KINETICA ADVISORY COMMITTEE MEETING

16 November 2001

Draft Minutes


AGENDA

 

1. Welcome, introduction and apologies
2. Minutes of the previous meeting and business arising
3. Director-General’s remarks
4. Kinetica Financial Information
5. Kinetica Status Report
6. Vision for Kinetica
7. Kinetica Review
8. Kinetica Operational Plan 2001 - 2005
9. Kinetica Charges 2002
10. Revised Marketing/Communication plan for 2001-2
11. Table of Contents Services: FLIN and CAUL Surveys
12. Progress Report on End User Survey
13. Administrative Costs of Processing ILL Payments
14. Electronic Resources: Progress Report on Issues
15. National Bibliographic Database - Quality Issues
16. Report on Web Input Interface Trial
17. Expert Advisory Group on Authority Record Delivery
18. Evaluation Summary for 2001 Kinetica Annual User Meeting
19. ANCJK Annual User Meeting
20. Conclusion


KINETICA ADVISORY COMMITTEE MEETING

DRAFT MINUTES

Draft minutes of the Eleventh Meeting of the Kinetica Advisory Committee held at the National Meteorological Library, Melbourne.

PRESENT

Chairperson Ms Helen Livingston
Acting University Librarian, Deakin University
Members Mr Craig Anderson
Director, Yarra Plenty Regional Library
  Maxine Brodie
Director, Strategy and Chief Information Officer
State Library of New South Wales
  Mr Dale Chatwin
Director, Knowledge Management, Australian Bureau of Statistics
  Ms Pam Gatenby
Assistant Director-General, Collections Management,

National Library of Australia

  Ms Kaye Hill
Coordinator, Application Services, Library and Information Service of Western Australia
  Ms Jan Maslen
Associate Librarian (Information Resources), La Trobe University
  Ms Doreen Parker
University Librarian, Victorian University of Technology
  Ms Sherrey Quinn
Libraries Alive! Canberra
  Ms Patricia Scott
Bibliographic Services Librarian, University of Adelaide
  Mr David Toll
Deputy Director-General, National Library of Australia
  Mr Trevor Wakely
Technical Services Librarian, National Meteorological Library
Observer Ms Jan Fullerton
Director-General, National Library of Australia
Officers in Attendance Ms Roxanne Missingham
Assistant Director-General, Resource Sharing Division, National Library of Australia
  Mr Rob Walls
Director ,Kinetica Database Services, National Library
  Ms Cheryl Brickelli
Director (Acting), Kinetica Clustomer Services, National Library of Australia
Minutes Ms Deborah Fuller
Manager (Acting), Kinetica Product Development National Library of Australia

 

The meeting opened at 9.30 a.m.

AGENDA ITEM 1

WELCOME, INTRODUCTION AND APOLOGIES

The Chairperson welcomed two new members, Maxine Brodie and Craig Anderson, and Cheryl Brickell, who has joined the National Library as acting Director, Kinetica Customer Services.

AGENDA ITEM 2

MINUTES OF THE PREVIOUS MEETING AND BUSINESS ARISING

The Committee agreed to substitute ‘the National Meteorological Library’ for ‘Victoria’ in Agenda Item 3, and ‘the Australian Bureau of Statistics routinely added abstracts to its records’ for ‘the Australian Bureau of Statistics routinely added TOC to its records’ in Agenda Item 13.

It was resolved:

KAC/2001/3/RES/1

That the minutes of the previous meeting held on 25 and 27 July 2001 are a true and accurate record of the meeting.

AGENDA ITEM 3

DIRECTOR-GENERAL’S REMARKS

100th anniversary celebrations

The Director-General noted that the National Library was marking its 100th anniversary with many events, most recently an Open Day on 23 September when members of the public were invited to explore behind the scenes. A major exhibition, entitled ‘Treasures from the World’s Great Libraries’, will be held from 7 December 2001 to 24 February 2002.

Digitisation

The National Library is making progress with the digitisation project to provide greater access to its special collections including pictures, sheet music, manuscript collections and maps.

CASL Data Sets Consortium

The CASL Consortium is investigating extending its coverage to public libraries.

