OCLC CJK Users Group Annual Meeting
Interactive Discussion Session
Apr. 4, 2008, 12:30-2:30pm
Marriott Atlanta Downtown

Issues and Questions Raised by Users; Answers Prepared by:
Sarah Elman (Yale), Hideyuki Morimoto (Columbia), and David Whitehair (OCLC)


 

Korean issue 

  1. There are several Korean scripts which can't be verified in OCLC, e.g., 셸 (syel, shel, or schell) , 욤 (yom), and 퀼 (kwil), etc. These characters are not originally Korean words, but are used to represent foreign language vocabularies infused into Korean. When we input Korean characters for English words such as Michell, yom kipur, and quilt in OCLC, they become invalid characters. Does OCLC have a plan for these Korean letters to be validated?     

    The WorldCat database only supports CJK script characters that can be converted to MARC-8 to help ensure that bibliographic records can be shared with libraries and vendors. The CJK E-Dictionary is available from the Connexion client Tools menu to help find equivalent characters. If no equivalent character exists, enter the name of the character within square brackets. OCLC is not in the position to make decisions alone to expand MARC-8 equivalent characters to include the full Unicode character set. It has to work together with other stakeholders, such as MARBI and LC, etc., in the future to resolve this issue.  
     

Japanese issue 

  1. On OCLC I run across many Waseda University WINE Catalog records, with language of cataloging jpn. According to Hisako Kotaka's comments ( 
    http://listserv.oclc.org/scripts/wa.exe?A2=ind0403c&L=oclc-cjk&F=P&P=72 ), we should upgrade existing WINE records if no other records exist. But, what if a good record already exists for a resource and a WINE record enters the database? How do we treat it? As a duplicate, or as a parallel record? The issue here is that many WINE records have been upgraded, with Japanese fields replaced by more standardized AACR2 descriptions. 
     
    This further begs the question of what PRs are, and how they should be treated. If SOME records (like Waseda's) are not cataloged in English but can be considered worth upgrading into functional English language records, then what about the others? Was the WINE decision a good one? It certainly fosters a "one book, one good record" mentality, which is behind OCLC's urge to its members to reports duplicates. Or did it create a slippery slope for the concept of PRs and their value?

    Please see Ms. Kotaka's messages of Feb. 13 and 25, 2008 distributed through the OCLC CJK listserv for latest instruction regarding handling of JaToWDT (OCLC symbol, LWU) records in WorldCat.  According to the Feb. 25, 2008 message, all instances of "‡b jpn" under field 040 in 775,052 WorldCat bibliographic records contributed by JaToWDT were removed; and further loading starting with the Mar. 2008 one of JaToWDT records onto WorldCat will not receive that language of cataloging indication.  A PR should not be created, as long as an exact-match JaToWDT bibliographic record already exists in WorldCat.  Any duplication, for the same resource manifestation, of those JaToWDT ones and those without any ‡b data or with "‡b eng" under field 040 is reportable to OCLC.  Those bibliographic records from FrPLO (OCLC symbol, FLD, i.e., INALCO aka Langues'O) with "‡b fre" and from [no MARC21 institution code?] (OCLC symbol, NLGGC, i.e., Dutch Shared Cataloguing System) with "‡b dut" for Japanese-language resources are still candidates for the PR treatment. 

Chinese issue 

  1. Will there be any instruction on how to deal with Chinese records not following AACR2, for example those records from National Central Library of Taiwan and Taipei Public Library [OCLC symbol TAE]?
 
    1. OCLC Bibliographic Formats and Standards (BFS) <http://www.oclc.org/bibformats/ > section 3.10 Parallel Records for Language of Cataloging:

      In 2003, OCLC policy changed to allow for parallel records within WorldCat by language of cataloging…

      Language of descriptive cataloging is coded in field 040 (Cataloging Source), subfield ‡b (Language of cataloging) of the OCLC-MARC bibliographic record. [For example "‡b chi" or "‡b jpn"] If subfield ‡b is not present in a bibliographic record within WorldCat, the language of descriptive cataloging is assumed to be English…

      Previously, records for the same title, but cataloged in different languages, such as English, Spanish and French, were considered duplicate records. OCLC no longer consider these records duplicates, but considers them parallel records…

