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OCLC REPORTS

NEWS FROM OCLC
Submitted to OLAC for ALA Midwinter, January 2003
By Jay Weitz, OCLC


Changes to 245 Subfielding Practice
 In MARC 21 Update No. 2 (October 2001), the Library of Congress made a subtle change to subfielding practice for field 245, allowing subfield $n ("Number of part/section of a work") and subfield $p ("Name of a part/section of a work") to follow subfield $b ("Remainder of title") as well as precede it. Appropriate adjustments have been made to both the PDF and HTML versions of Bibliographic Formats and Standards, 3rd ed. and will be included in the next set of print revision pages. For details, see OCLC System News.

OCLC-MARC Format Update 2002
 The OCLC-MARC format changes announced in Technical Bulletin 247 "OCLC-MARC Format Update 2002" <http://www.oclc.org/technicalbulletins/247/> became effective December 1, 2002. In addition to the bibliographic format changes and the newly defined codes, users should follow the new practices for coding field 041 ("Language Code") and for cataloging integrating resources that are outlined in TB 247. Please see Technical Bulletin 247 and OCLC System News for additional details.

DVD Code "v" for 007 Subfield $e
 On December 1, 2002, a new code "v" specifically for DVD format videorecordings was implemented for the Videorecording 007 field subfield $e (007/04). The new code "v" is to be used to identify all DVD videos. DVDs use the digital PCM (Pulse Code Modulation) technique to represent video information on a grooveless, smooth, round plastic disc. Most DVDs are 4 3/4 inch in diameter, although some smaller 3 inch discs have also been commercially produced. DVDs have been commercially available only since 1996. The existing Videorecording 007 subfield $e value "g," previously defined as "Laser optical (reflective) videodisc," has been redefined more narrowly as "Laserdisc." Code "g" is now to be used only for videodiscs that use the analog PWM (Pulse Width Modulation) technique to represent video information on a grooveless, smooth, round plastic disc. Laserdiscs exist in three standard commercially produced sizes: 12, 8, and 4 3/4 inch. The 12 inch discs are the most common, typically used for movies. These analog laserdiscs became commercially available in 1978, but production declined rapidly after 1998 because of the success of the DVD digital format. The code "g" should no longer be used for DVDs.

"Cataloging Electronic Resources: OCLC-MARC Coding Guidelines" Revised
In conjunction with the December 1, 2002 implementation of new practices for cataloging integrating resources, OCLC’s "Cataloging Electronic Resources: OCLC-MARC Coding Guidelines" has been revised. See <http://www.oclc.org/connexion/documentation/type.htm>.

OCLC Connexion
Maintenance and Enhancements: OCLC continues monthly maintenance and quarterly enhancement installs to OCLC Connexion. Details may be found in the monthly install messages, Connexion News and the OCLC Connexion Enhancements page <http://www.oclc.org/connexion/enhancements/>. For more information about these enhancements, as well as other planned changes, see "What’s Next" on the OCLC Connexion Enhancements Web page <http://www.oclc.org/connexion/enhancements/upcoming.shtm>.

Windows 98 and NT Support to End June 30, 2003
OCLC will discontinue support for Windows 98 and NT 4.0 on June 30, 2003, at the time that Microsoft discontinues support. OCLC expects that applications will continue to work; however, no testing will be completed and no support will be offered for Windows 98 and NT 4.0 after this date. The OCLC Access Suite Applications System Requirements document <http://www.oclc.org/oclc/menu/suite/systemrequirements.htm> on the OCLC site has been updated to reflect this change.

