MARC 583 for Print Archives - Focus GroupMARC 583 for Print Archives - Focus Group

Objective: provide OCLC Print Archive pilot participants and other interested institutions with an overview of the disclosure strategy that will be tested in this project and solicit feedback on the anticipated impact of implementing this strategy at scale.

Two focus group meetings:

• Tuesday, 5 April 2011 – noon PDT / 3:00 EDT

• Thursday, 26 May 2011 – 10:00 PDT / 1:00 EDT

Recruiting volunteers to participate in subgroups April/May

AgendaAgenda

Noon-12:15 Overview of Print Archives Pilot ProjectKathryn Harnish, Manager, OCLC Cooperative Platform

12:15-12:30 Print Archives Decision Support & Resource-SharingLizanne Payne, WEST Project Manager and CRL Print Archives Consultant

12:30-12:50 Proposed MARC21 583 and Local Holdings StrategyConstance Malpas, Program Officer, OCLC Research

12:50- 1:10 Discussion

1:10 –1:30 Next Steps: Subgroup TasksEmily Stambaugh, California Digital Library Shared Print Program Manager and WEST Assistant Project Manager

NB This WebEx session will be recorded

MARC 583 for Print Archives: A Strategy for Network Disclosure using MARC21 Format for Holdings

MARC 583 for Print Archives: A Strategy for Network Disclosure using MARC21 Format for Holdings

Constance Malpas Program Officer, OCLC Research

Fundamental requirementsFundamental requirements

Print archiving institutions need:

• A mechanism to record and disclose institutional archiving commitments at title and volume level

• Decision support to identify/select titles and volumes suitable for archiving

Print archive clients need:

• Decision support to identify/select titles and volumes suitable for withdrawal, based on existing archiving commitments, and/or donation (to fill gaps in archive)

Why use MARC 583?Why use MARC 583?

• Defined for use in both bibliographic and local holdings record; flexible implementation

• Successfully deployed for cooperative microfilming projects in US, web archiving in Australia, DLF/OCLC Registry of Digital Masters

• Existing PDA thesaurus includes terms appropriate for print archiving actions (retained, condition reviewed, etc.)

Why implement at local holdings level?Why implement at local holdings level?

• Recording preservation commitments at title level in bibliographic record is practically impossible for serial publications (gaps in holdings, condition may vary from one volume to the next)

• LHR implementation supports distributed archiving efforts in which multiple libraries commit to preserve partial runs; less resource intensive than consolidating complete runs at a single institution

Local Holdings Records in WorldCatLocal Holdings Records in WorldCat

• 25,002,036 detailed holding records (Apr 2011)

• Contributions from >10,000 libraries

• >40% of detailed holdings contributed by ARL

Institutions most likely to assume print archiving responsibility are already contributing holdings

Easier to reinforce an existing behavior than to institutionalize a new one

Registry of Digital MastersRegistry of Digital Masters

• 4,525,693 title-level digital preservation commitments registered in WorldCat (Apr 2011)

• 4,502,550 (99%) from HathiTrust

• 23,143 from other digitization projects

‘Industrial scale’ aggregation led to streamlined process, created critical mass in WorldCat

Especially in absence of 042 validation processes, there is benefit to establishing data contribution

hubs

Example 1>007 c $b r $d b $e n $j a $k b $l p>007 c $b r $d b $e n $j c $k d $l a>010 21004355 >040 WSU $c WSU $d OCL $d OCLCQ $d CGU $d MTG>042 dlr>043 e-uk--->050 00 PR5422 $b .P5 1920>082 04 320.942 $b S545>090 $b >049 OCLC>100 1 Shelley, Percy Bysshe, $d 1792-1822.>245 12 A Philosophical view of reform / $c by Percy Bysshe Shelley ; together with an introduction and appendix by T. W. Rolleston.>260 London ; $a New York ; $a [etc.] : $b Humphrey Milford ; $b Oxford University Press, $c 1920.>300 xi, 94 p. : $b ill. ; $c 22 cm.>533 Also available as electronic reproduction. $b Chicago : $c University of Chicago Library, $d [2006]>538 Master and use copy. Digital Master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials. Version 1. Digital Library Federation, December 2002 $u http://www.diglib.org/standards/bmarkfin.htm>583 1 digitized $c 2006 $h University of Chicago Library $l committed to preserve $2 pda $5 ICU>651 0 Great Britain $x Politics and government $y 1800-1837.>610 10 Great Britain. $b Parliament $x Reform.>700 1 Rolleston, T. W. $q (Thomas William), $d 1857-1920, $e ed.>776 08 $i Online version: $a Shelley, Percy Bysshe, 1792-1822. $t Philosophical view of reform. $d London ; New York ; [etc.] : Humphrey Milford ; Oxford University Press, 1920 $w (OCoLC)571671211>776 08 $i Online version: $a Shelley, Percy Bysshe, 1792-1822. $t Philosophical view of reform. $d London ; New York ; [etc.] : Humphrey Milford ; Oxford University Press, 1920 $w (OCoLC)607656860>856 41 $u http://pi.lib.uchicago.edu/1001/dig/pres/2006-1073

