National Library of Australia

Meeting 15 April 2011

Present:  Kevin Marsh (ALIA), Deirdre Kiorgaard (NLA), Ebe Kartus – by phone (ALIA /outgoing Chair), David Wells (ALIA), Robert Walls (NLA), Catherine Argus (NLA/incoming chair)

Apologies: Anne Robertson (EPC Representative)

Minutes: Jenny Stephens (NLA)

Meeting commenced at 8.40am (EST)

ACOC elections and membership

ACOC elections

The positions of ACOC Chair and ACOC representative to the Joint Steering Committee for the Development of RDA (JSC) were due for changeover.  These positions have been held to date by Ebe Kartus and Deirdre Kiorgaard respectively.

Catherine Argus (NLA) was elected as the Chair, and took over the position during the meeting. Kevin Marsh was elected as the ACOC representative to the JSC.  He will take over from Deirdre after the next JSC meeting, to be held in the week beginning 31 October 2011, in Glasgow. ACOC agreed to seek funding from ALIA/ACOC available funds to send Kevin to this meeting with Deirdre in October, as an observer. 

Status of other ACOC members

ACOC members reviewed the document, Status of ACOC members April 2011, circulated prior to the meeting, outlining the current status of members of ACOC.   The membership terms of Rob Walls, Deirdre Kiorgaard and Ebe Kartus would be expiring in the next couple of years. All three will be retiring from ACOC when their terms expire.

ACOC website

Creative Commons licenses

Catherine Argus submitted her draft Creative Commons Licenses paper, which proposed that Creative Commons licenses be applied to the ACOC website.  The website is hosted by the National Library of Australia, who will be applying Creative Commons to all of its websites.  Catherine’s paper recommends that ACOC apply the same licenses to the ACOC website and any material on the website where copyright is held by ACOC.  The suggested license is “Attribution CC BY”. This license allows others to distribute, remix, and build upon a work, even commercially, as long as the original creator/s (and any other nominated parties) is credited.

Catherine’s paper also recommends that future speakers at ACOC seminars be encouraged to license their PowerPoint presentations and/or papers under a Creative Commons license.  Existing webpages containing past papers should be amended to indicate that the papers/presentations are not subject to Creative Commons licenses unless indicated.

ACOC agreed to the recommendations in the paper, pending the resolution of some issues with existing and future content created by other parties

Web statistics

The latest web statistics on usage of the ACOC website were circulated prior to the meeting.  Catherine outlined some key figures:

  • Majority of visitors are from Australia
  • Top page visited within the site is the RDA page, with the ACOC home page being second.
  • Quite a few visitors are coming to the site from Google (14%), but many more have the site Bookmarked (65%)
  • Key search phrases include “acoc”, “rda”, and curiously “pitt st mall”! (The latter is because a previous ACOC seminar was held near there and the map is still on the website!)

These web statistics are updated monthly, and ACOC members were shown how to access them.

Advertising training courses

ACOC recently received an email from an independent training agency that provides professional development courses, including in the field of librarianship.  They requested permission to list an upcoming ALIA endorsed course on the ACOC website.  ACOC agreed to set up a training page on the website, and provide a link from here to the ALIA training page. A disclaimer on the site will make clear that listing courses on the website does not mean they carry ACOC’s endorsement. 

ACOC brochure

The current ACOC brochure has not been printed or updated since 2004. ACOC discussed the brochure and agreed that it was worthwhile to have. The current A4 style was sufficient to our needs, but minor revisions need to be made to bring the text up to date, and then it will be reprinted and published on the website.

RDA implementation

ACOC discussed several documents and issues relating to RDA implementation.

ACOC RDA Communication Plan

Catherine Argus drafted this plan to outline the communication objectives and responsibilities for ACOC with relation to RDA implementation in Australia.  The document covers:

  • Risks associated with implementation and communication about RDA
  • Communication approach, tools and channels. This includes the ACOC website, RDA-Aust, articles for journals, papers at conferences, etc. Catherine also highlighted the role of “RDA Champions” and encouraged ACOC members to work to foster these within the Australian library community
  • Key stakeholders, their communication needs, and the methods planned to communicate with them. – Catherine noted that CAUL and NLSA are not listed in this document because they are covered in the National Library’s internal RDA communication plan.
  • Key messages
  • Communication responsibilities
  • Schedule for both implementation and communication

While discussing this document the following related issues were discussed:

Marketing of the RDA product

ACOC would like more information on the Co-Publisher’s plans with regard to marketing RDA, particularly in Australia. Deirdre agreed to establish a stronger relationship with CILIP, who are managing sales and subscriptions for RDA in Australia.

Toolkit response times

While discussing marketing and relations with the Co-Publishers, Catherine and Jenny reported on the Library’s current communication with them regarding slow response times in the Toolkit.  Kevin noted that the State Library of WA were having similar communications.

The National Library’s IT staff identified the network connections between Australia and the US, the distance the files have to travel, and the size of the files, as the most likely reasons for the slow response times.  This means that response times are likely to be a problem for the whole of Australia.

ACOC discussed possible solutions including the hosting of a mirror site in Australia.  It was agreed that we would continue to monitor this issue, and consider possible further representation to the Publishers on the issue via the Committee of Principals.

Deirdre offered to contact other users outside the US, (e.g. the British Library) to see what their experience with response times has been.

NLA Implementation Project Plan

Catherine provided the Committee with a copy of this plan for information, in order to give an idea of how the Library is planning to proceed with implementation.