Quality Control
For the first half of the fiscal year ending December 31, 2002, the Quality Control (QC) Section received a total of 28,649 requests to change bibliographic records. This total also includes duplicate error reports. QC staff have manually merged 6,802 sets of duplicate records and have made changes and/or corrections to 4,894,696 bibliographic records in the WorldCat database, either manually or via macros, as well as corrected a total of 1,937,564 records via automated scans. In the past 18 months, more than 400,000 invalid LC class numbers have been modified or deleted. While there are still pockets of problems, users can rely more on the accuracy of the structure of LC class numbers they find in WorldCat. QC staff have also begun looking at ways to identify and modify records for fiction that are coded as non-fiction and will be modifying tens of thousands of records in the next few months. Staff completed a project to update the obsolete second indicator value blank to zero in field 053 in name authority records. Over 100,000 records were changed and contributed to the Library of Congress.

Database Enrichment
OCLC implemented enhancements to Database Enrichment functionality on September 22, 2002. The enhancements add additional fields to the list of fields that any cataloging user may add to a bibliographic record; expands the list of fields that any user may modify in an existing bibliographic record; and allows any user to add local subject headings (with a second indicator value of "4") to any cataloging record. The only restriction to these enhancements is that authenticated CONSER records cannot be modified.

Batch Processing
OCLC has updated its Website to include a section describing Batch Processing, which can be found at: <http://www.oclc.org/batchprocessing/>. In addition, a “Concise Batch Processing Guide” has been issued: <http://www2.oclc.org/batchprocessing/documentation/concisebatch/concisebatch.pdf>.

Metadata Capture
Batchload Redesign (Phase 2 of the Metadata Capture project) continues in the design and prototyping phases. This phase of the project will contain three GUI interfaces: Batch Services (BS) GUI, Process GUI, and the System GUI. The Batch Services GUI, the interface that will allow Database Specialists to create test set ups for their projects, is being tested by Batch Services. The Process Control GUI is the interface used to monitor the Batch Process Control System, view and control orders, control processes, produce reports, etc. The System GUI allows the system manager to view all system activities. All three GUIs have been prototyped and are being actively tested by OCLC staff. It is anticipated Batchload Redesign will be completed Summer 2003. Preliminary work on the creation of new Matching Algorithms (Phase 3 or the Metadata Capture effort) has begun. This effort requires close coordination with XWC (Extended WorldCat) searching and matching.

OCLC MARC Record Service (MARS)
Automated updating and correcting of form/genre headings is now available from OCLC MARS. Libraries can now have obsolete form/genre headings updated to the latest forms used in Guidelines on Subject Access to Individual Works of Fiction, Drama, Etc., 2nd ed., 2000. MARS also now provides authority control for the list of genre terms authorized by the National Library of Medicine (NLM) for use in 655 fields. For more about MARS, see: <http://www.oclc.org/western/products/mars/>.

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ENHANCE SHARING SESSION
 Led by Jay Weitz at ALA Midwinter
Philadelphia, Pennsylvania, January 26, 2003


[Editor's comment: these notes were compiled by Jay Weitz, based on notes ("much-appreciated"-JW) by Frieda Rosenberg, University of North Carolina at Chapel Hill. They were originally posted on the Enhance List and are included here as a new feature of the OLAC Newsletter, on the premise that many OLAC members are either Enhance participants or considering applying for Enhance status. Even if not, the issues raised at these meetings often clarify coding standards and practice, which can be valuable in its own right.]
OCLC Enhance participants gathered during the American Library Association Midwinter Conference in Philadelphia on Sunday, January 26, 2003. Roughly forty people were in attendance. Enhance Coordinator Jay Weitz moderated the meeting. Highlights from the handout "News from OCLC" were pointed out. Several additional pieces of news were announced.

In the week before ALA Midwinter, one advance question was posted to the Enhance list. The question and answer were read and discussed.

Question: My library has enhance status for Books. Due to the changes a couple of years ago, electronic resources that are primarily textual in nature are now coded "a" in the Type fixed field. Because of our enhance status, we can lock and replace these records. However, older records have Type "m" even though they are textual in nature. The only way we can figure out to Enhance these is by requesting a Type change from OCLC, then waiting for the change to take place. We have also considered applying for Enhance status for electronic resources, but I'm not sure we do enough cataloging of those. And even if we did, I assume we couldn't change the Type anyway. I'd be interested in knowing how other institutions are dealing with this conundrum and if OCLC has any suggestions.

