1. CatWork: Practical Experiences in Automation for Retrospective Conversion, Reclassification and Backlog Reduction LO Tin King The University Of Hong Kong Libraries 2003.12.09 (Tue.)

2. CatWork

3. Background History of CJK records History of CJK records Retrospective Conversion Retrospective Conversion Reclassification Reclassification Backlog Reduction Backlog Reduction

4. History of CJK records App. 168,000 records using Pinyin with hyphenation have been converted into standard Pinyin App. 168,000 records using Pinyin with hyphenation have been converted into standard Pinyin App. 70,000 records from RLIN have been converted from Wade-Gile into Pinyin except Tag 1XX,6XX,7XX App. 70,000 records from RLIN have been converted from Wade-Gile into Pinyin except Tag 1XX,6XX,7XX 79,015 old records’ Single Pinyin Syllable were generated by a program in 1996 but not reaching the current Pinyin standard 79,015 old records’ Single Pinyin Syllable were generated by a program in 1996 but not reaching the current Pinyin standard Fung Ping Shan Library Classification Fung Ping Shan Library Classification

5. Retrospective Conversion Automatic Conversion again? Automatic Conversion again? High Quality Records need human involved High Quality Records need human involved Change the major direction from automatic conversion to automatic matching and retrieving Change the major direction from automatic conversion to automatic matching and retrieving Automatic conversion become an assistant only Automatic conversion become an assistant only

6. Reclassification From Fung Ping Shan Library Classification to LCC From Fung Ping Shan Library Classification to LCC

7. Backlog Reduction From brief records to complete cataloged bibliographical records From brief records to complete cataloged bibliographical records

8. How can automation help? Use Resources from JULAC members (Academic Libraries in HK) Use Resources from JULAC members (Academic Libraries in HK) Reasons: Reasons: – Overlapped collection (especially CJK) – Similar cataloguing standard/requirement – Use the same library system (Innopac)

9. What is CatWork? A byproduct of the recon & re-class projects A byproduct of the recon & re-class projects A Web version of InnoFace (see HKIUG 2001) A Web version of InnoFace (see HKIUG 2001) Not a machine of automatic cataloguing Not a machine of automatic cataloguing A cost-effective tool for reducing redundant cataloguing work among libraries A cost-effective tool for reducing redundant cataloguing work among libraries TwinsPAC TwinsPAC – A new design of a user-friendly and two-in-one interface for cataloguers to compare two bibliographic records from two WebOPACs

10. TwinsPAC

11. What is CatWork? (Cont,d) An all-in-one program includes features: An all-in-one program includes features: – XML, UTF-8 & WebOPAC based – Cataloguers input Bib record number only for matching – Extract the Bib record and backup the MARC record from the source library – Convert the Bib record into XML format – Match the Bib record to other libraries’ records – Download the MARC record in ISO-2709 exchange format from the target library – Add Tag 907 with the source record’s bib no. to the target MARC record – Overlay the MARC record of the source library with the target MARC record – Options: Instant Matching and Batch Matching

12. IMDO

13. BMDO

14. Practical Experiences with CatWork Step 1:79,015 HKU CJK Bib records were extracted and converted into XML format for matching Step 1:79,015 HKU CJK Bib records were extracted and converted into XML format for matching Step 2:28,275 CU Bib records were found Step 2:28,275 CU Bib records were found Step 3:28,275 CU MARC records were downloaded Step 3:28,275 CU MARC records were downloaded Step 4:28,275 HKU MARC records were overlaid by CU MARC records Step 4:28,275 HKU MARC records were overlaid by CU MARC records Time:The program’s running time of the above steps was within 48 hours Time:The program’s running time of the above steps was within 48 hours Hit rate:36% Hit rate:36% Accuracy: 99.9% (Cataloguer found ONE mismatched record within 1,000 records) Accuracy: 99.9% (Cataloguer found ONE mismatched record within 1,000 records) Saved Cost: If a staff takes 10 min. to do recon and re-class for one record and the salary is HK$45 per hour, then these 28,275 records could save HK$212,062.50 Saved Cost: If a staff takes 10 min. to do recon and re-class for one record and the salary is HK$45 per hour, then these 28,275 records could save HK$212,062.50

15. How to balance the Matching Rules?

16. Major Matching Rules 1. Search Title and Publication Year [http://catalog.lib.washington.edu:1087/search/t{215f6f}{213b65}/t {215f6f}{213b65}/,,,B/frameset&FF=t{215f6f}{213b65};Ya=1989;Yb= 2001&,,] 2. Target Record has been catalogued [Includes LC call no. in local tags: 09X] 3. Target Record’s Tag 260 contains Source Record’s Publication Place and Publisher [Use Inclusive matching instead of Exactly Matching]

17. Matching Flows for Each Field Source has Tag 880 Source has Tag 880 Yes No Yes Source = Tag 880 Source = Main Tag Target = Tag 880 No Target = Main Tag Compare Target has Tag 880 Target has Tag 880 TC  SC SC  TC

18. Current Status in using CatWork CUHK:Completely OK CUHK:Completely OK HKUST:Completely OK HKUST:Completely OK POLYU:UTF-8 port of WebOPAC has not been released POLYU:UTF-8 port of WebOPAC has not been released CITYU:Matching is OK but the MARC exported from its WebOPAC cannot be uploaded CITYU:Matching is OK but the MARC exported from its WebOPAC cannot be uploaded LU:UTF-8 port of WebOPAC has not been released LU:UTF-8 port of WebOPAC has not been released HKIED:UTF-8 port of WebOPAC has not been released HKIED:UTF-8 port of WebOPAC has not been released UWASH:Completely OK UWASH:Completely OK HKU:Completely OK HKU:Completely OK

19. Future or Trend 獨樂樂不如與眾同樂 - 歐陽修 獨樂樂不如與眾同樂 - 歐陽修 (Singing together is happier than singing alone) Resources Sharing Resources Sharing Co-operation Co-operation

20. 獨樂樂不如與眾同樂 A JULAC member can be selected as the source Library

21. Next Version Backup & Download: using XML format from Innopac’s xrecord function instead of ISO-2709 format Backup & Download: using XML format from Innopac’s xrecord function instead of ISO-2709 format – Simplified the program’s procedures – Faster More Linkages More Linkages – E.g. ISBN or Author for reference Add User-defined matching rules: Flexible, Simple and User-friendly Add User-defined matching rules: Flexible, Simple and User-friendly Add a Bib record Pre-Editor on the Web for cataloguers to edit before uploading the MARC Add a Bib record Pre-Editor on the Web for cataloguers to edit before uploading the MARC

22. Thank you for all cataloguers’ effort If there is no cataloguer, the matching result will be “0”. LO Tin King 2003.12.09