OCLC’s Next Generation Metadata Management

1. OCLC’s Next Generation Metadata Management July 1, 2013 ALA Annual Chicago, IL

2. Welcome • David WhitehairSenior Product Manager, OCLCwhitehad@oclc.orgAnne C. ElguindiAssociate Director, VIVAaelguind@gmu.edu

3. Provide a single integrated set of management services for libraries to improve visibility and efficiency, including services from OCLC, partners and libraries

4. OCLC WorldShare Metadata Record Manager • Efficient record-at-a-time metadata creation and editing to describe one-of-a-kind physical, electronic, and digital items in your library collection • Use and reuse of linked data to speed record creation, improve record quality, and enhance user discoverability • Initial release in September with many enhancements coming over next few years Record Manager – coming soon Applications RecordManager CollectionManager WorldShare Metadata Services Data Infrastructure

5. OCLC WorldShare Metadata Record Manager • Pilot underway to beta test new functionality • Includes libraries in Australia, England, Spain, and the United States • Functionality to create new WorldCat records, enrich existing records, maintain WorldCat holdings data, and customize local bibliographic data and local holdings records • Initial release will be to WMS libraries in September 2013

6. OCLC WorldShare Metadata platform services OCLC WorldShare Metadata platform services WorldCat Metadata API – New in June Library-builtApplications Partner-builtApplications • Vendor neutral – libraries, developers, partners – encouraging innovative uses of data • Create, read, update WorldCat master bibliographic records • Create and delete institutional holdings • Create, read, update, delete local bibliographic data • Create, read, update, delete local holdings records – coming later in 2013 Applications RecordManager CollectionManager WorldShare Metadata Services Data Infrastructure

7. OCLC WorldShare Metadata platform services • Now available to the cataloging community via the OCLC Developer Network • Get ready to build and share some apps! OCLC Built Partner Built Library Built

8. OCLC WorldShare Metadata Collection Manager • Manage metadata on physical, electronic, and digital collections of records • WorldCat holdings maintenance • MARC record delivery with custom editing options to supply data to discovery interfaces • Automatic update and delete notifications as collections and metadata change • Detailed reports Collection Manager – now available Applications RecordManager CollectionManager WorldShare Metadata Services Data Infrastructure

9. OCLC WorldShare Metadata Collection Manager • WorldShare Metadata Collection Manager automatically delivers and updates WorldCat MARC records and maintains WorldCat holdings for all or subsets of your collection. • The service ensures that the bibliographic metadata for all materials and access URLs for e-content are continually updated in your discovery interface. • Your users get better access, your staff gains time for other priorities, and you see improved return on the investments you have made in your collections. • WorldShare Metadata Collection Manager is the ideal solution for streamlining workflows while managing increased user demand for e-content.

10. Workflow process Maintain WorldCat holdings Define WorldCat knowledge base collections Define MARC record options Request WorldCat knowledge base Activate WorldCat holdings option Library sets up once Library and/or provider maintains as needed Automated, ongoing process Providereports Deliver WorldCat MARC records

11. Workflow process Maintain WorldCat holdings Request WorldCat knowledge base Library sets up once Library and/or provider maintains as needed Automated, ongoing process Define WorldCat knowledge base collections Activate WorldCat holdings option Providereports Deliver WorldCat MARC records Define MARC record options

12. WorldCat knowledge base standard collections • Books24x7 • DawsonEra • Ebook Library (EBL) • EBSCO • ebrary • Ingram MyiLibrary • Knovel Library • Safari Books Online • Springer • Informa Taylor & Francis • Wiley Over 9,400 content collections from more than 5,300 providers Over 50 publishers and aggregators representing 11M E books including:

13. Types of Collections • WorldCat knowledge base standard collections • Data feeds from partners to OCLC • Data harvested from partners • Library customized (and shared) • Library built (and shared) • WorldCat query collections • Based on any WorldCat index criteria • WorldCat Holdings collection • Updates for titles held in WorldCat by my library (no new or delete records)

14. http://www.oclc.org/content/dam/support/knowledge-base/oclc_dda.pdfhttp://www.oclc.org/content/dam/support/knowledge-base/oclc_dda.pdf

16. HathiTrust Collections

17. WorldCat Query Collections

18. CONTENTdm collection

19. Digital Collection Gateway

20. Workflow process Maintain WorldCat holdings Request WorldCat knowledge base Library sets up once Library and/or provider maintains as needed Automated, ongoing process Define WorldCat knowledge base collections Activate WorldCat holdings option Providereports Deliver WorldCat MARC records Define MARC record options

