National Library of Australia
Kinetica Kinetica
This page is an archive page and will no longer be updated.

KINETICA ADVISORY COMMITTEE MEETING

Tuesday 11 and Wednesday 12 March 2003
Council Room, 1st Floor
National Library of Australia
Canberra


Tuesday 11 March 2003
12.30pm
AGENDA

12.30pm Lunch

  1. Welcome and introduction, apologies

1.30pm Strategic Planning Workshop

  1. Background paper to the Strategic Planning Workshop (embargoed) KAC/2003/1/1

3.00pm Afternoon Tea

3.20pm Strategic Planning Workshop

5.00pm Close

Wednesday 12 March 2003
9:30am
AGENDA

9.30am Strategic Planning Workshop

10.30am Morning Tea

10.50am Strategic Planning Workshop

12.30pm Lunch

1.30pm Commence Kinetica Advisory Committee Meeting

  1. Minutes of the previous meetings and business arising
    · August 2002 meeting KAC/2003/1/2
    · December 2002 meeting teleconference KAC/2003/1/3
  2. Appointment of Chair and Deputy Chair KAC/2003/1/4
  3. Director-General's remarks
  4. 2002-2003 Kinetica Statistics Information (embargoed) KAC/2003/1/5
  5. Kinetica Status Report KAC/2003/1/6

FOR DISCUSSION

  1. Pricing Working Group report (embargoed) KAC/2003/1/7
  2. Expert Advisory Group on Enhancements KAC/2003/1/8

3.00pm Afternoon Tea

FOR INFORMATION

  1. Recommendations of the Expert Advisory Group on Authority Record Delivery: Progress report KAC/2003/1/9
  2. The Value of National Union Database Services (embargoed) KAC/2003/1/10
    · Canadian Study - Attachment A
    · New Zealand Study - Attachment B
  3. Electronic Resources: Progress report KAC/2003/1/11
  4. Kinetica Subject Headings Review Panel: Information Paper KAC/2003/1/12
  5. National Bibliographic Database: Quality issues KAC/2003/1/13
  6. Kinetica Annual Users Meeting 2003 KAC/2003/1/14
    · Survey evaluation of 2002 KAUM - Attachment A
    · Kinetica Innovation Awards proposal (embargoed) - Attachment B
    · Draft program>Attachment C
  7. Conclusion
    Review of resolutions (if any)

4.30pm Close of Meeting


Agenda item 3

Kinetica Advisory Committee paper

KAC/2003/1/3

DRAFT MINUTES OF THE KINETICA ADVISORY COMMITTEE MEETING TELECONFERENCE
Thursday 12 December 2002
Kinetica Meeting Room, National Library of Australia

The meeting commenced at 3.00 pm.

Present:

Chairperson

Ms Jan Maslen
Associate Librarian (Information Resources), La Trobe University


Members

Mr John Arfield
University Librarian, The University of Western Australia

Ms Maxine Brodie
Deputy University Librarian, Macquarie University

Ms Judy Engall
Collection Development Librarian, Library, Australian Nuclear Science and Technology Organisation

Ms Pam Gatenby
Assistant Director-General, Collections Management, National Library of Australia

Ms Kaye Hill
Coordinator, Application Services, State Library of Western Australia

Ms Doreen Parker
University Librarian, Victoria University of Technology

Ms May Priddle
Director, Library, Department of the Treasury

Mr Chris Taylor
Executive Manager, Information Access and Delivery Service, The University of Queensland Library

Mr David Toll
Deputy Director-General, National Library of Australia

Mr Trevor Wakely
Technical Services Librarian, National Meteorological Library


Apologies

Mr Craig Anderson
Chief Executive Officer, Yarra Plenty Regional Library

Ms Patricia Scott
Bibliographic Services Librarian, University of Adelaide

Ms Sherrey Quinn
Libraries Alive! Canberra


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 of Australia

Agenda Item 1 Welcome, introductions and apologies

Newly-elected members Ms Judy Engall and Mr Chris Taylor were welcomed to the Committee. While their terms didn't officially commence until 1 January 2003 they were invited to join the teleconference because of the importance of the issues to be discussed.

Agenda Item 2 ELiAS cessation and impact on Kinetica

Ms Roxanne Missingham provided background and an update on the issues surrounding the bankruptcy of ELiAS.

In summary the National Library has a contract with IBM GSA for support for the Kinetica service. IBM GSA sub-contract for use of the ELiAS software - Amicus and LibriVision. A notice was posted on the ELiAS web site on 18 November advising it had entered into receivership. Legal advice was sought regarding contractual issues and there has been regular communication with IBM GSA to establish issues involved for the Kinetica service. The 'curator' or receiver for ELiAS is seeking to find a buyer for the software and until this is resolved, likely to happen in early 2003, the Library will not know if the new release of Amicus (3.5) will be completed, or whether the software will be further developed. In the meantime a wide range of future options have been identified and are being given consideration for the longer term.

The Kinetica service will continue on a business-as-usual basis for the immediate future. The most critical current issue is the resolution of access by IBM GSA to the software licence key for LibriVision which has an expiry date of March 2003.

Mr David Toll reported on the negotiation with IBM GSA of the contract extension, which has occurred over the period July to November 2002. The current contract extends to December 2003, with a clause enabling extension for further periods of two two-year extensions. The Library and IBM GSA have had a number of meetings resulting in agreement on the clauses in the new agreement. The Library was anticipating a proposal from IBM GSA on costs in early 2003. The Library is considering what options should be considered for the contract including the two-year and four-year extension periods. It would not be possible to complete any acquisition and implementation process for new library software within the remaining one year of the IBM GSA contract, consideration of future options requires an extension of the IBM GSA contract of at least an additional year.

Ms Doreen Parker commented that it might be necessary to bring the March KAC meeting forward to consider options for the future of the Kinetica service.

Ms Kaye Hill raised the issue of access to the source code and the potential for IBM GSA to undertake software development.

Mr John Arfield asked whether IBM GSA had other customers using ELiAS software to which the answer was, not as far as the Library is aware.

Ms Doreen Parker noted that in considering the future support and software for the Kinetica service, assessment should include options with cost information.

Agenda Item 3 Feedback on reactions of KAC members and customers to the ELiAS issue

All members where asked for feedback and comments.

Ms Judy Engall reported that the issue was discussed at the New South Wales Kinetica Users' meeting and while members understood how serious the issue was, and were concerned, there was not undue concern.

Ms Maxine Brodie reported that there was interest in the NLA's approach to the issue and concern about timelines, particularly given the IBM GSA contract extension is required for support for the service beyond December 2003.

Ms Doreen Parker advised that she had emailed CAUL and informal responses indicate concern, with a general view that university librarians are waiting to see the NLA's proposed approach to developments.

Mr Trevor Wakely reported that the Victorian Kinetica Users Group meeting had enabled customers to discuss the issue. RMIT has expressed some concern, however the general tenor was that they are watching for the Nto make further announcements on actions to address the issue.

Ms Jan Maslen reported that there did not seem to be extensive concern, customers were accepting that it was business as usual until more is known. There will be interest from customers in discussion of future scenarios.

Mr Chris Taylor reported that members need communication on a regular basis to ensure that the concerns are met.

Ms Kaye Hill reinforced this comment, suggesting that the detailed email and letter from Ms Jan Fullerton was a very valuable start, and that it is likely it will become a more significant topic of discussion in the new year.

Ms May Priddle commented that it was important to keep everyone informed and in the loop.

Mr John Arfield commented that university librarians were watching and waiting. As more news emerges it is likely that anxiety and concerns will emerge so it will be important to maintain regular good communication with customers.

Agenda Item 4 Other business

Cost recovery report

Ms Roxanne Missingham reported that the Commonwealth Government's response to the Productivity Commissions Report on Cost Recovery by Government Agencies had been announced on 4 December 2002. The media release is available on the web.

The National Library's charges, including those for Kinetica were reviewed in the context of commonwealth information agencies. The report notes that the Library does not explicitly have a provision in the Act for charging, and that legal advice was provided indicating the Act did not preclude charging. Mr David Toll noted that the Library's charging policies and practices had been reviewed in the last 18 months.

A schedule for the review of cost recovery in agencies has been agreed to by the Commonwealth Government. The Library will be reviewed in 2004-2005.

Ms Doreen Parker noted that Mr Robert Barnes had posted a letter to university librarians on this issue, and that she and John would respond to CAUL indicating that it was not an issue at this point in time.

Senate Select Committee on the Role of Libraries in an Online Environment

Ms Jan Maslen and Ms Jan Fullerton appeared before the inquiry in their respective roles as Chair of the Kinetica Advisory Committee and Director-General of the NLA. The Committee asked a number of questions as to the benefit of Kinetica, should it be available to the public for free. Speakers at other public hearings have also suggested that Kinetica should be available for free. Transcripts of the public hearings are available on the web.

Communication

Ms Kaye Hill emphasised the importance of regular future communication to Kinetica customers on the ELiAS software issue.

Thanks to Ms Jan Maslen and Mr Trevor Wakely

Ms Jan Maslen and Mr Trevor Wakely complete their terms as elected members of the Committee on 31 December 2002. All KAC members expressed their appreciation for the outstanding work done by Jan and Trevor during their period on the committee, and particularly thanked Jan for her work as Convenor is the last six months.

The Meeting concluded at 4.15 pm.


Agenda item 4

Kinetica Advisory Committee paper

KAC/2003/1/4

ELECTION OF KINETICA ADVISORY COMMITTEE CHAIR AND DEPUTY CHAIR

Introduction

The Kinetica Advisory Committee (KAC) normally has a Chair and a Deputy Chair. Both positions are vacant as Jan Maslen, who was previously Deputy Chair and then Chair from August 2002, is no longer a member of the Advisory Committee.

The KAC is asked to consider the appointment of a member to each position for 2003.

Role of the Chair and Deputy Chair

The role of the Chair of the Kinetica Advisory Committee includes the following:

  • Chairs the meetings of the Committee normally held twice a year
  • Engages in discussions within the library sector on matters relating to Kinetica
  • Represents the Committee in any special submissions or presentations and
  • Reports on the activities of the Committee to the Kinetica Annual User Meeting.

The role of the Deputy Chair of the Kinetica Advisory Committee includes the following:

  • Chairs the meetings of the Committee if the Chair is unavailable
  • May be involved in discussions within the library sector on matters relating to Kinetica
  • Acts as Chair when the Chair is unavailable.

Recommendation

That the Kinetica Advisory Committee discuss the filling of the positions of Chair and a Deputy Chair for 2003.

Resource Sharing Division
National Library Australia
Contact: Roxanne Missingham

7 February 2003


Agenda item 7

Kinetica Advisory Committee paper

KAC/2003/1/6

KINETICA STATUS REPORT

July 2002 – January 2003

Databases, Product Development and Quality

 

Result July 2002 to January 2003 Target

Kinetica Revenue

(includes CJK and PictureAustralia)

Note: Period Jul – Dec 2002

 

$2,313,242

 

$2,383,000

Searches

3,517,412

3,540,000

NBD and CJK holdings

1,616,921

1,620,000

KDD requests

140,358

133,000

% KDD requests using Payments Service

85%

80%

Search and Cataloguing Services delivered within contracted service levels (IBM GSA)

99.5%

96.1%

Percentage and number of batch loads added within 5 working days of receipt

1,038 files loaded
100% within 5 days

 

95%

Table of Contents Data

From December 2002 the full Blackwell Book Services Table of Contents (TOC) data was made available on Kinetica to all customer libraries, representing a substantial enhancement for Kinetica’s services to the Australian library community.

