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Preserving the integrity of the National Research Collection

Preserving the integrity of the National Research Collection. Michael Emly University of Leeds 10 September 2012. Objectives. Give a brief overview of the Copac Collection Management Tools Project

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Preserving the integrity of the National Research Collection

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  1. Preserving the integrity of the National Research Collection Michael Emly University of Leeds 10 September 2012

  2. Objectives • Give a brief overview of the Copac Collection Management Tools Project • Illustrate the potential for re-purposing of metadata aggregations like Copac – and some of the issues involved • Discuss the metadata framework required to support the National Research Collection

  3. Copac Collection Management Tools Project • JISC funding • Pilot project ran Oct.2011 – July 2012 • Partners: Mimas, RLUK, Leeds, Sheffield, York • To develop tools, based on the Copac database, to improve collection management decisions • Particular focus on retention and disposal of materials [Background: space pressures on major research libraries, digital vs. print, conservation needs, etc.]

  4. Focus on 3 key areas • An individual item – is it widely held or rare? • Allows for informed decision-making around retention, conservation, etc. • With support for automated procedures and batch processing • Assessing collection strengths within the wider national context • How many of the titles in a collection are widely held in the UK and how many are rare • To what degree other libraries’ holdings overlap with this collection • Provides a collection profile • Retention and preservation – safeguarding access to materials in the long term • Identified as a key community concern • Potential for relevant metadata to be added to Copac to support this

  5. Use case - stock editing • In LMS, identify titles for potential discard • Export record identifiers as a text file • Batch search against Copac >> file of identifiers is enhanced with number of copies held nationally • Reload this information back into LMS • Proceed with discard where more than “x” holdings nationally • Avoids unknowing disposal of “last copies” • 70% or greater saving on manual checking

  6. Some thoughts for cataloguers 1 What identifier? • ISBN • Not always reliable • Only more recent titles – less likely to be candidates for disposal • Record number • Copac does store and index unique local identifier • But Copac doesn’t currently have all copies on one record! • However database migration at end of 2012/early 2013 should rectify this Caused a lot of confusion and problems during the Project!

  7. Some thoughts for cataloguers 2 FRBR-isation • What if you don’t need precision regarding edition, publisher, etc. - could you use a FRBR model to broaden your search? • Some work done already on merging results using very simple author/title algorithm – but would also require a search expansion which is more challenging. • Jury currently out on how viable this is within the Copac Tools • Possible applications?

  8. Some thoughts for cataloguers 3 How MARC is MARC? • Need to export holdings information back into local LMS • Full MARC record could be “mis-used” (IP concerns) • Chose to use MARC “shell” to encode necessary information: • Record identifier - 001 • Local record identifier (for local LMS matching) in 035 • Brief bibliographic details all output in MARC 245 • Data regarding national holdings in 959 • Uses format for which routines already exist for import into LMS

  9. Retention and Preservation • Ran workshop in March 2012 with practitioners and experts representing the various stakeholder interests • Consensus that the key requirement is to provide mechanism whereby a library can signal its intentions to retain a title “for the long term” • Additional information desirable: • Physical condition / preservation status of the copy • Any access restrictions, esp. whether the copy is available for ILL • Availability of digital surrogates (commercial or in-house) • Copac database provides a mechanism for the community to share this information • Also requires a national focus of “authority” and leadership – RLUK? • Objective is to safeguard access for scholars by preserving the integrity of the National Research Collection

  10. Establishing a Metadata Framework • MARC tag 583 – “Action note” (formerly “Preservation actions”) • Need for lack of ambiguity suggests using a controlled vocabulary • pda (Preservation and Digitization Actions) and stmanf (Standard Terminology for MARC21 Actions Note Field) are recommended for 583 – but neither currently has a term for “commitment to retain” • Other precedents: • UKRR – used 583 but very loosely • OCLC Print Archives Disclosure Pilot – used 583 with intention of conforming to pda

  11. Recommended way forward • Use 583 + pda • Work with OCLC to get small changes to pda needed for this application • Set minimum input standard very low to enourage participation • Use of pda allows fuller preservation information to be recorded if desired • Explore options for automatically populating this field – in whole or in part - where possible

  12. Level 1 - Minimal level of input The OCLC Pilot permitted a 583 tag with only one subfield. For monographs, this would need to be unambiguously associated with a given institution within the shared system. This might be achieved by adding an institutional symbol in subfield $5 at point of loading into Copac if one is not already present. 583 1 $a Committed to retain

  13. Level 2 - Recommended This fully complies with standard practice, albeit with a minimal level of information. $a Action e.g. Committed to retain $c Date e.g. 2012 $f Authorization e.g. UKNRC (UK National Research Collection) $2 Source of term e.g. pda $5 Institution code e.g. UkLeU (may be able to be supplied by Copac software on loading?)

  14. Level 3 – Full use of 583 Where a library desires to record additional information, the full range of MARC and pda can be used. This might either: Relate to the intention to retain & be within the same 583. 583 1 $3 v.1 only $a Committed to retain $c 2012 $d 2022 $f UKNRC $f SCURL $5 UkLeU Or relate to additional information about the item held & be expressed in one or more subsequent 583 tags. 583 1 $a Committed to retain $c 2012 $f UKNRC $5 UkLeU 583 1 $a Condition reviewed $c 2012 $l mutilated $z pages 9-15 damaged $5 UkLeU 583 1 $a Housed $c 2012 $i box $5 UkLeU

  15. Next steps • Copac database migration • Obtain funding for appropriate service model for the Copac Collection Management Tools • Obtain RLUK support for taking forward the National Research Collection of Monographs • Firm agreement on standards and mechanisms

  16. Project website at: http://copac.ac.uk/innovations/collections-management/ • Email m.emly@leeds.ac.uk for more information

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