Answer: Type Code changes to master records can be done only here at OCLC. (All authorizations, Limited and above, can change Type Codes locally on unlocked records, but that capability is to assist local workflows only; actual Type Code changes should continue to be reported to OCLC.) We try our best to process Type Code changes as quickly as we can, so as not to hold up your work. There are a number of Enhance participants who are authorized for both Books and Computer Files, and that is certainly a viable choice. Those records that, under current practices, should be coded Type "a" rather than "m" should be corrected in any case, and we encourage users to report them to OCLC. As LC, RLG, and OCLC make preparations to fully implement the new Bibliographic Level "i" for integrating resources (currently unscheduled, but no earlier than July 2003), the impact on Enhance will be a topic to consider. In addition, we are hoping that the transition OCLC is gradually making toward its new Oracle-based platform will mean greater flexibility in the capabilities of OCLC authorization levels. We will keep you informed as we know more.
In follow-up discussion, Enhance participants were implored not to add duplicate records in such cases, but to report Type Code changes. Integrating resources continue to be coded as monographic (BLvl "m") according to the MARC 21 Update and AACR2 2002 Rev. implemented on December 1, 2002 and will continue to be so coded until the full implementation of BLvl "i". Serials that happen to be integrating resources would currently continue to be handled by CONSER participants.

DVD Code "v" for 007 Subfield $e
 On December 1, 2002, a new code "v" specifically for DVD format videorecordings was implemented for the Videorecording 007 field subfield $e (007/04). The new code "v" is to be used to identify all DVD videos. DVDs use the digital PCM (Pulse Code Modulation) technique to represent video information on a grooveless, smooth, round plastic disc. Most DVDs are 4 ¾ inches in diameter, although some smaller 3-inch discs have also been commercially produced. DVDs are usually identified by the term or trademark DVD, DVD VIDEO, or VIDEO CD (the standard compact disc logo with "DIGITAL VIDEO" below it). DVDs have been commercially available only since 1996. A typical DVD will be coded and described as such:
007       v $b d $d c $e v $f a $g i $h z $i s
300       1 videodisc (99 min.) : $b sd., col. ; $c 4 3/4 in.
538       DVD, Dolby digital stereo.
The existing Videorecording 007 subfield $e value "g," previously defined as "Laser optical (reflective) videodisc," has been redefined more narrowly as "Laserdisc." Code "g" is now to be used only for videodiscs that use the analog PWM (Pulse Width Modulation) technique to represent video information on a grooveless, smooth, round plastic disc. Laserdiscs exist in three standard commercially produced sizes: 12, 8, and 4 ¾ inches. The 12-inch discs are the most common, typically used for movies; they are usually identified by an LD trademark (with the phrase "LASER DISC" or "Laser Vision" below the LD trademark), LASER VIDEODISC, DiscoVision, LaserDisc, LaserVision or a similar phrase. Much less common are the 8 and 4 ¾ inch discs, typically used for music videos or other short video programs; these are usually identified by the term or trademark CDV (CD VIDEO), VSD (VIDEO SINGLE DISC), or LD (LASER DISC). These analog laserdiscs became commercially available in 1978, but production declined rapidly after 1998 because of the success of the DVD digital format. The code "g" should no longer be used for DVDs. Enhance participants authorized for Visual Materials format should pay special attention to this coding. As a follow-up to this coding change, OCLC staff has been updating coding for DVDs so that the format limiters and display icons for WorldCat in FirstSearch will work correctly. As staff works through this cleanup, they are seeing newly entered records for DVDs that are coded incorrectly. Most frequently, the record clearly describes a DVD in terms of the 300 field and 5xx notes that refer to the special features of the DVD but the 007 field contains coding for a VHS videocassette. In other cases, staff is seeing new records for DVDs that have probably been derived from existing records for videocassettes but the content of the record has not been completely updated (resulting, for example, in a 300 field that describes a 1/2 inch videodisc). For a cataloger using a constant data record to supply the basics of coding for a DVD record, please check to be sure that record has been updated to reflect this new coding practice. And, for deriving a new record from an existing one, please take a moment to review the entire record before adding it to WorldCat.

