CATALOG DEPARTMENT
ANNUAL REPORT
July 1, 2004– June 30, 2005

Introduction

This will be the last annual report from the Catalog Department; effective July 1, 2005 we are known as the Metadata Services Department.

Environmental Assessment

Dominating this year's landscape was the conflict surrounding staff compensation, marked by various one-day strikes staged throughout the spring. This year was also notable for its continuous and fast-paced change. Complete redesigns in interface and functionality were made to the three primary systems used by department staff: OCLC's Connexion, Innovative's Millennium, and the LC's Catalogers Desktop. We also implemented a new method for handling authority control through batch processing. We had barely settled down from a large physical move that unified divisions when we began another reorganization to clarify the responsibilities of Serials Cataloging and SCP staff. We welcomed staff explicitly responsible for metadata supporting the Digital Library Program, and had broad discussion that led to our first departmental name change.

Departmental Goals for FY 2004-05 

1. Increase the metadata content and improve the integrity of our catalogs (Strategic Plan Goal 1, Objective 2)
2. Optimize work processes (Strategy 1, Objective 2)
3. Analyze, evaluate and redesign the Shared Cataloging Program to match the environment and goals, and to improve effectiveness (Strategy 1, Objective 2)
4. Develop cataloging/metadata components for the technical services strategic planning effort.

Progress Toward Departmental Goals for FY 2004-05

1. Increase the metadata content and improve the integrity of our catalogs (Strategic Plan Goal 1, Objective 2)

• The Department cataloged a total of 57,926 titles (54,521 copy; 3,405 original). This represents a 7.5% decrease over FY 2003-04. This decrease can be attributed to the loss of 1.5 FTE (temporary) original catalogers at the beginning of the FY.
• We increased by 34,512 the number of electronic monographs available through Roger this year (25,449 licensed/paid and 9,063 open access/docs), for a new baseline total of 103,338.
• Notable details within these numbers:
  • An 89% increase over last year in moving image cataloging (1,309 titles)
  • Over 1,000 more titles cataloged from the MP3.com gift. Approximately 31% of this gift has been fully cataloged (6,133 out of 20,044 kept items)
  • Keeping current with print California documents
  • Resumed EU document cataloging, with change from local classification scheme to Library of Congress classification
  • The SIO Technical Reports backlog is nearly completed
  • Reduced Chinese In-Process backlog about 50% and cataloged about 600 titles
  • Cataloged 3,241 titles (62%) of a collection of 5,213 titles in Xu xiu Si ku quan shu
• Database Management merged 18,455 duplicate records since the Master Records for Monographs project began in 2002
• Database Management reclassified 2,405 European Union documents from UCSD's local classification scheme to Library of Congress classification
• UCSD deposited 13,110 volumes at SRLF this FY and withdrew 23,027 in lieu of deposit
• Withdrew or transferred 538 BML serial titles and 5,600 S&E titles
• Labeled and performed quality control on 46,863 titles and re-labeled 5,629 titles
• Enhanced BML, MCL, S&E, and SSHL records with tables of contents; developed an in-house method of obtaining free tables of contents from updated OCLC records

2. Optimize work processes (Strategy 1, Objective 2)

• Designed and implemented a new authority control workflow
• Implemented Millennium Cataloging, including loading software, beta testing software, developing procedures and macros, and training
• Implemented OCLC Connexion client, including loading software, testing, developing procedures and macros, and training
• Implemented LC Desktop Web and provided training for catalogers
• Selected staff were trained in direct access electronic resource cataloging and cataloged roughly 200 titles
• Selected staff were trained in MeSH and NLM classification
• Created a comprehensive document detailing indexing changes to create new genre and call number indexes in the ILS
• Worked with Acquisitions to plan a trial of shelf-ready processing using YBP and OCLC PromptCat
• Created a new procedure for processing CD-ROMs that accompany other materials, to provide better access, reduce Circ staff workload, and reduce storage needs at the Circ desks
• Redesigned labeling workflows and space
• Redesigned statistical reports using MS Access
• Based on the new authorities processes and on better updating methods, we were able to stop work on the long-term, labor-intensive uniform title clean-up project

3. Analyze, evaluate and redesign the Shared Cataloging Program to match the environment and goals, and to improve effectiveness (Strategy 1, Objective 2)

• We did not do the wholescale analysis, evaluation or redesign of SCP as planned last year. While such an effort might be productive, the systemwide concerns driving this goal seemed to be addressed through more proactive communication.
• SCP enabled local catalog and Melvyl access for 4,749 electronic journal titles (6 new packages), 44 databases, 50,153 electronic monographs (4 new packages), and 645 California documents
• SCP added 56,203 PIDs (Persistent Identifiers) to the PID database at CDL to support link resolution and maintenance across the ten UC campuses. As of June 30, the total number of PIDs in the database was 96,371
• With Northwestern University , jointly created a vendor MARC record set of Digitale Bibliothek deutscher Klassiker im WWW, with records also contributed to OCLC
• Staff undertook a time study to gather cost/workload data for file processing tasks
• Prepared SCP records for the start-up of the UC Merced Library
• Developed, planned and received invitations for a “Road Trip” to each of the other nine campuses
  • to describe CDL Acquisitions/SCP processes and activities
  • to increase awareness of the purpose, goals, objectives, and scope
  • to answer questions
  • to learn and share best practices for file use from the campuses.
• Added subject headings and LC classification numbers to 14,000 Literature Online (LION) records. Music staff contributed toward cleaning up 85 score records for this package
• Developed a shared spreadsheet of specific e-resource terminology, linking together package and provider names, databases, SFX titles, authorized title “hooks,” etc.
• Reorganized the Serial Cataloging Unit to split out the Shared Cataloging Program staff
• Worked with the SCP Advisory Committee on:
  • New coding to reflect the status of electronic journal content
  • Streamlining of link resolver services within UC
  • Advocating for serial single-record cataloging to GPO
  • Planning and logistics for the Road Show

4. Develop cataloging/metadata components for the technical services strategic planning effort.

• The technical services strategic planning initiative stalled due to other priorities so this goal was not achieved this year.