      When searching within WorldCat, if the matching record is cataloged in a language other than that used by the inputting library, the library may enter a parallel record in its language of descriptive cataloging. When using an existing record for copy cataloging, however, do not change the language of cataloging if upgrading the Master Record. Vendor records are an exception to this…

      Libraries are encouraged to upgrade vendor records contributed in non-English languages instead of considering them parallel records…

      Libraries may change the language of vendor records to the language of the upgrading library when upgrading vendor records to full level…

    1. E-mail message from Brenda Brenda Block (Manager, Quality Control Section OCLC Online Computer Library Center) on May 2, 2007:
 

      “We received another query about the treatment of the records input into the database for the symbol TAE. After looking at these records further, they do appear to be cataloged in Chinese, however, they are missing the 040 $b 'chi' coding. You can use these records as Chinese language cataloged items, or, you can catalog the item separately as an English language record and consider the two records as Parallel.” 
       

OCLC related questions 

  1. Questions related to records loaded from RLIN21:
  • We want to know if/when our “gap” records are fully loaded so that we can update these records when needed.
  • We are unable to find in WorldCat some of our RLIN records. We assume they are among the 1.9 million “unresolved” IRs.  We are most anxious to have these unresolved IRs resolved and loaded so that we can update these records
  • Is there a project in place to clean up the problem records created by merging RLIN records into OCLC databases, e.g., duplicate master records for the same title, IRs attached to wrong master records, and records not loaded into databases?

    Issues related to data load as well as institution records should be worked out with OCLC regional service providers or OCLC’s batch load specialists assigned to individual institutions. 

  1. When will functions for controlling Headings and Save to local file be available for IR?

    These enhancements to Institution Records are not scheduled at this time.  However, both have been logged as possible enhancements for OCLC to consider in the future. 

  1. In the current version of OCLC Connextion, we can only save master records in local files. Is it possible to add a function to save institution records to local files in new version?

    This enhancement to Institution Records is not scheduled at this time.  However, it has been logged as a possible enhancement for OCLC to consider in the future. 

  1. After the RLIN database merged into OCLC, we have a lot of minimum records (order records) appeared in OCLC as a master record. We can only delete our holdings but not allowed to delete those records. Is it possible for OCLC to cleanup those records without holdings for us? 

    OCLC could remove your holdings and delete these records for you if you provide specific record numbers to OCLC.  Please work your batch load contact on completing this. 

  1. I would like OCLC show me how to do “local holding maintenance” for series records. For instance, record #70163393--Mozi yan jiu lun cong, I only have one volume, if I uphold to this record, how should I edit my local holdings to show what volumes I have?

    Local Holdings Maintenance functionality is supported in the Connexion browser interface only. If you are using the Connexion client interface, you can jump to the browser using Tools, Launch Local Holdings Maintenance.  From the WorldCat record in the Connexion browser, you select Action, Create Local Holdings.  Tutorials that provide an overview of this functionality are available at no charge on the OCLC Web site at http://www.oclc.org/support/training/localholdings/tutorial/. 

  1. Please address the differences between series [i.e., serials] and monographs. I have seen some monograph records used for serials. Another issue would be when to create a new record. For instance, there are many items having copyright in 2000 but were published in 2004, etc. Should we treat them as reprints or as new work? Also, some books have two copyright dates, for instance, 1977 and 1979. Should we code them as single date (DtSt: s), use the latest date, or record two dates in fixed field?

    We assumed "series" means "serial" here. Definitions from AACR2:

      Monograph -- A bibliographic resource that is complete in one part or intended to be

      completed within a finite number of parts.

      Serial -- A continuing resource issued in a succession of discrete parts, usually

      bearing numbering, that has no predetermined conclusion… 

    Regarding when to create a new record, please see BFS, section 4. “When to Input a New Record” for details. Regarding the copyright date, the BFS states "The following differences do not justify a new record: 

    • Absence or presence of a publication or copyright date
    • Variation in printing, manufacture or distribution date alone
    • Variation in copyright dates if publication dates are the same
    • …
 

    For coding of MARC21 bibliographic field 008 byte 06 (OCLC mnemonic DtSt), please see BFS, 260, ‡c, summary chart. 