The service resulted from the recent consortia formed by the National Library of New Zealand (NLNZ) and the National Library of Australia (NLA) to jointly purchase the TOC data. Underpinned by the pledges gleaned from interested Australian and New Zealand libraries, the Nwas able to negotiate a reduced rate of TOC subscription rate with Blackwell’s on behalf of all the participants. Under this new agreement approximately 40,000 of Blackwell’s TOC records will be added annually to the NBD, via automatic weekly uploads to the NGateway. The TOC data appears in the 505 contents note field of the bibliographic record, and describes the predominantly United States of America and United Kingdom current titles distributed by Blackwell. To date over 6000 records have been uploaded to the NBD.

The 14 Australian contributing libraries, without whose cooperative outlook and financial commitment the TOC service could not have been purchased for the benefit of the entire Kinetica community, are listed below.

  • Adelaide University
  • Australian Defence Force Academy
  • Brisbane City Council
  • Deakin University
  • La Trobe University
  • Macquarie University
  • Monash University
  • State Library of New South Wales
  • State Library of South Australia
  • State Library of Victoria
  • Unilinc Ltd
  • University of Central Queensland
  • University of Melbourne
  • University of South Australia
  • University of Technology
  • Victoria University of Technology.

Theses survey

The 2002 survey on the coverage of theses on the NBD was completed. The survey sought to determine not only the theses formats contributed to the NBD (electronic or print) but also why libraries failed to record theses on the NBD, and to identify other metadata repositories that libraries were using to record theses information as well as any trends for the future. The survey found that coverage of theses had increased since the earlier 1998 survey, with nearly all university libraries contributing their print theses records to the NBD, and the majority of those universities accepting digital theses also providing the NBD with records. Kinetica staff identified some universities to approach for retrospective files.

The final report was presented to the Australian Libraries Collection Task Force and is available on Kinetica’s web site at: http://www.nla.gov.au/librariesaustralia/austthesessurvey.html

Commonwealth Agencies Metadata Pilot

A pilot project to improve access to government print and electronic documents through Kinetica, and to improve the coverage of digital government publishing on the NBD, has commenced.

Seven government departments have been invited to participate in a pilot that will review, research, test and evaluate issues relating to the use and collection of metadata for Commonwealth government publications. Participants include Department of Health and Ageing, Department of Agriculture Fisheries and Forestry, Department of the Treasury, Environment Australia, Parliamentary Library, National Occupational Health and Safety Commission, and the Australian Bureau of Statistics. A workshop to refine the goals of the project, identify major issues and define strategies, was held at the National Library on 20 February 2003. The workshop was attended by representatives from each participating department and Kinetica.

Kinetica Document Delivery

Extensive pre-upgrade testing of the VDX 2.2.7 software took place, culminating in the upgrade of KDD in early December. While some initial problems occurred with the new software, the system has now settled down. The upgraded KDD system is now ISO ILL Protocol compliant, and enables KDD to interoperate with other compliant systems. We are intending to use this new functionality to extend KDD services during 2002 to include interoperability with the National Library of New Zealand’s Te Puna system, and with commercial document suppliers. A significant task during 2003 will be the testing and implementation of ISO interoperability between KDD and the ISO compliant systems in Australian libraries, especially the LIDDAS users. We will soon start pre-upgrade testing of the next release of the VDX software, which will deliver some long-awaited improvements to the web interface used by KDD participants. This version of the software is due for general release in May/June 2003.

Technology Refresh Project

This project has replaced the hardware used to operate the Amicus and LibriVision software with new current technology. It has also implemented increased disk space to allow for growth in the NBD during the next two years. Delivery of the new hardware commenced in October. IBM engineers installed and configured the equipment during November and December. The initial migration of data from the production Kinetica system to the new system was completed on 25 December 2002. The system was made available to the National Library for testing in early January 2003. Extensive testing revealed a small number of problems in the data migration; these were readily corrected. The system will be implemented during the first weekend in March 2003.

CJK System

In January 2003, the CJK database contained more than 1,392,000 bibliographic records and 450,500 location records. Between July 2002 and January 2003, more than 31,000 bib records were deleted from the CJK database. Twenty per cent of the deleted records were duplicate records, but the other eighty per cent were poor quality records without holdings, which had corrupted or incorrect character codes.

A project team has been formed with members from the Information Technology Division and Kinetica to manage the upgrade of the hardware used to support the CJK system. This hardware is now over six years old. The planned date for implementation of the new hardware is April 2003. Implementation of the latest Innovative Release 2002, Phase 2 software, will be scheduled after the hardware migration.

Investigation into the feasibility of establishing a CJK Union Catalogue is underway. A proposal to create a database containing only CJK records with holdings is being developed in order to better utilise the now defunct Wade-Giles database, and also as a way to resolve the inability to display CJK holdings through the KineticaWeb interface. A draft proposal paper will be finalised in February 2003 pending technical and costing advice from Innovative Interfaces.

The functionality to enter CJK script when searching, updating or cataloguing records was tested successfully within the Millenium Cataloguing software, and members were advised in February 2003 on how to configure their PCs in order to enter script through the MilCAT interface. Members can still opt to input script through either the Telnet interface which supports editing and cataloguing or the Web OPAC interface which primarily supports searching.

Just over 12,600 Chinese language records from the City of Sydney Library were loaded during November 2002. These records held Romanised text only, of which 10,300 only had NSPL holdings and 4,000 of these matched better quality CJK records, most containing script. Their records required significant manipulation both prior to, and after, loading to correct data errors and review tentatively matched records. Additional loading should commence in the first quarter of 2003 pending an update to the City of Sydney’s ILMS that will correct or improve character encoding in their remaining 3,000 records that contain script.

Ariel 3.3

Infotrieve has taken over Ariel 3.3 distribution and technical support functions. The National Library’s contract with RLG, for distribution of Ariel and technical support to Australian libraries, ceases at the end of March 2003. The National Library will be arranging to hand over all Ariel related functions to Infotrieve shortly.

Libraries have been contacted to see if they would like to purchase, at a discount rate, any of the remaining Ariel CDs in order to clear the remaining stock held by the National Library.

Electronic collections

There are currently 19 institutions that have placed orders for various E-collection sets. The sets, currently available, are:

  • Academic Search Premier
  • AGIS Plus Text
  • APA Full Text
  • AusStats
  • Australia New Zealand Reference Centre
  • Blackwell Synergy
  • Emerald Fulltext
  • MasterFILE Elite
  • MediText
  • Pandora
  • ProQuest 5000 International
  • Science Direct
  • Wiley Interscience
  • World Magazine Bank.

The most popular E-collection set is the AusStats set, with, to date, 15 orders being placed for this product. During the last round of updates, Kinetica Customer Service extracted and supplied 38 individual E-collection sets. Database Service has continued to add collections to the available list, the most recent addition being the ProQuest 5000 International series.

Australian Library Gateways (ALG) and ILRS Directory

A project was undertaken to encourage users to update the information in their ALG entries. Programming was carried out to enable an email to be generated and sent to sites whose entries had not been updated over a specified period. The response to these reminders was excellent and more than 660 entries have been updated. It is intended that a similar project will be carried out to encourage updating of entries in the ILRS.

Planning began for the migration of data from the current ILRS directory to the new X500 IPIG (Interlibrary Loan Implementers’ Group) Directory Schema. This new X500 directory will eventually enable querying and downloading of data to ISO ILL Protocol compliant systems in order to enable requesting between these systems and Kinetica Document Delivery.

Help Desk

The Kinetica Help Desk dealt with 3700 requests from July 2002 to January 2003 compared with 5089 for the same period last year. Ninety-eight per cent of requests were answered within the service level. Fifty-eight per cent of requests came by telephone, and forty-two per cent by email, showing that email requests are gaining in popularity, however the overall number of requests has decreased by twenty-seven per cent. The Help Desk continues to collate Kinetica customer queries using an Access database. This has enabled trends in customer queries to be statistically highlighted, including frequently asked questions (FAQs). The following shows the most FAQs from July 2002- January 2003. The high number of ALG and ILRS requests stem directly from mailouts that the Help Desk undertook asking libraries to update their entries.

Australian Libraries Gateway (Requests for passwords and help with updating entries):

615

Kinetica Document Delivery Upgrade:

314

Unlocking of catalogue records:

302

Inter Library Resource Sharing directory (Requests for passwords and help with updating entries):

277

Marc*Link:

156

Kinetica Client installation:

100

Response time monitoring and evaluation

With the support of the IT staff, Kinetica Customer Services tested the Primus link as a carrier of Kinetica Internet traffic. The load testing was conducted on Thursday 30 January 2003 for the period of one day. Users were diverted from the primary AARNet link to Primus to test the capacity of Primus to act as a redundant link. The link performed adequately and will be replacing the existing Telstra line as the redundant link for Kinetica. The substitution of the Telstra line with the Primus line will result in considerable cost savings for Kinetica.

Training

Kinetica Training Service Providers provided 66 training sessions to Kinetica customers from July 2002 to January 2003 and 513 people attended. While the number of courses offered decreased by thirty point six per cent between 2001 and 2002 there was an eight and a half per centre increase in customers attending training sessions. Attachment A and B details in diagrammatic format the number of courses and attendee rates in 2001 and 2002.

A new course was introduced in November 2002 that proved very popular. It is the Inter-Library Loan/Document Delivery (ILL/DD) Best Practice Course and covers the major findings and recommendations of the ILL/DD Benchmarking Study with a focus on describing and analysing ILL/DD workflows and processes, and how to improve them. The course is designed for managers and practitioners, to help them think about streamlining their ILL/DD processes.

A new web form was also introduced during this period. It enables KTAs to inform the Help Desk of upcoming training courses so that Kinetica staff can incorporate these courses into a training schedule. The Web form is located at: http://www.nla.gov.au/librariesaustralia/training/newcourse.html

Business relationships

Measure Result

July 2002 to January 2003

Target

Develop relationships with RLG and OCLC

Kinetica customers falling into the category of special, public or school libraries may search WorldCat through the Kinetica interface and be billed at the Kinetica search rate, this pilot was implemented last year with the purchase of 50,000 searches at a discounted rate, and is likely to continue for the next 5 years based on current usage figures.

Discussions are occurring on expanding inter lending to enable libraries to request material on World Cat using ISO ILL functionality, OCLC offering their customers access to the NBD and joint promotion activities.

Develop relationships with consortia

Consortia relationships are being negotiated.

CPand the MPas a consortia signed a Site License Agreement in September 2002 on behalf of NSW public libraries.

Victorian Public Libraries signed a Site License Agreement in December 2002.

QLD public libraries (QPLA) signed a Site License Agreement in March 2003.

Relationship with OCLC

Discussions have been held with OCLC – Mr Andrew Wang, Mr Shu-En Tsai and Mr John Dwight (DA) over developments in our business relationship. Issues covered include:

1. OCLC/National Library agreement for access to WorldCat: The pilot agreement for WorldCat access through Kinetica for school, public and special libraries is being extension to three years.

2. Promotion of WorldCat access via Kinetica. DA and Nwill work on joint promotion activities including advertisements in the library press, such as Incite and at conferences.

3. Reciprocal access to Kinetica for OCLC customers. It has been suggested that some OCLC customers, perhaps US universities, with Australian and New Zealand Study Centres, might be interested in utilising the Australian National Bibliographic Database (ANBD). A model has been proposed to OCLC for developing access.

4. Interlending: The need to discuss increasing the ability of Australian libraries to request resources listed in WorldCat through KDD has been raised, noting that the development of the gateway with Te Puna will enable many issues to be resolved including differences in currency and charging policies.

5. Possible consortia licence for other Australian libraries to use WorldCat through Kinetica: The development of the subscription model by OCLC with an annual subscription, offers the potential for the Nto approach OCLC for a licence for Australian university and state libraries. This would enable these libraries to maintain a single workflow for efficiency reasons.

When OCLC responds to these issues Kinetica will communicate with customers, particularly if approval is given in principle for a consortia licence.