21. Workflow process Maintain WorldCat holdings Request WorldCat knowledge base Library sets up once Library and/or provider maintains as needed Automated, ongoing process Define WorldCat knowledge base collections Activate WorldCat holdings option Providereports Deliver WorldCat MARC records Define MARC record options

24. Workflow process Maintain WorldCat holdings Request WorldCat knowledge base Library sets up once Library and/or provider maintains as needed Automated, ongoing process Define WorldCat knowledge base collections Activate WorldCat holdings option Providereports Deliver WorldCat MARC records Define MARC record options

25. Building output records from many sources • Data from the WorldCat master record • Library-specific URLs from the WorldCat knowledge base • Local Holdings Records with bar codes, local call numbers, etc. interleaved • Local subjects, local notes, etc. from local bibliographic data (mid-2013) WorldCat Master Record Bibliographic Data Output Record 1 www.my-url-here.edu My call number My local subject

27. updates… deletes… and WorldCat holdings As your collections change… New records… WorldCat Master Record Bibliographic Data Output Record 1 www.my-url-here.edu My call number Additional metadata My local subject www.my-2nd-URL.edu

28. MARC record files • Files available daily on OCLC FTP server • Large data sets separated into files of 100K records New Records Updated Records Coming in August: frequency options (daily, weekly, monthly, quarterly) and output options (separate file per collection) Deleted Records

29. Updated Records • Automatically receive update records • URL changes on KB standard collection title (new URLs added, old URLs deleted, existing URL changes, proxy changes) • OCLC control number changes on title in any collection

30. Updated Records • Receive update records based on library settings • KB data changes on KB standard and WorldCat query collections if mapped to MARC record output (collection name, provider name, note, etc.) • Local Holdings Record data changes on KB standard and WorldCat query collections if included in MARC record output (and Local Bib Data in the future) • WorldCat master record data changes on any collection based on specific library profile • Reason for updated record text included in reports and optionally embedded into the MARC record

35. Workflow process Maintain WorldCat holdings Request WorldCat knowledge base Library sets up once Library and/or provider maintains as needed Automated, ongoing process Define WorldCat knowledge base collections Activate WorldCat holdings option Providereports Deliver WorldCat MARC records Define MARC record options

36. Report with each file – updated records

37. And more… • Daily and monthly reports detailing changes to WorldCat holdings • Editing option to copy call number to another MARC field • Define WorldCat Holdings collection for group of libraries

38. Migration from old services… • Collection Manager WorldCat Holdings collection updates replaces the BibNote service • Migration for individual libraries underway; migration of groups and libraries that use the WCP delayed WorldCat holdings option coming in August • Older service will be discontinued November 1, 2013 • New service offers expanded profile options to determine desired updates, additional automated editing options, and more detailed reports

39. Migration from old services… • Other services will be migrated into WorldShare Metadata Collection Manager over the next 18 months • More information coming in the future

40. OCLC Cataloging subscription The WorldCat knowledge base and OCLC WorldShare Metadata Collection Manager are included in your catalog subscription

41. Questions and Discussion

42. Consortial Record Management for a Demand Driven Acquisition E-book Plan: The Experience of VIVA Anne C. Elguindi Associate Director, VIVA

43. What is the Virtual Library of Virginia (VIVA)? • 74 academic libraries (39 public, 34 private, Library of Virginia). • Large range in FTE, from Liberty University with 56,000 FTE to the Institute for the Psychological Sciences with 74 FTE. • Diversity of purpose, including doctorals, four years, two years, and specialized institutions. • Central funding provided by the Commonwealth of Virginia, additional cost-sharing by members. • Grounded in the coordinated collection development of online resources and an extensive resource sharing program. • No standardization of library systems.

44. VIVA Member Institutions

45. Technical Services within VIVA • Coordinated Cataloging Subcommittee • Evaluation of Springer and Elsevier e-book records • Evaluation of DDA e-book records and procedures • Knowledge Base Maintenance • WorldCat Knowledge Base (WCKB)

46. The WCKB within VIVA • Resources have been mapped from the VIVA vendor and product to the WCKB collection and provider.

47. The WCKB within VIVA • The central office has selected collections shared by the public institutions. Some collections are standard and some are customized for the consortium.

48. The WCKB within VIVA • Some institutions prefer a global sharing relationship with VIVA.

49. The WCKB within VIVA • Some institutions only share at the collection level.

50. Challenges with Consortial DDA • Not all publishers want to participate. • The models vary. • It is difficult to convey the subtleties of DDA to a wide population. • Record management issues are amplified.