1. Creating catalog records that reflect data use restrictions and a little about other cataloging & licensing issues
Michele Hayslett
Amanda Henley
Wanda Gunther
Margaretta Yarborough
Joe Collins

2. Cataloging vs. Reference Librarians
Catalogers don’t have software to open data packages, don’t understand what they’re viewing, often no metadata.
Reference librarians want to get users to the data.

3. Collaborate
Work together to make it work – set up a regular monthly meeting to discuss issues
Use OneNote to share information across depts
Iterative process – try something, see how the record looks, tweak

4. Data Resource OPAC Record
Ordinary cat record, right?

5. OPAC Record (contd)
Gets interesting down here. Know you can’t read that so…

6. OPAC Record (contd) Notes:
"Access the download site to see the years available for each country."--UNC LAPOP guide ( "These data may be used only by researchers affiliated with the University of North Carolina at Chapel Hill who have fulfilled all IRB requirements. The data may not be disseminated to third parties."--Requirements, UNC LAPOP guide ( Founder and director of LAPOP, Mitchell A. Seligson. Includes technical documentation in PDF format. The Latin American Public Opinion Project, supported by Center for the Americas at Vanderbilt, has been operating since the 1980s. Surveys are available for various countries for different years and may or may not have English translations. Title from online documentation.
Technical Details:
System requirements: IBM-compatible; Adobe Reader 6.0 or higher; SPSS 13 or higher required.
Enlarged. Notes are 500 MARC fields. Countries are added in a 505 field. Technical Details is a 538 field. (Our OPAC records all have a tab to view the record in MARC, so feel free to peruse on your own.)
Obviously this is not formatted this way and who scrolls down that far in a cat record, anyway? So, when you click on the Online Access link…

7. OPAC Record links to Guide
…you get this guide. There’s lots of information data users need so all of that’s in the guide: comparability across years, how the files are arranged on the download site, etc., so all of that’s here. The first tab, though, is

8. Add Emphasis in the Guide
Requirements!
We are required to use LibGuide infrastructure but this is more flexible than the catalog at least. So we highlight the main requirement here. If they miss it and try to go directly to the data…

9. They Can’t Say We Didn’t Warn Them
…they get it in the Download tab, too.
Then link to the data…

10. >Go To Data Download Site
Have to log in.

11. Data Download Site
And finally, one last warning in the data download site.

12. Have made records for Esri Data & Maps and other GIS data, too
I have some general notes here but if you want more detail, give me your card when the session ends.

13. Geospatial data often come in sets or compilations
Esri Data & Maps
Large collection of individual data sets
Accompany semi-annual release of Esri software
Several CD-ROMs or DVD-ROMs
High-quality base data sets, including comprehensive metadata
Available to all Universities with an Esri site license
Most libraries catalog at this level
Geospatial data often come in sets/compilations
A. Henley, LAUNC-CH presentation, 3/11/2014

14. Larger OPAC Tweaks
Formats added for Geospatial Data and Statistical Datasets and assigned to existing records
Location codes added for downloadable data sets
A. Henley, LAUNC-CH presentation, 3/11/2014, with edits
Yukari. "dog & cat." 01 April Online image. Flickr. 04 March 2013.

15. Subject Headings Year Analytic Records Data Layer Records Altitudes
Amusement parks
Canals
Cemeteries
Drainage systems
Ferry routes
Historic sites--Earthquake effects
Hospitals
Indian reservations
Military bases
North Carolina -- Census, 2010.
Prisons
Railroad stations
Rivers
Volcanoes
On the left is the typical level of description of Esri data. On the right is the level to which our records go.
A. Henley, LAUNC-CH presentation, 3/11/2014

16. Typical GIS Data Record
Here’s a typical record for GIS data.

17. In the Full Record View
Here’s a typical record for GIS data.

18. Licensing and Permissions
Esri supplied records for data layers in FGDC (CSDGM) but UNC still needed:
Permission from Esri to upload to WorldCat:
Legal permission to create records for the UNC catalog
Legal permission to upload same into WorldCat for other licensed Esri libraries
For each record we added a 588 field: “Descriptive metadata copyrighted by Esri and used by permission.”
To persuade WorldCat we had Esri’s
permission
UNC Licensing team sign-off
A. Henley, LAUNC-CH presentation, 3/11/2014

19. For Future: More Tweaking
Notes about data deposit (not)
Wording that need not change
“(ask at ref desk)”
Pushing vendors
Technical setup
Text mining rights
WANTED Analytics: wanted us to limit use to one researcher and second user entering would knock first user out.
Depends on the publisher how easily it goes or whether can get permission at all. OCLC & JSTOR very helpful with a faculty member. LexisNexis turned us down flat for a grad student. But some requests get hung up just because the sales rep (the person we know) doesn’t understand what we want and doesn’t know whom to ask. So now asking for text mining as specific right in license agreements with “strong preference” priority—doesn’t prevent us from signing a contract if the vendor won’t grant but lets them know it’s a priority for us.