Relationship with RLG

A joint agreement has again been signed by the National Libraries of Australia and New Zealand for searching the RLG union catalogue. NLNZ has done a study of the preferred databases for their customers and Kinetica ranked highest, followed by RLG. Usage of the RLG database through Kinetica has been decreasing for some time, perhaps related to a reduction in retrospective cataloguing.

Relationship with other union catalogues

A Memorandum of Understanding was agreed to between the National Libraries of Australia and Singapore which includes work towards developing reciprocal access to SILAS, the Singapore Union Catalogue, and Kinetica. Technical issues will be discussed in detail over the next four months.

 

PictureAustralia

Relationships with Australian libraries and cultural agencies have been further developed within PictureAustralia. Thuringowa City Libraries and the Brisbane City Libraries launched their participation in the PictureAustralia service on 4 and 10 December respectively. Media coverage included radio and television interviews with Mr David Toll. An advertisement for PictureAustralia was included in InCite (December). Articles on the service were also included in ISAA Review (October), OIC Government (Spring) and Gateways (December). PictureAustralia was also demonstrated at the NOIE e-government day on 12 November. In October 2002 the backend of the service moved to a new software platform TeraText, which has provided users with better performance as the collection continues to grow. As of December 2002, PictureAustralia contained 617,598 records.

CASL Consortium

The CASL Consortium is now into its third year operating under a deed signed by all CASL members. The Consortium has also recently signed an Access Deed with public libraries in Western Australia, to enable them to access Consortium negotiated subscriptions. Products currently available are APA Full Text, Meditext and AGIS Plus Text, AustLit, Business Who’s Who of Australia, Health & Wellness Resource Centre, Jobson’s Online, Encyclopedia Britannica, Oxford Reference Online and Australian and New Zealand Reference Centre.

A face-to-face meeting of Consortium members was held in January and a forward workplan for 2003 has been developed. The Consortium intends to trial 19 products in 2003 as well as looking more closely at performance measures, usage statistics and a national site licence model for electronic resources.

Market Share

Measure Result

July 2002 to January 2003

Target

Participation by key library sectors
(measured annually)

100% of State and university libraries; 81% of public libraries; 84% of key government, health and law libraries

100% of State and university libraries; 80% of public libraries; 80% of key government, health and law libraries

Customer retention

99.3%

100%

Libraries using Kinetica Document Delivery

554

650

New registrations

From July 2002 to January 2003 fourteen new customers registered with Kinetica and four customers who had previously cancelled their registration rejoined Kinetica.

New organisational registrations were received from:

  • Aora
  • Griffith City Library
  • Aerostructures
  • Info Management Services by Zenith
  • Auckland University of Technology
  • St Luke’s Innovative Resources
  • Catholic Resource Centre
  • Tillinghast – Towers Perrin
  • China Book Training Services
  • Transfield Worley
  • CSIRO Riverside Library
  • Wingecarribee Public Library
  • Ex Libris Australia Pty Ltd
  • an individual user

The four organisation that rejoined Kinetica included:

  • Great Lakes Library Service
  • QEII Hospital Health Service District
  • Macarthur Health Services
  • Mudgee Shire Library

Cancellations

From July 2002 to January 2003 there have been seven cancellations. Three cancellations were due to the closure of the libraries and two were libraries that now access Kinetica through ILANET.

Marketing

Kinetica services were showcased at the National Library of Australia trade-stand at the Information Online Conference in January 2003. Kinetica staff were kept busy at the trade-stand answering questions regarding the recent KDD upgrade, the process of adding holdings including via Batch*Link, and fielding interest from institutions wishing to participate in PictureAustralia. It is estimated that over 1000 people attended the Library’s trade-stand over three days.

Planning for the 2003 KAUM in Adelaide is well underway. The 2003 KAUM agenda will include a showcase of South Australian libraries including a ‘hard hat’ tour of the building renovations taking place at the State Library of South Australia, a series of panel discussions, and training workshops for Kinetica services.

New brochures produced by Kinetica include KDD payments, the Kinetica vision statement, and an Electronic Collection Sets information brochure. Other promotional material includes Kinetica mouse mats and a small metal Kinetica paperclip.

Redesign of Kinetica and CJK Web Pages

Kinetica Customer Service staff have been working on re-structuring the Kinetica and CJK web pages. A new front page and second level page have been designed using the new Kinetica logo and colours. Kinetica staff are currently fixing broken links, removing erroneous coding and restructuring the existing web pages. The final designs will be applied within the next month, and the new Kinetica and CJK web sites will be launched during April 2003.

Kinetica Public Library Portal Development

The Kinetica Public Library Portal pilot proposal aims to extend to end users in public libraries, access to the NBD and other online full text databases, as well as to identify technical and business issues for the National Library and participating libraries.

The need for direct access by libraries to the NBD emerged as a significant theme at the last Kinetica Users’ Meeting in 2002, where a number of delegates expressed their desire to extend access to patrons. A recent study undertaken by the Resource Sharing Division of the National Library has revealed that fifty six per cent of universities enable their academic staff, and in some cases students, to directly search the Kinetica service. However end-user access is not generally available to Australians outside the academic sector.

Australian libraries, in all sectors, report very strong support for the Kinetica service. Libraries recognise that use of Kinetica significantly improves their efficiency and effectiveness, and they value the National Library’s support of the service. There are significant benefits in providing access to resources in Australian libraries to Australians, and this pilot has the potential to deliver much broader access.

Four public library services have been identified for the Public Library Portal pilot based on their location, size and service infrastructure. The sites include Brisbane City Council, Yarra Plenty Regional Library Service, Yarra Melbourne Regional Library Service and Northern Region Libraries (Moree, NSW). Extensive discussions have already taken place with the managers of each library site regarding the scope of their local service and the ability of that service to support the project technologically, politically and administratively. All library managers have demonstrated commitment to the project concept.

The objectives of the Pilot include:

  • making access to the NBD free to registered users of partner public libraries;
  • providing a single point of access to a package of resource discovery services that, together, provide access to the resources of Australian libraries and information freely available online;
  • enabling enhanced delivery of resources whether available directly online or through Australia’s resource sharing network;
  • marketing and promoting the service to end-users; and
  • training users and public library staff in the use of the new service.

The pilot aims to deliver a prototype trialed in the four identified public libraries, a business plan, and a staged and comprehensive evaluation process.

Kinetica Futures Group

The Futures Group was established to examine the options for the future provision of Kinetica services as a result of the demise of ELiAS. The Group comprises key National Library staff who meet regularly to discuss predetermined agenda items of relevance to the provision of future Kinetica services. The results of these meetings will be tabled at the strategic planning workshop at the Kinetica Advisory Committee in March 2003.

Governance and Management

Measure Result

to 31 Jan 2003

2001-2002 Target

Users satisfied with governance and management:

  • Stakeholders
  • Customers

(survey conducted June 2002)

83%

81%

90%

80%

User Group Meetings

Kinetica staff attended User Group Meetings in all States and Territories between October and December 2002, to assist in the facilitation of workshops, conducted as part of the terms of reference for the Expert Advisory Group on Enhancements, as well as to update customers on relevant operational and policy issues. Attendance by Kinetica customers at these meetings was higher than average, indicating an interest in the workshop’s content and agenda items covered.

Recommendation

That the Kinetica Advisory Committee note the report.

Kinetica Customer Service Branch

National Library of Australia

Contact: Ms Cheryl Brickell

7 February 2003


Agenda item 9

Kinetica Advisory Committee paper

KAC/2003/1/8

KINETICA EXPERT ADVISORY GROUP ON ENHANCEMENTS REPORT

Background

The Kinetica Advisory Group, at its meeting in August 2002, endorsed a proposal that Kinetica establish groups to investigate and prioritise enhancements to Kinetica services. It was envisaged that the Group would build upon the recommendations for future enhancements made by the Reference and End User Services and Kinetica Document Delivery Expert Advisory Groups in 1999. While the National Library has an ongoing program to develop and improve Kinetica services, and has fostered discussion of system development priorities amongst Kinetica users, it was felt that it is now time to undertake a more strategic review of enhancement priorities.

It is encouraging to note that many enhancements that have been requested in the past by Kinetica customers have been implemented, while others are now under development. Whilst some enhancement proposals can be acted on promptly, others need to be included in the planning for future development of the system. How quickly an enhancement can be delivered is often determined by its category or type, and particularly by whether it is a core, local or commissioned product.

Terms of reference and projected outcomes

The overall aim of the Expert Advisory Group on Enhancements (EAGOE) is to investigate and prioritise enhancements to Kinetica services, with specific terms of reference as follows:

  • to consider proposals from Kinetica customers for future developments to the Kinetica Cataloguing Client, Kinetica Web and Kinetica Document Delivery services;
  • to facilitate discussion of requirements for future developments;
  • to prioritise development proposals; and
  • to report to the Kinetica Advisory Committee and National Library by March 2003.

Underpinning the group’s philosophy is a recognition that Kinetica customers play a vital role in influencing the development of the Kinetica service, and that in assessing future priorities, consideration needs to be given to customer needs, resourcing and system impact, including the development plans of software suppliers.

Composition of the Group and method of selection

It was recommended that the EAGOE should have eight members, including three ‘expert’ representatives, comprising of the following:

  • a State user group representative;
  • two members of the Kinetica Advisory Group;
  • three expert members, contributing on the basis of their expertise in cataloguing/metadata, reference, document delivery, system development or interface design; and
  • two Kinetica staff members.

In composing the Group it was sought to obtain a representative selection of Kinetica members, and as far as possible including users from each state and territory, and from a range of library sectors. Importantly, the Group also includes two KAC members who are able to contribute valuable insights from this committee.

The working of the Group

The Group commenced meeting by teleconference on 9 October 2002, at which time the terms of reference were introduced and endorsed. Subsequent teleconferences were held on 30 October 2002, 15 January 2003, and 10 February 2003.

At all times emphasis has been placed on consultation between the EAGOE and state user groups and members. A discussion paper on enhancement priorities was prepared to inform members about Kinetica’s strategic objectives and the potential enhancements that will enable Kinetica to meet its published vision.

Kinetica-l was used to publicise workshops, papers and reports and updates to the EAGOE web page, and the discussion paper was made available via the EAGOE web page.

In addition to attending the workshops, Kinetica members were encouraged to participate in the discussion by contacting the members of the Group or by emailing their comments to Kinetica. A special enhancement feedback form was provided on the EAGOE web page for this purpose, for users to indicate their support for particular enhancements and to list any further suggestions.

EAGOE workshops

In order to obtain direct feedback from members on enhancement priorities a series of nine State user group workshops (one in each State and territory) were convened in November and December 2002. The primary purpose of the meetings was to discuss development priorities and to compile a prioritised list of system development proposals. Prior to the workshops briefing papers were circulated widely to help inform and focus discussion.

The workshops ran for approximately two hours and were facilitated by an EAGOE or KAC member, assisted by an Nstaff member and a Kinetica User Group convenor. In order to best manage discussions, participants at most workshops divided into three syndicate groups according to their interest in a particular Kinetica service (Kinetica Web, Kinetica Client and KDD), which then reported back to the larger group for general discussion. Each workshop considered issues such as useability, search functionality, response times and interface design, and produced a prioritised list of existing identified enhancements, supplemented by a list of any new enhancement proposals.

Findings from the workshops

In all, 277 enhancement proposals were generated from the workshops, which have been summarised according to service category in Attachment B. A summary of high-priority enhancements, which were identified by participants in more than one State or territory, is detailed in Attachment A.

