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  1. 1. Smithsonian Institution Libraries “Metadata Mixing & Matching For Discovery” LSC 888 The Special Library/ Information Center Suzanne C. Pilsk ~ Smithsonian Institution Libraries ~ 2010
  2. 2. Facts and Figures Smithsonian Institution Libraries Washington, D.C. • Anacostia Museum & Center for African American History and Culture Library • Anthropology Library • Botany and Horticulture Library • The Dibner Library of the History of Science and Technology • Freer Gallery of Art and Arthur M. Sackler Gallery Library • Hirshhorn Museum and Sculpture Garden Library • Joseph F. Cullman 3rd Library of Natural History
  3. 3. Facts and Figures Smithsonian Institution Libraries Washington, D.C. (continued) • Museum Studies & Reference Library • National Air and Space Museum Library • National Museum of American History Library • National Museum of Natural History Library • National Postal Museum Library • National Zoological Park Library • Smithsonian American Art Museum/National Portrait Gallery Library • Warren M. Robbins Library, National Museum of African Art
  4. 4. Facts and Figures Smithsonian Institution Libraries Elsewhere Suitland, Md. • Museum Support Center Library • National Museum of the American Indian Library Edgewater, Md. • Smithsonian Environmental Research Center Library New York City • Cooper-Hewitt, National Design Museum Library Republic of Panama • Smithsonian Tropical Research Institute Library
  5. 5. Facts and Figures Smithsonian Institution Libraries African Art Latino History and Culture African American History and Materials Research Culture Modern and Contemporary Art Anthropology Museology American Art Native American History and Culture American History Natural History Asian and Middle Eastern Art Postal History Aviation history and Space Flight Tropical Biology Design and Decorative Arts Trade Literature Environmental Management and World’s Fair Ephemera Ecology History of Science and Technology
  6. 6. What’s So Special? Public Museum Smithsonian Institution is the largest museum complex in the world … “The Nation’s Attic”
  7. 7. “Increase and Diffusion of Knowledge” Unlock the Mysteries of the Universe Understanding and Sustaining a Biodiverse Planet Valuing World Cultures Understanding the American Experience
  8. 8. SIL Mission (Smithsonian Directive 500) As the largest and most diverse museum library in the world, SIL leads the Smithsonian in taking advantage of the opportunities of the digital society. SIL provides authoritative information and creates innovative services and programs for Smithsonian Institution researchers, scholars and curators, as well as the general public, to further their quest for knowledge. Through paper preservation and digital technologies, SIL ensures broad and enduring access to the Libraries’ collections for all users.
  9. 9. SIL’s Strategic Plan “Focus on Service” • GOAL 1: COLLABORATING ACROSS BOUNDARIES – SIL creates a compelling environment for connecting, collaborating and exploring across disciplines and information boundaries • GOAL 2: DISCOVERING INFORMATION – SIL enhances and eases the discovery of information in our collections for SI scholars, researchers, scientists, and the larger world of learners • GOAL 3: CONNECTING WITH USERS – SIL understands and meets user needs, serving users where they live and work • GOAL 4: BUILDING EXPERTISE – SIL builds expertise on information discovery, navigation and management • GOAL 5: ENABLING OUR MISSION – SIL ensures its success through increased financial strength, effective administrative support, and organizational excellence
  10. 10. Facts and Figures Smithsonian Institution Libraries Total volumes > 1.7 million 50,000 are rare books 10,000 manuscripts Trade Catalogs > 500, 000 items > 30,000 companies dating from the 1800s
  11. 11. Facts and Figures • 102 Smithsonian Libraries Staff • 17 Souls in Cataloging Services (with contractors)
  12. 12. • Traditional Library • Traditional Services
  13. 13. Integrated Library System Smithsonian Institution Research Information System (SIRIS) – MARC – AACR2r – ISBD – LC Classification – LC Subject Headings
  14. 14. Traditional Cataloging • Monographs • Serials • Videos • Microfilm/fiche • Sound Recordings • CD/DVDs • Electronic Resources
  15. 15. Traditional Cataloging • OCLC • Program for Cooperative Cataloging – NACO – SACO – BIBCO
  16. 16. SI Libraries Serves • Curators • Researchers • Post-Docs • Museum Administrators • Public
  17. 17. IFLA’s Functional Requirements for Bibliographic Data To Find To Identify To Select To Obtain To USE
  18. 18. Determining Level of Metadata • What do you have? • What staff do you have? • Who are your users? • Where will it go? • Will it stay there or travel on and on and on and on and on and on and on and on
  19. 19. Metadata
  20. 20. Metadata – failure to serve
  21. 21. Metadata: MARC MARC 110 Oscar Mayer & Co. 650 Frankfurters
  22. 22. Metadata Dublin Core Creator: Oscar Mayer & Co. Subject: Frankfurters
  23. 23. Metadata: Real MARC – Still failure to serve 02761nam 2200469 4500001000700000005001700007008004100024010002300065019001300088035001400 1010350023001150400061001380490027001990500015002261000042002412450193002 8326000830047630000170055950403350057650501540091159001090106559000960117 4650002601270945002101296945007301317945003101390945004801421945004801469 9450047015179450079015649450044016439450046016879450048017339450076017819 4500440185794500510190194500510195294500710200394500900207494500960216494 5003102260-459797-20050131154400.0-731129m19021933enk b 000 0 lat c- -aagr03000069 //r582- -a14018362- -aABY6485LB- -a(OCoLC)ocm00751549- -aU.S. Dept. of Agr. Libr.-cRIU-dOCL-dCHS-dSER-dSMI-dWaOLN- -aSMI$-aSMIM-aSMIE-aSMIB-00-aQL354-b.S5- 1 -aOscar Mayer & Co.-10-aPronto pup:-bhot dogs hamburgers/-ca Oscar Mayer and Company.- -aNew Orleans, La. :-bBourbon Street Foods,-c2000.
  24. 24. Metadata: MARCXML <?xml version="1.0" encoding="UTF-8" ?> <collection xmlns="" xmlns:xsi="" xsi:schemaLocation=""> <record><leader>02761nam a2200469 4500</leader> <controlfield tag="001">459797</controlfield> <controlfield tag="005">20050131154400.0</controlfield> <controlfield tag="008">731129m19021933enk b 000 0 lat c</controlfield> <datafield tag="010" ind1=" " ind2=" "> <subfield code="a">agr03000069 //r582</subfield> </datafield>
  25. 25. How to make THIS into 0’s and 1’s
  26. 26. Virtual Library defined in the Online Dictionary for Library and Information Science A "library without walls" in which the collections do not exist … [in] tangible form at a physical location but are electronically accessible in digital format via computer networks. The term digital library is more appropriate because virtual (borrowed from "virtual reality") suggests that the experience of using such a library is not the same as the "real" thing when in fact the experience of reading or viewing a document on a computer screen may be qualitatively different from reading the same publication in print, but the information content is the same regardless of format. ~
  27. 27. Digital Library defined in the Online Dictionary for Library and Information Science A library in which a significant proportion of the resources are available in machine-readable format … . The digital content may be locally held or accessed remotely via computer networks. … In libraries, the process of digitization began with the catalog, moved to periodical indexes and abstracting services, then to periodicals and large reference works, and finally to book publishing. ~
  28. 28. Traditional Digital Library • Electronic Journals & Databases • Digital Editions • Online Exhibitions • Online Catalog • Digital Reference
  29. 29. If you digitize it … Will they find it?
  30. 30. Search Gone BAD!
  31. 31. - Specimen - Plate or other visual image - Taxonomic description
  32. 32. Beyond the Traditional Taxonomic Literature Needs/Requests • Beyond the Scan • Beyond the Re-Keyed • Marking up the data in metadata schemas
  33. 33. MARC Milk, eggs, lactaid Make dentist appt. LCSH/LCCS Feed the cat ISBD AACR Pick up dry cleaning
  34. 34. Access relatedItem MARC Dublin Core XMP Milk, eggs, lactaid METs ISBD Faceted RDA LCSH/LCCS Add hotdogs to grocery list Feed the cat XML MODS Dewey AACR FRBR Pick up dry cleaning Hierarchical TEI ONIX
  35. 35. Discoverable Milk, eggs, lactaid Make dentist appt. Interoperability Feed the cat Open Access Collaboration Pick up dry cleaning
  36. 36. Biodiversity Heritage Library (BHL)
  37. 37. EOL Bibliographic Curator species Data from RequestEvaluate need SIRIS Carts delivered to scanner title Goin’ down is… Need Put on shipping cart, “gap-fill” Picklist Database the rows generate‘packinglist’ invoice for other Stores Select / BHL library reject / ship Update picklist if item record state & supplies has been changed item metadata During cataloging touch-up to IA Circ to scanner Select title serial? no in picklist, Circ to cataloging upload to monograph de-duper for MARC editing yes no The Stacks Reject in picklist, Duplicate? fail Other yes Circ in Horizon Return to stacks library “bid” ? Meta- Reject in picklist, data no return to stacks check pass “Bid” Pull from stacks Preser- on title, Circ in ILS vation select in Preliminary metadata check review pass picklist And physical check fail
  38. 38. IA scanning process BHL Portal Unique IA id is assigned Metadata is gathered from Periodically harvests SIRIS and the picklist db Marc.xml (bib) and item And associated with the scan Records, along with JP2000s generated JP2000 from Carts delivered & transformed to scanner Served on To index and display QA is done by IA on 10% In the portal Put on shipping cart, generate ‘packinglist’ Books are returned, Invoice, alert cart contents are scanning center verified against invoice SIL does 20% QA Download .csv from Update picklist Checking for metadata matching to indicate portal with SIL With item, scan quality etc rescan barcodes, Portal URLs no Pass QA? yes Updated in picklist as scanned Circ in Horizon Send URLs to SIRIS Place BHL sticker near barcode Office for batch Return to Stacks updates
  39. 39. BHL Mass Scanning Workflow •Bid Lists •Serials Management •Pick Lists •Packing Lists •Monographic Management •Local data flow •WonderFetch tm •Return of data •Return of material •Billing Ernest Ingersoll Hand-book to the National Museum … Smithsonian Institution, 1886
  40. 40. BHL 1. Select Book ~Pull from Shelf 2. Review Physically and Metadata 3. Establish viability and create Wonderfetchtm 4. Send to IA scanning center 5. Book is scanned & QA 6. Page images loaded 7. Derivatives created 8. Book returned to library 9. Files harvested from IA portal to BHL 10. Taxonomic Intelligence Added 11. Available through BHL
  41. 41. Monographic DeDuper
  42. 42. The BHL Portal is not a library catalog
  43. 43. ~ SI Libraries 842,000 Records in ILS 27,805 Trade literature 74,613 Art and Artists files 4,000 SI Digital Repository (SI Research Online)
  44. 44. Not in Collections.Si.Edu
  45. 45. ~ Freer + Sackler 53% of the ENTIRE collection at & 12,269 objects online NOT: F/S G’s Study Collection – 10,872 objects only for study not for exhibit – will never go online
  46. 46. ~ NPM 12,000 Records 16,000 Records in the ARAGO 214,000 Records in the database 6 Million objects = 0.2% in
  47. 47. ~ NMNH NMNH estimates 126 Million Specimens
  48. 48. ~ NMNH NMNH estimates 126 Million Specimens 5,400,000 Catalog Records in collection management system – 5,218,793 available on (181,207 records not available)
  49. 49. ~ NMNH Coming soon: IZ 992,000 (68,000 with media) Bot 788,000 (1,300 with media)
  50. 50. ~ NMNH NMNH estimates 126 Million Specimens 5,400,000 Catalog Records in collection management system – 5,218,793 available on (181,207 records not available) 6 out of 10 units supplying data to = 2,527,557 records (153,418 have images)
  51. 51. 4,600,000 Records 445,000 Images 40 Data sources 50% of the records are from 1 source (NMNH and still growing 2,527,557 records with 153,418 images)
  52. 52. SI Wide Estimations • 136.9 MILLION objects • 13 MILLION digital records • 821,000 digital images
  53. 53. “The worth and importance of the Institution is not to be estimated by what it accumulates within the walls of its building, but by what it sends forth to the world.” —Joseph Henry The Smithsonian Institution’s First Secretary 1852
  54. 54. Credits Thanks to staff at NMAI SIL NMNH MBL/WHOI Library NPM MoBot Freer/Sackler NYBG BHL
  55. 55. Smithsonian Institution Libraries “Metadata Mixing & Matching For Discovery” Suzanne C. Pilsk Smithsonian Institution Libraries