RDA training and communication with training agencies

Catherine Argus reported on some informal discussions held with training agencies, library educators, and state libraries about RDA training plans, and their potential participation in Train-the-trainer courses.  Training agencies and educators (TAFES) require a longer lead time than the state libraries, so they have enough time to develop their own courses.  This will mean the REIO will need to be issued to them as soon as we know that implementation will go ahead.  The state libraries won’t be included in the REOI process.  They will be contacted individually and asked to select staff to send to the Train-the-trainer course. Universities are already teaching RDA to the level that suits them and probably won’t require the training we are providing.  But TAFE institutions will be involved.

US PCC draft discussion paper

This paper was provided to members for interest, as window into PCC’s thinking about RDA.  The paper highlighted some issues existing in a hybrid data environment.

RDA implementation – National Library Policy statements

RDA, like AACR2, contains alternatives and options, and also contains many non-core elements.  Therefore, libraries can make their own policies with regard to these options and alternatives.  The JSC member libraries have also agreed to have shared policies wherever possible.  Therefore, the intention is for each member library to consider their own preferred policies and bring these to the table for discussion.  JSC are almost ready to start this process.  The agreed policies will then be made available to users via the Toolkit.

The Library of Congress drafted policy statements for use during the Test period, and will no doubt revise these as part of the outcome from the Test.  The National Library have spent several months drafting policy statements, which they have discussed with Libraries Australia.  The draft policies were circulated to ACOC prior to the meeting, for their information.

Libraries Australia has in the past had specific descriptive cataloguing policies in relation to AACR2, but these have been removed and will not be replaced.  Libraries Australia’s primary concern is having data that is manageable and useful at a basic level.  Therefore, their policy focus will be on an updated Minimum Record Standard (MRS) that meets these needs and conforms to RDA.  Libraries Australia will provide access to the National Library’s policies, for the information of network participants.

JSC forward plan

Deirdre explained the forward schedule of work for JSC. The schedule for the November JSC meeting will require ACOC RDA proposals to be submitted by 11 August 2011, and ACOC constituency responses by 28 September 2011. Not many proposals have been submitted so far.  However, JSC is planning to work on the following:

  • Deferred issues.
  • Issues arising from the US RDA Test.
  • Errors in RDA – JSC has a rapid turn-around approach to straight forward errors.

ACOC Constituency responses

Deirdre outlined the processes and responsibilities for preparing responses to proposals.  Responses can either come from the body represented on JSC (i.e. ACOC responses), or from the representative themselves (i.e. Deirdre/Kevin).  ACOC either discusses and develops responses within the Committee, or puts proposals out to the community for comment before drafting a response.  ACOC also has a small panel of experts we routinely seek advice from in the fields of law, theology and music.  Deirdre would like to see ACOC members in general taking more of a role drafting the responses, rather than the JSC representative always doing this.

Reports of one court

ALA has prepared a proposal on the reports of one court, to which JSC are seeking responses. (  ACOC members agreed that while the proposal appeared to make good sense and appeared to simplify the rules, the Committee lacked the expertise to make an informed response.  It was agreed to send an email out to community and seek feedback.

ACOC RDA proposals

Deferred issues

ACOC has agreed to make proposals on two issues:

Designation of edition

ACOC originally proposed that “designation of edition” (RDA 2.5.2), and “Designation of a named of an edition” (RDA 2.5.6) be combined, and offered to draft a proposal on this.  

Gap analysis on encoding formats

This is an analysis of encoding formats used by libraries (esp. MARC) to see if there is anything you can do in those formats that is not covered by RDA, and needs to be. ACOC agreed to do a gap analysis on MARC tags.

RDA proposals and questions from the National Library of Australia

ACOC discussed a paper presented by the National Library, relating to proposals for changes to RDA, and questions for ACOC.

Use of larger jurisdiction for place of production, publication, etc.

RDA only allows the inclusion of a larger jurisdiction when recording place of production, publication, etc. if it present on the item.  Deirdre suggested that this may have been changed as part of the emphasis on recording only transcribed information in transcribed elements. However,  ACOC agreed  that larger jurisdiction information is often useful for identification, even if notpresent on the item, and that a proposal for an optional addition should be submitted to JSC. The proposal will be drafted by the National Library.

Temporary Data

RDA, like AACR2, does not make provision for the recording of temporary data.  There is an LCRI on Temporary which has been transferred as is into an LCPS at 1.7 (Transcription).  The National Library has followed the LCRI for temporary data in date of publication, and number of units in the extent element, and would like to continue doing so.  ACOC agreed that such temporary data is useful, and that a proposal is warranted, after checking that LC is not also planning a proposal.

RDA Chapter 6 –“Selections” and Music

The NLA has encountered some confusion with instructions and alternatives relating to the use of “Selections” when recording data and constructing access points for compilations of works and parts of works, and is seeking specialist advice to gain a better understanding of these instructions. ACOC agreed to consult music experts on this.  Deirdre also offered to sound out JSC on this matter, as the JSC deferred issues paper also listed issues with music in Chapter 6.

RDA and Different forms of the same name

The NLA wishes to clarify these instructions and in particular why there is a distinction between names entered under surname and forename, when establishing which of multiple forms of name should be used. David Wells suggested it relate to names from ancient or classical periods, where such a distinction might be important.  However, this did not necessarily mean that it should be applied to all names.  ACOC agreed that there was scope to propose some principles for the re-wording of these instructions to JSC.  

2011 ACOC seminar

ACOC further discussed the plans for the 2011 ACOC Seminar that had begun at previous meetings.

The date for the Seminar has been confirmed as Friday 28 October 2011, following the Libraries Australia Forum on the 27th.  The venue has been confirmed as the National Wine Centre in Adelaide.  A Seminar page can now be set up on the ACOC website.

ACOC discussed and further refined the program, as well as the budget, and registrations. Feedback from the 2010 seminar was also reviewed.

Meeting close: 3.45pm