PCC Participants' Meeting Summary

ALA Midwinter Conference
LOEWS Regency, Ballroom C
Philadelphia, Pennsylvania
January 26, 2003 7:00 - 9:00 P.M.

New directions, actions, and challenges: Highlights from the 2003-2006 PCC Strategic Plan
Summary

Welcome and state of the program highlights:

Robert Wolven, Columbia University, and Chair of the PCC, opened the semi-annual PCC Participants' Meeting and announced that the theme of the evening stemmed as an outgrowth of the November 2002 PCC Policy Committee (PoCo) meeting. Wolven noted that the theme of "new directions" for the Program for Cooperative Cataloging resulted from the PCC already having achieved milestones during its development and growth and that the PCC is now charting new paths with a diversification of directions. To illustrate the success, Wolven talked about the statistical contributions made in FY02 to the various component programs. NACO had 163,407 new name/series records contributed; SACO had 3,167 new subject authority records approved; BIBCO participants added 82,014 new bibliographic records through the program, and CONSER added 29,246 new serials records. Other highlights of noted included the membership growth of the PCC in FY02 in which 43 new institutions began NACO contributions (16 individual members and 27 new members added to funnel projects). BIBCO institutions increased by 3 new members and four new funnel projects were initiated, all of which were geographic in nature (3 NACO funnels: Minnesota Funnel, Mississippi Funnel, and Mountain West Funnel; and 1 SACO funnel: Hawaii/Pacific Subject Funnel). Wolven welcomed new members to the PoCo, including, Carlen Ruschoff (University of Maryland) as PCC Chair-Elect; Roxanne Sellberg (Northwestern University); and Arno Kastner (New York University) who replaces Bill Garrison who moved to an institution that is currently a non-PCC member. Wolven also welcomed David Banush (Cornell University), Chair, Standing Committee on Training to the roster of incoming PoCo members.

Wolven spoke of program growth with the development of 4 new task groups (TG), including, the TG on International Participation, the TG on Assessment, the TG on User Needs (a.k.a. Leadership), and the TG on SACO Program Development. Wolven reported that new directions in the PCC Strategic Plan are caused by re-occurring themes, including:

Database transition updates: OCLC and RLG

Ed Glazier, RLG representative, addressed the audience about the updates to the RLG database. Glazier announced that RLG has implemented all of MARC 21 update 2 and most of update 3 which means that they have implemented all the MARC 21 changes needed to accommodate the cataloging of integrating resources (IRs) records including the use of fixed field code "i" for these materials as well as enabling the coding of the 006-008 fields in accordance with serials coding practices. Glazier identified changes, i.e., technical modernization, in the RLG database and pointed to the basic underlying structural change in the RLG database as it becomes a relational database that includes full format integration, i.e., a single bibliographic file. The 3 component facets of the update include that

1. data will be stored in unicode and in XML;
2. the database will feature a new browser-based search interface similar to the current Eureka; and
3. the addition of a windows-based cataloging client.

Initially, the new cataloging client will function simultaneously with the existing client and is scheduled to be unveiled during the latter half of 2003; some functionality will remain the same with both platforms until the existing client is retired, but to Ed's chagrin, he will not be retiring at the same time. RLG maintains a status report on the new cataloging client on its Web site. (Cf. New RLG Technical Services Software)

Glenn Patton, OCLC representative, addressed the audience about updates to be made in OCLC during the remainder of this calendar year. Patton provided a table that depicts the projected timeline for movement of WorldCat and associated databases. A representation of that chart is provided here for reference.

Particularly important to the PCC is the August Quarterly Release that will include NACO functionality in the Connexion client and expand the capability of the current review file to allow libraries under review to submit records to any reviewer at any institution.

The final 2003 release will signal the full cataloging implementation for Connexion and the end of Passport, although it will continue to be used by ILL staff.

