1. Copy cataloguing in Finland Juha Hakala The National Library of Finland 2006-10-26

2. Contents Introduction Introduction First steps: VTLS 1989-2000 First steps: VTLS 1989-2000 Second stage: Voyager Second stage: Voyager The present: tools, practices & impact The present: tools, practices & impact Experiences and future challenges Experiences and future challenges

3. Introduction Cataloguing takes more time than any other back office activity in a research library Cataloguing takes more time than any other back office activity in a research library There is increasing pressure to catalogue more: (growth of publishing, new applications like portals and digital archives) There is increasing pressure to catalogue more: (growth of publishing, new applications like portals and digital archives) Libraries are facing staff cuts just like the rest of the public sector Libraries are facing staff cuts just like the rest of the public sector Therefore we must make traditional cataloguing more efficient using new tools and work methods (without sacrificing quality, since bad OPAC means poor service) Therefore we must make traditional cataloguing more efficient using new tools and work methods (without sacrificing quality, since bad OPAC means poor service)

4. First steps: VTLS 1989-2000 No client server model; cataloguing was done by ”dumb” terminal No client server model; cataloguing was done by ”dumb” terminal It was only possible to copy records from other VTLS databases, using proprietary protocols of Hewlett-Packard (VTLS hardware provider) It was only possible to copy records from other VTLS databases, using proprietary protocols of Hewlett-Packard (VTLS hardware provider) Union catalogue Linda enabled at best copying of about 40 -50 % of new foreign materials Union catalogue Linda enabled at best copying of about 40 -50 % of new foreign materials No batch loads of e.g. Library of Congress records to Linda (and there are still no plans to make them) No batch loads of e.g. Library of Congress records to Linda (and there are still no plans to make them)

5. Second stage: Voyager Voyager is a client server application; its cataloguing client contains a Z39.50 client, which allows cataloguers to access any Z39.50 database such as Gegnir, but… Voyager is a client server application; its cataloguing client contains a Z39.50 client, which allows cataloguers to access any Z39.50 database such as Gegnir, but… The Voyager client was not very reliable; accessing many targets at the same time was sometimes ”fatal” The Voyager client was not very reliable; accessing many targets at the same time was sometimes ”fatal” No tool for conversion of MARC records No tool for conversion of MARC records Essential ingredient of copy cataloguing; manual editing of records is time consuming Essential ingredient of copy cataloguing; manual editing of records is time consuming

6. The present: tools In 2003, the decision was made to evaluate copy cataloguing tools: In 2003, the decision was made to evaluate copy cataloguing tools: Stand-alone Z39.50 clients Stand-alone Z39.50 clients MARC converters MARC converters Replacing the Z39.50 client of a library system is easy; the copied records are stored on PC as ISO2709 file, which is converted according to local MARC requirements and loaded into the cataloguing client of local ILMS Replacing the Z39.50 client of a library system is easy; the copied records are stored on PC as ISO2709 file, which is converted according to local MARC requirements and loaded into the cataloguing client of local ILMS

7. The present: tools (2) After thorough evaluation, we chose After thorough evaluation, we chose BookWhere Z39.50 client BookWhere Z39.50 client Usemarcon MARC converter Usemarcon MARC converter BookWhere’s best feature is the large number of Z39.50 targets it knows how to access (and its reliability) BookWhere’s best feature is the large number of Z39.50 targets it knows how to access (and its reliability) Finnish libraries have 500+ user license; some Finnish modifications have been made (such as FINMARC support) Finnish libraries have 500+ user license; some Finnish modifications have been made (such as FINMARC support) Version 5.0 supports Unicode Version 5.0 supports Unicode

8. The present: tools (3) Usemarcon is probably the best stand-alone open source MARC converted you can get Usemarcon is probably the best stand-alone open source MARC converted you can get There is no limit what a skilled user can do; but learning to use the tool takes time There is no limit what a skilled user can do; but learning to use the tool takes time Examples: (copy) cataloguing of Russian publications; treatment of Icelandic records; fixing FENNICA records Examples: (copy) cataloguing of Russian publications; treatment of Icelandic records; fixing FENNICA records Originally built in an EU project, but developed further by the British Library and other users such as the Nat. Library of Finland Originally built in an EU project, but developed further by the British Library and other users such as the Nat. Library of Finland Millions of records can be converted in a few hours on a PC Millions of records can be converted in a few hours on a PC Efficient usage is only possible if source and target formats are well known Efficient usage is only possible if source and target formats are well known

