MARC 583 for Print Archives - Focus Group<br />Objective:  provide OCLC Print Archive pilot participants and other interes...
Thursday, 26 May 2011 – 10:00 PDT / 1:00 EDT</li></ul>Recruiting volunteers to participate in subgroups April/May<br />
Agenda<br />Noon-12:15 	Overview of Print Archives Pilot Project<br />		Kathryn Harnish, Manager, OCLC Cooperative Platfor...
MARC 583 for Print Archives: A Strategy for Network Disclosure using MARC21 Format for Holdings<br />Constance Malpas <br ...
Fundamental requirements<br />Print archiving institutions need:<br />A mechanism to record and disclose institutional arc...
Why use MARC 583?<br /><ul><li>Defined for use in bothbibliographic and local holdings record; flexible implementation
Successfully deployed for cooperative microfilming projects in US, web archiving in Australia, DLF/OCLC Registry of Digita...
Existing PDA thesaurus includes terms appropriate for print archiving actions (retained, condition reviewed, etc.)</li></l...
LHR implementation supports distributed archiving efforts in which multiple libraries commit to preserve partial runs; les...
Contributions from >10,000 libraries
>40% of detailed holdings contributed by ARL</li></ul>Institutions most likely to assume print archiving responsibility ar...
Registry of Digital Masters<br /><ul><li>4,525,693 title-level digital preservation commitments registered in WorldCat (Ap...
4,502,550 (99%) from HathiTrust
23,143 from other digitization projects</li></ul>‘Industrial scale’ aggregation led to streamlined process, created critic...
Example 1<br />OCLC no: 362906<br />>007    c $b r $d b $e n $j a $k b $l p<br />>007    c $b r $d b $e n $j c $k d $l a<b...
Example 2<br />>007    c $b r $d u $j a $l p<br />>007    c $b r $d u $j a $l a<br />>040    OCLCE $b eng $c OCLCE<br />>0...
Proposed Print Archive 583 fields and terms (derived from PDA: Terminology)<br />$a Action (NR)		Required		Standard terms:...
Proposed PAR 583 fields and terms (derived from PDA: Terminology)<br />$a Action (NR)		Required		Controlled terms: PDA<br ...
Questions<br />Is action $a “retained” in combination with status $l “committed to archive”(or preserve) sufficient to dis...
Scenarios<br />
Model<br />Title held by 269 libraries;<br />106 local holdings in WorldCat<br />Bibliographic Description <br />(Master R...
Example 1:  WEST title archived by ORU<br />Update record to include 583 tag elements:  <br />$3 “v1-v.2(1954-1955)” if on...
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MARC 583 for Print Archives 2011- 04-05

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Part of Webinar on OCLC Print Archive Pilot program, which also included presentations by K Harnish, L Payne and E Stambaugh.

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  • As currently implemented in the Registry of Digital Masters, the 583 Action Note takes a couple of different forms.In this example, the preservation commitment applies to a digitized version of a book, but is expressed in a bibliographic record describing the print original. This print edition is held by many libraries. The 583 indicates that Chicago digitized a local copy and will preserve the digitized file. But it doesn’t tell us if Chicago will retain the print original.
  • Using a new process that was implemented with HathiTrust and other partners, OCLC is also creating e-resource records that are ‘automatically’ enhanced with an 583 Action Note.
  • With Lizanne, Kathryn and Emily, have been considering a number of questions regarding this proposed model.
