OCLC’s Next Generation Metadata Management

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OCLC’s Next Generation Metadata Management

July 1, 2013ALA AnnualChicago, IL


Welcome

• David WhitehairSenior Product Manager, [email protected]

Anne C. ElguindiAssociate Director, [email protected]

mailto:[email protected]

mailto:[email protected]


Provide a single integrated set of management services for libraries to improve visibility and efficiency, including services from OCLC, partners and libraries


OCLC WorldShare Metadata Record Manager

Record Manager – coming soon

ApplicationsApplicationsRecord

ManagerCollectionManager

Infrastructure

Data

Services WorldShare Metadata

• Efficient record-at-a-time metadata creation and editing to describe one-of-a-kind physical, electronic, and digital items in your library collection

• Use and reuse of linked data to speed record creation, improve record quality, and enhance user discoverability

• Initial release in September with many enhancements coming over next few years


OCLC WorldShare Metadata Record Manager

• Pilot underway to beta test new functionality

• Includes libraries in Australia, England, Spain, and the United States

• Functionality to create new WorldCat records, enrich existing records, maintain WorldCat holdings data, and customize local bibliographic data and local holdings records

• Initial release will be to WMS libraries in September 2013


OCLC WorldShare Metadata platform services• Vendor neutral – libraries,

developers, partners – encouraging innovative uses of data

• Create, read, update WorldCat master bibliographic records

• Create and delete institutional holdings

• Create, read, update, delete local bibliographic data

• Create, read, update, delete local holdings records – coming later in 2013

ApplicationsApplicationsRecord

ManagerCollectionManager

Infrastructure

Data

Services WorldShare Metadata

Library-builtApplicationsLibrary-builtApplications

Partner-builtApplicationsPartner-builtApplications

WorldCat Metadata API – New in June

OCLC WorldShare Metadata platform services


OCLC WorldShare Metadata platform services

• Now available to the cataloging community via the OCLC Developer Network

• Get ready to build and share some apps!

OCLC Built Partner BuiltLibrary Built


OCLC WorldShare Metadata Collection Manager

ApplicationsApplications

Infrastructure

Data

Services

Collection Manager –now available

• Manage metadata on physical, electronic, and digital collections of records

• WorldCat holdings maintenance

• MARC record delivery with custom editing options to supply data to discovery interfaces

• Automatic update and delete notifications as collections and metadata change

• Detailed reports

RecordManager

CollectionManager

WorldShare Metadata


OCLC WorldShare Metadata Collection Manager

• WorldShare Metadata Collection Manager automatically delivers and updates WorldCat MARC records and maintains WorldCat holdings for all or subsets of your collection.

• The service ensures that the bibliographic metadata for all materials and access URLs for e-content are continually updated in your discovery interface.

• Your users get better access, your staff gains time for other priorities, and you see improved return on the investments you have made in your collections.

• WorldShare Metadata Collection Manager is the ideal solution for streamlining workflows while managing increased user demand for e-content.


Workflow process

Request WorldCat

knowledge base

Define

MARC record options

Define WorldCat

knowledge base

collections

Activate WorldCat holdings

option

Library sets up once

Library and/or provider maintains

as needed

Automated, ongoing process

Maintain WorldCat holdings


Deliver WorldCat

MARC records

Deliver WorldCat

MARC recordsProvidereports

Providereports


Workflow process

Request Request WorldCat WorldCat

knowledge knowledge basebase

Define

MARC record options

Define

MARC record options

Define WorldCat

knowledge base

collections

Define WorldCat

knowledge base

collections


option


option



as needed




Deliver WorldCat

MARC records

Deliver WorldCat

MARC records

ProvideProvidereportsreportsProvideProvidereportsreports


WorldCat knowledge base standard collections

• Over 9,400 content collections from more than 5,300 providers

• Over 50 publishers and aggregators representing 11M E books including:

Knovel Library

Safari Books Online

Springer

Informa Taylor & Francis

Wiley

Books24x7

DawsonEra

Ebook Library (EBL)

EBSCO

ebrary

Ingram MyiLibrary


Types of Collections

• WorldCat knowledge base standard collections

• Data feeds from partners to OCLC

• Data harvested from partners

• Library customized (and shared)

• Library built (and shared)

• WorldCat query collections

• Based on any WorldCat index criteria

• WorldCat Holdings collection

• Updates for titles held in WorldCat by my library (no new or delete records)


http://www.oclc.org/content/dam/support/knowledge-base/oclc_dda.pdf


HathiTrust Collections


WorldCat Query Collections


CONTENTdm collection


Digital Collection Gateway


Workflow process



Define

MARC record options

Define

MARC record options

Define WorldCat

knowledge base

collections

Define WorldCat

knowledge base

collections


option


option



as needed




Deliver WorldCat

MARC records

Deliver WorldCat

MARC records



Workflow process



Define

MARC record options

Define

MARC record options

Define WorldCat

knowledge base

collections

Define WorldCat

knowledge base

collections


option


option



as needed



Deliver WorldCat

MARC records



Building output records from many sources

• Data from the WorldCat master record

• Library-specific URLs from the WorldCat knowledge base

• Local Holdings Records with bar codes, local call numbers, etc. interleaved

• Local subjects, local notes, etc. from local bibliographic data (mid-2013)


New records… updates… and WorldCat holdingsdeletes…As your collections change…


MARC record files

New Records

Updated Records

DeletedRecords

Coming in August: frequency options (daily, weekly,

monthly, quarterly) and output options (separate file per

collection)

• Files available daily on OCLC FTP server

• Large data sets separated into files of 100K records


Updated Records

• Automatically receive update records

• URL changes on KB standard collection title (new URLs added, old URLs deleted, existing URL changes, proxy changes)

• OCLC control number changes on title in any collection


Updated Records

• Receive update records based on library settings

• KB data changes on KB standard and WorldCat query collections if mapped to MARC record output (collection name, provider name, note, etc.)

