Design Template

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The Two Worlds of FRBR And the Best of Both
Worlds October 9, 2008
Dr. Vinod Chachra, President CEO VTLS Inc.
Blacksburg, VA, USA
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VTLS HQ in Blacksburg, VA, USA
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About VTLS Inc.

• First spin-off corporation from Virginia Tech
  (VT) - Virginias largest University home of
  System X - 3rd fastest Supercomputer in the
  world when built from 1100 PCs purchased off the
  web. Total cost under 5M.
• Vinod Chachra served as VP for Information Tech
  at VT.
• VTLS has offices in 7 countries does business in
  40.
• VTLS has three major product lines
• Virtua Alexandria Egypt many National
  Libraries
• VITAL Fedora based Institutional Repository
  developed in partnership with the Australian
  ARROW project.
• VTRAX RFID based tracking security systems
  for libraries

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VTLS is a Worldwide CompanyPartner or Office
Locations

• Slovakia
• Spain European HQ
• Switzerland
• Tunisia
• Taiwan
• Thailand
• UAE
• USA

• Australia
• Brazil
• Brunei
• Egypt
• France
• Greece
• India
• Kuwait
• Malaysia
• Philippines
• Russia

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Select Customers National Libraries

• Europe National Library of Switzerland
• Europe National Library of Wales
• Europe National Library of Ireland
• Europe Royal Library of Belgium
• Europe National Library of Slovakia
• Europe National Union catalog of Poland
• Africa Library of Alexandria (Egypt)
• Africa Notional Library of Morocco
• Asia National Library of India
• Asia National Library of Indonesia
• Asia National Library of Malaysia
• Union Catalogs (regional) of Catalan and
  Switzerland

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FRBR Link Types Group 1
Work
Work
WW
Expression
Manifestation
Item
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FRBR Link Types Group 2
Responsibility Relationships
Person / Corporate Body
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A little History Back in June/July 2003.
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VTLS shared 11 educational Power Points

• All 11 Power Points produced in 2003 were
  provided freely on the VTLS web site as an
  educational tool
• Several Library schools used these power points
  to teach students on the details of FRBR with
  concrete examples
• The examples covered the following topics
• A FRBR demonstration (FRBR1)
• FRBR Cataloging (FRBR2)
• FRBR OPAC (FRBR3)
• FRBR Work to Work Links (FRBR4)
• FRBR Multi Volume Sets (FRBR5)
• FRBR series (FRBR6)
• FRBR Collected and Selected Publications
  (FRBR7)
• FRBR Music Analytics (FRBR8)
• FRBR Journal Indexing (FRBR9)
• FRBR Super Works (FRBR10)
• FRBR Circulation Requests (FRBR11)

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VTLS purchased LC Music Database

• As a demonstration project, VTLS purchased the
  LC music database and FRBRized it to show the
  power and utility of FRBR. VTLS provided this
  free to the public for a period of time.

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Present status of VTLS FRBR

• In the last five years VTLS has sold only about
  20 contracts for FRBR.
• The view in the library community seems to be
  that FRBR is still an experimental idea (wrong!)
  with an unknown future (wrong again!).
• Nevertheless, this is preventing rapid deployment
  of systems.
• Recent Important Additions
• VTLS recently developed FRBR SaaS (Software as a
  Service)
• VTLS extended FRBR concept to create an Archival
  System

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Two World Views of FRBR

• There are two world views on FRBR
• First View The catalog should contain the
  flatrecords (as they are now) and these records
  should be FRBRized on the fly for display
  purposes.
• Second View The catalog should contain separate
  record of works, expressions, manifestations and
  items that are linked together by appropriate
  linking fields to form a hierarchy of linked
  records.

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Strengths of First View

• First View The catalog should contain the
  flatrecords (as they are now) and these records
  should be FRBRized on the fly for display
  purposes.
• It is simple to implement does not require any
  changes to present cataloging practices and
  therefore it is easier to sell.
• Requires no change in ILS data base structures
  as the record is only collocated on display.
• As FRBR display management algorithms improve,
  no change in data is required to improve the
  display

