Extending use of MARC 583 to Cooperative Serials Preservation

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Presentation to CONSER At Large meeting at ALA MW 2009 describing a proposed use of MARC 583 tag to record institutional print archiving commitments.

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Extending use of MARC 583 to Cooperative Serials Preservation

  1. 1. Extending use of MARC 583 to Cooperative Serials Preservation Constance Malpas Program Officer CONSER-At-Large ALA Midwinter, Denver CO 25 January 2009
  2. 2. MARC 583 for Monographic Archiving <ul><li>Guidelines proposed by OCLC and LoC staff in 2008 to support distributed print archiving of monographic titles </li></ul><ul><li>“ CCMT 583” used to declare print archiving commitment </li></ul><ul><ul><li>$3 Specification of copy (optional) </li></ul></ul><ul><ul><li>$a Level of archiving commitment (required) – dark, dim, light archive </li></ul></ul><ul><ul><li>$c Date action taken (required) </li></ul></ul><ul><ul><li>$l Status (optional) – access restrictions if any </li></ul></ul><ul><ul><li>$u URL link (optional) – additionall documentation as needed </li></ul></ul><ul><ul><li>042 used to identify records </li></ul></ul><ul><li>PDA 583 used to record item condition </li></ul><ul><ul><li>$3 Specification of copy (optional) </li></ul></ul><ul><ul><li>$a Preservation action (required, if PDA 583 is used) </li></ul></ul><ul><ul><ul><li>Condition reviewed </li></ul></ul></ul><ul><ul><ul><li>Transferred to optimal storage </li></ul></ul></ul><ul><ul><li>$c Date action taken (required) </li></ul></ul><ul><ul><li>$l Status (optional; required if $a = condition reviewed) [ terms to be supplied ] </li></ul></ul><ul><ul><li>$u URL link (optional) – additional documentation as needed </li></ul></ul>
  3. 3. Preliminary Consultation – Jan 12 2009 <ul><li>Representatives from LoC, NAL, NLM </li></ul><ul><li>CONSER liaisons from institutions participating in RLG Journals Preservation Project </li></ul><ul><li>UC Shared Print Management team </li></ul><ul><li>Questions: </li></ul><ul><li>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? </li></ul><ul><li>Feasible to apply class-based retention commitments to materials in your collections? </li></ul><ul><li>Currently managing title-level condition or retention information outside of MARC bibliographic or holdings record? Cost/benefit of disclosing this data? </li></ul>
  4. 4. Extension to Serial Publications: Feasible? <ul><li>How to support range-specific retention commitments and condition assessments ? </li></ul><ul><li>How to specify institutional ownership of archiving responsibility and preservation actions? </li></ul><ul><li>How to balance need for broad-based data contribution with need for accuracy ? </li></ul><ul><li>Need to accommodate ‘ moving wall ’ for continuing subscriptions </li></ul>
  5. 5. Proposed modifications (Allgood) <ul><li>“ CCMT 583” used to declare print archiving commitment </li></ul><ul><ul><li>$3 Specification of copy (optional) </li></ul></ul><ul><ul><li>$m (Dates and/or sequential designation of issues) (required?) </li></ul></ul><ul><ul><li>$a Level of archiving commitment (required) – dark, dim, light archive </li></ul></ul><ul><ul><li>$c Date action taken Time/Date of action (required) </li></ul></ul><ul><ul><li>$l Status (optional) – access restrictions if any </li></ul></ul><ul><ul><li>$u URL link (optional) – add’l documentation as needed </li></ul></ul><ul><ul><li>$5 Institution to which field applies (NR) (required?) </li></ul></ul><ul><ul><li>042 used to identify records </li></ul></ul>Text in red represents proposed revision to draft guidelines
  6. 6. Proposed Modifications (Allgood) <ul><li>PDA 583 used to record item condition </li></ul><ul><ul><li>$3 Specification of copy (optional) </li></ul></ul><ul><ul><li>$m (Dates and/or sequential designation of issues) (required?) </li></ul></ul><ul><ul><li>$a Preservation action (required, if PDA 583 is used) </li></ul></ul><ul><ul><ul><li>Condition reviewed </li></ul></ul></ul><ul><ul><ul><li>Transferred to optimal storage climate-controlled storage </li></ul></ul></ul><ul><ul><li>$l Status (optional; required if $a = condition reviewed) </li></ul></ul><ul><ul><ul><li>[ terms to be supplied ] </li></ul></ul></ul><ul><ul><li>$c Date action taken Time/Date of action (required) </li></ul></ul><ul><ul><li>$u URL link (optional) – add’l documentation as needed </li></ul></ul><ul><ul><li>$5 Institution to which field applies (NR) (required?) </li></ul></ul>Text in red represents proposed revision to draft guidelines
  7. 7. Proposed next steps? <ul><li>Defer definition of archiving levels to collection management community (CCDO) </li></ul><ul><li>Proceed with 042 designation to specify archiving use of 583 </li></ul><ul><ul><li>Define code for inclusion in MARC Code List for Relators, Sources, Description Conventions </li></ul></ul><ul><li>Draft MARBI proposal to add $m (Dates and/or sequential designation of issues) to 583 </li></ul><ul><li>Is further engagement with CONSER </li></ul><ul><li>community desirable or necessary? </li></ul>
  8. 8. Open Questions <ul><li>Should 583 second indicator value (currently undefined) be used to distinguish archiving use of 583 tag from preservation action use of PDA? </li></ul><ul><ul><li> 0 = Cooperative Collection Management </li></ul></ul><ul><ul><li> 1 = Preservation and Digitization Action </li></ul></ul><ul><li>How does CONSER use of 850 (holding libraries) pertain to assignment of institutional retention commitment or preservation action? </li></ul><ul><li>How to support efficient batch updating to support rapid implementation? </li></ul>
  9. 9. Special Thanks… <ul><li>*Everett Allgood, NYU </li></ul><ul><li>Diane Boehr, NLM </li></ul><ul><li>Robert Bremer, OCLC </li></ul><ul><li>Margaret Byrnes, NLM </li></ul><ul><li>Laura Hartmann, NLM </li></ul><ul><li>Chris Cole, NAL </li></ul><ul><li>Leighann Ayers, Michigan </li></ul><ul><li>Valerie Bross, UCLA </li></ul><ul><li>Jeanne Drewes, LoC </li></ul><ul><li>Ann Fath, Getty </li></ul><ul><li>*Les Hawkins, LoC </li></ul><ul><li>Dianne McCutcheon, NLM </li></ul><ul><li>Jake Nadal, UCLA </li></ul><ul><li>Glenn Patton, OCLC </li></ul><ul><li>*Christopher Walker, Penn State </li></ul><ul><li>Tina Shrader, NAL </li></ul><ul><li>Shana McDanold, Penn </li></ul><ul><li>Emily Stambaugh, CDL </li></ul>… and everyone here today
  10. 10. Constance Malpas [email_address] 650-287-2131
  11. 11. Consultation with CONSER liaisons - Jan 12 ‘09 <ul><li>Subfields and subfield values: </li></ul><ul><ul><li>Need to specify range to which retention commitment and condition assessment apply [Allgood] </li></ul></ul><ul><ul><li>Revisions to proposed archiving levels are needed – service mission of national libraries prohibits dark archive [McCutcheon] </li></ul></ul><ul><li>Authentication: </li></ul><ul><ul><li>Use of 042 will limits input/update to authorized institutions – raises bar for data contribution or enhancement [Walker] </li></ul></ul>
  12. 12. <ul><li>Workflow integration: </li></ul><ul><ul><li>How to ensure that local 583 retention commitment ‘deflects’ withdrawal action? [McDanold] </li></ul></ul><ul><li>Other: </li></ul><ul><ul><li>Continuing subscriptions – how to maintain range-specific commitment/condition for moving target? [Boehr] </li></ul></ul>Consultation with CONSER liaisons – Jan 12 ‘09

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