Converting Your e-Resource Records to RDA

Richard Guajardo, University of Houston

NASIG 29th Annual ConferenceTaking Stock and Taming New Frontiers

Ft. Worth, May 1-4, 2014

University of Houston Libraries

RDA Conversion - Benefits

• Refreshed and converted RDA database• More user-friendly

catalog:• updated material types• more consistent authority

headings• fewer abbreviations

image source: http://www.123rf.com

RDA Implementation - Conversion

Bib Records Conversion Strategies:

• MARCIVE RDA Conversion Process – records for physical items, databases, electronic government documents, electronic music scores (2 million records)

• In-house RDA Conversion Process – ebooks/ejournals records (1 million records)

RDA Conversion• MARCIVE RDA Conversion Process:• Send files to MARCIVE• MARCIVE test RDA conversion – 1 week• MARCIVE send test file to us for approval • Final conversion (7-10 days)• Load converted record back to III

• In-house RDA Conversion Process:• Global RDA Update of E-books/E-journals

RDA Conversion Planning• Revise Material Types• Updated Catalog Search• RDA Content, media, & Carrier Types• RDA Implementation Preparation• RDA Conversion • Conversion Timeline• Post-RDA Conversion Practice

Material Type (BCode2) Upgrade• Why upgrade the Material Types?• The General Material Designation [GMD] in the title is

replaced with more specific CMC fields in RDAContent type Media typeCarrier type

• We need to revise our material types to be more specific to match CMC fields• Ensure the insertion of appropriate CMC fields in the

RDA records conversion process

RDA Implementation - Preparation

Material Type Code/BCODE2 Upgrade: How?

• Created more specific material types under: -E-resources

-Video -Audio• Created new icons for new material types• Updated constant data records in OCLC

Connexion

Revised Material Types

RDA Implementation – Preparation

• Configure Load Tables for New RDA Bib. and Authority Fields

• Install AACP for RDA Authority Headings Change

• Launch BCODE2 (material type) Changes for RDA GMD Replacement

Load Tables

• Request a Service Commitment (CSDIRECT) for an RDA load table update

• UH has 60 load tables for bibliographic and authority records (some not active)

• Revise the load tables as additional RDA updates are adopted• Used daily for batch load work in acquisitions and cataloging

functions (including reloading of records processed by Marcive for authority control and RDA conversion)

• Reloading of one time projects (OCLC reclamation project)

RDA Implementation - Preparation

Configured Load Tables to Incorporate RDA Fields!

For Bib. and Authority Records

RDA Implementation - Preparation

Automatic Authority Control Processing (AACP) Installed!

• Automatically converts heading in existing bib records when a new authority record is added to the system• Preparation for loading a large volume of revised LC

converted RDA authority records• Reduces our incoming authority maintenance work

AACP for RDA Authority Heading Changes• Automatically updates headings in a bibliographic record

• Requires a 4XX reference in the authority record

• Triggered by a change in the authority record

• Heading in bib record must match 4XX exactly

AACP Installation – Automated Authority Control Process

Courtesy: csdirect.iii.com

Content, Media, & Carrier Types

e-Resource (Category)

Code Content type Media type Carrier type

E-GOV DOCUMENT m Text computer online resource

CD-ROM 5 computer program computer Computer disc

WEB RESOURCE 6 text computer online resource

DATABASE 4 text computer online resource

E-BOOK 2 text computer online resource

E-JOURNAL 3 text computer online resource

DATASET 7 computer dataset computer online resource

E-MUSIC SCORE 8 notated music computer online resource

BC

OD

E1

BCO

DE2

BCODE2

ICON

NO [GMD]

CMC fields suppressed

Content, Media and Carrier information in MARC record

RDA Implementation - Conversion

In-house RDA Conversion Process:

Post-RDA Conversion Practice

• Physical items + (databases, electronic government documents, electronic music scores)• Continue accepting best available (RDA or AACR2) records from OCLC

or other vendors• Revised local OCLC constant data records to accommodate new

material types• Weekly, pull together new bib. records for authority processing and

send to Marcive for RDA conversion

• E-books/E-journals• Receive Serials Solution ebook and ejournal records bi-monthly• Configured load table to insert RDA fields to records• Convert these in-house because of fluidity of records

Post-RDA Conversion Practice

Ebooks/Ejournals:

A load table was created to:

• Insert 040 $e field

• Insert RDA CMC fields

• Change [s.l.] [s.n.] to [Place of publication not identified]

[publisher not identified]

Post-RDA Conversion Practice

Physical Items:

• Continue to bring in full records from OCLC and other vendors

• Continue to have MARCIVE convert bibliographic records to RDA as part of the overnight authority processing (weekly)

• Add to catalog if available

RDA

• Add to catalog if no RDA

AACR

• Mixed results?

Hybrid

RDA Implementation – Local Guidelines

• Accept AACR2 records or RDA records from OCLC and third-party vendors

• Apply the specifications we set with MARCIVE for our RDA conversion when an original RDA record is created in-house

• MARCIVE converts our bib. records into RDA records with overnight authorities processing (weekly @ UH)

Image source: http://contemporaryhandmadealliance.blogspot.com

RDA Implementation – Challenges

• Technical Delays: - update discovery system profile required 4-6 weeks - updated bib. records were reloaded into discovery system - ILS backup file transaction space was limited

• Group Consensus: - reaching decisions on Material Types codes and vocabularies Image source: http://splitpease.ordpress.com

Thank you

NASIG 29th Annual Conference

Taking Stock and Taming New FrontiersMay 1-4, 2014

Ft. Worth, Texas

--Richard Guajardo, University of Houston guajardo@uh.edu

Converting Your e-Resource Records to RDA