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Weaknesses of First View

• The hierarchical results are built on the fly.
  Display algorithms have to be perfect as there is
  no possibility of intellectual intervention by
  humans to improve the displayed result sets. No
  advantages are gained in cataloging
• No possibility of making requests (Holds, ILLs)
• At the work level (eg user is willing to accept
  any expression of the work in any language) OR
• At expression level (eg user is will accept any
  edition of the work in the language of choice).
  At present Holds and ILLs are placed at the
  manifestation level.
• Multiple calculations each time a FRBR record
  is displayed it has to be re-assembled from flat
  records.
• Reverse tree displays are not easily possible

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Strengths of Second View

• Second View The catalog should contain separate
  record of works, expressions, manifestations and
  items that are linked together by appropriate
  linking fields to form a hierarchy of linked
  records.
• The record system matches the FRBR model
• Substantial productivity improvements in
  cataloging
• Fewer errors -- as data related to works and
  expressions are not repeated at lower levels
• Since the data at each level can be manually
  changed if needed, improvements are possible by
  human intervention (eg handling spelling and
  language variations)
• Holds/ILLs can be placed at three levels instead
  of just one.
• Reverse trees can be easily displayed.
• Many other creative things are possible (The
  example of Archival Systems being used at
  National Library of Wales).

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Weaknesses of Second View

• Requires change in record structure to support
  linked records
• Harder for initial implementation (see new ideas
  on this)
• Requires catalogers to be retrained
• Task can be reduced by better software
• See VTLS cataloging work-forms for each level
• See VTLS validation routines for each level
• Requires inertia of existing implementations
  to be overcome

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Views expressed by LOC and others

• A recent report published by the Library of
  Congress called On the record states LC and
  the library community need to find ways of
  releasing the value of their rich historic
  investment in semantic data onto the Web.
• Tomothy Dickey (OCLC) in the article
  FRBRization of a Library Catalog states VTLS,
  on the other hand, has since 2004 offered a
  complete product that has the potential of
  modifying existing MARC records via local
  linking tags in 001 and 004 fields to create
  FRBR relationships The VTLS solution of adding
  local linking tags seems most appropriateThe
  Virtua module from VTLS offers a very tempting
  solution, but may require a change of vendors.
  Not really see VTLS FRBR SAAS.

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The Best of Both Worlds (Short Term)

• FRBR SAAS (Software as a Service)
• Allows library to keep their catalogs as they
  are
• Allows users to see FRBR record from any
  traditional record
• Allows clean and complete navigation between the
  traditional and FRBR record
• Simple, no hassle solution

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Recommended Implementation Options

• Best Solution -- Implement a full FRBR solution
• See what UCL has done (next presentation)
• See other FRBR examples
• Second Best Solution Use FRBR SAAS
• Simple implementation
• Quick results
• Over time move to first solution
• Bad Solution Ignore the whole issue

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FRBR Cataloging Implementation
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VTLS FRBR Features

• Single database can have FRBR and non-FRBR
  records
• Display of FRBR records are in tree structure
• System is aware of record type and changes
  displays as needed
• Local level fields have values of W, E, and M to
  indicate type of FRBR record
• 001 and 004 used as linking tags

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FRBR Cataloging

• Creating an Original Record
• Use FRBR work forms
• VTLS provides three default work forms
• Frbrwork.wfm
• Frbrexpr.wfm
• Frbrmanifest.wfm
• Users can create their own work forms
• In traditional cataloging the focus is on
  cataloging the manifestation as material on
  hand is the manifestation
• VTLS is studying the cataloging practices to
  see if this remains true for FRBR

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Creating an Original Record

• In the present implementation, the reverse order
  works better
• It is best to create a work record first, then
  right click to create expression save right
  click to create a manifestation
• Add item records to manifestations
• Example follows

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Creating an Original Record
Select appropriate work form
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Creating an Original Record
Fill in appropriate data. Add or delete any tags.
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Creating an Original Record
Once record is completed, save it to the database.
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Creating an Original Record
The result is a FRBR Work record
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Creating from an Existing Record

• Creation from existing MARC record is simple
• Two methods
• Create FRBR records using one button
• FRBRizing icon
• Always create FRBR records using Load Option

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Creating from an Existing Record

• One Button Method
• Find record and display View Record window
• Click on FRBRize icon
• Results are Work, Expression, Manifestation
  records

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Creating from an Existing Record
Find a record
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Creating from an Existing Record
Display the View Bibliographic Record window
Click on the FRBRize icon
Tool tip for icon
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Creating from an Existing Record
The Manifestation record
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Creating from an Existing Record
The Expression record
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Creating from an Existing Record
The Work record
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Load Options Method