  • Title selected for archiving under the provisions of the Western Regional Storage Trust program. To be retained by Stanford Business School (S7Z). Which doesn’t have LHR in WC. 269 library holdings106 libraries with local holdings in WCExamples of local holdings:Penn State appears to have a full run from 1988 to 2004. All of its holdings are reported on a single record.UCLA has also reported holdings, but they are spread over three different library locations. They have opted to use textual holdings in the 866 rather than coded holdings in the 85x/86x. It is clear from this record that the holdings are incomplete – appear to be missing vol 2 and perhaps some issues of volume 1 (1988). Not sure what is meant by second 866 for ‘current issues’ since the record tells us that the library no longer subscribes.Stanford has agreed to archive this title on behalf of the WEST partnership. The library does not currently contribute holdings to WorldCat, so to disclose its print archiving commitment it will need to modify a holding record in its local system and then load the record to WorldCat.004 or 035 link to master record identifier852  Location (NR)853  Captions and Pattern-Basic Bibliographic Unit (R)863  Enumeration and Chronology-Basic Bibliographic Unit (R)866 Textual Holdings – Basic Bibliographic Unit
  • This is how we anticipate the model would be applied. In this example, the print archiving partner, the University of Oregon, has already contributed a holdings record describing physical inventory. Like most holdings records in WorldCat, it contains little more than the 852 Location and 853/863 Enumeration and Chronology.The meet the proposed standards for a print archive registry record, Oregon would need to update this holdings record with a 583 Action Note that might include the following subfield… This appears to have a lot of complexity but in fact most of these values (with the exception of $3) could be inserted automatically with a macro.Not sure if this would be updated in Connexion (it could be) or offline and then contributed via batch.
  • This is limited disclosure, but it is enough to be useful in national and international union catalogues.St Andrews alone has contributed over a hundred such records to WorldCat. They don’t tell us much about the scope or condition of local holdings, and are silent about the term of the retention commitment. But they are still informative. And we need to be mindful about creating a standard that would put the imperative to create quality data above the imperative to record and share print archiving information.
  • Current PDA standard requires: $a -Action$c- Time/Date of Action$l- Status $5- Institution to which field applies $2 -Source of term We believe selective use of other subfields will increase value of print archiving statements:$d-Action interval$f-Authorization$i-Method of action$j-Site of action$u-Method of access $z-Public note$3-Materials specified
  • MARC 583 for Print Archives 2011- 04-05

    1. 1. MARC 583 for Print Archives - Focus Group<br />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 theanticipated impact of implementing this strategy at scale.<br />Two focus group meetings:<br /><ul><li>Tuesday, 5 April 2011 – noon PDT / 3:00 EDT
    2. 2. Thursday, 26 May 2011 – 10:00 PDT / 1:00 EDT</li></ul>Recruiting volunteers to participate in subgroups April/May<br />
    3. 3. Agenda<br />Noon-12:15 Overview of Print Archives Pilot Project<br /> Kathryn Harnish, Manager, OCLC Cooperative Platform <br />12:15-12:30 Print Archives Decision Support & Resource-Sharing<br /> Lizanne Payne, WEST Project Manager and CRL Print <br /> Archives Consultant<br />12:30-12:50 Proposed MARC21 583 and Local Holdings Strategy<br /> Constance Malpas, Program Officer, OCLC Research<br />12:50- 1:10 Discussion <br />1:10 –1:30 Next Steps: Subgroup Tasks<br /> Emily Stambaugh, California Digital Library Shared Print <br /> Program Manager and WEST Assistant Project Manager<br />NB This WebEx session will be recorded<br />
    4. 4. MARC 583 for Print Archives: A Strategy for Network Disclosure using MARC21 Format for Holdings<br />Constance Malpas <br />Program Officer, OCLC Research<br />
