the library - SUNCAT upgrading standard is very similar to the CONSER minimum level standard (SUNCAT entry standard deliberately set low to allow as many records as possible into the database) dards.pdf

SUNCAT Workshop, September Cataloguing: Benefits for contributing libraries Access to over 4 million bibliographic records for download (via z39.50 or through the web) in a variety of formats Inclusion of the CONSER Register and ISSN database, as well as bibliographic records from 50 contributing libraries Access to library-specific, tailored reports to help focus areas for cataloguing through the Librarian’s Interface SUNCAT is an invaluable aid for both current and retrospective cataloguing You can improve your own library catalogue and SUNCAT at the same time, thus benefitting the library community and beyond

SUNCAT Workshop, September Cataloguing: Benefits for all cataloguers Comprehensive search and locate facility for serials titles held in the UK Inclusion of the CONSER Register and 50 contributing libraries Ability to details of bibliographic records (full and brief record) SUNCAT is an invaluable aid for both current and retrospective cataloguing

SUNCAT Workshop, September SUNCAT: Case studies See what some of our contributing libraries say:

SUNCAT Workshop, September SUNCAT: the Librarians’ Interface What is the Librarians’ Interface? A new development, which will allow Contributing Libraries to: –Download records –Access reports regarding non-matched records –Notify the SUNCAT project team of mismatches or records that should have matched into a set –To customise notifications reports

SUNCAT Workshop, September SUNCAT: the Librarians’ Interface (II) Downloading Via: z39.50 Via: download from the web (currently in development) Via: save / function

SUNCAT Workshop, September SUNCAT: the Librarians’ Interface (III) Assisted matching (currently in development) Will allow the contributing library to: –Verify unique records –Match poor quality records to the appropriate set by the contributing library, chosen from a pool of records selected by SUNCAT –Notify the SUNCAT team of mismatches, and / or records or sets that should match together

SUNCAT Workshop, September SUNCAT: the Librarians’ Interface (IV) Notifications: –To be developed? –Changes in the preferred record, tailored to individual libraries

SUNCAT Workshop, September SUNCAT: what is the matching process? Deduplicated union catalogue Complex matching algorithm 3 stage selection process for matching Preferred record display List of Common Titles (LOCT) Matching above format

SUNCAT Workshop, September Matching: the SUNCAT ID What is it? –The SC-ID is a unique identifier at a “work” level What does it do? –It links records for the same title together, improving the current matching processes How does it do this? –By storing a number in the 049 $a field, and extra processes being run before every file is loaded into SUNCAT to assign a SC-ID What are the results? –Improved matching –An identifier which can be used outwith SUNCAT, if so desired

SUNCAT Workshop, September Data quality Varying standards of data quality received from libraries, both in bibliographic and holdings information Matching algorithm does not match all bibliographic records for the same title successfully, due to paucity of data Results in some duplication of records on the database SUNCAT resolving this by: –Improving the matching algorithm –SUNCAT team matching / unmatching records to appropriate sets through the Librarians’ Interface –Asking contributing libraries to upgrade their preferred and unique records

SUNCAT Workshop, September SUNCAT: Central Source of Serials’ Information for the UK Future Developments Fred Guy SUNCAT Project Manager, EDINA National Data Centre

SUNCAT Workshop, September Overview 1.Re-assess QUALITY (fit for purpose) Coverage, Currency, Duplicates, (functionality & performance) 2. Consider ADDED VALUE SERVICES 3. Review USERS’ REQUIREMENTS 4. Ensure GOVERNANCE & FUNDING 5. Outline DEVELOPMENT TIMESCALE 6. Questions …

SUNCAT Workshop, September Quality 1.Coverage 2.Currency 3.Duplicates 4.Functionality & performance

SUNCAT Workshop, September QUALITY: Coverage Currently 49 largest UK research libraries –3 National libraries –33 University libraries (inc. Oxford & Cambridge) –3 Academic libraries (eg. Edinburgh College of Art) –10 Special libraries (eg. Zoological Society of London) General principles First obtain critical mass of titles and holdings √ Increase coverage to embrace specialist collections –Definition? –Additional public libraries? Increase geographical spread of libraries –All university libraries? Specific remit to be determined by JISC through the successor to SUNCAT Steering Committee

SUNCAT Workshop, September Quality: Coverage SUNCAT & Union Catalogues SUNCAT Union Cat. a Union Cat. b Z39.50; SRW: Search/Retrieve Web Services etc.