9. The present: practices The National library maintains the Usemarcon conversion tables and negotiates the contracts with the BookWhere vendor and database providers such as OCLC The National library maintains the Usemarcon conversion tables and negotiates the contracts with the BookWhere vendor and database providers such as OCLC SVUC is seen as part of this work SVUC is seen as part of this work All libraries have adapted their cataloguing processes & principles All libraries have adapted their cataloguing processes & principles Cataloguers share target database information Cataloguers share target database information The person who first tries Gegnir will inform the rest The person who first tries Gegnir will inform the rest

10. The present: impact Primary cataloguing of foreign publications has been reduced a lot Primary cataloguing of foreign publications has been reduced a lot At best, 95 % of acquisitions are copy catalogued At best, 95 % of acquisitions are copy catalogued Due to Usemarcon conversions, manual editing is often limited to authority control related data Due to Usemarcon conversions, manual editing is often limited to authority control related data The quality of copied records is usually very good The quality of copied records is usually very good The best data comes from US academic libraries which extend the records they’ve copied from LoC/WorlCAT The best data comes from US academic libraries which extend the records they’ve copied from LoC/WorlCAT Cataloguers still must be skilled, but requirements have changed: Cataloguers still must be skilled, but requirements have changed: What is the best target database for this book? What is the best target database for this book? What kind of searches work best in this target? What kind of searches work best in this target? Is this name form appropriate for this author? Is this name form appropriate for this author?

11. Experiences No single target database will serve you well No single target database will serve you well WorldCAT is not really the world catalogue - yet WorldCAT is not really the world catalogue - yet Efficient copy cataloguing is possible if a broad scope of target databases is available, and cataloguers are familiar with them Efficient copy cataloguing is possible if a broad scope of target databases is available, and cataloguers are familiar with them If you know where to look, even exotic materials can be copy catalogued efficiently (GBV union catalogue and 16th-17th century books) If you know where to look, even exotic materials can be copy catalogued efficiently (GBV union catalogue and 16th-17th century books) You need to give up some old practices and keep just those that really matter from end users’ point of view You need to give up some old practices and keep just those that really matter from end users’ point of view Does cataloguing language really matter? Does cataloguing language really matter?

12. Experiences (2) When applied well, copy cataloguing can increase productivity and quality a lot When applied well, copy cataloguing can increase productivity and quality a lot Picking the right tools is easy; changing the cataloguers’ minds may be more difficult Picking the right tools is easy; changing the cataloguers’ minds may be more difficult Finnish cataloguers have adapted themselves quickly to the new working methods, but… Finnish cataloguers have adapted themselves quickly to the new working methods, but… Appropriate training is essential Appropriate training is essential Gate keepers play a central role; in these issues, people listen to their peers, not their directors Gate keepers play a central role; in these issues, people listen to their peers, not their directors Speed of adaptation varies from very fast to very slow Speed of adaptation varies from very fast to very slow Administrative action is often needed Administrative action is often needed E.g. merger of acquisition and cataloguing departments E.g. merger of acquisition and cataloguing departments

13. Future challenges Copying of authority records Copying of authority records This may require stand-alone national authority databases (hosted by e.g. national libraries) and batch loads between and from them, instead of copying just one record at the time This may require stand-alone national authority databases (hosted by e.g. national libraries) and batch loads between and from them, instead of copying just one record at the time Inter-format copying Inter-format copying ONIX – MARC – ONIX (needed for new ISBN) ONIX – MARC – ONIX (needed for new ISBN) Dublin Core – MARC – Dublin Core (needed between OAI-based open archives and ILMS) Dublin Core – MARC – Dublin Core (needed between OAI-based open archives and ILMS) MARC – MarcXchange – MARC (to facilitate usage of our bibliographic data in XML-based systems) MARC – MarcXchange – MARC (to facilitate usage of our bibliographic data in XML-based systems)

14. Future challenges (2) OAI-based metadata exchange, later extended to copying of the documents as well (automated legal deposit) OAI-based metadata exchange, later extended to copying of the documents as well (automated legal deposit) Exchanging new kinds of metadata Exchanging new kinds of metadata Work level records (FRBR) Work level records (FRBR) Portal metadata (collection and IR service descriptions) Portal metadata (collection and IR service descriptions) ERM metadata (on e.g. licensed resource usage, using SUSHI protocol) ERM metadata (on e.g. licensed resource usage, using SUSHI protocol) Technical metadata (related to the long term preservation of electronic resources) Technical metadata (related to the long term preservation of electronic resources)