Public library issues

The Australian Public Libraries Network (APLN), a CASL sponsored project, is investigating models for national representation of public libraries. Sherrey Quinn reported that Libraries Alive! had been commissioned by CASL to investigate the business case for a body that would represent and promote the interests of all public libraries in Australia referred to as APLN (Australian Public Libraries Network). Libraries Alive! consulted widely with library and local government sectors, and within bureaucratic and political circles at the national level. The key finding was that despite widespread subscription to the view that a single voice for public libraries is highly desirable, there are divergent views on APLN’s role of advocate on the one hand and service provider on the other. Following the report to CASL, a committee is considering how to implement the recommendations and act on the offers of cash and in-kind support for APLN made during the Project by ACTLIS (ACT Library and Information Service), ALIA (Australian Library and Information Association), ALGA (Australian Local Government Association, NLA (National Library of Australia) and others.

National resource sharing

The National Resource Sharing Working Group will shortly release its report on the Interlibrary Loan/Document Delivery Benchmarking Study.

Peak bodies meeting

The National Library is convening a meeting of key library associations and groups on 15 February 2002 to discuss national issues and coordination. CAUL, CASL and the FLIN will be involved.

Disability forum

The National Library will be convening a national forum on 8 March 2002 to discuss library services for people with disabilities.

AGENDA ITEM 4

KINETICA FINANCIAL INFORMATION

Roxanne Missingham tabled the 2001/2002 Kinetica Operating Statement as at 31 October 2001. It was noted that in the interest of clarity, the National CJK Service had been differentiated from Kinetica, as had Directory services. Results are within 2% of anticipated revenue targets. Supplier expenses are on track. Some staffing vacancies have been carried.

AGENDA ITEM 5

KINETICA STATUS REPORT

Roxanne Missingham spoke to this item.

Elias

Roxanne Missingham attended the ADLUG (Amicus-Dobis/Libis Users Group) Meeting and the Amicus Advisory Board Meeting in Rome in September, where ELiAS provided information on their development plans. Amicus 3.4 is due for completion in January 2002, Amicus 3.5 in July 2002 while Amicus 3.6 is still under development. Roxanne Missingham reported that Elias sees the Web as the key service for cataloguing and searching, and plan to move from Windows-based to Web-based cataloguing. ELiAS has sought input from the National Library to develop their specifications for a Web Input interface.

In Amicus 3.5, Amicus will become more flexible through easier configurability. It will move to Oracle 8i/Intermedia from Oracle 7. A new search engine will be implemented, based on that developed at the National Library of Canada, which should result in improved response times. It will support UNICODE, moving from the Openroad software.

LibriVision 2.1 will feature multiple search protocols, periodic query, sorting, enhanced holdings support and merged search results.

Roxanne Missingham reported that LibriVision 2.0.4 is expected to be implemented in mid-December. [Implementation of 2.0.4 is now expected in late January 2002]. 2.0.4 features three user interfaces: Expert Search, Advanced Search and Simple Search. Preparations for rolling out the new version are underway, including updating of manuals, information on the Kinetica Web site, promotional material and talks to user groups. Kinetica training providers attending the refresher courses are being shown the new interfaces.

Rob Walls reported that 2.0.4 had been subjected to a load test, which revealed problems that were probably caused by the load simulation program. Further load testing will take place shortly when 2.0.4 will be installed on the production Search Database for a day.

Three libraries have moved from Dobis to Amicus, including the National Library of Rome. The National Library of Australia, the National Library of Hungary, National Library of Canada and British Library met to discuss their common interests.

Kinetica Document Delivery

ISO ILL interoperability testing for LIDDAS has been completed. Testing of the payments gateway is not yet complete.

Jock Crawford from Fretwell-Downing and Kerry Blinco from Infostructure Consulting Services will attend a KDD Project meeting on 21 November, principally to discuss the National Library’s upgrade to 2.2.7 and the LIDDAS migration.

Pat Scott raised the issue of frequent timeouts in Kinetica Document Delivery. Roxanne Missingham responded that timeouts caused by ILDRMS (Inter Library Document Retrieval Management System) server crashes, have been the subject of intense discussion with Fretwell-Downing. As far as the National Library is concerned, resolving the ILDRMS crashes is a pre-requisite for moving to VDX 2.2.7.

Australian Government Index of Publications

Loading of Australian Government Index of Publications (AGIP) data to the National Bibliographic Database has been completed. Only a small number of records were added (3,000), mainly brochures, pamphlets and annual reports. Pam Gatenby commented that the AGIP load indicated that government publications were already well covered in the NBD.

