METADATA SERVICES DEPARTMENT

ANNUAL REPORT

July 1, 2005-June 30, 2006

INTRODUCTION

The report from the Metadata Services Department (MSD) includes highlights from the Shared Cataloging Program's annual report, which is prepared separately.

ENVIRONMENTAL ASSESSMENT

The year was dominated by increasing evidence of the need for dramatic change in libraries and in metadata services, as documented in UC's Bibliographic Services Task Force report and other external reports. We continue to explore questions about the role and effectiveness of the online catalog, as well as how to achieve interoperability with other metadata sources and standards. We were also strongly jolted by change that is outside of our control, specifically the Library of Congress's decision to discontinue series authority control.

DEPARTMENTAL GOALS FOR 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)

PROGRESS TOWARD DEPARTMENTAL GOALS FOR 2005-06

1. Ensure timely access to resources through data in our catalogs.

• MSD achieved an overall 2% gain over 2004-05 with a total of 59,159 titles cataloged this FY. 55,087 of these were copy cataloging and 4,072 were original cataloging titles (a 19% increase over last year). In addition, 1,275 titles/records were received through the new PromptCat/Shelfready process.
• The Shared Cataloging Program enabled systemwide access to
• 2,785 new serial titles (2 new licensed packages and 20 new open access “packages”)
• 195 new databases
• 7,549 new electronic monograph titles (2 new licensed packages)
• 330 electronic California documents
• 11,760 new PIDs for a total of 108,131 PIDs that are managed by SCP.

• The Music and Media Cataloging Unit cataloged 1,231 CDs from the MP3.com gift this year. Of the total 20,044 titles we retained from this gift, 7,364 (37%) now have been fully cataloged; the other 12,680 (63%) have temporary records which provide access through Roger.
• We received a gift of 741 volumes from the Korea Foundation, of which 590 were cataloged by Total Library Services; the rest are underway and will be completed this summer.
• Completed the Chinese original cataloging project with OCLC TechPro with 356 titles cataloged.
• CJK Acquisitions staff placed a total of 5,599 orders (including 600 video items), a 27% increase from last FY. Staff received a total of 6,835 titles (including 1,017 video items and 125 audio items), a 15% decrease from last FY.

2. Improve the quality of the data in our catalogs and in the physical processing of library resources.

• Sent 39,140 volumes and 5,266 JSTOR volumes (as part of the shared UC JSTOR Archive) to SRLF. An additional 13,784 volumes were withdrawn in lieu of deposit.
• Weeded
• 20,000 volumes from the BML Annex collection under a tight timeline;
• 15,000 serial volumes from SSHL
• 10,000 volumes from the S&E Annex collection;
• 2,000 serial volumes from the IR/PS Annex collection;
• all volumes from the CMRR library.
• Labeled 50,670 new volumes and 7,277 old volumes (relabels). Implemented a new quality control system to eliminate mislabeling.
• Performed an inventory of all the JSTOR reprint volumes.
• Sent 81,146 bibliographic records to Backstage Library Works for authority record processing and cleanup; received and loaded 63,333 new (and 27,062 changed) name/title/subject authority records from those bib records.
• Began the project to add death dates to deceased authors. Changed ca. 2,500 names in the author index and ca. 850 names in the subject index.
• Purged all the old MeSH authority records and did a complete reload of 23,000 fresh 2006 records.
• Loaded GSAFD and LCSH genre authority records into the new genre index.
• Reclassified and relabeled 3,890 European Union documents (the entire collection) from a local scheme to LC call numbers.
• Changed the online call number location displays for 900,000+ SSHL records so that the floor number is included; this has become a weekly workload for new materials.
• Implemented and completed a massive re-indexing project, which established the new form/genre index and improved consistency, precision and retrieval in other indexes.
• Added Tables of Contents data quarterly to records for BML, S&E and SIO through the Blackwell service; obtained 12,157 TOCs for SSHL using an in-house process with OCLC.