Patton also alluded to further Connexion enhancements and pointed the audience's attention to the URL for the up-to-date information on the Connexion platform at: OCLC Connexion. Patton noted that this Web site contains a link that allows users to subscribe to the OCLC-CAT listserv to receive current updates about Connexion.

Overview of 2003-2006 Strategic/Tactical Plan with highlights from:
Managed Growth

Wolven focused attention on various achievements of the component programs and compared the actual status with that of the originally-projected goal. NACO originally had projected an annual contribution of 200,000 new and changed NAR/SAR records for FY02. The graphic depiction actually demonstrated that the program was more than successful in achieving this goal. The BIBCO record total vs. the strategic plan projected total showed that the production of bibliographic records lagged only minimally behind. BIBCO membership similarly mimicked the BIBCO record totals. The graphic on the growth of the CONSER database indicated that the production of CONSER records and the projections were right on target. This statistical discussion was the prelude to Wolven explaining that indeed the program does have overhead costs in providing training, documentation, and maintaining communications among members. Consequently, to compensate for these program costs, the PCC Steering Committee decided to reinstate numerical goals for non-funnel NACO libraries. The goals were created based on institutional size; namely, for small or for large libraries. The small institutions numerical goal are set at 100 (new and/or modified), NACO records annually; the large institutions are expected to contribute a minimum of 200 (new and/or modified) records annually. The distinction between large and small libraries are drawn and defined as such: large institutions are those that are national or ARL library members while small institutions are categorized as state, public, college, special or specialized collections. Wolven further added that all libraries cost about the same to train, however, if contributions are low or insignificant, the cost per contributed record is vastly different and the return on the training dollar is negligible if not negative. Thus, new NACO members will be asked to commit to these numerical goals at the time that membership is initiated. The Secretariat has identified current institutional members that are low contributors to ascertain what intentions they may have in meeting the new expectations of the program. They were given a choice to recommit to the Program, to make contributions through an existing funnel project, or to conclude program membership. At this point a member of the audience raised a query about why now in PCC development should a library that can not meet the newly-established numerical goals be asked to leave the program. Wolven responded that this concept of asking that an institution step down from membership is not a new one, and to retain a member who is not producing at minimal level is not cost effective. The new program policy is more standardized, and program requirements are more clearly stated. Funnel membership continues to be maintained as an option.

Wolven noted that currently, SACO contributions may now be submitted from any institution; consequently, the PoCo has also decided to evaluate what SACO does and what models may be pursued to develop a more effective program. To that end a new TG has been created and charged to examine how the current resource-intensive SACO program can develop into an efficient membership model that has many of the same program parameters as those found in NACO and CONSER. (Cf. PCC Task Group on SACO Program Development).

Wolven continued to highlight the PCC growth in NACO in the international arena. Although the number of contributions in FY02 dipped slightly, it was largely due to implementation of new automated systems among the international participants. Pie charts depicted that in FY02 that international partners contributed 14% of all NACO submissions and nearly 21% of SACO totals.

Standing Committee Reports: Tasks and future direction

David Banush (Cornell University), Chair, Standing Committee on Training, announced that a new joint task group on International Participation has been formed with membership from the Standing Committee on Standards (SCS). (Cf. Joint SCS-SCT Task Group on International Participation). He noted that the PoCo had approved a plan for the SCT to expand training goals that will include non-PCC member training. The goal of this "at large" training is done in an effort to develop more leadership with the benefit of potentially increasing the number of bibliographic records for all catalogers to share. These training goals will be accomplished through partnerships with other agencies such as ALA's ALCTS. Banush reported that in fact a joint effort between PCC and ALCTS exists for the development of subject analysis materials was already underway, and that a first draft of the content for those materials has been created. The substance of this collaboration is scheduled to be presented in a program at the 2003 ALA Annual Conference in Toronto. The course is being developed in a modular fashion so that content can be flexible depending on audience need. Banush mentioned that SCT is also collaborating with another ALA organization CCS to form a TG on Development of Materials for Name and Title Authorities, and that this group has been tasked to prepare a program to be offered at the 2004 ALA Annual Conference in Orlando.