• Local Holdings Record data changes on KB standard and WorldCat query collections if included in MARC record output (and Local Bib Data in the future)

• WorldCat master record data changes on any collection based on specific library profile

• Reason for updated record text included in reports and optionally embedded into the MARC record


Workflow process



Define

MARC record options

Define

MARC record options

Define WorldCat

knowledge base

collections

Define WorldCat

knowledge base

collections


option


option



as needed




Deliver WorldCat

MARC records

Deliver WorldCat

MARC records

ProvideProvidereportsreports


Report with each file – updated records


And more…

• Daily and monthly reports detailing changes to WorldCat holdings

• Editing option to copy call number to another MARC field

• Define WorldCat Holdings collection for group of libraries


Migration from old services…

• Collection Manager WorldCat Holdings collection updates replaces the BibNote service

• Migration for individual libraries underway; migration of groups and libraries that use the WCP delayed WorldCat holdings option coming in August

• Older service will be discontinued November 1, 2013

• New service offers expanded profile options to determine desired updates, additional automated editing options, and more detailed reports


Migration from old services…

• Other services will be migrated into WorldShare Metadata Collection Manager over the next 18 months

• More information coming in the future


OCLC Cataloging subscription

The WorldCat knowledge base and OCLC WorldShare Metadata Collection Manager are included

in your catalog subscription


Questions and Discussion

Consortial Record Management for a Demand Driven Acquisition E-book Plan: The Experience of VIVAAnne C. ElguindiAssociate Director, VIVA

What is the Virtual Library of Virginia (VIVA)?• 74 academic libraries (39 public, 34 private, Library of

Virginia).• Large range in FTE, from Liberty University with 56,000 FTE to

the Institute for the Psychological Sciences with 74 FTE.• Diversity of purpose, including doctorals, four years, two

years, and specialized institutions.• Central funding provided by the Commonwealth of Virginia,

additional cost-sharing by members.• Grounded in the coordinated collection development of online

resources and an extensive resource sharing program.• No standardization of library systems.

VIVA Member Institutions

Technical Services within VIVA• Coordinated Cataloging Subcommittee

• Evaluation of Springer and Elsevier e-book records• Evaluation of DDA e-book records and procedures

• Knowledge Base Maintenance• WorldCat Knowledge Base (WCKB)

The WCKB within VIVA• Resources have been mapped from the VIVA vendor and

product to the WCKB collection and provider.

The WCKB within VIVA• The central office has selected collections shared by the public

institutions. Some collections are standard and some are customized for the consortium.

The WCKB within VIVA• Some institutions prefer a global sharing relationship with

VIVA.

The WCKB within VIVA• Some institutions only share at the collection level.

Challenges with Consortial DDA

• Not all publishers want to participate.• The models vary.• It is difficult to convey the subtleties of DDA to a wide

population.• Record management issues are amplified.

DDA within VIVA: The Profile• Ebook Library (EBL) is the VIVA vendor• Publishers: Wiley, Oxford University Press, McGraw-Hill UK,

Jossey-Bass, Sage• STEM-H books only, based on call numbers• $250 list price and under• Published 1/1/2012 or after• English language only

• Initial de-duplication with Safari Tech Books

DDA within VIVA: The Budget• The 39 public schools are participating through central

funding, starting at $100,000 for the pilot project.• 13 private institutions opted in to the project with an

additional shared $24,000.• The project started in late May 2013, and, as of 6/28/13,

$1,977 in short term loans had been spent.

DDA within VIVA: Record Management• Why manage through WCKB? It enables:

• Delivery of customized MARC records to each library, including new records, updates, and deletes.

• Setting holdings in WorldCat.• Unpurchased books set for CH$ (VIVA’s central OCLC holdings

symbol) • Purchased books set for all participating libraries

• Discovery through WorldCat Local.

DDA within VIVA: Record Management

EBL OCLC VIVA

MemberInstitutions

DDA within VIVA: Record Management• Two collections in the WorldCat knowledge base are used to

manage the records: one for unpurchased books, and one for purchased books.

WCKB: General Settings for Libraries• Set up your OCLC symbol and proxy.

• Add viva for the EBL Library ID within the provider-specific settings.

• Set the global Enable MARC Record Delivery setting to Yes.

WCKB: General Settings• Customize all records to include a KB Collection Level Note in the

740$a. At this point other local customizations may also be made.

WCKB: Collection Settings

• Within the collection properties, a note is added to each collection.

• DDA collection

• Purchased titles collection

WCKB: Collection Settings

Things to be aware of• If you plan on sharing other collections, consider a global

share. Once a library selects a single collection, they cannot switch to a global share without first deselecting that collection.

• Have member libraries check for other collections that may be enabled for MARC record delivery before turning on the global setting.

• Keep the delay in record changes in mind – they must come from EBL on a set schedule, and they take a few days of processing at OCLC.

• If you want to delete a shared collection, you must ask all institutions with an active share to deselect it first.

Pros• Alison Bobal at EBL and Sara Finch at OCLC are fantastic!• The process allows for wide distribution of records as well as

local customization.• There is a low burden on the consortium’s central office once

the program is up and running.

Questions?

OCLC’s Next Generation Metadata Management

Documents

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