    5. 5. Fundamental requirements<br />Print archiving institutions need:<br />A mechanism to record and disclose institutional archiving commitments at title and volume level<br />Decision support to identify/select titles and volumes suitable for archiving<br />Print archive clients need:<br />Decision support to identify/select titles and volumes suitable for withdrawal, based on existing archiving commitments, and/or donation (to fill gaps in archive)<br />
    6. 6. Why use MARC 583?<br /><ul><li>Defined for use in bothbibliographic and local holdings record; flexible implementation
    7. 7. Successfully deployed for cooperative microfilming projects in US, web archiving in Australia, DLF/OCLC Registry of Digital Masters
    8. 8. Existing PDA thesaurus includes terms appropriate for print archiving actions (retained, condition reviewed, etc.)</li></li></ul><li>Why implement at local holdings level?<br /><ul><li>Recordingpreservation 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)
    9. 9. 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</li></li></ul><li>Local Holdings Records in WorldCat<br /><ul><li>25,002,036 detailed holding records (Apr 2011)
    10. 10. Contributions from >10,000 libraries
    11. 11. >40% of detailed holdings contributed by ARL</li></ul>Institutions most likely to assume print archiving responsibility are already contributing holdings<br />Easier to reinforce an existing behavior than to institutionalize a new one<br />
    12. 12. Registry of Digital Masters<br /><ul><li>4,525,693 title-level digital preservation commitments registered in WorldCat (Apr 2011)
    13. 13. 4,502,550 (99%) from HathiTrust
    14. 14. 23,143 from other digitization projects</li></ul>‘Industrial scale’ aggregation led to streamlined process, created critical mass in WorldCat<br />Especially in absence of 042 validation processes, there is benefit to establishing data contribution hubs<br />
    15. 15. Example 1<br />OCLC no: 362906<br />>007 c $b r $d b $e n $j a $k b $l p<br />>007 c $b r $d b $e n $j c $k d $l a<br />>010 21004355 <br />>040 WSU $c WSU $d OCL $d OCLCQ $d CGU $d MTG<br />>042 dlr<br />>043 e-uk---<br />>050 00 PR5422 $b .P5 1920<br />>082 04 320.942 $b S545<br />>090 $b <br />>049 OCLC<br />>100 1 Shelley, Percy Bysshe, $d 1792-1822.<br />>245 12 A Philosophical view of reform / $c by Percy Bysshe Shelley ; together with an introduction and appendix by T. W. Rolleston.<br />>260 London ; $a New York ; $a [etc.] : $b Humphrey Milford ; $b Oxford University Press, $c 1920.<br />>300 xi, 94 p. : $b ill. ; $c 22 cm.<br />>533 Also available as electronic reproduction. $b Chicago : $c University of Chicago Library, $d [2006]<br />>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<br />>583 1 digitized $c 2006 $h University of Chicago Library $l committed to preserve $2 pda $5 ICU<br />>651 0 Great Britain $x Politics and government $y 1800-1837.<br />>610 10 Great Britain. $b Parliament $x Reform.<br />>700 1 Rolleston, T. W. $q (Thomas William), $d 1857-1920, $e ed.<br />>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<br />>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<br />>856 41 $u http://pi.lib.uchicago.edu/1001/dig/pres/2006-1073<br />This (print) title held by 168 WorldCat libraries.<br />University of Chicago has digitized it and has registered a commitment to preserve the digital version<br />Defined in RDM Guidelines, not PDA<br />
    16. 16. Example 2<br />>007 c $b r $d u $j a $l p<br />>007 c $b r $d u $j a $l a<br />>040 OCLCE $b eng $c OCLCE<br />>042 dlr<br />>043 n-us-ny<br />>050 4 SB371 $b .H42<br />>070 1 93.35 $b H35Pe<br />>072 0 F110<br />>082 04 634.25 $b Hedr, 1917<br />>090 $b <br />>049 OCLC<br />>100 1 Hedrick, U. P.<br />>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.<br />>260 Albany : $b J.B. Lyon Co., printers, $c 1917.<br />>300 1 online resource (xiii, 541 p.) : $b front. (port.) col. plates, map, facsim.<br /> …<br />>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.<br />>506 $3 Use copy $f Restrictions unspecified $2 star $5 DcWaBHL<br />>533 Electronic reproduction. $b [S.l.] : $c Biodiversity Heritage Library, $d 2010. $5 DcWaBHL<br />>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<br />>583 1 Digitized $c 2010 $h Biodiversity Heritage Library $l committed to preserve $2 pda $5 DcWaBHL<br /> …<br />>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 $w (OCoLC)2082497<br />This (print) title held by 258 WorldCat libraries.<br />Biodiversity Heritage Library has digitized it and has registered a commitment to preserve the digital version <br />whose copy was scanned? <br /> is it subject to a print archiving commitment?<br />A new MARC org code<br />