Ann Caldwell (Brown University), Chair, Standing Committee on Standards (SCS), focused attention on the chart of core record standards which compares standard elements required in bibliographic records for all formats. Caldwell announced that the final reports of both the Task Group on Conference Publications, chaired by David Van Hoy (MIT), and the Task Group on the Function of the Authority File, chaired by Manon Theroux (Yale), had been received by the SCS and would be submitted to the PoCo in the next few weeks. Caldwell elucidated that the future activities of the SCS would be to focus on e-books in aggregators for which she solicited volunteers. Caldwell also stated that the SCS has received several queries about cataloging archival materials using PCC core-level; however, it was not disclosed what course the SCS would play in handling these queries. Future discussions will include "non-traditional" standards and other metadata schema. Their Philadelphia minutes are available at: Notes from the SCS meeting.

Gary Charbonneau (Indiana University), Chair, Standing Committee on Automation (SCA), introduced a new member from Stanford University, Katherine Kott. Charbonneau reported that the work of the TG on OPAC displays of serial linking entries will be newly formed. This TG needed a chair, to which Michele Charbonneau has been appointed. Charbonneau announced that the final report of series numbering is available and has been posted to the PCC Web site; it is very complex and the SCA is looking to find ways to encourage vendors to adopt the suggestions made. New assignments from the PCC Tactical plan related to goal 3.6 have three separate aspects. The SCA is tasked with doing research to develop automated tools to enhance bibliographic access, doing research to facilitate use and usefulness of records in a global context, and to work with ILS vendors to develop pattern loaders and improve compatibility with MFHD.

BIBCO: Tasks and future direction (Ana Cristán (LC))

Cristán reported that BIBCO has been tasked with doing a cost study of program records by Summer 2003 designed to help determine if new parameters for BIBCO membership are necessary. The study will also look at goals for recruitment especially the costs of training and documentation needs. She announced that PCC participant, Robert Ellett, will soon publish his study on the use of PCC records by libraries; preliminary findings demonstrate that PCC records are cost-effective. Cristán announced that the PCC Strategic and Tactical plans have been updated to include goals for BIBCO on documentation, training, and Web-based training that will assure continued collaboration with colleagues in CPSO, CONSER, SCS and especially the SCT. Cristán reported that a "Train-the-Integrating Resources Trainer" workshop had been co-sponsored with CONSER during the ALA Midwinter Conference. The workshop was hosted by PALINET and follows the SCCTP model. Twenty-six attendees participated in this initial training opportunity; the second workshop will be held in February in Seattle, where 15 new trainers will be inducted into the ranks of integrating resources trainers. Many of these trainers are BIBCO members and will be available to provide training to BIBCO institutions when the course if made available in March. Cristán also noted that the BIBCO-At-Large meeting pointed to a great need that still exists to raise the consciousness of catalogers about the impact on monographic cataloging caused by the 2002 revisions AACR2 and the accompanying LCRIs. These rule changes especially affect series and are vital to understand in order to continue to produce quality BIBCO program records.

CONSER: Tasks and future direction (Jean Hirons (LC), Carlen Ruschoff (Univ. of Maryland), and Adolfo Tarango (UC, San Diego))

Carlen Ruschoff opened the CONSER portion of the PCC Overview with a welcome to new CONSER pattern participants, including the Detroit College of Law of Michigan State University, Pennsylvania State University, Ohio State University, and the University of Illinois at Urbana-Champaign. She reported that OCLC staff members Rich Greene and Cathy Kellum have been exploring the possibility of developing a notification service that would alert to users of new or changed patters. At a meeting of pattern task force members, Jennifer O'Connell (EBSCO Information Services) reported on the research of a small group to identify mechanisms by which subscription agents could help identify changes in frequency. Yuming Jiang (U. Pittsburg Health Sciences) is leading a group that is investigating the potential need for publication data for electronic journals. Diane Hillmann (Cornell) is chairing a task force charged with exploring the use of a universal holdings record. Linda Miller (LC) is chairing a group investigating the long-term storage of patterns and technical aspects of a universal holdings record.