3. Optimize work processes.

• Implemented PromptCat/YBP shelfready processing in coordination with the Acquisitions Dept.; 1,275 books were received between January and June using this process.
• Implemented a new procedure to house CD- and DVD-ROMs that accompany print material in the back of the print volume.  Database Management initiated the reunification project shortly after.  To date, SSH and BML are done, and S&E will be done for the start of school.
• Developed a new workflow for cataloging electronic theses and dissertations (ETDs). Cataloging guidelines and procedures were drafted and 2 catalogers received training. 276 (all-electronic) Ph. D. dissertations were processed.
• Developed guidelines for handling ISBNs in the interim period until January 2007, when ISBN-13 is fully implemented by the library community.

• Successfully implemented loading of MARC acquisitions records from Chinese vendors, resulting in 34% more orders processed.
• Evaluated the work of a potential cataloging outsourcing vendor provided by the Chinese vendor CIBTC in partnership with CJKat.
• The new single Innopac machine resulted in improved system performance in many areas.
• TPOT was selected to be the test case for the Library's use of the Vignette content management system. A project plan was put in place with active consultation with MSD. The TPOT Metadata Group defined metadata elements and drafted a subject vocabulary. Unit web pages were incorporated with the migration from Novell, and documentation continued to be updated.
• Completed the migration of all workstations to Active Directory.
• Moved from the OCLC Connexion client version 1.4 through 1.5 to 1.6 during the course of the year.
• Installed 10 PC replacements, 3 laptop replacements, and an additional shared laser printer.
• Created an MSD Systems Alert RSS feed, trained staff to post updates, loaded software, and subscribed and trained staff.
• Prepared the Digital Collection Assessment Report, which inventoried digital assets, assessed their risk, and provided a plan for ingest into the Digital Asset Management System.

4. Revitalize and regularize NACO participation.

• Provided increased staffing to support NACO record review.

• Contributed 412 authority records (345 new and 67 changed records) to the national shared authority file.

5. Foster increased staff awareness of broader metadata standards, issues, and trends.

• Hosted Dr. Sherry Vellucci, Rutgers University, for a presentation on how the worlds of cataloging and metadata intersect (March 2006).
• Hosted a presentation by Marilu Vallejo and Brad Westbrook using electronic theses and dissertations as a case study to illustrate the new challenges for description and preservation of all-electronic materials (June 2006).
• Made substantial progress in the analysis and specification for simple digital objects; prepared and registered a METS Simple Object Profile.
• Composed and distributed for review a METS profile for electronic theses and dissertations.
• Developed an extended list of file use attribute values for use by the METS community.
• Formulated a rights strategy for UCSD Libraries digital assets managed in the DAMS.
• Helped to support various grant-funded projects, includes DIGARCH, the Data Center for Library of Congress Digital Holdings pilot, and PLEDGE.

6. Invest in staff development.

• Successfully completed CONSER authentication training, including the lead serials catalogers being released from review.
• Successfully transitioned Marcive serials processing to new staff member and completed training of backup personnel.
• Redistributed Serial Cataloging Unit workloads to improve service to the branches, which significantly increased cataloging accuracy and decreased throughput time, especially for the science branches.
• Migrated the cataloging of e-version maps and some e-monographs to the Books and Maps Cataloging Unit.
• Three staff members were reclassified to higher levels on the basis of unit workloads.

7. Increase UC staff awareness and understanding of the Shared Cataloging Program.

• 3 MSD/SCP staff visited all 9 other UC campuses, explaining workflows and working on process improvement wherever possible.
• Completed serial record cleanup project, including adding SFX Object Identifiers into 13,500 ejournal records, and redistributed those records to the campuses. Began manual cleanup to add SFX Object Identifiers to those records that didn't match automatically and to correct identified errors.
• Implemented field 793 subfield g to track subscription data in the absence of an Electronic Resource Management System.
• Initiated discussion with Readex to batch create MARC records for the Congressional Serials Set (350,000 titles).
• Began discussion with CDL on workflow for adding links to digitized titles from the Open Content Alliance to records in local ILSs and Melvyl.
• Began working with Ivy Anderson as Director of Content.
• Continued discussions with CDL on migration to SFX OpenURLs when possible, and prepared specifications for the next generation link resolver for other URLs.
• Completed specifications and principles for the new CDL Persistent URL Resolver and established detailed linking guidelines for CDL licensed ejournals.