Te Puna

Te Puna was made available on KineticaWeb on 24 September, and the NBD was made available to New Zealand libraries. There are currently 1000 searches/week on the NBD from Te Puna. Te Puna holdings are currently not displayable. Te Puna will be a target for inter-library loans in Kinetica Document Delivery when VDX 2.2.7 is implemented.

Eighteenth Century microform collection

Helen Livingston queried future plans for 18th century microform acquisition. Rob Walls replied that Kinetica has loaded all units received to date, and has added holdings for all those libraries who responded to the call for holdings. The schedule has been established for loading of the full sets of MARC records. New data sets are made available on an annual basis.

AGENDA ITEM 6

VISION FOR KINETICA

Roxanne Missingham introduced this item, noting that the NBD is a significant investment for all Australian libraries, not only for the National Library.

The Committee discussed the future role and vision for Kinetica at some length, including the following ideas and issues:

Kinetica will consult with the Australian Library Collections Task Force on the NBD’s role in resource sharing.

It was agreed that the issue of the vision for Kinetica be further discussed at the next Kinetica Advisory Committee meeting.

AGENDA ITEM 7

KINETICA REVIEW

David Toll reviewed the full range of options for the delivery of the Kinetica service once the current contract with IBM GSA expires in December 2003. The issue is to be discussed at the next meeting of the National Library Council.

Helen Livingston queried the status of the plan to ultimately combine the NCJK database with the NBD. Roxanne Missingham responded that the NCJK would be incorporated in the NBD once Unicode is available in Amicus.

AGENDA ITEM 8

KINETICA OPERATIONAL PLAN 2001 - 2005

Roxanne Missingham tabled the Kinetica Operational Plan 2001-2005.

Helen Livingston noted that Governance and management should include an objective to obtain user input and feedback.

In Business relationships, Pat Scott queried the status of the relationship between vendors and Kinetica. The National Library will foster communication between vendors and libraries on issues relating to the supply of records through Kinetica. The National Library will conduct a workshop involving libraries, vendors and Kinetica early in 2002, and provide an information paper based on the discussion at the workshop.

The Kinetica Advisory Committee noted the plan.

AGENDA ITEM 9

KINETICA CHARGES 2002

Roxanne Missingham spoke to this agenda item.

She noted that the move from ABN to Kinetica resulted in a reduction in costs for most libraries.

The Committee discussed the paper and it was agreed that the NLA would prepare a projected budget for 2002/2003, including brief financial information, for the next KAC meeting, when Kinetica charges will be discussed further.

AGENDA ITEM 10

REVISED MARKETING/COMMUNICATION PLAN FOR 2001-2

Roxanne Missingham spoke to this agenda item.

The Committee discussed the paper, and it was agreed to add as a goal ‘Increase awareness of Kinetica by end users’.

AGENDA ITEM 11

TABLE OF CONTENTS SERVICES: FLIN AND CAUL SURVEYS

The Committee discussed the paper.

Doreen Parker commented that the CAUL survey showed that a potential market existed for the TOC service. Dale Chatwin commented that a number of FLIN libraries create enhanced records, sometimes only in their local catalogue. Roxanne Missingham noted that the report tabled at the last Committee meeting indicated there were significant costs in obtaining the data.

The Committee agreed that although the cost of TOC services was high, Kinetica would provide an estimated figure to cover the cost spread amongst those libraries that had indicated they wished to access TOC. In this way such libraries could decide if they could meet the costs associated with TOC. It was agreed that libraries should be encouraged to include abstracts/TOC in records describing their own publications. The National Library will write brief guidelines.

AGENDA ITEM 12

PROGRESS REPORT ON END USER SURVEY

Roxanne Missingham spoke to this agenda item.

Survey results to date indicate that some libraries such as the University of New South Wales offer end user access extensively while others do not. There appears to be a wide range of issues and practices including costs and interface issues. Many libraries requested an extension and have not returned the survey yet.

Doreen Parker suggested that there was the potential to seek funding for a project offering end user access for universities.

A report on the results of the survey will be tabled at the next Committee meeting.

AGENDA ITEM 13

ADMINISTRATIVE COSTS OF PROCESSING ILL PAYMENTS

Roxanne Missingham spoke to this agenda item.

The National Library’s Document Supply Service assessed the administrative costs associated with different payment methods for inter library lending. The KDD Payments Scheme was found to be the most cost effective.

The National Meteorological Library has volunteered to act as the case study for special libraries, and the University of South Australia for the university sector. Some clarification of the methodology used will be provided. The findings will be published on completion of the case studies.

AGENDA ITEM 14

ELECTRONIC RESOURCES: PROGRESS REPORT ON ISSUES

Rob Walls spoke to this agenda item.

The National Library is promoting the advantages of adding holdings to NBD records for electronic resources through such avenues as user groups and Kinetica-l. A service for the provision of electronic data sets including APAIS Fulltext and Science Direct will be announced shortly, and introduced in early 2002. Data sets will be updated regularly.

The issue of the 856 field, which can currently only be supported in the sharable section of bibliographic records, will be considered by the Expert Advisory Group on Cataloguing of Electronic Resources. The future creation of records for electronic data sets will depend on individual vendors and the findings of the EAG on Cataloguing of Electronic Resources.

AGENDA ITEM 15

NATIONAL BIBLIOGRAPHIC DATABASE: QUALITY ISSUES

Rob Walls spoke to this item.

Reduction of duplicate records on the NBD is a high priority. It is planned to modify the match/merge algorithm, which is currently too conservative in the matching process, particularly for title matching.

The technical options available to support batch updating of NBD records via the Batch*Link service were discussed.

It is proposed that Kinetica cease loading British National Bibliography CIP data, as they frequently do not match the full level BNB records for the same item subsequently added to the NBD.

It was resolved:

KAC/2001/3/RES2

To support option 3 for the Batch*Link Update service, where a new record source would be established that would be handled differently from standard Batch*Link files. When records from this source are loaded, the program would always prefer the incoming record over the existing database record, and the incoming record would replace the existing database record. Selected fields from the database record would be merged into the new record if not already present.

KAC/2001/3/RES3

That British National Bibliography CIP data will no longer be loaded on the National Bibliographic Database.

AGENDA ITEM 16

REPORT ON WEB INPUT INTERFACE TRIAL

Roxanne Missingham spoke to this item.

Seventeen libraries participated in the Web Input pilot, and five more libraries have now started contributing. Feedback from the pilot libraries resulted in modifications to the interface. It was noted that Web Input is intended for those contributing a small number of catalogue records each year, is not suitable for those requiring a full cataloguing interface, and users must verify headings before inputting.

AGENDA ITEM 17

EXPERT ADVISORY GROUP ON AUTHORITY RECORD DELIVERY

Rob Walls spoke to this item.

The Expert Advisory Group on Authority Record Delivery’s survey on authority record practice had a good response, with 73 libraries responding. The preliminary results of the survey showed that there is considerable interest in sourcing authority data from Kinetica, but libraries have reservations about the quality and timeliness of Kinetica authority data. There was little ownership or responsibility among Kinetica libraries for creating authority data. Libraries were also reluctant to use the Kinetica Cataloguing Client to do authority work.

Pat Scott noted that many libraries are doing authority work on their local catalogues, which Kinetica is missing out on. Roxanne Missingham commented that in the next few years research would be carried out into applications of the Z39.50 Union Catalogue Profile, which may provide an option for adding records to the NBD.

The Committee recommended that the report of the survey be posted on the Kinetica Web site.

AGENDA ITEM 18

EVALUATION SUMMARY FOR 2001 KINETICA ANNUAL USERS MEETING

Roxanne Missingham spoke to this item.

The Committee suggested that in 2002 resource sharing should be emphasised. Suggested topics to be covered next year included electronic resources, efficiency (e.g. KDD cost case studies) and use of the Web Input interface. Next year there could be more panel sessions, and more opportunities for networking.

AGENDA ITEM 19

ANCJK ANNUAL USER MEETING

Rob Walls spoke to this item.

The Innopac Z39.50 Client software and the Millennium Cataloguing module (MilCAT) have been installed on the CJK system. This software allows ANCJK users to search and download bibliographic records from remote databases (e.g. RLG, Chinese University of Hong Kong) to the ANCJK database.

AGENDA ITEM 20

CONCLUSION

The next meeting of the Kinetica Advisory Committee will be held at the National Library in Canberra on 15 March 2002.

The following agenda papers were embargoed: