Collection Level Description: The RASCAL Experience

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• Collection Level Description The RASCAL
  Experience
• A Case Study
• Clare McVeigh
• RASCAL Project Manager
• 8 February 2002

2
Collection Level Description The RASCAL
Experience

• Project Overview
• Preparation of Collection Descriptions
• Creating Usable Descriptions some
  considerations

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CLD The RASCAL ExperienceProject Overview

• Research And Special Collections Available
  Locally
• Mapping project to provide a comprehensive record
  of collections in Northern Ireland
• Internet Access
• Focus on Humanities and Social Science
• Background
• Renaissance in Information Provision
• Research Support Libraries Programme (RSLP)

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CLD The RASCAL ExperienceProject Overview

• Aims/Objectives
• Create a web-based directory of collection
  descriptions providing a detailed map to
  resources available in NI
• Clarify access to collections and, where
  necessary, facilitate negotiation of improved
  access
• Identify cataloguing or retro cataloguing
  priorities
• Identify priorities for conservation
• Identify priorities for digitisation
• Assist in the evaluation of the UKOLN template
  and
• Provide a model for similar projects elsewhere in
  the British Isles.

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CLD The RASCAL ExperienceProject Overview

• Outcomes
• Enhance awareness among researchers of the
  resources available within Northern Ireland
• Encourage collaboration among NI information
  providers
• Demonstrate the contribution which Northern Irish
  collections can make to the vision of a
  distributed national collection
• Increase the use made of local collections in NI
• Give practical support for further co-operative
  projects
• Provide greater accessibility to Northern Irish
  resources for researchers based outside Northern
  Ireland.

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CLD The RASCAL ExperienceProject Overview

• The Partners
• Queens University Belfast
• University of Ulster
• Library and Information Services Council (NI)
• Belfast Public Libraries
• The Linenhall Library
• The Public Record Office of Northern Ireland
• Project Staff
• Norman Russell, Director of Info Services, QUB
• Clare McVeigh, Project Manager (full-time)
• Deirdre Wildy, Project Officer (part-time)

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CLD The RASCAL ExperienceProject Overview

• Methodology
• Identification and location of collections
• Survey Work and Institutional Visits
• Approx. 600 collections identified
• Preparation of collections descriptions
• RSLP/UKOLN Collection Description Schema
• Approx. 240 collections described
• Creation and implementation of web-database
• QUB Staff/Local Web-design Company
• Temp. site http//www.rascal.qub.ac.uk
• Publicity and dissemination

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CLD The RASCAL ExperiencePreparation of
Collection Descriptions

• 1. Preparation of the CLD template
• Purpose of the CLD
• RSLP/UKOLN Collection Description Schema
• RASCAL Extensions

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CLD The RASCAL ExperiencePreparation of
Collection Descriptions

• RASCAL CLD TEMPLATE RSLP/UKOLN Schema
• Collection Details
• Title Identifier Description Strengths
  Physical Characteristics Languages Collection
  Type Access Control Accrual Legal Status
  Custodial History Note field Accumulation
  Dates Content Dates Concepts Names Places
  Times
• Relationships
• Sub-Cllns Super Cllns Description/Catalogue
  Described Clln Associated Clln Associated
  Publications
• Agents
• Collector(s) Owner(s) Administrator
• Location
• Address Locator Access Conditions See Also
  (Printed Guides/URLs)

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CLD The RASCAL ExperiencePreparation of
Collection Descriptions

• RASCAL CLD TEMPLATE Project Specific Fields
• Northern Ireland Publications - Yes/No of
  Collection (Scaled 1-5)
• Conservation Status
• 5 point weighting No work required ? Work
  urgently required
• Cataloguing Status
• 5 point weighting Un-catalogued ? On-line
  Catalogue Available
• Digitisation Status
• 5-point weighting Low ? High
• Access Status
• 5-point weighting No Access ? Full Access in
  line with expected protocol
• Data Entry - Name of Creator Date of
  Entry/amendment

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CLD The RASCAL ExperiencePreparation of
Collection Descriptions

• Preparation of the CLD template
• Purpose of the RASCAL CLD?
• RSLP Collection Description Schema
• RASCAL Extensions
• 2. Definition of Collection
• Importance of the Institution (Administrative
  Context)

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CLD The RASCAL ExperiencePreparation of
Collection Descriptions

• Defining your unit of description
• Key Consideration
• Administrative Context How does the
  institution/individual define a particular
  collection and its relevant sub-collections?
• RASCAL
• Generally translates as named/discrete
  collections clearly identified within an
  institution or within a particular body of
  materials (i.e. sub-collections)
• E.g. QUB Hibernica Collection ? Foster Pamphlet
  Clln NOT T.F.ORahilly Library Clln

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CLD The RASCAL ExperiencePreparation of
Collection Descriptions

• 1. Preparation of the CLD template
• What is Collection Description?
• RSLP Collection Description Schema
• RASCAL Extensions
• 2. Definition of Collection
• Importance of the Institution (Administrative
  Context)
• 3. Process of Compilation
• Drafts prepared by Project Staff
• Extended/amended by holding institution

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CLD The RASCAL ExperiencePreparation of
Collection Descriptions

• 1. Preparation of the CLD template
• Purpose of the RASCAL CLD?
• RSLP Collection Description Schema
• RASCAL Extensions
• 2. Definition of Collection
• Importance of the Institution (Administrative
  Context)
• 3. Process of Compilation
• Drafts prepared by Project Staff
• Extended/amended by holding institution
• 4. Storage and Transfer of Descriptions to
  Database
• MS Word Documents ? MS Access Database

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CLD The RASCAL ExperienceCreating Usable
Descriptions

• Key Considerations
• Granularity of Collection Descriptions
• i.e. How to ensure consistency and quality?
• Reusability of Collection Descriptions
• i.e. How to provide added value?

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CLD The RASCAL ExperienceCreating Usable
Descriptions

• Granularity of Collection Descriptions
• Agree to a standard definition of Collection
• Agree and implement a standard template of
  Collection Description
• Engage the co-operation and assistance of the
  contributing institution or organisation
• Edit all descriptions centrally to maintain
  overall consistency and quality of information

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CLD The RASCAL ExperienceCreating Usable
Descriptions

• Reusability of Collection Descriptions
• Added value will result from the use others make
  of your descriptions
• The Researcher
• Search Results
• The Institution
• Publicity, info leaflets, Collection Management
  etc
• Local Initiatives
• Collaborative projects
• National Initiatives
• DNER and the Distributed National Collection
• Technical Compatibility and Interoperability

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CLD The RASCAL ExperienceContact Details

• Clare McVeigh (RASCAL Project Manager) -
  c.mcveigh_at_qub.ac.uk
• Deirdre Wildy (RASCAL Project Officer) -
  d.wildy_at_qub.ac.uk
• Main Library
• Queens University Belfast
• Belfast
• BT7 1LS
• Tel [phone]
• http//www.rascal.qub.ac.uk