    17. 17. Proposed Print Archive 583 fields and terms (derived from PDA: Terminology)<br />$a Action (NR) Required Standard terms: PDA<br />“retained” ; “completeness reviewed”; “condition reviewed” etc.<br />$c Time/Date of Action (R) Required ISO date format YYYYMMDD<br />$d Action interval (R) Optional Uncontrolled <br />specifies term at which action will be renewed, e.g. “25 years”<br />$f Authorization (R) Optional Uncontrolled<br /> project code, eg UKRR, WEST etc – ideally reflects project codes managed/maintained by CRL, associated with service level agreement<br />$i Method of Action (R) Optional Standard terms: PDA<br /> level of validation (page, issue, volume) if $a=condition reviewed or completeness reviewed<br />$l Status (R) Optional Standard terms: not defined in PDA<br />“committed to archive” ; “undamaged” ; “missing volumes”<br />$j Site of Action (R)Optional Uncontrolled<br />holding library code<br />$u Uniform Resource Identifier (R) Optional Uncontrolled<br /> link to WEST, CRL, UKRR etc documentation <br />$2 Source of Term (NR) Required Standard terms: LC Source & Relator Codes<br />$3 Materials specified Optional Uncontrolled<br />detailed holdings to which action applies, if different from holdings described in LHR<br />$5 Institution to which field applies (NR) Required Standard terms: MARC org code<br /> identifies archiving institution<br />
    18. 18. Proposed PAR 583 fields and terms (derived from PDA: Terminology)<br />$a Action (NR) Required Controlled terms: PDA<br />“retained” or “condition reviewed” etc.<br />$c Time/Date of Action (R) Required Controlled: ISO date format<br />$d Action interval (R) Optional Uncontrolled <br />to specify term at which action will be renewed? Not sure this is kosher usage<br />$f Authorization (R) Optional Uncontrolled<br /> project code, eg UKRR, WEST etc – ideally reflects project codes managed/maintained by CRL? Associated with service level agreement<br />$l Status (R) Optional Controlled terms: PDA<br />“committed to archive” ; “undamaged” <br />$i Method of Action (R) Optional Controlled terms: PDA<br /> level of validation (page, issue, volume) if $a=condition reviewed<br />$j Site of Action (R)Optional Uncontrolled<br />holding library code?<br />$u Uniform Resource Identifier (R) Optional Uncontrolled<br /> link to WEST, CRL, UKRR documentation <br />$2 Source of Term (NR) Required Controlled terms: LC Source & Relator Codes<br />$3 Materials specified Optional Uncontrolled<br />detailed holdings to which action applies, if different from holdings described in LHR<br />$5 Institution to which field applies (NR) Required Controlled terms: MARC org code<br /> identifies archiving institution, MARC org code<br />Do we need to add “condition not reviewed “ as a PDA action?<br />Need to stipulate new term for “committed to archive” ; should $l be mandatory for PAR records?<br />Do we want or need to make this required?<br />Is this the place to indicate whether archiving location is different from institution symbol?<br />Do we want or need to make this “required if applicable”? Can we impose some standardization?<br />
    19. 19. Questions<br />Is action $a “retained” in combination with status $l “committed to archive”(or preserve) sufficient to disclose print archiving commitment?<br />Will require consensus on status terminology, including condition/completeness review status<br />Is action $a “condition reviewed” withnew method of action $i “[page/volume/issue] validated” sufficient to support eventual audit? <br />Will require documentation for PDA guidelines of what different validation levels entail<br />
    20. 20. Scenarios<br />