SUNCAT Workshop, September QUALITY: Currency General principles Aim for up-to-date information –New serials held –Updates to ‘preferred bibliographic record’ ISSN assigment –Serials discontinued –Changes to holdings statement Establish cost-effective method –What should be held centrally –What changes rapidly Circulation status data best held locally –Holdings statement?

SUNCAT Workshop, September Re-assess QUALITY: fit for purpose SUNCAT db ‘Serial Titles’, by matching Item records, ‘Preferred Bib. Record’ + Holdings CENTRAL DATABASE Researchers’ user interface Librarians’ user interface Contributing Libraries Bibliographical records + Item Holdings Initial Load & Updating OPACs Downloading

SUNCAT Workshop, September QUALITY: Data “A particular problem when considering the bringing together of serials records into a union catalogue is their variable quality. In many libraries, there has until recently been no tradition of creating or obtaining quality serials records, perhaps because these records were not as easily obtainable as for monographs but also because a simple finding list for serials was probably sufficient, given reliance on the services of the BLDSC”. “Testing of serials union catalogues revealed not so much differences between physical and virtual architectures, as the dubious quality of much of the underlying data from local catalogues, including both the bibliographic record and the volume/year holdings information”. Feasibility study for a National Union Catalogue. Final Report 25 th April 2001

SUNCAT Workshop, September QUALITY: Matching & De-duplication Ex Libris (using ALEPH 500) Install a series of fixes to assist matching process –Increase candidate pool size –Re-index (or rebuild) system Development of new secondary algorithm Development of an API EDINA Computer-assisted matching; outside Aleph using API Status: Under consideration but funding implications Software Data

SUNCAT Workshop, September Manual Intervention QUALITY: Alternative Approach Identification of Non-Matched records (report) Identification of ‘mis-matched’ records SUNCAT Team & Contributing Libraries Use of Assisted Matching via Librarians’ Interface

SUNCAT Workshop, September QUALITY: Holding Statements Currently data are displayed as submitted by CLs Three possible approaches under consideration to improve currency, and to embrace e-journals: 1.Link, via SFX, to local holdings fields in OPACs 2. Manually register/amend holdings information 3. (for e-journals) Ingest holdings data from source from PAMS, Publishers, Aggregators etc. using ONIX for Serials for transmission AIMSS Project (JISC: EDINA/Serials Solutions)

SUNCAT Workshop, September SEARCH & DISCOVER Search (by series of keys) Locate holdings libraries Identify specific holdings SUNCAT REQUEST & DELIVER ILL E-TOC Document Delivery Full Text 2. Consider ADDED VALUE SERVICES

SUNCAT Workshop, September Review USERS’ REQUIREMENTS For researchers, librarians and other professionals involved with serials … “Typically, library services are only seen by the audience which makes its way into the library Web presence and finds what they are looking for. “The resources are not visible to the many other people who may find them valuable”. Lorcan Dempsey. The (Digital) Library Environment: Ten Years after.

SUNCAT Workshop, September SUNCAT PRESENT User initiated search HTTP SUNCAT FUTURE JISC Information Environment (OpenURL, RSS; alerts; MyPortal; SAKAI; uPortal; Microsoft Research Pane etc, etc.)

SUNCAT Workshop, September Ensure Governance & Funding Governance Project. –SUNCAT Steering Committee Based on RSLP/JISC Project Committee February 2003 – October 2006 Service. –EDINA Board of Management Monitoring Unit –Steering & Advisory Groups Funding –Currently to July 2007 –Renewal following review

SUNCAT Workshop, September Outline Development Timescale [1] [1] Subject to extra funding being made available Sept 2006 – March 2007April 2007 – July 2008 months [1] [1] Quality  Discussions on approaches to de-duplication (eg with Copac)  Install fixes  Reindex/rebuild  Implement Librarians’ Interface (for assisted matching etc.)  Develop new algorithm  Develop API  External matching (API)  Registration of Holdings  Notification of Changes  Test links to OPACs via OpenURL (OpenURL Router & SFX) Added Value Services Discussions with Zetoc and others  Discuss/establish links to other services Meeting users’ requirements  Evaluate requirements: JISC IE & Aleph capabilities Governance and funding JISC to resolve composition and remit of new Committee Determine funding for August

SUNCAT Workshop, September Questions welcome.. 1.Quality (fit for purpose) 2. Added Value Services 3. Users’ Requirements 4. Governance & Funding 5. Development Timescale 6. Other Issues