1. Collection Level Description: The RASCAL Experience A Case Study Clare McVeigh RASCAL Project Manager 8 February 2002

2. Collection Level Description: The RASCAL Experience Project Overview Preparation of Collection Descriptions Creating Usable Descriptions – some considerations

3. CLD: The RASCAL Experience Project Overview Research And Special Collections Available Locally –Mapping project to provide a comprehensive record of collections in Northern Ireland –Internet Access –Focus on Humanities and Social Science Background –Renaissance in Information Provision –Research Support Libraries Programme (RSLP)

4. CLD: The RASCAL Experience Project Overview Aims/Objectives Create a web-based directory of collection descriptions providing a detailed map to resources available in NI Clarify access to collections and, where necessary, facilitate negotiation of improved access; Identify cataloguing or retro cataloguing priorities; Identify priorities for conservation; Identify priorities for digitisation; Assist in the evaluation of the UKOLN template; and Provide a model for similar projects elsewhere in the British Isles.

5. CLD: The RASCAL Experience Project Overview Outcomes Enhance awareness among researchers of the resources available within Northern Ireland Encourage collaboration among NI information providers Demonstrate the contribution which Northern Irish collections can make to the vision of a distributed national collection Increase the use made of local collections in NI; Give practical support for further co-operative projects; Provide greater accessibility to Northern Irish resources for researchers based outside Northern Ireland.

6. CLD: The RASCAL Experience Project Overview The Partners Queen’s University Belfast University of Ulster Library and Information Services Council (NI) Belfast Public Libraries The Linenhall Library The Public Record Office of Northern Ireland Project Staff Norman Russell, Director of Info Services, QUB Clare McVeigh, Project Manager (full-time) Deirdre Wildy, Project Officer (part-time)

7. CLD: The RASCAL Experience Project Overview Methodology Identification and location of collections –Survey Work and Institutional Visits –Approx. 600 collections identified Preparation of collections descriptions –RSLP/UKOLN Collection Description Schema –Approx. 240 collections described Creation and implementation of web-database –QUB Staff/Local Web-design Company –Temp. site http://www.rascal.qub.ac.uk Publicity and dissemination

8. CLD: The RASCAL Experience Preparation of Collection Descriptions 1. Preparation of the CLD template Purpose of the CLD RSLP/UKOLN Collection Description Schema RASCAL Extensions

9. CLD: The RASCAL Experience Preparation of Collection Descriptions RASCAL CLD TEMPLATE – RSLP/UKOLN Schema Collection Details Title; Identifier; Description; Strengths; Physical Characteristics; Languages; Collection Type; Access Control; Accrual; Legal Status; Custodial History; Note field; Accumulation Dates; Content Dates; Concepts; Names; Places; Times; Relationships Sub-Cllns; Super Cllns; Description/Catalogue; Described Clln; Associated Clln; Associated Publications; Agents Collector(s); Owner(s); Administrator; Location Address; Locator; Access Conditions; See Also (Printed Guides/URLs)

10. CLD: The RASCAL Experience Preparation of Collection Descriptions RASCAL CLD TEMPLATE – Project Specific Fields Northern Ireland Publications - Yes/No; % of Collection (Scaled 1-5) Conservation Status 5 point weighting – No work required  Work urgently required Cataloguing Status 5 point weighting – Un-catalogued  On-line Catalogue Available Digitisation Status 5-point weighting – Low  High Access Status 5-point weighting – No Access  Full Access in line with expected protocol Data Entry - Name of Creator; Date of Entry/amendment

11. CLD: The RASCAL Experience Preparation of Collection Descriptions 1.Preparation of the CLD template Purpose of the RASCAL CLD? RSLP Collection Description Schema RASCAL Extensions 2. Definition of ‘Collection’ Importance of the Institution (Administrative Context)

12. CLD: The RASCAL Experience Preparation of Collection Descriptions Defining your ‘unit of description’ Key Consideration Administrative Context – How does the institution/individual define a particular collection and its relevant sub-collections? RASCAL Generally translates as named/discrete collections clearly identified within an institution or within a particular body of materials (i.e. sub-collections) E.g. QUB Hibernica Collection  Foster Pamphlet Clln NOT T.F.O’Rahilly Library Clln

13. CLD: The RASCAL Experience Preparation of Collection Descriptions 1. Preparation of the CLD template What is Collection Description? RSLP Collection Description Schema RASCAL Extensions 2. Definition of ‘Collection’ Importance of the Institution (Administrative Context) 3. Process of Compilation Drafts prepared by Project Staff Extended/amended by holding institution

14. CLD: The RASCAL Experience Preparation of Collection Descriptions 1. Preparation of the CLD template Purpose of the RASCAL CLD? RSLP Collection Description Schema RASCAL Extensions 2. Definition of ‘Collection’ Importance of the Institution (Administrative Context) 3. Process of Compilation Drafts prepared by Project Staff Extended/amended by holding institution 4. Storage and Transfer of Descriptions to Database MS Word Documents  MS Access Database

15. CLD: The RASCAL Experience Creating Usable Descriptions Key Considerations: Granularity of Collection Descriptions i.e. How to ensure consistency and quality? Reusability of Collection Descriptions i.e. How to provide added value?

16. CLD: The RASCAL Experience Creating Usable Descriptions Granularity of Collection Descriptions 1.Agree to a standard definition of ‘Collection’ 2.Agree and implement a standard template of Collection Description 3.Engage the co-operation and assistance of the contributing institution or organisation 4.Edit all descriptions centrally to maintain overall consistency and quality of information

17. CLD: The RASCAL Experience Creating Usable Descriptions Reusability of Collection Descriptions Added value will result from the use others make of your descriptions –The Researcher Search Results –The Institution Publicity, info leaflets, Collection Management etc –Local Initiatives Collaborative projects –National Initiatives DNER and the Distributed National Collection Technical Compatibility and Interoperability

18. CLD: The RASCAL Experience Contact Details Clare McVeigh (RASCAL Project Manager) - c.mcveigh@qub.ac.ukc.mcveigh@qub.ac.uk Deirdre Wildy (RASCAL Project Officer) - d.wildy@qub.ac.ukd.wildy@qub.ac.uk Main Library Queen’s University Belfast Belfast BT7 1LS Tel: 028 9027 3617 http://www.rascal.qub.ac.uk