• Bring record into editor
• Change profile to split record
• Save record
• Virtua automatically creates three records W, E
  and M records from the one original record
• The next example (Rowling) shows the process

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Load Options Method
Search for Rowling
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Load Options Method
Select Rowling from scan list
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Load Options Method
Full record display for Rowling
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Load Options Method
Marc record display for Rowling
Click edit button to edit record
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Load Options Method
Record in the Marc Editor
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Load Options Method
Check Load Options
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Load Options Method
Set Load Options for FRBR Splitting
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Load Options Method
Save record to database
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Load Options Method
Virtua will automatically convert all records
into FRBR
The Manifestation record is shown with tree
expanded
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Load Options Method
The Expression record
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Load Options Method
The Work record
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Duplicate Control

• When creating FRBR records from traditional
  bibliographic records, you need duplicate control
  and merge functions for Works and Expressions

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Duplicate Control
Search for Rowling, J. K., the author of the
Harry Potter books
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Duplicate Control
There are English and French language copies of
Harry Potter and the Prisoner of Azkaban. When
both copies are FRBRized, there should be
one Work and two Expressions.
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Duplicate Control
The English language record
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Duplicate Control
After FRBRization, we have a Work, Expression
and a Manifestation
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Duplicate Control
The French language record
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Duplicate Control
The FRBRization of the French record resulted in
adding an expression (for the French) to the
already existing Work record.
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Adding Expressions or Manifestations

• Bring up Work record (or Expression record)
• Right Click
• Select Create Expression Record (or select
  Create Manifestation Record)
• Example follows

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Adding Expressions or Manifestations
Display Work record. Right click and select
Create Expression Record.
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Adding Expressions or Manifestations
Bib id of Work record is automatically placed in
004 of an Expression work form
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Adding Expressions or Manifestations
A different language requires a
new Expression record
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Adding Expressions or Manifestations
A new Expression record
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Adding Expressions or Manifestations
To add a new Manifestation, display
the Expression. Right click and select
Create Manifestation Record.
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Adding Expressions or Manifestations
Bib Id of Work record is automatically placed in
004 of an Expression work form
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Adding Expressions or Manifestations
After adding/ deleting tags to make
the Manifestation record, save the record to the
database
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Adding Expressions or Manifestations
The result is a new Manifestation record
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Rules Based Validation

• Procedure for MARC content designation
  validation of Work, Expression, and Manifestation
  records is same as validating non-FRBR records
• Three new validation files for FRBR with new
  rules
• Rules can be modified by users by editing text
  file
• Examples follow

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Rules Based Validation
Validate a Work record
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Rules Based Validation
Notice Rule File used
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Rules Based Validation
Validate an Expression record
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Rules Based Validation
Subfield \l (L) is not a valid subfield for tag
245 in an Expression record
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Rules Based Validation
Validate a Manifestation record
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Rules Based Validation
Tag 245 is required in a Manifestation record
Subfields a and c are not valid subfields for
tag 240 in a Manifestation record
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Work to Work Links

• when the modification of a work involves a
  significant degree of independent effort, the
  result is a new work. FRBR, final report

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A FRBR SaaS Implementation
http//poseidon.vtls.com8000/cgi-bin/gw_xyz/chame
leon
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FRBR SaaS Example 1 of 10 Search
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FRBR SaaS Example 2 of 10 Display
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FRBR SaaS Example 3 of 10 Select
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FRBR SaaS Catalog 4 of 10 Tree
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FRBR SaaS 5 of 10 Expand Tree
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FRBR SaaS Example 6 of 10 Navigate
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A FRBR Reverse Tree
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FRBR Reverse Tree Example
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Reverse Tree (M to E to W)
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Advanced Navigation
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From tree to tree
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From tree to tree to tree
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to tree to tree (Monkey Business)
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A FRBR Archival System
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Archives Management - Background

• Archival management functionality in Virtua was a
  result of functional enhancement to Virtua for
  the National Library of Wales (NLW).
• It was designed to allow NLW to preserve the
  content and arrangement of their existing
  archival collection materials and to maintain
  these collections in Virtua.
• The functionality was first implemented in
  release 48 of Virtua and carried over to Release
  49. In includes changes to Virtua server, client
  and iPortal.

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Archives Management - Background

• Archival cataloguing differs from bibliographic
  cataloguing because archives, unlike most printed
  material, cannot be described in isolation.
• An archive is, therefore, only fully understood
  only when there is knowledge of both its content,
  and also, its context. Content is generally
  understood through description, but context can
  only be reflected through arrangement.
• Archival arrangement therefore involves the
  ordering of material to reflect its context.
• Archival arrangement is reflected in the
  cataloguing through the use of a multilevel
  description system.

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Archives Management - Background

• Rules for multilevel description are laid down in
• ISAD(G) General International Standard Archival
  Description. It has 7 core levels
• Fonds
• Sub-fonds
• Sub-sub-fond
• Series
• Sub-series
• Files
• Items
• Not all seven levels exist at all times.

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Archives Management - Background
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Archives Management - Background

• Although the general rules describe 7 levels at
  present, VTLS was interested in providing a more
  general solution.
• The system takes into account the possibility
  that more levels could be described in the
  future, so the implementation had to be flexible
  to handle this possibility.
• The features were also designed in such a
  flexible manner so that other customers, who may
  wish to use the functionality, but who did not
  wish to conform to the seven level architecture
  could do so.

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Cataloging Archival Material

• Core foundation of cataloguing archival material
  is the ability to link bibliographic records
  together in the system

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Cataloging Archival Material

• Core foundation of cataloguing archival material
  is the ability to link bibliographic records
  together in the system

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Cataloging Archival Material

• Core foundation of cataloguing archival material
  is the ability to link bibliographic records
  together in the system

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Cataloging Archival Material

• A new 999 Ancestry tag defines the context of
  this record in relation to the records above it

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Cataloging Archival Material

• The parent id of each record is stored in the 004
  tag
• Three fields are stored ParentID, sibling
  position, levels

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Cataloging Archival Material

• 004 tag stores the parent id, the position of
  the record in relation to its siblings, and the
  number of levels between it and its parent record
  (Ex vtlsxxxx 2 2)

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Cataloging Archival Material Functions

• Change Order

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Cataloging Archival Material Functions

• Add/Remove Levels

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Cataloging Archival Material Functions

• Print Record Tree

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Searching Archival Material - iPortal

• Accessing the record tree

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Searching Archival Material - iPortal

• The system highlights the title in the tree that
  the user launched the record tree from for easy
  context

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Searching Archival Material - iPortal

• New ability to expand and/or collapse the tree
  completely

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Searching Archival Material - iPortal

• Expanded tree highlights
• 1. Gaps are removed for easier display
• 2. Tree can be kept in a scrollable area to
  keep it in context with full card info below

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Searching Archival Material - iPortal

• Accessing the record tree from a title lower in
  the tree

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Searching Archival Material Database
Database that includes archival records
193.61.220.19 -- version 49.1.6 -- port 9985
Access by Bibid Parent Bib Child Bib 4180743
4171275 4180747 4171266 4180747 4171267
4180743 4171276 4180754 4171283 4180747
4171268 4180747 4171269 4180754 4171282
4180740 4171258 4180747 4171271 4180747
4171270
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Summary -- FRBR Benefits

• For Librarians
• Collocation
• Better organization to catalog
• Easier cataloging
• Reduction in cataloging load
• Work only cataloged once for all expressions
  under it
• Expression only cataloged once for all
  manifestations under it
• Item cataloging (already simple) remains the same

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Summary -- FRBR Benefits

• Easier to find information
• Single search retrieves all related materials
  even if cataloged in different languages or
  different subject headings
• Greater Benefits For Users
• Collocation
• Easier to find information
• Single search retrieves all related materials
• Easier to see the different expressions of a
  single work
• Gives a better global picture

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Summary -- FRBR Preparation

• Library Task List
• Read FRBR documentation
• Study FRBR implementations to see benefits for
  library
• If there is interest, start a FRBR program
• Have VTLS run Virtua FRBR Analysis Program to
  determine what percentage of database records are
  good FRBR candidates
• General results 5-15 range
• Use ThingISBN or X-ISBN id appropriate

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The future is even brighter

• Think about a discovery tools for FRBR
• Think about an automatic FRBR equivalent display
  for
• Copy cataloging
• Discovery
• Search expansion
• Collection management
• Think about a FRBR union catalog
• Think about a FRBR global union catalog

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A Thought

• Poor technology
• fosters competition.
• Great technology promotes partnerships

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Questions
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