UC Libraries ten campuses California Digital Library CDL'

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• UC Libraries

• UC Libraries ten campuses California Digital
  Library (CDL).
• Manage most electronic resources consortially
  through CDL
• Each campus has its own ILS
• Union Catalog
• Open URL Link Resolver
• Collection development is coordinated system-wide
  for both print and electronic resources

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• Our bibliographic infrastructure

• UC Libraries adopted SFX as their Open URL Link
  Resolver in 2003
• SFX data is used to populate
• a VDX ILL service implemented in 2004
• Considerable amount of work has been done with
  SFX to operate with Next Generation Melvyl Pilot
  on WorldCat Local
• Open URL is used to populate shared cataloging
  records distributed to campuses Open URL is
  used in 856
• CDL adopted Serials Solutions Resource Manager
  360 as an ERMS in 2008

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• Initial data population of RM 360

• Initial data population of RM360 took six months
  to load and QA
• Used exported data from four existing data
  sources
• 1) SFX objects/thresholds in Offline Date
  Status Editor format
• 2) Order record information from III Millennium
  Acquisitions
• 3) License data for 20 fields (Excel) cut and
  pasted into RM360
• 4) Contact data from an in-house MS Access file
  batch loaded
• As of October 1, 2009
• Databases 486
• Unique journal titles 75,017
• Cost records (current FY only) 336
• License records 119
• Contacts 460

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• The problem

• Serials Solutions RM360 and SFX use two different
  knowledge bases though similar have significant
  differences
• CDL committed to make RM360 the database of
  record for CDL licensed content
• UC is equally committed to maintaining SFX as the
  link resolver at present
• This could require duplicate maintenance in two
  KBs to track titles/date ranges

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• KB Differences

• Serials Solutions does not track volume/issue
  enumeration unlike SFX
• The target names in SFX and Serials Solutions
  Knowledge Works database names do not usually
  match
• Some publisher backfiles/archives are configured
  differently in the two KBs (e.g. Complete
  Backfiles vs. Subject Backfiles)
• There are significant differences in how well
  title changes are tracked in both KBs
• SFX is updated monthly and changes are reported
• Serials Solutions is updated more frequently but
  changes are difficult to identify unless one
  subscribes to their MARC service
• Initial analysis comparing the two KBs showed as
  much as 20 difference in title counts for some
  publisher packages

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• SFX/SS Correlation

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• Some tough decisions made by UC

• SFX KB would would be used to manage aggregator
  content for link resolution no attempt to sync
  with RM360
• RM 360 as database of record would need to
  agree with the SFX thresholds to correctly
  reflect UCs entitlements
• KB maintenance focus in both would be on
  publisher packages with selectable content i.e.
  where we have title/date selection ability
• We would not use either KB to track monographic
  content (lack of normalization of titles would
  make this impossible)

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• How could we minimize duplicate effort?

• Needed an automated way to update SFX from RM360
• Both SFX and RM360 have ability to export data
  and import most data that is formatted in a
  standard way
• Process could be fine-tuned to reduce the number
  of titles that required review
• CDL programmers worked with Serials Solutions
  staff to develop a program released as a report
  by Serials Solutions in October 2009

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• SFX report

• CDL Bibliographic Services technical staff worked
  with Serials Solutions to develop an SFX report
• This report is formatted specifically for the SFX
  Data Loader program to provide much greater
  efficiency and reduce duplicate time spent
  managing data
• SFX Report allows you to extract the Serials
  Solutions Pub ID and formats dates in the correct
  SFX parsed format

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• Data included in SFX report

• ISSN / ISBN (if present in KB)
• ACTIVE (term required by SFX data loader)
• Parsed Date String (required by SFX data loader)
• Title (Serials Solutions authority title)
• Status (based on Resource Manager status of the
  database)
• Holdings ID (SS assigned unique identifier to be
  stored in SFX)

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• Sequencing the updates

• CDL staff run SFX report in RM360 on selectable
  databases to identify changes that need to be
  made in SFX (frequency yet to be determined)
• SFX Data loader Tool to update SFX instance with
  the data from the SFX report for those databases
  that are Subscribed
• Concurrently, monthly SFX KB updates are reviewed
  concurrently to identify selectable packages that
  had a significant number of adds and deletes
• Discrepancies in data (title/issn)are reported to
  both SFX and Serials Solutions as they are
  identified

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• Adding Holdings ID to SFX object

• In order to ensure better correlation between
  titles
• We added SS Holdings ID to SFX Object record in
  Local attribute field to facilitate correct
  matching
• Added for about 8000 titles. May also add to our
  cataloging records

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• BMJ Journals in RM 360

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• Sample SFX report for BMJ Journals

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• Serials solutions Title ID is stored in local
  field in SFX to facilitate identification

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• Databases (Publisher Packages) Managed through
  RM360/SFX Loading

• Cambridge
• Elsevier
• Informaworld PLC
• Liebert
• OVID/LWW
• Oxford
• Springer
• SAGE
• Thieme
• Wiley/Blackwell

• ACS
• AIP
• AGU
• APS
• BioOne
• BMJ
• Highwire Press
• Royal Society
• PLOS
• RSC
• SIAM

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• Challenges

• SFX requires a primary key on which to do match
  when data loading holdings thresholds
• ISSN
• LCCN
• ISBN
• SFX OBJECT_ID
• RM 360 does not have additional fields to store
  the Object_ID if there is no ISSN/ISBN/LCCN

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• Future developments at CDL

• CDL programmers are working on protecting
  volume/issue enumeration in SFX if possible
• Also looking at improving programming to only
  update certain thresholds if certain criteria are
  present (so that not everything gets looked at)
• Programming may be shared with ExLibris User
  community more broadly when it is completed

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• Loading SFX data

• About 8000 titles/dates were loaded from SFX data
  5,000 titles about 150 did not match (mostly
  ISSN discrepancies)
• Biggest challenges for correlation were with
  packages that had some backfiles, but not all
  titles were subscribed to by CDL
• CDL had set customized thresholds in SFX for some
  packages with backfiles to create a single
  Target whenever possible in our OPAC
• We had to adapt these to match the RM360 database
  configuration

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• Conclusion

• Works well with a limited number of resources
• Has required working with both SFX and Serials
  Solutions to improve the data in their KBs
• Serials Solutions should create a local field
  that could be used to store the SFX object ID for
  future export
• SFX Data loader should also be able to use the
  LOCAL attribute field as a match point
• All KBs can be improved upon through closer
  relationships between publishers, producers, and
  users of KBs including cataloging libraries
• The Knowledge Base And Related Tools (KBART)
  Working Group may be a good vehicle for this

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