Summary of high-priority enhancements

(i) Kinetica Web

Fifty-nine enhancement proposals were received with regard to the Kinetica Web interface, of which ten were rated as high priority by user groups in more than one State. Of this subset, five have been identified previously and are already included in Kinetica’s development planning, these being: the ability to proceed straight to extended view when less than three hits are returned, or to short view when there are ten hits or less; the merging of result sets from searches of multiple databases; and a simplified workflow for marking and saving records for inclusion in bibliographies.

Of the remaining suggestions, the implementation of Unicode to enable the viewing of CJK database records received strong support from groups in South Australia, Western Australia, New South Wales and Queensland. This facility would enable Chinese, Japanese and Korean script to be displayed through Kinetica Web, without the present reliance on additional software. In addition, two user groups requested enhancements to the holdings display, to enable users to limit and sort holdings, or to provide the option for a default display showing their State’s holding first.

Two further high-priority enhancements present some complexities for implementation. The capacity to view more than ten records at a time, as requested by customers in two States, is very much dependent on the quality of the user’s internet connection. In cases where this is poor, customers could be expected to experience a slow down in response and processing time. If this enhancement is implemented, it should give users the option of viewing more than ten records at a time. Users in Western Australia and New South Wales also requested that access to Kineticaweb be made available via protocol authentication systems. This enhancement may be difficult to achieve in Kinetica as most users access the system via a proxy server, and their IP address does not remain constant.

(ii) Search Engine – Z39.50 Service

There were seven suggested enhancements to Kinetica’s Z39.50 search engine. In addition to enhancing the Z39.50 search services, most of these developments would also improve searching through Kinetica’s other interfaces. Four of the proposals attracted a high priority rating from State and Territory customers. Most requested amongst these was the need for a true keyword search facility which would provide for automatic ANDing of search terms. This would result in a more intuitive search for end users and is more user friendly for novices. At present Z39.50 customers must manually insert the AND operator in search strings, thus increasing keystrokes and slowing down their search times. This has been identified previously and is already included in Kinetica’s enhancement priorities.

Work on two additional high-priority proposals is also in progress. Existing response times will be greatly improved by the installation of a new search engine in 2003. Superior stop word handling capabilities are also planned through improvements made to the Amicus server, with the result that in future, Kinetica will operate without stop words. Currently, approximately 20 words are excluded from indexing in the full text (keyword) indexes, resulting in occasional search failures.

Customers in Western Australia, New South Wales and Queensland requested support for brief records in the Z39.50 ‘Present’ response. It is planned to introduce this functionality for the National Bibliographic Database (NBD) in 2003.

(iii) Kinetica Client

A total of 93 enhancements to the Kinetica Client were suggested by customers, the highest for any of the services. Of these, 12 were flagged as high priorities, and ten of these are already included in Kinetica’s enhancement priorities. This group of enhancements include the following: the saving of bibliographic records after input (as opposed to line by line); improvements to MARC 21 compliance levels; the opening of multiple records whilst allowing return to the original screen; the ability to edit more than one record from a retrieved set without needing to re-run the search; and, the automatic creation of headings. This latter function would mean that any new headings that are created when inputting or editing a record would be automatically added to the relevant index, thus avoiding the time consuming manual ‘create new heading’ phase as required in the current Kinetica Client.

Other high priority enhancements include: the provision of client support for data creation and validation, thereby avoiding communication with the server and associated slow response times; support for non-MARC views (such as Dublin Core) for the creation, display and editing of bibliographic records; and to improve the importing of records by supporting the upload of multiple records from the same file.

Further refinements are also underway to improve online response times, as highlighted for attention by user groups in South Australia and Queensland. The only proposed Kinetica Client enhancement not yet timetabled for implementation is the facility to sort result sets by elements such as title, date and author. At present, a function allowing the secondary manipulation of search results is not available for users of the Kinetica Client.

(iv) Kinetica Document Delivery

The Kinetica Document Delivery (KDD) system was another service category which received a high number of requested enhancements (83 in all), of which ten were rated of high importance. To an extent, the amendments to the system delivered by the December 2002 upgrade have been successful in addressing several ongoing problems such as, system timeouts, and the removal of inappropriate actions from the drop-down menus. The improved interoperability has also made possible a link to Te Puna, National Library of New Zealand, which will soon enable libraries in Australia and New Zealand to cross-search their national databases, and exchange interlibrary loan requests.

The 2003 upgrade should also deliver better search functionality, so that users will no longer have to search across the different Kinetica interfaces in order to access the full range of search functionality, thereby saving time and costs. Requests for improvements to the Rota were received from a number of user groups. Again the software upgrade to VDX version 2.3, expected in 2003, should deliver improved sorting capability, though it will remain difficult to set up a preferred list of suppliers for each customer in a shared system.

Other high-priority enhancements to KDD, that were raised in the workshops, include the addition of a general holdings indicator on short view record displays, so that libraries can establish whether a copy of an item is available in Australia. Respondents in South Australia and the Northern Territory also requested that KDD auto-route or manual route requests taking longer than the national code of five working days (unless otherwise agreed to by the requesting library), include the imposition of a default fee of $9.90 for late shipments. Under the present system, requests are set to expire at each location after ten days, which are then automatically forwarded to the next location on the Rota.

(v) National Bibliographic Database

Of the 27 suggested enhancements to the NBD, six were accorded a high-priority status. Five user groups expressed concern with duplicate entries, and requested refinement of the match-merge algorithm to improve the merging of records. This requirement was echoed by Western Australian, New South Wales and South Australian user groups who would like to see better database quality achieved through duplicate removal and improved automatic reporting methods. Ongoing commitment to improving and maintaining database quality, including authority work, was raised as an important issue by Tasmanian and National Library representatives. Enrichment of the NBD by addition of TOC data and URLs, and global mapping of headings during data loading, were also seen as a priority by customers in Western Australia and New South Wales.

(vi) Electronic Collection Sets

Of the five enhancements put forward by users in regard to microform collection sets, none were rated highly by more than one State group.

Recommendations

Whilst the implementation of many of the enhancements described in this report is already planned, the EAGOE has identified a significant number of new enhancement proposals. Many of these require changes to the core software products that are used by Kinetica. The group recognises that these enhancements can only be implemented by the software vendors and ultimately their priority will be determined by the vendor. Some enhancements may be possible through the re-configuration of the core software or through enhancements to systems which are under the direct control of the National Library. Accordingly, the EAGOE make the following recommendations:

  • The National Library continue to implement and monitor the present program of scheduled Kinetica enhancements. The present enhancement program should be supplemented in the first instance by focusing on high-priority enhancements that have been flagged for attention by more than one user group.
  • The National Library should continue to work to influence the development priorities of software vendors to ensure that enhancements identified as high priorities by Kinetica users, are included in their development plans.
  • The National Library should consider commissioning the development of high-priority enhancements which are not included in vendors development plans.
  • The National Library should ensure appropriate resourcing levels are provided to support the management of the Kinetica development program, the investigation of enhancement proposals and, where possible, the development of local enhancements.
  • Kinetica should maintain an ongoing consultative approach with users and State groups, by encouraging submission of new enhancement ideas, especially by supporting the annual discussion of enhancement priorities at State user group meetings.
  • Kinetica-l and the Kinetica website should be used to report the findings of this expert group, and to provide regular updates to users on the scheduling and progress of enhancements.

Kinetica Customer Services

National Library of Australia

Contact: Ms Cheryl Brickell

14 February 2004

 

Attachment A

Summary list of high-priority enhancements as proposed by more than one user group

KINETICA WEB

No. Priority Enhancement State Comments

Search results

5

High

More than ten records to view at a time

Vic

Web Form

Depending on the quality of the user's Internet connection this enhancement could slow down the present time for the records. It would be preferable to provide users with the option of displaying more than ten records at a time.

6

High

We would like to go straight to extended view when there are less than 3 hits

SA

Vic

Qld

Expected 2003

7

High

Sorting of search results sets

NSW NVic

Expected 2003

9

High

Short view format if the result set contains 10 records or fewer, and immediate view in Full view if only one record

NSW

WA

Improved productivity

Holdings display

14

High

Ability to limit, sort or have the option for a default display of their state’s holdings first. Sorting of results sets was considered a priority

SA, Qld WA

Relevancy and currency; for export purposes; in particular, sort by author, title, date, holdings. Web group emphasised importance of this enhancement

Search functionality

19

High

Merging of results sets from searches of multiple databases expected 2003

ACT WA

NSW

Qld

Expected 2003

Currently, Kinetica does not support simultaneous searching of multiple databases

20

High

NBD should be the default database

Alice Springs

NSW

The NBD is already the default database. Users simply have to press Enter at the Databases screen.

Access/authentication

36

High

Enable KineticaWeb access via IP authentication

WA

NSW

Time saving; don’t have to remember passwords; possible more secure

Difficult to achieve, as most users access KineticaWeb via a proxy server, and their IP address does not remain constant

Target databases

47

High

Support for Unicode for viewing the CJK database. This should enable Chinese, Japanese and Korean (CJK) script to be displayed through KineticaWeb without the use of additional software

SA WA

NSW

Qld

 

48

High

Simplified workflow for marking, saving and output of records for inclusion in bibliographies

ACT WA

NSW

Improved productivity; expected 2003

SEARCH ENGINE – Z39.50 SERVICE

No. Priority Enhancement State Comments

59

High

True keyword search facility (i.e. automatic ANDing considered a priority); would provide a more intuitive search

SA WA

NSW

Qld Darwin NLA

Intuitive for end users; user friendly for novices. Scheduled enhancement as per discussion paper keyword searching on classification numbers expected 2003

60

High

New search engine that is expected to provide improvements in search response times expected in 2003

WA

NSW

Qld

Improved productivity Expected 2003

61

High

Improved ‘stop word’ handling by the Amicus server which means that Kinetica will operate without stop words (approximately 20 words are currently excluded from indexing in the full text (keyword) indexes leading to occasional search failures)

WA

NSW

Qld

Improved results: easier searching; in process

62

High

Support for brief records in the Z39.50 present response

WA

NSW

Qld

Improved productivity; less stressful

Support for Brief records in NBD is expected in 2003

KINETICA CLIENT

No. Priority Enhancements State Comments

Searching

66

High

Allow users to edit more than one record from a retrieved set without the need to re-run the search

Tas

ACT

NSW

Qld

Proposed enhancement as per discussion paper

Bibliographic record creation

85

High

Saving of bibliographic records following input, rather than line by line. It is assumed there would be a validation message after the records had been saved to indicate if there are errors in the data e.g. non-permitted indicators, subfield codes, etc. Also it is assumed there will be other messages to indicate if new authorities have been created

Darwin NSA

Vic Qld

NSW ACT

Scheduled enhancement as per discussion paper bibliographic records are saved following input not line by line as in the current Kinetica Client software expected early 2004

 

86

High

New headings created automatically when inputting or editing

(Cataloguers should be forced to check the indexes to avoid creating duplicate)

Darwin

SA

NSW

Qld

Tas

Schedule enhancement as per discussion paper new headings (index entries) created automatically when inputting or editing a bibliographic record thus avoiding the time consuming manual create new heading phase in the current Kinetica Client (users will have the option of scanning the indexes to check headings) expected early 2004

87

High

When creating or editing a bibliographic record, allow user to open other records and then return to the original record

Tas

ACT

NSW

Proposed enhancement as per discussion paper

Database integrity/housekeeping issues

96

High

Compliance to MARC21 standards. This is essential for proper cataloguing and compatibility with oncoming records

Darwin

NLA

WA

NSW

Qld

Scheduled enhancement as per discussion paper further improvements to MARC 21 compliance expected 2003

UseInterface/functionality

105

High

The ability to sort results sets. It was assumed that there would be a list of sort options to choose from e.g. title, date, author

Darwin

NLA

 

Connection/response

140

High

Response time is still an issue

SA

Qld

Proposed enhancement as per discussion paper improved online response times

Data loading/matching

142

High

Ability to upload multiple records from the same file

Alice Springs

Qld

NLA

Scheduled as per discussion paper improve the importing of records by supporting the upload of multiple records from the same file expected 2003

143

High

Improved facility for importing complete records from other databases such as OCLC, RLIN, etc into the NBD

ACT

Vic

NSW

Qld

Proposed enhancement as per discussion paper flexible options for copy cataloguing

Other

151

High

Support for non-MARC (e.g. Dublin Core) views of records

SA

NLA

NSW

Qld

Scheduled enhancement as per discussion paper support for non-MARC (e.g. Dublin Core) views of database records for creation, display and editing of data expected early 2004

152

High

Data creation and validation supported in the Cataloguing Client thereby avoiding communication with the server. We think this implies that the PC of the user will have the capabilities to perform these tasks

Darwin

SA

Qld

153

High

Data creation and validation supported in the cataloguing client

Alice Springs

NSW

Scheduled enhancement as per discussion paper data creation and validation supported in the cataloguing client thereby avoiding communication with the server which is a source of current response time problems for some users expected early 2004

KINETICA DOCUMENT DELIVERY

No. Priority Enhancement State Comments

Z39.50 Searching

159

High

Effective searching i.e. a single search interface that in the long term can be used by end users as well as library staff, preferably with the ability to create interlibrary loan requests from this point. Currently it is often necessary to search across the different Kinetica interfaces to be sure of search results, which takes time and costs additional search fees

ACT

NSW

Next upgrade will deliver better Z39.50 functionality

160

High

Link to Te Puna to enable libraries in Australia and New Zealand to search each other’s national bibliographic databases and send requests to each other – post VDX 2.2.7 from December 2002

WA

Vic

Planned for 2003

Performance/timeouts

169

High

Timeout problems – often times out while being used

Darwin WA

Since upgrading in Dec. 2002 no timeouts experienced

Rota

171

High

Improved rota functionality initially to have own State holdings at the top but ultimately to have the ability to create a favoured suppliers list which will automatically put those libraries at the top of any rota where those libraries hold the requested item

ACT

WA

SA

Vic

Improved sorting capability will be provided for rota in next upgrade 2003

In shared system, difficult to set up preferred rota for each user/location

172

High

Ability to sort libraries according to individual preference rather than bringing up a long list of libraries in no particular order

Alice Springs

Vic

Improved sorting capability will be provided for Rota in next upgrade 2003

 

Workflow/overall functionality

203

High

Prevent out-of-order actions, thereby removing such problems as the ability to receive before shipped. If possible have the system automatically carry out both actions, so that an efficient library that quickly updates their KDD requests, is not delayed by a library that does not

ACT SA

Many inappropriate actions have been removed from drop-down menus in the recent upgrade. Responder and requester actions are completely separate, which does cause difficulties when requests are received before being shipped. However, with ISO interoperability, an action carried out by one partner will generate a message, not an action, at the other end of the requesting process

204

High

Libraries want to use KDD with their in-house management systems and have patrons searching Kinetica as if it were another database similar to Medline or APAIS. Plus have KDD available to patrons as an unmediated form of requesting

SA WA

This can be done if the library has its own ISO ILL compliant ILL system

We are investigating access to KDD from KineticaWeb

205

High

KDD needs to be improved to become a total ILL management system small libraries can use, which means simple patron searches and addition of commercial suppliers (Infotrieve, OCLC) in holdings an rota with Kinetica handling invoicing for and costs for all these suppliers, and only giving libraries one bill

SA WA

We are currently investigating addition of commercial suppliers, and the introduction of KDD requests from KineticaWeb

209

High

Have KDD auto-route or manual-route requests taking longer than the national code of 5 working days (unless agreed to by the requesting library). And automatically charge the default fee of $9.90 if shipping after 5 days (again if not agreed on by requesting library)

SA

NT

Requests are set to expire at each location after 10 days. They are then automatically routed to the next location on the Rota. If there are no further locations on the rota, the request is set to check manual.

213

High

General holdings indicator on short view (to establish that there is a copy in Australia)

Tas

NSW

 

NATIONAL BIBLIOGRAPHIC DATABASE

No. Priority Enhancement State Comments

Other

244

High

Refinement of the match/merge algorithm to improved merging of records

Tas

ACT

SA

WA

NLA

More accurate database

245

High

Improve database quality through ongoing duplicate removal and improved reporting (automatic rather than human processing)

WA

NSW

SA

Save time; reduce confusion; less records to view

246

High

Identification and removal of duplicate records ongoing commitment required

ACT

NLA

247

High

Improving/maintaining database quality (including authority work)

Tas

NLA

 

248

High

Enrichment of NBD records e.g. TOC and URLS

WA

NSW

Enriched records; selection tool; document supply improvement; save money

249

High

Global mapping of headings during data loading

WA

NSW

Good for end users

ELECTRONIC COLLECTION SETS

No high priority enhancements rated by more than one State group

 

Attachment B:

Consolidated list of Kinetica EAGOE workshop results

KINETICAWEB

No. Priority Enhancement State Comments

Search screens

1

High

Enable users to set their own search defaults that ‘stick’ beyond one search e.g. default to ISBN searches so as you return to do another search, you don’t have to specify ISBN again

WA

Improved productivity, reduced frustration

2

High

Eliminate empty space from search screen

Alice Springs

 

3

High

Return to search list screen button i.e. one step rather than two

NSW

 

4

Low

Libraries would like to see the creation of profiles for the set up of display for each organisation

SA

Expected 2003

Search results

5

High

More than 10 records to view at a time

Vic

Web Form

Depending on the quality of the user’s internet connection this enhancement could slow down the present time for the records

6

High

We would like to go straight to extended view when there are less than 3 hits

SA

Vic

Qld

Expected 2003

7

High

Sorting of search results sets

NSW NVic

Expected 2003

8

High

Provide an indication of which database the result came from

SA

This is already provided in KineticaWeb

9

High

Short view format if the result set contains 10 records or fewer, and immediate view in Full view if only one record

NSW

WA

Improved productivity

10

High

More compact presentation of record on screen

NLA

 

11

High

Provide a short MARC display which shows each tag starting on a new line. At the moment the only MARC display is extremely long with each subfield starting on a new line. This takes a lot of scrolling to display, uses several pages to print and is difficult to read

Web Form

 

12

Medium

Intermittent problems with retrieved records not always displaying since the upgrade (IE)

Vic

 

13

Medium

Display very long records in full within extended view. Sometimes the record is cut off

Vic

 

Holdings display

14

High

Ability to limit, sort or have the option for a default display of their State’s holdings first. Sorting of results sets was considered a priority.

SA Qld WA

Relevancy and currency; for export purposes; in particular, sort by author, title, date, holdings. Web group emphasised importance of this enhancement

15

High

Summary of holdings by state to be displayed in short view

WA

Improved productivity; easier to recognise which titles to view in more detail

16

High

We would like to see holdings on/from the short view. There is nothing on the short record display to indicate that holdings are available in extended view. Even a holdings button in short view would be an improvement.

SA

 

17

High

Error messages when adding holdings (very recent)

Vic

In first instance, users should contact help desk

18

High

Standardise the same format for all products and displays in the system for holdings data and marc tags e.g. current use of both 850 and 984 for holdings

Vic

 

Search functionality

19

High

Merging of results sets from searches of multiple databases expected 2003

ACT WA

NSW

Qld

Expected 2003

Currently Kinetica does not support simultaneous searching of multiple databases

20

High

NBD should be the default database

Alice Springs

NSW

It is. Users simply have to press enter at the databases screen

21

High

Allow searching on previous search result sets

ACT

 

22

High

Limit the search results to records with holdings.

SA

 

23

High

Consistency of searching NBD can be problematic – no record on web, but can locate an appropriate record through the client

NLA

Each evening the search database is updated with changes made on the update database that day – in all other respects the two databases are identical

24

High

Consistency of searching RLIN is also problematic e.g. get different results from the same query of different days, common to get the message ‘still processing your previous search’

NLA

Users should wait for each search to complete before commencing a new search

25

High

A merging of the web and client search interfaces, instead of needing to work across two systems

ACT

 

26

High

Searching should be more intuitive – use of the current KineticaWeb as an effective searching tool needs knowledge of what index information is in (i.e. it helps if you have been a cataloguer). Training implications are involved in enabling end users to search KineticaWeb

SA

Kinetica provides a simple search interface which searches on the Any keyword index therefore users don’t need knowledge of which index the information is in. Most indexes available through advanced search are self-explanatory. More difficult indexes (e.g. most of those requiring detailed knowledge, codes etc) are only available via expert search.

 

27

Medium

Keyword searching on classification numbers expected 2003

WA

NSW

Qld

 

28

Medium

Implement Z39.50 extended search services such as persistent query and query scheduling to enable saved searches to be run automatically to support SDI’s.

WA

 

29

Low

When saving should allow rmr at same time rather than having to go back and repeat (i.e. allow the two actions together)

Darwin

 

30

Low

Button to link across to records similar to the one found e.g. see other records with same class number, author, subject heading

WA

Lateral relevance searching; improved productivity

Response times, timeouts etc.

31

High

Some people notice that when using Kineticaweb, especially at certain times of the day, the speed for searching is frustratingly slow or impossible

SA

Dependent on Internet traffic

32

High

Increase session timeout period

NLA

 

Authorities

33

High

More development needed in the Authority databases. Can only retrieve verified records, and some fields do not display (e.g. cross references)

Vic

 

34

High

Searching authorities on KineticaWeb – enable both ‘verified’ and ‘non-verified’ forms of headings to display on KineticaWeb. Kinetica authorities database only contains those records with an authority attached. This means that if there are headings with no authority work done already on the NBD they do not display in the Kinetica Authorities database

Web Form

 

Charging

35

High

Free Z39.50 search access to freely-offered databases via KineticaWeb

NLA

 

Access/authentication

36

High

Enable KineticaWeb access via IP authentication

WA

NSW

Time saving; don’t have to remember passwords; possible more secure

Difficult to achieve, as most users access KineticaWeb via a proxy server, and their IP address does not remain constant

37

Low

Regarding the proposal to support IP authentication, ability to authenticate specific PCs (i.e. IP addresses) is desirable

Tas

 

 

Documentation and training

38

High

There needs to be a cheat sheet for KineticaWeb searching

SA

There is – KineticaWeb at a Glance – available from the Kinetcia Web pages

Accessibility and workflow issues

39

High

In mandatory data entry, ensure that the data is truly mandatory for acceptance of the record e.g. $c in holding is mandatory, while it is not in the client

NSW

 

40

Low

Excessive number of mouse clicks required

Alice Springs

 

41

Low

When saving should allow rmr at same time rather than having to go back and repeat (i.e. allow the two actions together)

Darwin

 

Target databases

42

Low

Access to the British Library Inside Service

WA

 

43

Low

Add Library of Congress OPAC as target database in KineticaWeb

Tas

 

44

Low

Access to Deutsche Bibliotek Database

WA

Qld

Expected 2003

45

Low

Add British Library catalogue in the CURl database. BL have joined the CURL Consortium and their database is available through COPAC together with the CURL academic libraries

Vic

 

46

Low

Melvyl as a target database

NSW

 

47

High

Support for Unicode for viewing the CJK database. This should enable Chinese, Japanese and Korean (CJK) script to be displayed through KineticaWeb without the use of additional software

SA WA

NSW

Qld

 

48

High

Simplified workflow for marking, saving and output of records for inclusion in bibliographies

ACT WA

NSW

Improved productivity Expected 2003

49

High

Display of diacritics not always correct since the upgrade. The search software does not recognize some diacritics

Vic

The display of diacritics through KineticaWeb was improved in the last update – most diacritics now display correctly. Users should check with help desk to ensure that they have selected an appropriate browser font

50

High

Simultaneous updating of the NBD and local systems with efficient workflows using protocols such as OAI

NLA

 

51

High

XML there is no indication from the suggested enhancements or future plans that XML is a consideration for Kinetica. The feeling from members of the group is that Z39.50 is becoming outdated and XML should be investigated

SA

 

52

High

Allow personalisation of interface

Qld

 

53

High

Edit saved records at a later date in web input

Vic

 

54

High

Email in bulk from the brief record search result

Vic

 

55

High

Email in bulk from a stored search (extended view) without the holdings

Vic

 

56

High

Bulk select and delete in stored searches

Vic

 

57

High

Web interface option for full cataloguing

Vic

 

58

High

Standardise the format for all products and displays in the system for holdings data and marc tags

Vic

 

SEARCH ENGINE – Z39.50 SERVICE

No. Priority Enhancement State Comments

59

High

True keyword search facility (ie automatic ANDing) considered a priority; would provide a more intuitive search

SA WA

NSW

Qld Darwin NLA

Intuitive for end users; user friendly for novices. Scheduled enhancement as per discussion paper – keyword searching on classification numbers – expected 2003

60

High

New search engine that is expected to provide improvements in search response times expected in 2003

WA

NSW

Qld

Improved productivity Expected 2003

61

High

Improved stop word handling by the Amicus server which means that Kinetica will operate without stop words (approximately 20 words are currently excluded from indexing in the full text (keyword) indexes leading to occasional search failures)

WA

NSW

Qld

Improved results: easier searching; in process

 

 

62

High

Support for brief records in the Z39.50 present response

WA

NSW

Qld

Improved productivity; less stressful

Support for brief records in NBD is expected in 2003

63

High

Series title should be stored in a separate index (not the main title index) and be searchable separately

ACT

 

64

High

Z39.50 search access to the update database

Vic

 

65

Low

A ‘Series title’ index should be provided for searching. The current process to limit a search to series title is too cumbersome

Tas

 

KINETICA CLIENT

No. Priority Enhancement State Comments

Searching

66

High

Allow users to edit more than one record from a retrieved set without the need to re-run the search

Tas

ACT

NSW

Qld

Proposed enhancement as per discussion paper

67

High

Ability to retrieve all documents from several selected headings

NLA

 

68

Low

Provide a simpler way e.g. check boxes, pick lists, to invoke commonly used search limiters

Tas

 

69

Low

Remove charges for doing searches when searching from within a record creation/editing operation

SA

 

70

Low

Have better output of search results – improved capabilities for saving to file e.g. full title not just what is displayed in the summary window – ability to be able to define what fields should be included, as opposed to the current basic listing of ANs and very brief title

NLA

 

71

Low

Ability to open up a separate search window when in the middle of editing, etc.

NLA

 

Authorities

72

High

If new headings are created automatically, there should be the opportunity to check the authority file. This ability should be achieved by providing a MARC formatted display of the heading on the ‘Index Lookup’ (Scan) screen. Currently the user must view the full display of a heading in order to see the MARC coding. It is noted that the current ‘skip search’ facility links the input heading to the first existing heading (i.e. index entry) that has matching text, regardless of the MARC coding. The heading that it retrieves is not always tagged in the same way as the input heading, neither is it necessarily the heading attached to an authority record. The current skip heading facility and any new heading facility needs to take into account MARC tagging. Both should alert you to the fact that there are several duplicate headings (from a text point of view), show you how they are tagged, which of them are linked to authorities, and force you to make a choice.

In addition, improve the display of indexes and results sets to provide cataloguers with information that will guide them to best record or preferred heading e.g. heading authorisation and source, encoding level and source of bib record, more characters displayedr per heading

SA

Tas

 

73

High

Improved access to authority data

Tas

 

74

High

Authority work procedures need to be much quicker and simpler to encourage cataloguers to undertake more authority work. There should be an easier way to identify the provenance of authorities so that cataloguers can tell if a heading is reputable

ACT

 

75

High

Encourage authority work:

prevent use of non-preferred headings;

preferably mapping to and inserting the preferred heading;

in order to reduce the current significant problem of conflicts between outdated Kinetica overseas headings and the updated LCNA, consider automated update of Kinetica with LC files;

remove/downgrade LCCSH file

NLA

 

76

Medium

Better linking between authority and bibliographic databases to enhance searching

NSW

77

Medium

Ability to browse authorities

NSW

It is possible to browse (scan) the authority database however currently the display includes all index terms not just those linked to authority records

78

Medium

Provide incentives for authority work

WA

79

Medium

All headings in the client should display in web authorities listing

Vic

 

80

Medium

Ability to load authority records to the NBD

Vic

 

81

Medium

See references with ‘w’ – should display

Vic

 

Name/titles

82

High

Improve the mechanism for searching for name/title headings

SA

 

83

High

Get rid of current name/title set-up

NLA

 

84

Low

Easier transfer of blocks of records from one name title to another

NLA

Vic

Bibliographic record creation

85

High

Saving of bibliographic records following input, rather than line by line. It is assumed there would be a validation message after the records had been saved to indicate if there are errors in the data e.g. non-permitted indicators, subfield codes, etc. Also it is assumed there will be other messages to indicate if new authorities have been created

Darwin

NLA

Vic

NSW ACT

SA

Qld

Scheduled enhancement as per discussion paper – bibliographic records are saved following input not line by line as in the current client software – expected early 2004

86

High

New headings created automatically when inputting or editing

(cataloguers should be forced to check the indexes to avoid creating duplicate)

Darwin

SA

NSW

Qld

Tas

Schedule enhancement as per discussion paper – new headings (index entries) created automatically when inputting or editing a bibliographic record thus avoiding the time consuming manual create new heading phase in the current client (users will have the option of scanning the indexes to check headings) – expected early 2004

87

High

When creating or editing a bibliographic record, allow user to open other records and then return to the original record

Tas

ACT

NSW

Proposed enhancement as per discussion paper

88

High

Notes and subjects should remain in the order as input by the cataloguer

ACT

 

89

Medium

Ability to use macros established at the local level

NLA

 

90

Medium

Full Unicode support for diacritics when importing records into the client via Kineticaweb

NLA

 

91

Low

Enabling users to define their own templates

Qld

NSW

Scheduled enhancement as per discussion paper – users may define and maintain their own preferred templates – 2003

92

Low

Allow indexed fields to be included in cataloguing templates (particularly the 245 field)

Tas

WA

 

93

Low

Require the ability to look up a corporate body or author using ‘headings’ to see the bibliographic records attached to help selection of the correct heading

SA

 

94

Low

Facility to reorder within the 500s, 600s and 700s

NLA

It is possible to re-order 600s using the ‘edit-order subject headings’ function

Database integrity/housekeeping issues

95

High

Compliance to MARC21 standards. This is essential for proper cataloguing and compatibility with oncoming records

Darwin

NLA

WA

NSW

Qld

Scheduled enhancement as per discussion paper – further improvements to MARC 21 compliance – expected 2003

96

High

Better compliance with international MARC standards in relation to various fields, such as 729 and holdings data

ACT

Scheduled enhancement as per discussion paper – further improvements to MARC 21 compliance – expected 2003

97

High

More timely updates to new MARC tags

NLA

Scheduled enhancement as per discussion paper – further improvements to MARC 21 compliance – expected 2003

98

Medium

Ability to copy and paste either single or multiple MARC tags and/or data from search record into other searches or into editing (equivalent of old ABN ‘he’ command)

NLA

 

99

Medium

Develop incentives for upgrading brief records

WA

Help reduce number of duplicates

101

Medium

Some kind of global headings change facility so that a heading and all its occurrences with subdivisions could be easily changed to the correct form

Vic

 

102

Medium

Load LCNA

NSW

 

103

Low

Would like to be able to click a button to send a duplicate record report to Kinetica. More duplicates would be reported if the reporting process was easier

Tas

 

104

Low

Provide online index to local control number

NSW

 

UseInterface/functionality

105

High

The ability to sort results sets. It was assumed that there would be a list of sort options to choose from e.g. title, date, author

Darwin

NLA

 

106

High

Display tags in MARC order in input screen

WA

 

107

High

Allow local cataloguing with holdings added to NBD using Z39.50 update

Qld

 

108

Medium

Given placement of menus and shortcut keys, it is too easy to inadvertently create duplicates or unintended editing;
Have ‘Creation’ and ‘Editing’ confirmation pop-up boxes;
overhaul shortcut keys to increase consistency (e.g. same keys for a command regardless of screen), brevity (e.g. shortcut for "Scan" is far too cumbersome), logic, and accuracy

NLA

109

Medium

New records or records been copied revert to ‘high level’ it should appear as ‘under construction’

NLA

 

110

Medium

Filing indicators: it seems silly to have to enter this information twice. Once when you are typing your 245 field and than again when you are setting up a new heading for it

NLA

Vic

 

111

Medium

Intuitive defaults particularly in editing screens

WA

 

112

Medium

To make it as easy as possible to view headings in NBD

Vic

 

113

Medium

When creating a heading, language codes should be set to correct default or abolished completely

Vic

 

114

Low

End-user search interface needs to be more flexible

Tas

 

115

Low

User definition and maintenance of own preferred templates

Qld

 

116

Low

Allow users to use the client with their PC set to ‘large fonts’

Tas

ACT

WA

SA

Improved productivity; save time and reduce frustration

Proposed enhancement as per discussion paper

117

Low

Improve screen layout and size

Tas

NLA

Proposed enhancement as per discussion paper

118

Low

Full screen editor

Vic

 

119

Low

Use of colour – for different tags (e.g. to highlight when changes made)

Vic

 

120

Low

Some discussion on 008 – would like it to display on one screen

Vic

 

121

Low

Font – presently cannot tell whether there is a space between characters

Vic

 

122

Low

Wrap-around lines

Vic

 

123

Low

Not being able to copy and paste

Vic

 

124

Low

Improve scrolling in client searching – ability to scroll without having to click up and down boxes; have option to ‘select all’, have a ‘clear all’ option of selected lines

NLA

 

125

Low

There should be single keystroke options as keyboard shortcuts (e.g. not ctrl f for FIND)

ACT

 

126

Low

A short cut command for save

SA

 

127

Low

Enable free scroll with indexes rather than the up and down buttons

SA

 

128

Low

Consider colour-coding the different screens (e.g. search, edit, copy) to assist in keeping track of where the cataloguer actually is

NLA

 

129

Low

Have option for text boxes in all fields – particularly useful for long 245 and holdings fields

NLA

 

130

Low

Remove restrictions of length on notes fields, or make it more obvious when those limits are reached

NLA

 

131

Low

The ‘Close’ keyboard shortcut is generally very useful, but cannot be used after the completion of editing. If you forget and automatically type it in, the system throws you out, forcing you to sign back in before continuing

Web Form

 

132

Low

In initial screen, should default to ‘NBD’

NLA

 

133

Low

Print from record input/update screen

WA

 

134

Low

Spell check would be a great addition

NLA

 

135

Low

Interface support for creation and editing of Unicode

Qld

 

136

Low

When closing down client get many ‘oracle’ messages – close down should be more graceful

Vic

 

Connection/response

137

High

Provide a failsafe mechanism so that the record is not lost or locked if connection is interrupted

ACT

 

138

High

Feel that response times are slow when accessing from the Northern Territory

Alice Springs

Proposed enhancement as per discussion paper – improved online response times

139

High

Improve response times for those libraries still suffering poor response times in so far as refinement of the client can help to achieve this

ACT

Proposed enhancement as per discussion paper – improved online response times

140

High

Response time is still an issue

SA

Qld

Proposed enhancement as per discussion paper – improved online response times

141

Low

Faster log-on process

Tas

 

