RDA: Transcribing TOC2014 ALA Midwinter Meeting

ALCTS CaMMS Cataloging & Classification Research Interest Group

Presentation by

Peter Spyers-Duran

University of Central Florida Libraries

Peter.Spyers-Duran@ucf.edu

Presentation slides available at:

http://sdrv.ms/1buGyCw

RDA 1.7.1 Transcription• Accept data without modification if:

• a) using a description created by another agency or • b) using data derived from a digital source of information by automated

scanning, copying, or downloading process. 1

• “Take what you see. Accept what you get.”2, 3

• Forget about AACR2 rules on abbreviations and capitalization.• Copy and paste publisher data without modification.

• RDA is based on the IFLA Statement of International Cataloguing Principles.4, 5

• Representation—Represent the work way it represents itself. • Convenience of the user—Catalog with the user in mind • Economy–Use the least cost or the simplest approach.6

1. RDA Toolkit http://access.rdatoolkit.org/2. Tillett, Barbara B. RDA Background and Implementation Issues. San Luis Potosi: Regional Cataloging Conference, March 26, 2009. 3. Library of Congress. RDA Module 1 --Introduction to RDA; Identifying Manifestations and Items, Sept 2012.4. Tillett, Barbara B. RDA Background and Implementation Issues. San Luis Potosi: Regional Cataloging Conference, March 26, 2009.

http://www.rda-jsc.org/docs/btmexico-20090326.pdf5. Library of Congress. RDA Module 1 --Introduction to RDA; Identifying Manifestations and Items, Sept 2012.

http://www.loc.gov/catworkshop/RDA%20training%20materials/LC%20RDA%20Training/LC%20RDA%20course%20table.html6. IFLA. Statement of International Cataloging Principles, 2009. http://www.ifla.org/files/assets/cataloguing/icp/icp_2009-en.pdf

TOC on publishers’ websites• Ubiquitous• Marketing material• Formats friendly to copy and

pasting

Why add TOC and/or summaries?• Increasing access points• Adding value for patrons• Automated retrieval centers/offsite storage• Online bookshelves• Discovery tools – increased keyword searching• Users want TOCs and summaries7

• TOC increase circulation8

7 Calhoun, K. S., Cantrell, J., Gallagher, P., & Cellantani, D. (2009). Online catalogs: What users and librarians want. Dublin, OH: OCLC.

8 Chercourt, Mina & Marshall, Lauren (2013) Making keywords work: connecting patrons to resources though enhanced bibliographic records

Overview of Workflow

• Use search engine to locate book/TOC on publisher’s website.• Search on publisher and title, in this order.

• Compare TOC on website to the book in hand.• If TOCs differ slightly, edit to make them consistent.

• Decide whether to add complete or partial contents.• If TOC are too detailed, copy only the highest level chapter information.

• Copy and paste TOC into Connexion• Copy and paste TOC chapter by chapter when formatting is not suitable for copying

and pasting entire TOC.• When pasting into Connexion, right click and select “Paste Unformatted.”

• Edit TOC for readability:• Delete unwanted spaces and characters, including chapter and page numbers.• Add -- to separate chapters.• Add / before statements of responsibility.

• “Edit/validate” record in Connexion.• Correct any invalid characters.

Workflow

• Use search engine to locate book/TOC on publisher’s website.• Search on publisher and title, in this order.

Workflow

• Compare the TOC on website to the book in hand• If slightly different edit to make consistent

Workflow• Complete or partial TOCs?

• Partial contents:• Too much chapter info

Tip: Sometimes it is most efficient to copy and paste chapter by chapter.

Workflow• “Basic” level of content

• All content goes into the $a • Keyword searchable• Advantage--quick to enter• -- separate chapters• / precedes statements of responsibility

• “Enhanced” contents• Content field specific

• $t = title• $r = statement of responsibility• $g for other information

• Indexed & searchable in catalog• Downside– time consuming to

enter.

Workflow

• Copy and paste contents into Connexion

• When pasting into Connexion right click and select “Paste Unformatted.”

Workflow

• Using standard paste “ctrl v” when inserting TOCs into Connexion results in….

• Always right click and select “Paste Unformatted.”

Workflow

• Edit TOC for readability:• Delete: unwanted spaces, chapter and page numbers, ellipses, etc.• Add -- to separate chapters• Add / before statements of responsibility

Workflow• Click the “Edit Validate” button in Connexion to check for invalid characters.

• Invalid characters are the single biggest problem with copy and pasting TOC.

• The dreaded “505 invalid character” message is usually caused by the following special characters:

• – (dashes)• ‘ (curly single quotation marks) • ‘ (curly apostrophes) • “ (curly double quotation marks) • ´ (accent marks)• ~ (tildes)

Workflow

• Edit >> MARC-8 Characters >> Verify

Highlights in red the following invalid characters in Connexion:• – (dashes)• ‘ (curly single quotation marks) • ‘ (curly apostrophes) • “ (curly double quotation marks)

Process won’t highlight accents, tildes, umlaut and similar marks.

Workflow• Few invalid characters

• Manually replace invalid characters in Connexion

• Many invalid characters:• Use “Find and Replace” in MS Word

• “ (curly double quotation marks)• ‘ (curly single quotation marks)• ‘ (curly apostrophes)• – (dashes)

Workflow• To change default curly quotes to straight quotes and dashes in MS Word:

File >> Options >> Proofing >> AutoCorrect Options >> AutoFormat As You Type >> Uncheck “straight quotes with smart quotes” and “Hyphens (--) with dash (-) “

Time & Cost Estimates of Adding TOCsBased on a sample of 20 records enhanced with “basic” level TOC.

• Average time to add TOC: 3 min 51.9 sec = 3.865 min• Min time to add TOC: 1 min 53 sec• Max time to add TOC: 6 min 30 sec

Variations in times were due to: formatting of TOC (tables, tabs, ellipses), amount of content, type of content (authors), and invalid characters.

Practice = Increased efficiency

Salary & benefits/hourSalary &

benefits/minute

Avg minutes (decimal) to

add TOCCost to add

TOC$20.00 $0.33 3.865 $1.29 $25.00 $0.42 3.865 $1.61 $30.00 $0.50 3.865 $1.93 $35.00 $0.58 3.865 $2.25

Scalability of workflow

• With training workflow scalable to include staff enhancing copy cataloging records.

• Easy to do• Value added• Favorable cost/benefit return on investment.

Thank you!

Questions? Please contact me at: Peter.Spyers-Duran@ucf.edu

Presentation slides available at:http://sdrv.ms/1buGyCw