Extending use of MARC 583 to Cooperative Serials Preservation

Extending use of MARC 583 to Cooperative Serials Preservation Constance Malpas Program Officer CONSER-At-Large ALA Midwinter, Denver CO 25 January 2009

MARC 583 for Monographic Archiving
Guidelines proposed by OCLC and LoC staff in 2008 to support distributed print archiving of monographic titles
“ CCMT 583” used to declare print archiving commitment
$3 Specification of copy (optional)
$a Level of archiving commitment (required) – dark, dim, light archive
$c Date action taken (required)
$l Status (optional) – access restrictions if any
$u URL link (optional) – additionall documentation as needed
042 used to identify records
PDA 583 used to record item condition
$a Preservation action (required, if PDA 583 is used)
Condition reviewed
Transferred to optimal storage
$c Date action taken (required)
$l Status (optional; required if $a = condition reviewed) [ terms to be supplied ]
$u URL link (optional) – additional documentation as needed

Preliminary Consultation – Jan 12 2009
Representatives from LoC, NAL, NLM
CONSER liaisons from institutions participating in RLG Journals Preservation Project
UC Shared Print Management team
Questions:
What are the key operational obstacles to disclosing title-level retention commitments for print serial holdings in the MARC 583 tag of master bibliographic record?
Feasible to apply class-based retention commitments to materials in your collections?
Currently managing title-level condition or retention information outside of MARC bibliographic or holdings record? Cost/benefit of disclosing this data?

Extension to Serial Publications: Feasible?
How to support range-specific retention commitments and condition assessments ?
How to specify institutional ownership of archiving responsibility and preservation actions?
How to balance need for broad-based data contribution with need for accuracy ?
Need to accommodate ‘ moving wall ’ for continuing subscriptions

Proposed modifications (Allgood)
“ CCMT 583” used to declare print archiving commitment
$m (Dates and/or sequential designation of issues) (required?)
$a Level of archiving commitment (required) – dark, dim, light archive
$c Date action taken Time/Date of action (required)
$l Status (optional) – access restrictions if any
$u URL link (optional) – add’l documentation as needed
$5 Institution to which field applies (NR) (required?)
042 used to identify records
Text in red represents proposed revision to draft guidelines

Proposed Modifications (Allgood)
PDA 583 used to record item condition
$m (Dates and/or sequential designation of issues) (required?)
$a Preservation action (required, if PDA 583 is used)
Condition reviewed
Transferred to optimal storage climate-controlled storage
$l Status (optional; required if $a = condition reviewed)
[ terms to be supplied ]
$c Date action taken Time/Date of action (required)
$u URL link (optional) – add’l documentation as needed
$5 Institution to which field applies (NR) (required?)
Text in red represents proposed revision to draft guidelines

Proposed next steps?
Defer definition of archiving levels to collection management community (CCDO)
Proceed with 042 designation to specify archiving use of 583
Define code for inclusion in MARC Code List for Relators, Sources, Description Conventions
Draft MARBI proposal to add $m (Dates and/or sequential designation of issues) to 583
Is further engagement with CONSER
community desirable or necessary?

Open Questions
Should 583 second indicator value (currently undefined) be used to distinguish archiving use of 583 tag from preservation action use of PDA?
0 = Cooperative Collection Management
1 = Preservation and Digitization Action
How does CONSER use of 850 (holding libraries) pertain to assignment of institutional retention commitment or preservation action?
How to support efficient batch updating to support rapid implementation?

Special Thanks…
*Everett Allgood, NYU
Diane Boehr, NLM
Robert Bremer, OCLC
Margaret Byrnes, NLM
Laura Hartmann, NLM
Chris Cole, NAL
Leighann Ayers, Michigan
Valerie Bross, UCLA
Jeanne Drewes, LoC
Ann Fath, Getty
*Les Hawkins, LoC
Dianne McCutcheon, NLM
Jake Nadal, UCLA
Glenn Patton, OCLC
*Christopher Walker, Penn State
Tina Shrader, NAL
Shana McDanold, Penn
Emily Stambaugh, CDL
… and everyone here today

Constance Malpas [email_address] 650-287-2131

Consultation with CONSER liaisons - Jan 12 ‘09
Subfields and subfield values:
Need to specify range to which retention commitment and condition assessment apply [Allgood]
Revisions to proposed archiving levels are needed – service mission of national libraries prohibits dark archive [McCutcheon]
Authentication:
Use of 042 will limits input/update to authorized institutions – raises bar for data contribution or enhancement [Walker]

Workflow integration:
How to ensure that local 583 retention commitment ‘deflects’ withdrawal action? [McDanold]
Other:
Continuing subscriptions – how to maintain range-specific commitment/condition for moving target? [Boehr]
Consultation with CONSER liaisons – Jan 12 ‘09

Extending use of MARC 583 to Cooperative Serials Preservation

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