Data loading/matching

142

High

Ability to upload multiple records from the same file

Alice Springs

Qld

NLA

Scheduled enhancement as per discussion paper – improve the importing of records by supporting the upload of multiple records from the same file – expected 2003

143

High

Improved facility for importing complete records from other databases such as OCLC, RLIN, etc. into the NBD

ACT

Vic

NSW

Qld

Proposed enhancement as per discussion paper – flexible options for copy cataloguing

144

High

Provision of capability for real-time uploading of records to the NBD

ACT

Proposed enhancement as per discussion paper – flexible options for contributing to the NBD

145

High

Separate storage of 245$c subfield to improve record matching

ACT

 

146

Medium

Enable downloading (RMR) of authority records from the Kinetica Client and KineticaWeb

Tas

NSW

Proposed enhancement as per discussion paper – enable downloading (RMR) of authority records from the Kinetica Client and Kineticaweb

147

Medium

Allow users to catalogue on their local system and the holdings data be then added automatically to the NBD using Z39.50 update

Tas

WA

NSW

Proposed enhancement as per discussion paper – allow users to catalogue on to their local system, and the holdings data be then added automatically to the NBD using Z39.50

148

Medium

Kinetica should develop easier configuration for upline loading for major ILMS vendors, so scripting is not required at local system end

NLA

 

149

Medium

Need to be able to tag a record to replace/overwrite a specific bibliographic or authority record on the NBD

Vic

SA

 

150

Low

Enable downline loading of records from other databases e.g. RLG and OCLC, to the Kinetica users system and automatically add the record to the NBD

Tas

Proposed enhancement as per discussion paper – flexible options for contributing to the NBD

Other

151

High

Support for non-MARC (e.g. Dublin Core) views of records

SA

NLA

NSW

Qld

Scheduled enhancement as per discussion paper – support for non-MARC (e.g. Dublin Core) views of database records for creation, display and editing of data – expected early 2004

152

High

Data creation and validation supported in the Cataloguing Client thereby avoiding communication with the server. We think this implies that the PC of the user will have the capabilities to perform these tasks

Darwin

SA

Qld

 

153

High

Data creation and validation supported in the cataloguing client

Alice Springs

NSW

Scheduled enhancement as per discussion paper – data creation and validation supported in the cataloguing client thereby avoiding communication with the server which is a source of current response time problems for some users – expected early 2004

154

High

Improved access to Australian subject terms and concepts that are not adequately covered by Library of Congress

Tas

 

155

High

Fast track replacement of Kinetica Client

WA

 

156

High

Fully support 3.3 and 4.2 in discussion paper ‘Enhancements for Kinetica’s Future’ – please don’t forget them!

Vic

 

157

Medium

Compilation of a new cataloguing manual, in the style of the old ABN cataloguing manual

ACT

 

158

Medium

To get back to the philosophy of the centralised system!

Vic

 

KINETICA DOCUMENT DELIVERY

No. Priority Enhancement State Comments

Z39.50 Searching

159

High

Effective searching i.e. a single search interface that in the long term can be used by end users as well as library staff, preferably with the ability to create interlibrary loan requests from this point. Currently it is often necessary to search across the different Kinetica interfaces to be sure of search results, which takes time and costs additional search fees

ACT

NSW

Next upgrade will deliver better Z39.50 functionality

160

High

Link to Te Puna to enable libraries in Australia and New Zealand to search each other’s national bibliographic databases and send requests to each other –post VDX 2.2.7 from December 2002

WA

Vic

Planned for 2003

161

High

Searching screen default settings – title, author, ISBN, ISSN

NT

 

162

High

Searching by Amicus number expected December 2002

WA

Delivered with recent upgrade

163

High

Z39.50 search functionality is primitive requiring users to perform extra searches (costly and extra work)

SA

Next upgrade will deliver better Z39.50 functionality

164

High

Truncation and wildcard symbols need to be the same in the search and request screens of KDD and the same as that used in KineticaWeb

SA

 

165

High

Have bibliographic data from databases such as RLG available through KDD (like KineticaWeb) to allow for verifications of citations

SA

 

166

High

Links to local ILL management systems including VDX systems associated with the LIDDA project, and eventually communication with other local ILL management systems compliant with the ISO ILL Protocol standard. The group suggested taking out the word ‘eventually’, or its replacement with another word, such as subsequent or following

Vic

 

Training

167

High

Training for all KDD users (Including online training)

WA

All KDD users are required to have at least one staff member who as attended a training course

Performance/timeouts etc

168

High

Maintain good response times

Tas

Server response times have improved with introduction of a new server. Response times are very much dependent on internet traffic and bandwidth

169

High

Timeout problems – often times out while being used

Darwin, WA

Since upgrading in Dec. 2002 no timeouts experienced

170

High

Timeout between request/search databases needs to be longer

Darwin

No timeout with Z39.50 searching of Kinetica Search database

Rota

171

High

Improved rota functionality – initially to have own State holdings at the top but ultimately to have the ability to create a favoured suppliers list which will automatically put those libraries at the top of any rota where those libraries hold the requested item

ACT

WA

SA

Vic

Improved sorting capability will be provided for rota in next upgrade 2003

In shared system, difficult to set up preferred rota for each user/location

172

High

Ability to sort libraries according to individual preference rather than bringing up a long list of libraries in no particular order

Alice Springs

Vic

Improved sorting capability will be provided for rota in next upgrade 2003

173

High

Show lending capabilities for electronic resources in rota

WA

All data regarding holdings, lending capability depend on holdings data in NBD

174

High

Remove NUC code from rota if library is suspended

WA

Suspended libraries now not able to be included in rota

175

High

Make it easier to read where the holdings begin in the rota

WA

Preliminary rota is now clearer since upgrade in Dec. 2002

176

High

Retain every reason for non-supply including library symbol

Vic

 

177

Medium

Decrease the size of the rota box when deleting libraries

Darwin WA

Delivered with recent upgrade Dec. 2002

178

Medium

Include up, down, remove at the top of the rota box as well as the bottom

Darwin

 

179

Medium

Email – re NUC = library full name, if suspended not using KDD

Darwin

 

180

Medium

Highlight or bold suspended locations so you know not to pick them (e.g. ABN highlighted libraries not using or an ampersand if suspended

Darwin

Cannot select suspended libraries or non-KDD members for rota

181

Medium

Need for mail page similar to ABN so you know when a library was suspended for a period of time e.g. News page

Darwin

Less of a problem now that suspended libraries cannot be selected for rota. Would be an administrative overhead to maintain a list of suspended locations

User defaults

182

High

Set defaults for each session searching and requesting (e.g. searching by ISBN or Amicus number, setting defaults for mono or serial)

WA

 

183

High

Monographs as default – users should be able to change the default and set it to their own preference

Alice Springs

Users can change default values, but cannot set their own defaults. Monograph or serial default is set by codes from bibliographic record

184

High

Charging – default should be what each library wishes to set their charges at, libraries that do a lot of gratis have the option of 0.00

Darwin

Users can change default values, but cannot set their own defaults

185

High

KDD should have no default for loans or copies in the request form

SA

 

186

Medium

Allow user to set up all the defaults such as default screen, default search option and default action

N

 

187

Medium

Setting defaults on type of sending

Darwin

Users can change default values, but cannot set their own defaults

188

Medium

Box under Rota that says mono, serial, etc. When you select item – looks at what defaults you need; default form to item type

Darwin

Uses codes from bib record to default to loan or copy-non returnable

189

Low

The default text for notes is not helpful

Tas

 

190

Low

Bulk printing on non-continuous format

Vic

 

Charges

191

High

KDD payment system at present on the request form it defaults to the standard charge i.e. if the charge field is left blank the standard charge is applied. If the charge is anything other than the standard charge you are required to enter the amount in the field. This is causing problems when people forget to enter $0.00 for gratis/reciprocal libraries, and they are charged $13.20 for the ILL. You then have to raise an invoice or have a cheque drawn to reimburse the incorrect charge. As DCIS is talking about charging $70-$80 per invoice, the cost of raising the invoice is much more than the amount being recovered

RECOMMENDATION: We would like this changed to a field that must be selected on each request from a drop down list, and have it as a required field so that the request cannot be submitted unless the charge is selected. Please note: this was requested and accepted as an enhancement 3 years ago, but hasn’t yet been implemented

Darwin

Charges are related to the Service Level Codes, which were ratified by the National Resource Sharing Working Group. Libraries are encouraged to use the recommended charges, so the default should be appropriate for most transactions, except for reciprocal arrangements

192

High

Charging – default should be what each library wishes to set their charges at, libraries that do a lot of gratis have the option of 0.00

Darwin

Cannot set individual defaults for each location

193

High

G code for GRATIS service level (would a KDD service fee still apply to a GRATIS transaction?)

Vic

 

194

High

All KDD customers to use full KDD services, including payment system

WA

 

Accessibility

195

Medium

Provide ‘hover text’ help i.e. hold your mouse over a field and explanatory text will pop up giving brief information about that field/action

ACT

 

196

Low

Make the Enter key work in KDD

NLA

Browser dependent.

Workflow/overall functionality

197

High

KDD should have a ‘back out’ option for shipping if a supplier ships an item accidentally or ships the item at the wrong amount

SA

198

High

Too many steps involved in processing data – search, retrieve, etc. Needs to be simplified

Alice Springs

KDD is ISO ILL Protocol compliant. Transaction types are defined in the protocol, and are required for ISO interoperability

199

High

Exclude requests marked ‘completed’/high priority should be completed automatically

Alice Springs

Delivered with recent upgrade Dec. 2002

200

High

Accept email requests from other systems

NSW

 

201

High

Refine audit trail to enable quick and simple review of the progress of a request e.g. include the NUC symbol next to each action

ACT

NUC is now included in the audit trail

202

High

Summary screen (possible on login) with links to each category. Could be one screen for requesting and one for supplying e.g.

you have: 21 new requests

5 renew requests

2 conditional requests

   

203

High

Prevent out-of-order actions, thereby removing such problems as the ability to receive before shipped. Possible have the system automatically carry out both actions, so that an efficient library that quickly updates their KDD requests is not delayed by a library that does not

ACT SA

Many inappropriate actions have been removed from drop-down menus in the recent upgrade. Responder and requester actions are completely separate, which does cause difficulties when requests are received before being shipped. However, with ISO interoperability, an action carried out by one partner will generate a message, not an action, at the other end of the requesting process

204

High

Libraries want to use KDD with their in-house management systems and have patrons searching Kinetica as if it were another database similar to Medline or APAIS. Plus have KDD available to patrons as an unmediated form of requesting

SA WA

This can be done if the library has its own ISO ILL compliant ILL system

We are investigating access to KDD from KineticaWeb

205

High

KDD needs to be improved to become a total ILL management system small libraries can use, which means simple patron searches and addition of commercial suppliers (Infotrieve, OCLC) in holdings an rota with Kinetica handling invoicing for and costs for all these suppliers, and only giving libraries one bill

SA WA

We are currently investigating addition of commercial suppliers, and the introduction of KDD requests from KineticaWeb

206

High

Links to commercial suppliers to enable users to send requests to commercial suppliers and overseas libraries by email

Vic

 

207

High

Libraries to search using the ‘message action indication’ (this can be done by doing a report, but you are unable to choose this action specifically

SA

Can search by last action ‘Message’ from ILL request search screen.