8. Provide leadership in cataloging and metadata at the systemwide, regional, and national levels.

• Prepared detailed feedback for SOPAG and HOTS on the Bibliographic Services Task Force report.
• Participated and facilitated the establishment of the UC CONSER funnel, and established the group's Web page and email list.
• Several staff members actively provided feedback on drafts of the new RDA standards.
• Presented at the Visual Resources Association and Art Libraries Society annual conferences about the UCAI Project, and contributed six articles to the Spring 2006 issue of the VRA Bulletin .
• Presented as part of the "Metadata Librarians Panel Discussion", speaker, ALA ALCTS Networked Resources and Metadata Interest Group,  ALA Annual Conference, June 2006
• Taught a Western Archives Institute session on Digital Preservation, June 28, 2006.
• Had two papers about the Archivists' Toolkit TM accepted for publication.

ADDITIONAL ACCOMPLISHMENTS

• Staffing changes:

• DonnaLee De Leon left in October, and Hanley Cocks was hired as a copy cataloger in the Serial Cataloging Unit
• Aaron Olsen left in May, and Michael Stuart began in July as our DSSL
• Satomi Saito left in August, and Mayumi Anderson began in January as our Japanese Acquisitions Specialist
• Donal O'Sullivan was hired as a copy cataloger for the Shared Cataloging Program (in Hanley's vacant position; begins work July 24)
• Nobuko Smith, Japanese original cataloger, retired on June 30
• Berenice Renteria, Database Maintenance Specialist, left in May
• Arnold Josafat, copy cataloger, left in January
• Betty Wilson, serials cataloger, went on extended medical leave in November
• The UCAI Team ended its work on October 31. Trish Rose transferred to the MASU Team; Ardys Kozbial began a position as Digital Projects Librarian, reporting to Luc Declerck.

• Organizational changes:

• The MSD Management Group was thanked and disbanded and two new management groups were formed: MSD Unit Heads and MSD Division Heads.
• The Technical Services Managers Group (TSMG) was formed to provide shared leadership for operations, processes, and projects that overlap the Acquisitions, Metadata Services, and Preservation Departments.

• Physical changes:

• A permanent Space Committee was established to address the continuing need for adjusting space in the department.

CONCERNS AND CONSTRAINTS

• Staff compensation and morale has improved, but is not resolved. A sustained and serious effort (from the Libraries, the campus, and the University) to improve communication, to recognize and reward higher level tasks, and to act more quickly is needed to restore trust and morale.
• Increased pressure to outsource also takes a toll on morale. We need to understand and articulate more clearly what must be done in-house and what can be done by an outside vendor.
• Heavy workloads and unrealistic expectations , both for UCSD and SCP materials, lead to staff burnout. The invisible backlogs of the electronic environment create stress. Mass digitization projects loom, with implications for links in our catalogs. Although print-based, one-by-one cataloging is reducing over time, it does not follow that there is need for fewer cataloging staff; there are still significant workloads with batch loading, manipulation, and global maintenance. And someone must do that initial metadata creation that will be endlessly re-purposed.
• Insufficient coordination and communication among the Digital Library Office, the IT Department, and MASU. As a consequence, the shared vision and objectives for a digital library program seem to have weakened. At the least, the lack of coordination and communication creates a certain amount of confusion as it is not always clear that MASU's methods and products will support the methods and objectives of ITD. At the worst, the lack of coordination and communication erodes confidence and certainty in how one is doing one's work. This can introduce considerable second guessing, which can then impede progress.

HORIZON ISSUES

• Better systemwide leveraging of resources as proposed in the BSTF report
• Japanese workflow in a new environment
• Expanding the need for cataloging to non-MARC
• Knowledge of other kinds of metadata (policy, technical, licensing, etc.)
• Further integration of metadata work into traditional cataloging work
• Better planning for potential retirements
• RLG/OCLC merge impact and implications
• Federal documents workflow changes
• SFX maintenance work to ease the SCP workflow
• Verde impact and implications

DEPARTMENTAL GOALS FOR 2006-07

1. Provide timely and effective access to resources.

2. Provide quality data.

3. Optimize work processes.

4. Develop staff.

5. Sustain excellent customer service.

6. Demonstrate leadership.

7. Improve our work environment.