Jean Hirons (LC) announced that 2003 is 30th anniversary of CONSER. In honor of this anniversary, there will be four consecutive one-day sessions of the SCCTP Electronic Serials and Integrating Resources workshops given as a preconference to the ALA annual meeting. Hirons reported that CONSER's major goal for the year will be the definition of an "aggregator neutral record" (formerly called "Option B+") which can be used to create record sets. The aggregator neutral record might be seen as "expression level" record because it will be based on the publisher's Web site and will not contain information about specific providers. CONSER is planning to partner with Serials Solutions and TDNet and also hopes to expand its membership.

Adolpho Tarango is chair of the 3rd PCC Task Group on Journals in Aggregations that will be working closely with CONSER in this endeavor. One of the group's tasks will be to define the elements that would be included in a machine derived record. Such records could be generated by OCLC from print records when no online record exists. They may need to define different record requirements based on whether the print record is CONSER or not.

Overview of other decisions/task groups: Next Steps

Wolven identified other decisions made by the Policy Committee. He announced the formation of a task group on leadership to identify what research is available that helps to pinpoint what end users really need in a bibliographic record as well as which elements are most helpful in cataloging records. This group will be co-chaired by Joan Swanekamp (Yale) and Andrew MacEwan (British Library). The charge for this group is still being finalized.

The second task group will also be chaired by a committee composed of Jim Stickman (University of Washington), Sherry Kelley (Smithsonian Institution), and Roxanne Sellberg (Northwestern University). The main focus of this group is to assess how the PCC is doing at serving libraries with an eye to where PCC should concentrate energies for future development. Aspects that will be identified are timeliness, subjects covered, formats, and languages. An additional focus will be to determine what growth in membership will help the PCC meet its needs? Wolven observed that the PCC's many new ventures may bring to mind the Stephen Leacock novel in which the hero jumps on his horse and rides off in all directions.. The PCC hopes to avoid that pitfall. Wolven stated that the PoCo and the PCC Steering Committee have looked at these new ideas and voiced approval to pursue the goals. The PCC may not be able to do them all, but the PCC Tactical Plan will be developed to chart a course for practical actions.

Questions from the audience:

Adam L. Schiff (University of Washington) asked why the use of linking fields was being limited to serial records when these fields are now being used for all continuing resources. Hirons responded that, while the SCA task group was set up to look at displays for serials, their study will be on the use of links in general.

Paul Weiss (UC, San Diego) inquired if minimum contribution requirements had been developed for either BIBCO and CONSER participants. Wolven responded that BIBCO was tasked with conducting the current study, the results of which will be available in Summer 2003. Program requirements will likely be based on those findings. Hirons stated that CONSER already has a minimum contribution requirement but that she too will be looking at membership issues in the coming year.

Schiff asked about the mechanism for notification of changes for electronic titles as well as notification for publication pattern changes. Hirons stated that these notification issues are under investigation and there are potentially other areas besides patterns that may be desirable.

One last question focused on the time line for implementation of "Option B+" to which Hirons responded that hopefully decisions will be reached at the CONSER Operations Committee meeting in May of 2003 and documented during the Summer.

Appreciation:

The final portion of the evening's meeting focused on recognition and work performed by PCC participants. Ruschoff presented 3 individual certificates of appreciation for work on the publication pattern initiatives to Wen-ying Lu (Michigan State University), for her mentoring and recruiting of new libraries, to Frieda Rosenberg (University of North Carolina) for her development of the SCCTP holdings course and work with MARC 21 holdings, and to Renee Blakey (University of Georgia) as the single largest contributor to publication patterns to date.