Interim Report 2/4/04
prepared by the MARCIVE Load Work Group, a subgroup of the Government Publications Committee
Ellen Calhoun, Chair
Wen Hua Ren
In January of 2002 the Work Group for Adding Catalog Records for the Federal Depository Collection recommended that RUL subscribe to the MARCIVE enhanced GPO (Government Printing Office) database service and the MARCIVE shipping list service. The shipping list service (SLS) delivers brief, place-holder MARC records that match our depository shipments. The enhanced GPO database service delivers full bibliographic records cataloged by catalogers at GPO, that match the RUL depository item selection profile. These subscriptions together with GPO authority files were instituted in August 2002. The Work Group also recommended purchasing a customized retrospective extraction with matching authority records for the cataloging backfile, following a pilot project to determine best treatment practices. This has not been implemented.
In the months preceding the start of the subscriptions, the Work Group reviewed several test files from MARCIVE. As a result of this extensive review, the files load as expected and without incident. The profile of items selected by the New Brunswick libraries (6292 item selection numbers selected from 6705 available) was modified for the MARCIVE shipping list service to exclude records for serials and topographic maps. Topographic maps are also excluded in the MARCIVE enhanced database service; however serials are included in separate files.
The full bibliographic records in the enhanced database service have been grouped in the following files:
new serials (SER-NEW)
new serials online (SER-NEW-OL)
new non-serials (MON-NEW)
new non-serials online (MON-NEW-OL)
changed serials (SER-CNG)
changed serials online (SER-CNG-OL)
changed non-serials (MON-CNG)
changed non-serials online (MON-CNG-OL)
These 8 files, plus one file for authority control records, are received monthly. Two report files, for new and changed authority records, are received along with the bibliographic record files. The brief temporary records from SLS are provided weekly.
A chart of the numbers of records loaded to date, provided by Bob Warwick, is appended to this report. The over 8700 brief records loaded in the SLS subscription to date represent print, microform, or CD-ROM items immediately accessible to RUL patrons. Over 3400 of these brief records have been overlaid by full bibliographic records; many include online access. The 681 records in the MON-NEW-OL total represent titles that GPO did not distribute in print. We rely on the PURL included in the catalog record provided by our MARCIVE subscription for online access to these titles. To date, we have added 8854 records with PURLS to IRIS.
In the past few months, the MARCIVE Load Work Group has charted the workflow processes for cataloging the federal document collections. It is important to note that analysis of the process has been a constant factor in the implementation of the MARCIVE service. We have made modifications, as more efficient procedures became apparent, and have been diligent in including documents in systemwide standards, as for example, those developed for MARC holding statements. It is important to keep in mind the labor-intensive nature of this undertaking, given that in the past, cataloging efforts for the federal document collection were minimal at best. The collaborative effort evident in this endeavor assures that all three depository libraries at RUL will be in compliance with GPO's mandate for piece level holdings as we transition to a primarily electronic documents environment.
People in all three areas of the Rutgers University Libraries - systems, cataloging, and the units, are responsible for the successful transition from an uncataloged, underutilized documents collection to the highly visible and accessible collection made possible by the MARCIVE subscriptions. A very significant benefit of the MARCIVE project was the cultivation of a seamless perspective for all those working on the implementation. Each representative gained from the revelation and analysis of all workflows. The following outline highlights some of these accomplishments:
Loader scripts written for all 10 files, and reloads for some.
Reports for unit process and the Cataloging Department are created following each load.
Authorities processing normalized.
Multiple formats "root record" established.
Developed process for Robeson Library use of LC classification for documents.
Everyone who formerly spent time updating card catalogs and performing other manual functions, are now working to understand the impact of an integrated library system and learning how the melding of software produces more efficient workflows. Their technical and communication skills have benefited enormously from the project.
Non-depository federal titles are included in procedures.
A process is in place for retrieving documents with a status of "pending" for Rutgers Request Service.
Many decisions have been made since the inception of the process, to facilitate streamlining and automating procedure wherever possible. A few of the more notable include:
There are a few things left on our list of things to do before we reach our goal of normalizing the entire MARCIVE process into the technical service workload. The list to date includes: