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Cooperative methods to improve the oclc knowledge base oct 16 2018


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This session will demonstrate and discuss simple ways of fixing broken links. Also, it will outline ways to improve the global KB such as correcting OCLC numbers in Knowledge Base collections and creating a new collections using the Collection Manager.

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Cooperative methods to improve the oclc knowledge base oct 16 2018

  2. 2. Reengineering the Library: Issues in Electronic Resource Management edited by George Stachokas. Chicago: ALA editions, 2018.  The development of community-managed knowledge bases is a very promising approach for the maintenance of an expanding volume of collection stes, eBooks, and other resources that are now taking a major portion of our acquisitions budget. … [Yet] at a recent conference, a colleague became alarmed at the thought of the library not owning its metadata. … some ideas require more time for buy-in.  Libraries can be more successful in electronic resources management if they work toward the greater good. No single library or even a statewide consortium can meet the many demands of providing access to electronic resources. Libraries must be part of a larger initiative to combine our efforts a the national lever, and preferably even at the international level. Richard Guajardo. p 56.
  3. 3. Problem: Patrons cannot find e-Resources we provide (and have paid for) because many e-Resources have Poor Metadata. “E-resource discovery is almost entirely dependent upon metadata that is supplied by parties outside of the library. … libraries now work in an environment where there are more interdependencies than ever; the successful provision of access to electronic resources is fully dependent on the transmission of high quality metadata throughout the e-resource supply chain.” Sugiyama, Yukari, Marlene van Ballegooie, and Fabiano Takashi Rocha. "Harnessing the Power of the Cooperative: Improving Access to the JapanKnowledge E-Resource Collection." Journal of East Asian Libraries no. 163 (2016)
  4. 4. A Plea for Catalogers to add KBart, Excel, MarcEdit, WMS Collection Manager to their skill set
  5. 5. Vendor supplies: OCLC supplies MARC records, OCLC numbers for ILL and other integration. Local library turns on OCLC Knowledge base and/or downloads discovery data WorldCat Discovery or another discovery layer provides indexing, discovery and delivery. Title list for purchase Title list metadata (often less complete, fewer titles, coverage mistakes, missing ISSN/ISBNs) Title list MARC records (often poor subject access, non- standard author names, etc.) Collection metadata has a complex supply chain, with few librarians reviewing or improving this data. Problem: Patrons cannot find resources we provide (and have paid for) because many e-Resources have Poor Metadata.
  6. 6. Plea for Catalogers to add KBart, Excel, MarcEdit, WMS Collection Manager to their skill set.  Catalogers have been active in item level (MARC) cooperative cataloging for decades.  It’s time for some catalogers make the move to Collection Level Cooperative Cataloging.
  7. 7. WHY make the move to collection level cataloging?  Catalogers traditionally focus on Discovery, and e-Resources collections need improved metadata for better Discovery  Catalogers have derived meaning from their work by knowing that their improvements are being shared by thousands of other libraries.  WMS Collection Manager is the only knowledge base that encourages the cooperative improvement of the collection level metadata.  Catalogers are good with detail, and Knowledge Base collections supplied by vendors need librarians to improve the details of this metadata.  Libraries are purchasing fewer individual books, and fewer print books, and more collections of materials, especially eBooks. It makes sense for some catalogers to learn new skills and focus on this collection level metadata. (job security)
  8. 8. Plea for Electronic Resources team leaders and Library Directors to add metadata specialists (catalogers) to their team.  Libraries are purchasing more collections of e-Journals & eBooks but think that vendors will supply flawless discovery and access, which, of course, is fallacious.  Many “Electronic Resources Librarians” came from Serials or Acquisitions, and focus on negotiating collection prices and licenses, etc. yet don’t have deep metadata skills.
  9. 9.  Electronic Resource team leaders: Why not add to your team librarians with collection level metadata skills? (hire or move from other library departments)  Library Directors: Can you catch a new vision for strategically reassigning catalogers?  To date, catalogers are mostly being reassigned to unique collections and archives.  Catalogers also can be reassigned to improve poor metadata supplied by vendors for databases, journals and eBook collections.  Also collection level cooperative cataloging can improve Discovery for open access collections. Plea for Electronic Resources team leaders and Library Directors to add metadata specialists (catalogers) to their team.
  10. 10. Some reasons why you’d want to do cooperative collection level cataloging: When one library creates this data, then we all can share it. • The vendor may not supply metadata (yet) • The vendor may not supply adequate metadata. • The Vendor data may need to be improved with ISSNs, ISBNs, Complete titles, correct Romanization, OCLC numbers for best MARC record • The Vendor may be late in sending metadata to discovery services. • The Vendor may use only the current journal title in their metadata, even though they have full-text for preceding titles of the "same" journal. • The Vendor may be reluctant to release their data. • The Vendors may not separate out open access data.
  11. 11. Then these titles can be Discovered by and Delivered to your patrons! This is why you’d want to do cooperative collection level cataloging. When we make collection level data better …
  12. 12. Detailed Examples to help you learn and act upon: Article for Library Directors and Electronic Resource Managers Siemon, Jeff. "You May Own It . . . But Can They Find It? A Panel Discussion: Part 3 of Panel Presentation: Collection-Level Cooperative Cataloging" in What's past is prologue: Charleston Conference Proceedings 2017. Charleston, S.C. : Against the Grain, 2018. Examples of Collection level Cataloging knowledge-base How to add OCLC numbers to KBart data How to enhance collections
  13. 13. Recent OCLC documentation about retained changes.  “Grouped OCNs and cooperative management” aka. “Best practices for cooperative edits”  ollection_Manager/Choose_your_Collection_Manager_ workflow/Knowledge_base_collections/Cooperative_m anagement/Update_title_information_in_existing_collec tions/Grouped_OCNs_and_cooperative_management
  14. 14. Percentage of OCLC Number Coverage (0- 100%) for a KB collection – collections to improve  “Collections available in the WorldCat knowledge base” Collection_Manager/Choose_your_Collection_Manag er_workflow/Knowledge_base_collections/About_kno wledge_base_collections_in_Collection_Manager/Coll ections_available_in_the_WorldCat_knowledge_base
  15. 15. Some ways to improve OCLC Knowledge Base collections  Add subtitles to prevent incorrect matches in Discovery to Books with similar titles (many are HathiTrust short titles)  Add a primary=override OCN to Knowledge base titles without a primary OCNs  Change (override) a print book primary OCLC number with the best eBook OCN.  Add Open Access collections to your catalog  Add free or open access journals not in any KB collection to the collection: “Other Free Journals” ID:freeAccess.misc
  16. 16. Problem: Discovery link to wrong book with same title 1982 book in Discovery links to 1908 book in HathiTrust
  17. 17. Solution: Add a subtitle or series title to KB record for the HathiTrust title. The longer title prevents incorrect matches to other Bib records with similar titles. (What causes these wrong links in Discover? KB data is much simpler than MARC data, and it is difficult to come up with a good algorithm for matching between the two. I think that Titles, longer than three words, will sometimes match only by title. I’m told that the OCLC KB team is working on better matching algorithms.) See the “how to” details on the next slides:
  18. 18. In Discovery, follow the (wrong) link to the eBook in HathiTrust Get the number from URL of the (wrong) linking eBook, 4287499, And note the subtitle or series title for that book.
  19. 19. In Collection Manager, search for your HathiTrust KB collection. Then search for the HathiTrust number, 4287499, in that collection.
  20. 20. Add a subtitle or series title to KB title. (you can add an author to the title, if you have no other choice)
  21. 21. Save your changes (blue “Save” button”) Then Contribute your changes to the Knowledge Base  Drop down “Contribute Changes to the Global Collection”  “Add title edits to the Global Knowledge Base”  In “summary of change” box type something simple like “added subtitle”  Click “Continue”
  22. 22. Result: No more “Access online” (wrong) link on the 1990 book.
  23. 23. “Fine print”  You will need to repeat these steps for each (wrong HathiTrust) link appearing in Discovery with the (usually more recent) book.  I delete most of the grouped OCNs in the HathiTrust record, leaving only a few of the OCNs for the most held correct print and eBooks WorldCat records.  It would be nice to check every OCN on the HathiTrust KB title record, but perfection takes too much time.  The pros for deleting a wrong OCNs outweigh the cons for deleting an extra correct OCN.  Most of the correct grouped OCNs will also be clustered in Discovery, thus even when you delete a correct OCN from the KB record, the “View eBook” link will still appear on the cluster in Discovery.  When you delete (wrong) group OCNs, you will have fixed “broken links” issues for other similar titles.
  24. 24. Discovery is improved by adding OCLC numbers to KB collections When there is no primary OCN in the KB, then holdings are not set in WorldCat. (and for non-WMS libraries, no MARC record is delivered) Therefore, that title (bib record) shows up lower in search results And that title will not display if the search is limited to My Library Holdings. (The “Access online” link may still show up on a result, if it matches ISBN/ISSN, or title, or if the OCN is in the KB in the “grouped OCNs” list.)
  25. 25. No primary OCN= Override OCN so Not Held by Anderson in Discovery (yet does say “view eBook”, because ISBN matches)
  26. 26. Fix by adding Override OCN 1) Find the best eBook OCLC number in Discovery, and copy it. 2) Find the KB record by title or ISBN, and click the pencil icon to edit. 3) Paste the OCN in “Override OCN” box. 4)“Save” the KB record (for your local library). 5) “Add title edits to the Global Knowledge Base” so other libraries share your work. 6) In the pop up box, say something simple like “Added Override OCN”
  27. 27. Success!! These titles with OCLC numbers in the KB can now be Discovered by and Delivered to your patrons! Why add OCLC numbers to a Knowledge Base Collection?
  28. 28. Correcting a Print OCN for an eBook in the KB The book Web Writing… is selected in our KB, but the (wrong) OCN for a print MARC record was used. Service issue: A patron (say a distance student) has limited her search to just Anderson U eBooks, and this eBook doesn’t show up in the results list. ILL request for a “print” book, when you only hold the eBook.
  29. 29. Find the eBook title in the KB. Search the OCN in Discovery: 1001645070.
  30. 30. Search the OCN in Discovery: 1001645070 It’s for a print book record. Find and copy the eBook OCN: 934654109
  31. 31. Back in Collection Manager, edit the record. Paste the eBook OCN in the Override OCN.
  32. 32. 1. Paste the eBook OCN in the Override OCN. 2. Copy the current primary OCN, and 3. add it to the grouped OCNs and save. 4. Save the KB title record. 5. Contribute the Title edits to the Global Knowledge Base. 1 2 3 3 4 5
  33. 33. How to Add Open Access Collections / e-Resources to your Library Catalog: More resources for your patrons, during flat budget times.
  34. 34. Finding Open Access collections: 1) In Collection Manager, uncheck “My Selected titles, and search with a empty search box. 2) Then under “filter by” drop down, select “Contains Open Access Content” Tip: Search DTL for “Theological” OA collections, Search “university” and apply the OA filter, Search major vendors, and apply the OA filter, e.g. Springer, Nature, Sage, Bloomsbury, Brill, de Gruyter,
  35. 35. Selecting an Open Access collection 1)Click on the Collection Title: e.g. “Asbury Theological Journals” 2)Click on “Website” to test a few titles, to make sure they are OA 3)Click on “Select Collection” to select all titles in the collection, or “Select title” to select individual titles.
  36. 36. Selecting an Open Access collection 4) After the collection is finished “re- indexing”, Click “linking”, then under “Use Proxy, select “No proxy needed” and “Save.” Now, your Patrons will see these OA titles in your Catalog!
  37. 37. Add new OA journal to the collection "freeAccess.misc"
  38. 38. Collect the metadata you will need Title: Churchman (Great Britain) eBook? or [e-]Journal? URL: Best e-Journal OCN: 1714467 Other OCNs (for Grouped OCNs) 265117151 630048402 702688668 750947240 796959046 863446492 ISSN: 0009-661X eISSN: none Year coverage (online full-text): 1879 through 2010 Volumes: (online full-text): 1:1 thru 124:2
  39. 39. Search for the collection “freeAccss.misc, and select it (if you haven’t already) and click on the collection title to open it
  40. 40. Add a new title to the Global Knowledge base
  41. 41. Fill in the fields with data you gathered. Tip: use the green + to add more OCN or ISSN numbers, and the pencil to edit and the red “–” to delete. Then “Add Title to the Global Knowledge Base” to “Save” the record. Tip: For the required “journal linking key” use the ISSN or OCN. (If the collection comes from a major platform, the “journal linking key” is part of the URL, that helps create URLs that link directly to articles.
  42. 42. Adding multiple OCLC Numbers to a KB collection
  43. 43. De Gruyter Open Access eBooks – some titles in this collection were lacking OCLC numbers No OCN No OCN
  44. 44. Download all titles in the collection, to a KBart (standard) Excel spreadsheet
  45. 45.  Open the Kbart spreadsheet in Excel  Sort the file by OCLC number then by Title  The Titles without OCLC numbers will be the last rows in the spreadsheet
  46. 46. Select the rows with OCLC numbers, and delete those rows. You’ll be left with the KBart titles that do not have primary (or overlay) OCLC numbers.
  47. 47. Use Connexion Client batch search function and the ISBNs, to get OCLC numbers for the titles. (You might also use title and date.  Save the ISBN numbers from an Excel column as a text file (I use notepad)  Import this file into Connexion Client Batch Search as search keys.
  48. 48. Copy the log report, with ISBNs and OCLC numbers back in to Excel
  49. 49. Delete extra OCLC numbers, so there is just one OCLC number per ISBN/title. This takes some judgment.
  50. 50. Double check that the title, date and ISBN match, then you have an OCLC number for that title.
  51. 51. Clean up the Kbart file, to make it ready to upload, and use Collection Manager to overlay the records adding the OCLC numbers.
  52. 52. Links to other presentations for KB work  Slides from this presentation may be found at:  A talk I gave at a WMS user conference about improving KB collections may be found at  Slides:  Recording: Examples of Collection level Cataloging knowledge-base  Detailed instructions for adding multiple OCNs to an existing Knowledge Base collection may be found at:  (about 50 pages)  A Check list for Adding or Canceling a e-Resource or a Database may be found at  aRA6Fh7eJno4GtSryjEkI22gycalxhzdAHmsY/edit?usp=sharing
  53. 53. Questions? Comments?