The newly retitled "Enhance Participants List" <http://www.oclc.org/worldcat/enhance/participants.shtm> has also been redesigned to be easier to read. Each participating institution has its own row, with all of its authorized bibliographic formats listed, rather than a separate row for each format. National Level Enhance is now indicated with a circle symbol following the appropriate format.

Following these announcements, the floor was opened to questions and information sharing. [Editor's note: a bold (A) has been inserted here to indicate the point at which Jay began his response.]
Language of notes
 Treatment of records with notes in languages other than English was questioned. (A) OCLC has previously told users to remove non-English language notes, create English language notes as appropriate, and delete the language code subfield $b in field 040. Where the non-English language notes are not useful, as is often the case with vendor records, users should continue to follow this practice. When the non-English language notes are deemed to be substantive (please use judgment), OCLC would now prefer that they be allowed to remain in the master record and that English language notes be added, as needed. Catalogers need not feel obligated to duplicate each note. When leaving non-English language notes, also leave the subfield $b in field 040. This new preference is in anticipation of the possibility of OCLC being able to offer multiple language views of records in the future. The details of such a potential capability are a long way off at this point.

Search qualifiers
 The possibility of a search qualifier for electronic resources was raised. (A) Currently, the "COM" qualifier will retrieve records in Type "m" and records with a Computer File 006 field. In the future system to which OCLC is currently moving, the intention is that search capabilities will be greatly enhanced.

Two issues related to duplicate records
  1. British Library (UKM) records containing ISBNs that duplicate other records were brought up. (A) Many of these will be eliminated when OCLC next runs the Duplicate Detection and Resolution (DDR) software for Books, since UKM records represent a statistically large portion of DDR merges. OCLC ran DDR briefly during August and September 2002, but stopped it after discovering discrepancies in the record retention hierarchy. OCLC has been testing the fix to the software and hopes to be able to run DDR again soon.

  2. Given a choice between a UKM record and a PCC program record, the question was raised about which should be Enhanced. (A) Generally Enhance the highest quality record, the one that needs the least work. Remember that the DDR retention hierarchy takes into consideration such elements as field 042 codes, Encoding Level, Source Code, and the creation of the record by such national libraries as DLC and NLM. UKM records are fairly low on the retention hierarchy and so will be merged away more frequently than PCC records, which are relatively high in the hierarchy.
As a follow-up, it was asked how a DLC Core-Level record could replace a PCC Full-Level record, even when the Full-Level record might have more subject headings than the Core record. (A) Even the most intricately constructed algorithms have to be based on general assumptions about the quality and fullness of records as represented by such things as coded information. Of course, these general assumptions may not hold in every individual case. Everyone has seen records where the Encoding Level does not accurately reflect the quality or fullness of the record.

Core records, cont.
 A discussion of the Core concept ensued when it was pointed out that, although administrators may like the Core idea as a potential time and money saver, catalogers may feel that they are using it reluctantly. Many catalogers do not like to omit potentially useful information, and so once again, Encoding Level and/or the presence of "PCC" in field 042 may or may not always reflect the actual fullness of a record. Remember that the Core standard is intended to be a "floor" and that it is often the case that a Core record will be more full than the standard calls for. Further discussion of the whole Core concept might be something Enhance participants will want to pursue on the Enhance list.

UKM coding of 650s
 A final question concerned UKM records that contained subject heading fields with second indicator "4". (A) In recent years (and especially now that it has adopted MARC 21 over UKMARC), the British Library is supposed to have changed its coding practices. Catalogers may change any second indictors "4" to "0" as appropriate in UKM records after checking the authority file.

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Last updated: April 7, 2003
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