    21. 21. Model<br />Title held by 269 libraries;<br />106 local holdings in WorldCat<br />Bibliographic Description <br />(Master Record)<br />001 16689184 <br />245 Journal of Risk and Uncertainty<br />260 Boston : $b Kluwer Academic Publishers, $c c1988-<br />Local Holdings Record: Penn State University <br />004 16689184<br />852 UPM ‡b UPMM   <br />853 33   ‡8 1 ‡a (*) ‡i (year)   <br />863 3_   ‡8 1.1 ‡a 1-29 ‡i 1988-2004<br /> Local Holdings Record: UCLA(1 of 3)<br />004 16689184<br />035  (OCoLC)16689184   <br />852   0_   CLU ‡b LHHW ‡h HB615 ‡i .J6 ‡z Library does not have current subscription  <br />866   _0   ‡8 0 ‡a v.1:no.4(1988), v.3-33(1990-2006)v.35-36(2007-2008), v.38-39(2009)   <br />866   _0   ‡8 0 ‡a Current issues:v.34:no.3(2007), v.37:no.2-3(2008)<br />Local Holdings Record: Stanford University Business School<br />004 16689184<br />583 ‡a retained ‡c 2011-03-15 ‡l committed to preserve ‡2 pda‡5 CSt-Bu<br />852 …<br />
    22. 22. Example 1: WEST title archived by ORU<br />Update record to include 583 tag elements: <br />$3 “v1-v.2(1954-1955)” if only part of extant holdings are retained<br />$a “retained” [action] format and project agnostic<br />$c “2011-01-01” [date of action] enables review/revision<br />$d “25 years” [action interval] term of commitment<br />$f “WEST” [authorization] project code<br />$j “ORUM” [site of action]<br />$l “committed to archive” [status]<br />$2 “pda” [source of term] PDA: terminology<br />$5 “OrU” [institution] MARC org code<br />Total WorldCat library holdings on this title/OCN: 352 in November 2010<br />Hathi status: multiple vols. digitized by University of Michigan and University of California<br />Rights status: all digitized volumes in copyright<br />I.e. Increasing motivation to withdraw + continuing need for library print supply chain<br />
    23. 23. Example 2: UKRR title archived by AUD<br />Update local holdings with following 583 tag elements: <br />$a “retained” [action] format and project agnostic<br />$c “2011-01-01” [date of action] enables review/revision<br />$d “not specified” [action interval] be explicit if term of commitment is undetermined<br />$f “UKRR” [authorization] project code<br />$5 “StSaUL” [institution] MARC org code<br />NB no $2 pda required since this record does not meet (proposed) PAR standard<br />But what if local holdings record not available for update? <br />Or cataloging burden is considered too great?<br />Or national practice dictates different approach?<br />583 not reflected in union catalogue<br />
    24. 24. Recommendations for Print Archives<br /><ul><li>Wherever feasible, contribute detailed holdings statement with 583 Action Note in accordance with Print Archives Registry guidance</li></ul>$a-Action, $c-Time/date of action, $l-Status $2-Source of term are critical (and mandatory per PDA)<br />$d-Action interval $f –Authorization, $i-Method of action, $j-Site of action etc. required where applicable<br /><ul><li>If necessary, record print archiving commitment in the bibliographic record</li></ul>$a-Action, $3-Materials specified, $5-Institution are critical<br />
    25. 25. The bottom line<br /><ul><li>Print archiving commitments not effectively disclosed in union catalogs are not delivering full benefit
    26. 26. We must strike a balance between the desirability of detailed condition & completeness informationand the need to achieve scale in implementation
    27. 27. Existing infrastructure of 583 Action Note and Local Holdings Records appears adequate for near term implementation and evaluation
    28. 28. We need your help! (Emily will say more)</li></li></ul><li>Questions, comments?<br />
    29. 29. Resources<br />Preservation & Digitization Actions: Terminology for MARC 21 Field 583<br />http://www.loc.gov/marc/bibliographic/pda.pdf<br />Registry of Digital Masters Record Creation Guidelines<br />http://old.diglib.org/collections/reg/DigRegGuide200705.htm<br />OCLC Local Holdings Maintenance Quick Reference<br />http://www.oclc.org/support/documentation/localholdings/quickref/lhm_quickref.pdf<br />*Draft* Guidelines: MARC 583 for Print Archives<br />https://docs.google.com/a//document/pub?id=1uJliwl41W00U1BISfIuib_Cah7NvXoknf9UP6yXBw48<br />*Draft* Recommended Revisions to PDA<br />https://docs.google.com/document/pub?id=1WbpPOQa2Nd8NjpuNg0hdzhBIMjHeQ2c85J0AiJUswx4<br />
    30. 30. Thanks for your attention.<br />Comments and questions are welcome: <br />harnishk@oclc.org<br />lpayne@crl.edu<br />malpasc@oclc.org<br />emily.stambaugh@ucop.edu<br />

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