    Also, AACR2, 1.4F5:

      Optional addition. Give the latest date of copyright following the publication, distribution, etc., date if the copyright date is different. 

    and LCRI, 1.4F5:

      LC practice: Apply the optional rule to materials other than books and printed serials whenever the copyright date of the item is different from the date of publication etc. (For books and printed serials, do not add a copyright date after the publication date.) 

  1. I have a concern about master records with "NLF" in 040 and "Zhen ben shu dian" in 599.  I am guessing that they are records created by the vendor Zhen ben shu dian for NLF. Some of them have only 245 and 260 fields and some of them are coded as "K" level even though they do not meet the requirements of minimal-level. Is it acceptable?

    Master records should not contain the local 590 note. This issue has been resolved and the records no longer contain the 599 field. Some of these records are entered as “K” level and some are “M” level. Anyone with a Full level or higher authorization can upgrade records that are “K” or “M” level. 

  1. Machine conversion from Chinese traditional to simplified character strings and vice-versa by a button would be very convenient.

    OCLC hopes to investigate more transliteration tools in the future. 

  1. Undo/Redo or Back/Forward buttons such as in MS Word or Google Search would be nice. 

    At this time, OCLC does not expect to make additional changes to this functionality. 

  1. The Connexion Client Edit>Cut Copy Paste>Undo function does not “undo” step-by-step; it seems to “undo” in one fell swoop.  By the way, how does the “Undo” function differ from the “Cancel Changes” function?

    Undo:  To cancel the last edit in the current cell.

    Cancel Changes:  To cancel all changes to the current record since last retrieval or save. 

  1. Create a Find/Replace box like in Word document for searching and updating within a record.

    Press Ctrl-f, or select Find/Replace from the Tools menu.

    Also inside Connexion Client, just as in MS Word. 

  1. Would it be possible to access from Connexion Client the kind of information that is accessible from FirstSearch, such as individual holding libraries’ call numbers, local holdings, and catalog records (for libraries without IRs)?  Or link Connexion Client to FirstSearch?    

    Inside Connexion Client, click Tools > Find in a library 

  1. My library's original catalogers have authorization of "National Enhance" but we are confused with how much we can enhance to the master record. 

    David will review what can be done with each level of authorization during the opening presentation.   

  1. I know for sure that we can "correct" master record made by other institutions except CONCER records since we are not authorized to touch them. Sometimes, the system allows us to enter 090 (if record does not have one) or new subject headings but then will not let us change again if we find mistakes in what we added. Record# 189870750 is an example. Of course we can ignore the master and just finish up our own IR. But we would like to do something to benefit the whole community if the system has no objection.

      Please see Ms. Kotaka's message distributed through the OCLC-CJK listserv on Feb. 2, 2007: “Some of you may have experienced the situation not being able to replace records in format such as visual materials, sound recordings, maps, etc. Please check "Massage of the Day" under client View menu. The first message line indicates what access mode you have used.” 

      Or, go to View > User Information to see the “Cataloging Level” information. 

  1. Can we delete a master record if there are no holding attach to it, especially if the master was created by my library?
 

      BFS, 5.5 (Cooperative Programs), Enhance mode restrictions:

      Enhance participants, Regular and National, do not have the following capabilities:

      ...

      - Delete a master record from WorldCat. 

      BFS, 5.8 (Submitting reports), Duplicate records:

      Deleting records: Usually, OCLC does not remove from the database:

      - Any record for which no other record exists

      - Any record solely because the inputting institution no longer owns the item, unless the record represents a locally produced item that has been discarded 

      If a record is really an error that should be removed from WorldCat, please contact OCLC using the Report Error feature or send an email to bibchange@oclc.org 

  1. I am curious as to exactly how many institutions and people actually utilize IR records?

    OCLC does not have an exact count of the number of institutions and people using IRs.  In some cases IRs are used across the full institution.  In some cases, only library staff in specific areas of the library use IRs but other areas don’t.  And in some cases, libraries decided to load IRs as part of their migration from RLG to OCLC but have decided to not use IRs in OCLC.     

  1. Whom should we contact when we have problems/questions?