Additional Accomplishments

• METS profiles were composed for single images and for electronic theses and dissertations. The single images profile is being used to ingest 201,000 digital images created by AAL into DSpace and other tools.
• Crosswalks were developed to transform AAL and FVL MARC records into MODS and to transform technical metadata into MIX for use within METS.
• A position paper for expressing rights metadata was submitted for discussion with CDL's Rights Management Group, and sparked the creation of a UCSD Rights Metadata group.
• Developing data element list and controlled vocabulary for TPOT to enable migration to Vignette
• CJK Acquisitions placed 4,371 orders (an 8% increase) and received 8,024 volumes (a 68% increase; this includes the 1,800 volume Xu xiu siku set and a large Japanese video recordings gift)
• Staffing: Berenice Renteria began work in DBM on November 1; Brad Westbrook began work 25% as Metadata Specialist (and 75% as Project Manager for the Archivists Toolkit) in April; Nhu La began work as our Administrative Assistant, temporarily in April and permanently June 1. The department was unsuccessful in hiring a temporary Head of the Serial Cataloging Unit. We were successful in the recruitment and hiring of Arwen Hutt, who will begin her assignment as Metadata Librarian in September 2005.
• Three physical moves: the largest in June-August 2004, which switched CJK and copy cataloging; another smaller series of moves in September to make room for Berenice; another remodel (including moving Linda's door) to make room for prospective temporary staff and relocate SCU and SCP staff January-March 2005.

Concerns and Constraints

• Staff compensation is a huge issue: pay equity, merit and cost of living raises, and recognition rewards have been woefully neglected by the university and the library. The effect of this neglect is that we are losing valuable employees to other positions, departments, or employers outside the campus. Please settle with the unions.
• It is becoming increasingly tricky to balance the need for a comfortable, interesting, and sane work environment (including reasonable workloads) with the ability to satisfy expectations by taking on new types of work and new projects. With a committed and productive staff such as that in this Department, staff members tend to willingly take on an increasing number and variety of tasks. While the upside is wonderful, of more concern is the downside, which leads to exhaustion, dissatisfaction, stress, and burnout. Morale issues, caused by increasing workloads and decreasing pay (higher insurance premiums, parking fees, inflation, and other factors), combined with no pay raises for the past three years have effectively lowered staff pay. Department managers are concerned about the effect of these factors—which have been sustained for considerable time—and urge the Libraries to press for organizational solutions that can relieve some of the pressure.
• We are finding that, in general, higher levels of skills are required to do our increasingly complex work, with some staff not being appropriately classified. We are extremely concerned that there appears to be a resistance within the Libraries to the upward reclassification of cataloging staff, which has already caused original cataloging backlogs to form and other higher-level tasks to be deferred. In addition, we are increasingly concerned about succession planning for potential retirements, so as not to lose the detailed knowledge and organizational history essential to this kind of work.
• There remain many high priority tasks which cannot be accomplished by staff, who already have overly-full portfolios. Among these are: mainstreaming electronic resources cataloging, developing performance standards, updating documentation, reviewing government documents processing, cataloging various backlogs (MP3.com, videos, maps, films). The lack of a separate unit head for serial cataloging has resulted in several large initiatives (MARC holdings, workload assessment, federal document workflow) being deferred.
• We continue to monitor increasing and increasingly varied workloads . We expect online music services in the coming year, which could have impact on our already-burdened music staff. The demands within SCP for map and media cataloging, and for CJK expertise, are also expected. The dramatic increase in the video workload has already been noted. We expect continued growth in CJK materials, and bibliographers appear to be quite successful in acquiring one-time funding for special purchases. It would be useful to reconfirm the priorities/expectations for the processing of these materials, and to assess whether increased staffing (or other techniques) to address them is an organizational priority.
• The problems with uncomfortable temperature and wind where Division staff sit is a significant morale issue for many staff and is impacting productivity. The recurring rat infestation is also having negative impacts on morale.
• This Department feels keenly the space shortage in the building. We have appointed a standing Space Committee because we have an almost continuous need to physically adjust to fit in one more person or smooth one more workflow. We have significantly reduced the number of student workstations, and still have overflowed into the space of our good neighbor, the Acquisitions Department. We may have reached the limit for what can be creatively done to maximize the use of the space within our four walls.

Horizon Issues

• Metadata education/training and insinuation across the department
• SCP record distribution (stop campuses from sending duplicates to merge in Melvyl)
• Shelf-ready workflow implementation
• ERMS implementation
• Recarpeting
• Vignette
• INNOPAC system performance

Departmental Goals for FY 2005-06

1. Ensure timely access to resources through data in our catalogs. (Goal 1, Objective 2)
2. Improve the quality of the data in our catalogs and in the physical processing of library resources. (Goal 1, Objective 2)
3. Optimize work processes. (Strategy 1, Objective 2)
4. Revitalize and regularize NACO participation. (Strategy 3)
5. Foster increased staff awareness of broader metadata standards, issues, and trends. (Goal 1, Objective 3)
6. Invest in staff development. (Strategy 1)
7. Increase UC staff awareness and understanding of the Shared Cataloging Program. (Strategy 2, Objective 1)
8. Provide leadership in cataloging and metadata at the systemwide, regional, and national levels. (Strategy 3)