UKOLN is supported by:

1. Inspire helps you to make the resources in your library visible to the public generally and to learners and potential learners in particular As you can see this is not my presentation. It was created by Ann Chapman of UKOLN who is an authority of collection describing and delivered to members of the Inspire team on others who are involved in developing |Cornucopia to hold library collection descriptions. It contains information about collection descriptions generally and indicates the opportunity to go into a lot more detail than some � possibly most � of you may want to do but I think its worthwhile going through this as I hope it will get you thinking about What a collection is and How we should go about �describing� it Collection cataloguingInspire helps you to make the resources in your library visible to the public generally and to learners and potential learners in particular As you can see this is not my presentation. It was created by Ann Chapman of UKOLN who is an authority of collection describing and delivered to members of the Inspire team on others who are involved in developing |Cornucopia to hold library collection descriptions. It contains information about collection descriptions generally and indicates the opportunity to go into a lot more detail than some � possibly most � of you may want to do but I think its worthwhile going through this as I hope it will get you thinking about What a collection is and How we should go about �describing� it Collection cataloguing

2. What is a collection? A group of resources with a common factor On the same topic In the same format Belong(ed) to a person or organisation For a specific group of people A collection is a wide range of things. You need to be flexible in your thinking. It could be something that has been created by a specific group of people as well as being a specific group of items. Items can be in more than one collectionA collection is a wide range of things. You need to be flexible in your thinking. It could be something that has been created by a specific group of people as well as being a specific group of items. Items can be in more than one collection

3. What do collections contain? Cultural information Visual art, music, performance arts Heritage information Archaeological remains, archives Factual information On anything from architecture to zebras

4. Public library collections Reference, non-fiction, fiction Children, teenagers, visually impaired Local history Named collections Branches, mobile & housebound Books, serials, CDs, DVDs, maps & plans, photographs, jigsaws Reference and lending materials Audio books and large print Archives of local societies Often , very little of this sort of information is visible on the front end of a website Reference and lending materials Audio books and large print Archives of local societies Often , very little of this sort of information is visible on the front end of a website

5. Academic library collections Basic reference Stock areas related to courses Stock areas related to research Named collections Books, serials, e-books and e-journals, maps, slides, architectural drawings Named collections � could be donated by ex members of staff Medical slides and models Example of a collection of hairstyles and hair dyesNamed collections � could be donated by ex members of staff Medical slides and models Example of a collection of hairstyles and hair dyes

6. Collection Description� or �Cataloguing� a collection Requires structured metadata Same data elements for all collections Title, prose description, size, formats Who can use it - restrictions How to use it � location & opening hours Controlled vocabulary for indexing Subjects, times, places, audience and names Cataloguing collections rather than cataloguing the component parts but otherwise much the same as cataloguing an item, AACR It has to be structured so people can discover the same sort of details Title � have to think about it Prose description � short Controlled vocabulary for indexing � to help people to find their way to the items. If you cant find the exact term think of a larger collective term � must be appropriate � has to be significant to the end userCataloguing collections rather than cataloguing the component parts but otherwise much the same as cataloguing an item, AACR It has to be structured so people can discover the same sort of details Title � have to think about it Prose description � short Controlled vocabulary for indexing � to help people to find their way to the items. If you cant find the exact term think of a larger collective term � must be appropriate � has to be significant to the end user

7. Cornucopia Cornucopia provides the �cataloguing� structure The structure is based on the RSLP metadata schema, now widely used, �de facto� standard Cornucopia allows for both Basic and Full Collection Descriptions RSLP � dates from 1999. Now used quite widely. It is becoming a de facto standard. Now working with Dublin core. Use of a common set of Metadata creates interoperability Like AACR it has far more facets than you are ever likely to use but they are there in case they are needed. Some examples:RSLP � dates from 1999. Now used quite widely. It is becoming a de facto standard. Now working with Dublin core. Use of a common set of Metadata creates interoperability Like AACR it has far more facets than you are ever likely to use but they are there in case they are needed. Some examples:

8. Cornucopia Basic CLD Title Pitman Collection Description Brief prose description Educational context general interest, research, secondary education Subject Indexing or Concepts/ Keywords Catalogue Shorthand, spelling, alphabets, phonetics Catalogue URL Project reference Inspire Keywords � remember to add the obvious top of hierarchy terms. Collection with a range of terms relating to comparative studies in various aspects of workld religions, did not include the term �religion�Keywords � remember to add the obvious top of hierarchy terms. Collection with a range of terms relating to comparative studies in various aspects of workld religions, did not include the term �religion�

9. Full Collection Description Uses additional fields from RSLP CD Schema Identifier Strength Shorthand � international significance Phys.Characteristics (Formats) Books, manuscripts, journals, photographs Language English Type Library Identifier � not used in a lot of schemas Description � needs to be brief, use plain text � focus on the user Strengths � a useful field � cam use local, regional, national and international. Format = physical characteristics Type � Library � RSLP schema offers Library and museum in standard vocabulary � CLARIFY WITH ANN The RSLP schema allows any of these fields to be repeatable but differing applications will define whether they are or not. CHECK WITH CORNUCOPIA Identifier � not used in a lot of schemas Description � needs to be brief, use plain text � focus on the user Strengths � a useful field � cam use local, regional, national and international. Format = physical characteristics Type � Library � RSLP schema offers Library and museum in standard vocabulary � CLARIFY WITH ANN The RSLP schema allows any of these fields to be repeatable but differing applications will define whether they are or not. CHECK WITH CORNUCOPIA

10. RSLP CD Schema - 2 General collection attributes (continued) Access control Restricted access Accrual status Occasional donation & purchase Legal status Owned by University of Bath Custodial history Donated by Pitman & Sons Note A significant proportion of the collection is in shorthand. Access conditions of a location for IS ID Access conditions for a collection put one entry for each location. CHECK THIS WITH ANN AND POSS WITH JG Access � might be to do with handling/photocopying Custodial � who managed the collection before current owner/manager Note: for information too bulky to go elsewhereAccess conditions of a location for IS ID Access conditions for a collection put one entry for each location. CHECK THIS WITH ANN AND POSS WITH JG Access � might be to do with handling/photocopying Custodial � who managed the collection before current owner/manager Note: for information too bulky to go elsewhere

11. RSLP CD Schema - 3 Subject attributes Topic Shorthand, spelling, alphabets, phonetics Object Death mask of Sir Isaac Pitman Time, Place, Name Date attributes Accumulation 1970s - 2004 Contents 1901 � 1985 Associated agents Creator Sir Isaac Pitman, Sir James Pitman Owner University of Bath Topic � controlled vocabulary descriptive terms Object � not controlled Associated agents � Creator � of the collection ,not of the content of the collection � can include a biographical note # with ANNTopic � controlled vocabulary descriptive terms Object � not controlled Associated agents � Creator � of the collection ,not of the content of the collection � can include a biographical note # with ANN

12. RSLP CD Schema - 4 Location attributes Physical location Postal address Access conditions Hours of access Is location of See also Web site of location if there is one Physical location: a digital collection would have a digital locationPhysical location: a digital collection would have a digital location

13. Basic Guidlines Keep the text description brief and clear Use appropriate indexing terms Keep the end user in mind at all times Top look briefly at some of these elements: General points to rememberTop look briefly at some of these elements: General points to remember

14. Description-Public Library 1 Morpeth is the principal library for the county of Northumberland. It is home to special collections and services such as the Northern Poetry Library, the Film Collection, the County Local Studies Collection and the County reference and information service. Nothing about collection generally. Better to have separate collection records for the special collections. These can be linked if you wish using �has part� link from main record. Not goodNot good

15. Description-Public Library 2 Wolverhampton Central Library provides a reference and lending service for books, cassettes, compact discs, DVDs for adults, children and young people, and free Internet and other IT services for the public. No mention of special collections; this library is likely to have at least some. Talks about services rather than collections Better � tells them what they get TRY REPLACING THIS WITH ACs UPDATED VERSION OF THE MORPETH DESCRIPTIONBetter � tells them what they get TRY REPLACING THIS WITH ACs UPDATED VERSION OF THE MORPETH DESCRIPTION

16. Description-Public Library 3 Good practice Collections of lending and reference books are held at Bath Central Library. Stock includes materials for adults and children in print and other media including accessible formats (large print and spoken word audio cassettes). A number of special collections are held at the Central Library. Separate collection descriptions for special collections. BestBest

17. Description-Academic Library 1 Resources include books, newspapers, magazines, CD ROMs, microfilms and maps, and public access to PCs and the Internet. Online access to British Humanities Index and periodicals. Recommended websites through the People�s Network. Subjects include: Art & architecture, Ask a Librarian, Antiques & Collecting, Biography, British Humanities Index, Charities and the voluntary sector, � maps �.. and travel Keep the description brief. Subjects should not appear here (use subject indexing) Use format for maps, books, newspapers, etc BetterBetter

18. Description-Academic Library 2 Good practice The library collection supports the university�s teaching and research interests. There are a number of special collections. The Library also holds copies of theses submitted for University of Bath degrees and the institutional records of the University of Bath. Subject indexing for all departments. Separate collection descriptions for special collections BestBest

19. Subject indexing Pitman collection Shorthand / stenography Phonetics ITA / Initial Teaching Alphabet Don�t overload with terms � but do use the obvious onesDon�t overload with terms � but do use the obvious ones

20. Full Description - Time indexing Yes � do use this for: A collection on the English civil war No � don�t use it for: A collection of books on baroque music � index under �baroque music�

21. Full CD - Place indexing Yes � do use for: A collection of maps and books about Morocco A collection of paintings with a location theme � views of Antrim No � don�t use for: A collection of paintings by artists from several countries