This (print) title held by 168 WorldCat libraries.University of Chicago has digitized it and has registered a commitment to preserve the digital version

OCLC no: 362906

Defined in RDM Guidelines, not PDA

Example 2>007 c $b r $d u $j a $l p>007 c $b r $d u $j a $l a>040 OCLCE $b eng $c OCLCE>042 dlr>043 n-us-ny>050 4 SB371 $b .H42>070 1 93.35 $b H35Pe>072 0 F110>082 04 634.25 $b Hedr, 1917>090 $b >049 OCLC>100 1 Hedrick, U. P.>245 14 The peaches of New York $h [electronic resource] / $c by U.P. Hedrick, assisted by G.H. Howe, O.M. Taylor, C.B. Tubergen.>260 Albany : $b J.B. Lyon Co., printers, $c 1917.>300 1 online resource (xiii, 541 p.) : $b front. (port.) col. plates, map, facsim.

…>505 0 History of the peach -- Botanical and horticultural classifications of the peach -- Commercial peach-growing in America -- Peach-growing in New York -- Leading varieties of peaches -- Minor varieties of peaches.>506 $3 Use copy $f Restrictions unspecified $2 star $5 DcWaBHL>533 Electronic reproduction. $b [S.l.] : $c Biodiversity Heritage Library, $d 2010. $5 DcWaBHL>538 Master and use copy. Digital master created according to Biodiversity Heritage Library Digital Imaging Specifications. $u http://biodivlib.wikispaces.com/Digital+Imaging+Specifications $5 DcWaBHL>583 1 Digitized $c 2010 $h Biodiversity Heritage Library $l committed to preserve $2 pda $5 DcWaBHL

…>776 08 $i Print version: $a Hedrick, U. P. $t Peaches of New York. $d Albany : J.B. Lyon Co., printers, 1917 $w (DLC)agr17001052 $w (OCoLC)2082497

This (print) title held by 258 WorldCat libraries.Biodiversity Heritage Library has digitized it and has registered a commitment to preserve the digital version whose copy was scanned? is it subject to a print archiving commitment?

A new MARC org code

Proposed Print Archive 583 fields and terms (derived from PDA: Terminology)

$a Action (NR) Required Standard terms: PDA“retained” ; “completeness reviewed”; “condition reviewed” etc.

$c Time/Date of Action (R) Required ISO date format YYYYMMDD$d Action interval (R) Optional Uncontrolled

specifies term at which action will be renewed, e.g. “25 years”$f Authorization (R) Optional Uncontrolled

project code, eg UKRR, WEST etc – ideally reflects project codes managed/maintained by CRL, associated with service level agreement

$i Method of Action (R) Optional Standard terms: PDAlevel of validation (page, issue, volume) if $a=condition reviewed or completeness reviewed

$l Status (R) Optional Standard terms: not defined in PDA“committed to archive” ; “undamaged” ; “missing volumes”

$j Site of Action (R) Optional Uncontrolledholding library code

$u Uniform Resource Identifier (R) Optional Uncontrolledlink to WEST, CRL, UKRR etc documentation

$2 Source of Term (NR) Required Standard terms: LC Source & Relator Codes$3 Materials specified Optional Uncontrolled

detailed holdings to which action applies, if different from holdings described in LHR$5 Institution to which field applies (NR) Required Standard terms: MARC org code

identifies archiving institution

Proposed PAR 583 fields and terms (derived from PDA: Terminology)

$a Action (NR) Required Controlled terms: PDA“retained” or “condition reviewed” etc.

$c Time/Date of Action (R) Required Controlled: ISO date format$d Action interval (R) Optional Uncontrolled

to specify term at which action will be renewed? Not sure this is kosher usage$f Authorization (R) Optional Uncontrolled

project code, eg UKRR, WEST etc – ideally reflects project codes managed/maintained by CRL? Associated with service level agreement

$l Status (R) Optional Controlled terms: PDA“committed to archive” ; “undamaged”

$i Method of Action (R) Optional Controlled terms: PDAlevel of validation (page, issue, volume) if $a=condition reviewed

$j Site of Action (R) Optional Uncontrolledholding library code?

$u Uniform Resource Identifier (R) Optional Uncontrolledlink to WEST, CRL, UKRR documentation

$2 Source of Term (NR) Required Controlled terms: LC Source & Relator Codes$3 Materials specified Optional Uncontrolled

detailed holdings to which action applies, if different from holdings described in LHR$5 Institution to which field applies (NR) Required Controlled terms: MARC org code

identifies archiving institution, MARC org code

Do we want or need to make this required?

Do we want or need to make this “required if applicable”?

Can we impose some standardization?

Do we need to add “condition not reviewed “ as a PDA action?

Is this the place to indicate whether archiving location is different from

institution symbol?

Need to stipulate new term for “committed to archive” ; should

$l be mandatory for PAR records?

QuestionsQuestions

Is action $a “retained” in combination with status $l “committed to archive” (or preserve) sufficient to disclose print archiving commitment?

• Will require consensus on status terminology, including condition/completeness review status

Is action $a “condition reviewed” with new method of action $i “[page/volume/issue] validated” sufficient to support eventual audit?

• Will require documentation for PDA guidelines of what different validation levels entail

ScenariosScenarios

ModelBibliographic Description

(Master Record)001 16689184 245 Journal of Risk and Uncertainty260 Boston : $b Kluwer Academic Publishers, $c c1988-

Local Holdings Record: Penn State University 004 16689184852 UPM ‡b UPMM 853 33 ‡8 1 ‡a (*) ‡i (year) 863 3_ ‡8 1.1 ‡a 1-29 ‡i 1988-2004

Local Holdings Record: UCLA(1 of 3)004 16689184035 (OCoLC)16689184 852 0_ CLU ‡b LHHW ‡h HB615 ‡i .J6 ‡z Library does not have current subscription 866 _0 ‡8 0 ‡a v.1:no.4(1988), v.3-33(1990-2006)v.35-36(2007-2008), v.38-39(2009) 866 _0 ‡8 0 ‡a Current issues:v.34:no.3(2007), v.37:no.2-3(2008)

Title held by 269

libraries;106 local holdings

in WorldCat

Local Holdings Record: Stanford University Business School004 16689184583 ‡a retained ‡c 2011-03-15 ‡l committed to preserve ‡2 pda ‡5 CSt-Bu852 …

Example 1: WEST title archived by ORU

Total WorldCat library holdings on this title/OCN: 352 in November 2010Hathi status: multiple vols. digitized by University of Michigan and University of CaliforniaRights status: all digitized volumes in copyright

Update record to include 583 tag elements: $3 “v1-v.2(1954-1955)” if only part of extant holdings are retained$a “retained” [action] format and project agnostic$c “2011-01-01” [date of action] enables review/revision$d “25 years” [action interval] term of commitment$f “WEST” [authorization] project code$j “ORUM” [site of action]$l “committed to archive” [status]$2 “pda” [source of term] PDA: terminology$5 “OrU” [institution] MARC org code

I.e. Increasing motivation to withdraw + continuing need for library print supply chain

Example 2: UKRR title archived by AUD

583 not reflected in union catalogue

Update local holdings with following 583 tag elements: $a “retained” [action] format and project agnostic$c “2011-01-01” [date of action] enables review/revision$d “not specified” [action interval] be explicit if term of commitment is undetermined$f “UKRR” [authorization] project code$5 “StSaUL” [institution] MARC org code

NB no $2 pda required since this record does not meet (proposed) PAR standard But what if local holdings record not available for update?

Or cataloging burden is considered too great?Or national practice dictates different approach?

Recommendations for Print ArchivesRecommendations for Print Archives

• Wherever feasible, contribute detailed holdings statement with 583 Action Note in accordance with Print Archives Registry guidance

$a-Action, $c-Time/date of action, $l-Status $2-Source of term are critical (and mandatory per PDA)

$d-Action interval $f –Authorization, $i-Method of action, $j-Site of action etc. required where applicable

• If necessary, record print archiving commitment in the bibliographic record

$a-Action, $3-Materials specified, $5-Institution are critical

The bottom lineThe bottom line

• Print archiving commitments not effectively disclosed in union catalogs are not delivering full benefit

• We must strike a balance between the desirability of detailed condition & completeness information and the need to achieve scale in implementation

• Existing infrastructure of 583 Action Note and Local Holdings Records appears adequate for near term implementation and evaluation

• We need your help! (Emily will say more)

Questions, comments?Questions, comments?

ResourcesResources

Preservation & Digitization Actions: Terminology for MARC 21 Field 583

http://www.loc.gov/marc/bibliographic/pda.pdf

Registry of Digital Masters Record Creation Guidelines

http://old.diglib.org/collections/reg/DigRegGuide200705.htm

OCLC Local Holdings Maintenance Quick Reference

http://www.oclc.org/support/documentation/localholdings/quickref/lhm_quickref.pdf

*Draft* Guidelines: MARC 583 for Print Archives

https://docs.google.com/a//document/pub?id=1uJliwl41W00U1BISfIuib_Cah7NvXoknf9UP6yXBw48

*Draft* Recommended Revisions to PDA

https://docs.google.com/document/pub?id=1WbpPOQa2Nd8NjpuNg0hdzhBIMjHeQ2c85J0AiJUswx4

Thanks for your attention.Thanks for your attention.

Comments and questions are welcome: harnishk@oclc.orglpayne@crl.edu

malpasc@oclc.orgemily.stambaugh@ucop.edu