208

High

There is a need for better notification methods for priority, rush and express requests. Currently extra work is created as staff need to notify the supplying library of the type of request on the system. Maybe a summary screen of incoming requests, what status they are (similar to ABN) is needed

SA

209

High

Have KDD auto-route or manual-route requests taking longer than the national code of 5 working days (unless agreed to by the requesting library). And automatically charge the default fee of $9.90 if shipping after 5 days (again if not agreed on by requesting library)

SA

NT

Requests are set to expire at each location after 10 days. They are then automatically routed to the next location on the rota. If there are no further locations on the rota, the request is set to check manual

210

High

Have KDD number in the report system hyperlinked to take you directly to that request, and a button to take you back to your current report

SA

 

211

High

KDD’s turn-around reports (supplied by NLA) should list the date the request was originally made by the requesting library and the date it arrived to the supplying library and the date it was shipped / routed on by supplying library (i.e. 3 dates available to the supplying library to reflect its turn around more accurately)

SA

 

212

High

Hyperlink KDD reports to the individual requests

NLA

 

213

High

General holdings indicator on short view (to establish that there is a copy in Australia). A holdings button in short view would be an improvement

Tas

NSW

 

214

High

Separate email and Ariel fields due to fire walls

WA

 

215

High

Bibliographic searching on exact short titles

NSW

 

216

Medium

Date created so supplier can see when request originated, currently can only see when you receive in incoming unless libraries put in date when nonsupplying. Only person who can see all the dates is outgoing (requestor)

Darwin

 

217

Medium

Date request created and received on view and print formats

WA

 

218

Medium

Your items – able to look at what is returned to you and overdue

Darwin

You can do this by searching on status at the request search screen

219

Medium

Service Level should include SUPPLY 1 – currently this has to be placed in the notes field

Darwin

Supply 1 is a service, not a service level

220

Medium

Remove all unwanted/unused fields

NT

ACT

WA

Some extraneous fields have been removed to make the request screen shorter and easier to use

221

Medium

Shipping item – you library details should come across – library name and NUC symbol. Loan or photocopy should be automatic and not need to be put in as you cannot change a photocopy to loan

Darwin

You can now change photocopy to loan and vice-versa

222

Medium

Ability to select one number from the hit list without going all the way through e.g. 28 on the list go straight to 25

Darwin

Cannot select a specific number, but navigation has improved with the recent upgrade

223

Medium

Agreed library consortia require a template which recognises the agreement

Alice Springs

Difficult to accommodate different templates for specific consortia

224

Medium

Minimum loan period of 6 weeks or at least longer loan period to take into account lengthy sent-received periods and remoteness of some clients

Alice Springs

 

225

Medium

Simplify/standardise date formats – currently there are 2 formats used

ACT

 

226

Medium

Be able to automatically convert the incorrect format of date to the correct format or provide and example of the required format next to the fields

NLA

 

227

Medium

Ability to change from copy to loan and vice versa early on in the ILL cycle (before shipped). At present it is necessary to cancel and re-create requests if a library has forgotten to change the material type or loan type, or when a library is unable to supply as a loan or copy but can supply in the other format

ACT

Delivered with recent upgrade, Dec. 2002

228

Medium

Allow searching against a list of status values rather than single status values

NSW

 

229

Medium

If the user enters only one number – either the ILL or TGQ number, the system automatically searches for both numbers

NLA

 

230

Medium

Be able to reverse the shipped action before received action takes place to enable suppliers to correct mistakes made

NLA

 

231

Medium

Audit details at the bottom of the screen less confusing

Vic

 

232

Medium

Code name back and link to inform about cost and service level

Vic

 

233

Medium

Bulk printing on non-continuous format

Vic

 

234

Low

In ABN @ which kept client information from request to request – need similar in KDD

Darwin

 

235

Low

Click details to look at request or full record, then click hit list to go back to where you were in the list rather than the beginning, can be time consuming going through screens to get back to where you were OR list page number from the hit list to that you can return to the same point

Darwin

Vic

You are now returned to the appropriate hit list screen, instead of to the beginning

236

Low

? message command where to – how can you check for messages (not in drop down menus)

Darwin

 

237

Low

Remove the re-calc button or move it to the price field on the KDD request form

NLA

 

KineticaWeb KDD Link

238

High

Link KineticaWeb to KDD for requesting ILL/copies

NLA

Planned

239

High

Links to KineticaWeb to high priority create a request, which will be sent direct to Kinetica DocDel

Alice Springs

 

240

High

Provide access from KineticaWeb [KDD?] to other document delivery databases/systems such as British Library, OCLC, RLIN, etc.

NLA

 

241

High

Links to KineticaWeb to enable end users to search in KineticaWeb and create a request which will be automatically sent to Kinetica Document Delivery for processing by the user’s ‘home’ library

Vic

 

End-User Access

242

Low

End-user access – trials will be watched with interest concerns are expressed that users may place a request without checking their own library’s catalogue, and not being aware of some libraries that supply gratis. Also there is no link to the circulation system so users who have been banned/blacklisted can still order ILLs

Darwin

 

NATIONAL BIBLIOGRAPHIC DATABASE

No. Priority Enhancement State Comments

Searching

243

High

Need to evaluate and identify the advantages and difference of NBD versus Internet search engines such as Google, and what librarians can do that other services cannot do. Also libraries should be using ideas from databases like Amazon.com

Alice Springs

Other

244

High

Refinement of the match/merge algorithm to improved merging of records

Tas

ACT

SA

WA

NLA

More accurate database

245

High

Improve database quality through ongoing duplicate removal and improved reporting (automatic rather than human processing)

WA

NSW

SA

Save time; reduce confusion; less records to view

246

High

Identification and removal of duplicate records – ongoing commitment required

ACT

NLA

 

247

High

Improving/maintaining database quality (including authority work)

Tas

NLA

 

248

High

Enrichment of NBD records e.g. TOC and URLS

WA

NSW

Enriched records; selection tool; document supply improvement; save money

249

High

Global mapping of headings during data loading

WA

NSW

Good for end users

250

High

Subfield 245$c (statement of responsibility) will be stored separately from the title heading. This should improve the matching of incoming records and also improve the sorting of headings when browsing the title index

WA

Less duplication; Planned enhancement expected 2003

251

High

URL link checking of records to alert to broken links

NLA

 

252

High

A web crawler could be used to provide the equivalent of a ‘coll 3’ printout to share the burden of updating URLs or alternatively govt. funding could be sought for this task. And that for global editing of URLs (e.g. IEEE), the NBD should be responsible

SA

 

253

High

Kinetica divergence from LCSH is becoming a bigger issue as libraries rely more on copy cataloguing. In addition Kinetica authorities are out of date and this is putting a strain on libraries that wish to conform to NBD standards

SA

 

254

High

Increase the range of target databases for copy cataloguing and reference citations

WA

Increased access to holdings

255

High

Close scrutiny of data from specific sources is needed – the BNB records are one example

SA

 

256

High

An indication of the source of the record, such as a picture or a flag would be useful

SA

 

257

High

Exclude institution specific data such as 856 data (do include URLs for shareable resources)

NSW

 

258

High

Target small libraries (e.g. specials) with unique holdings not currently on NBD, to join Kinetica and load their holdings to the NBD

WA

Access to small libraries’ holdings; Improved customer service

259

High

Incorporate duplicate reporting mechanism into the client and web interfaces currently it is on a separate web page

WA

Improve productivity; encourages people to report duplicates

260

High

Production of bibliographic products in non-MARC (e.g. Dublin Core) and XML formats

WA

Good for knowledge management, future development, resource discovery

261

High

Small/special libraries expressed concern that they would be inundated with requests for individual items directly from end users, and would consider withdrawing from using Kinetica as a result. There was a feeling from small/special libraries that the moving to end user access for Kinetica had not been canvassed widely with their group. Larger libraries currently searching for/on behalf of their end users on Kinetica were happier with the idea of giving end users access. Larger libraries considering extending Kinetica searching to end users were still reporting difficulty with the ‘unknowns’ of costing i.e. how do you determine how to budget for end-user access, and how do you achieve this in a tight budget situation?

SA

 

262

High

MARC compliance ensure the most up-to-date versions of coded data are being used e.g. language codes.

NSW

 

263

High

Provide access to preload errors via the ftp service that is used for rejected records. Currently you can only tell if you have preload errors by the difference in the number of records loaded and the number of records sent

Web Form

 

264

High

Provide the error message as well as the record transcript for all errors. At present it is difficult to tell why a record has been rejected

Web Form

 

265

High

Provide some mechanism for checking batch loaded records which have a Kinetica number but which fail to match

Web Form

 

266

Medium

Automatic deletion of ‘orphan’ headings with no associated documents (bibliographic records) – perhaps overnight? This would save having to go back and delete headings after having transferred items from incorrect to correct headings, or after deleting headings from records

Vic

Orphan headings are currently deleted quarterly

267

Low

Unicode support in the NBD

NLA

268

Low

More options on how we handle institution specific data i.e. how it is tagged at input vs output.

NSW

With the exception of holdings (field 850) and electronic locations (field 856) Kinetica does not support the inclusion of institution specific data in the NBD. MARC 21 requires all institution specific data to be coded in 9XX, X9X or XX9 fields, which are automatically removed when records are added to the NBD.

269

Low

Improved access to authority data

WA

 

ELECTRONIC COLLECTION SETS

No. Priority Enhancement State Comments

Extraneous links

270

High

Currently the sets of records purchased from the Nsuch as AGIS or MediText include the URL of the University of New England, as well as the URL leading to the actual resource.

The original order allows libraries to specify that they want their own URL to be added to the record. UNE have used this option.

These links then appear in the catalogue, unless a special load table is established to eliminate them.

These additional 856 fields should be excluded from the load. They are confusing to students since there is no logical reason they should appear in a local catalogue entry.

It is not appropriate that each library purchasing the records should have to eliminate this type of field either during or after the record load

Vic

 

Updates

271

High

Purchase of these sets also provides quarterly updates. Nhave informed Victoria University ‘only new records that have been added to the dataset and deleted records are included in the update files’. This means changes in holdings for previous titles, or titles that cease publication will not be included. Presumably each library would need to be aware and maintain this information themselves. For example:

the initial set of MediText records included 7 titles that had no holdings information within the records. These records will not be corrected via the updates; it is necessary to download the records from Kinetica to add the holdings information.

Users want to know accurate holdings information when they look at the catalogue record. Victoria University Cataloguing is notified quite frequently when holdings statements for electronic resources do not appear to match what the user actually finds within the database. This is sometimes a matter of user education when screens have been misread or information misinterpreted. However genuine errors concerning holdings definitely cause frustration and concern.

The record sets have been purchased to provide access to electronic titles via the catalogue in an efficient way. If the holdings information in the records is not to be kept current via the updates then the onus falls on cataloguing staff to maintain the records.

In fact, this does not meet Victoria University’s criteria for purchasing electronic collection sets of records, and we would be unlikely to purchase other record sets with similar update arrangements

Vic

Products

272

High

Support customisation of Kinetica MARC record product to include institution specific electronic location and access data

Qld

 

273

Medium

Support customisation of Kinetica MARC record products to include institution specific electronic location and access data (MARC field 856) (WA)

WA

 

274

Medium

Better support for subscription URLs to include the URLs only in the subscribing library’s record

NLA

 


Agenda item 10

Kinetica Advisory Committee paper

KAC/2003/1/9

RECOMMENDATIONS OF THE EXPERT ADVISORY GROUP ON AUTHORITY RECORD DELIVERY: PROGRESS REPORT

The Expert Advisory Group on Authority Record Delivery was set up in 2001 to provide advice to the Library on matters relating to the delivery of authority records to Kinetica customers. The group set out to identify the needs of Kinetica customers with regard to authority data, how well current methods of delivering authority data met these needs, and whether any alternative methods of delivery could be developed to better meet them.

The group met over a period of nine months and delivered their report and recommendations to the Kinetica Advisory Committee in August 2002.

The report contained a number of recommendations, the majority of which would have required software development. These were referred to the Expert Advisory Group on Enhancements.

The group also surveyed a number of Kinetica customers and library system vendors to gather data on customer needs and the capabilities of local systems to accept authority data. The results of the surveys were valuable in indicating trends and determining shortcomings both in current delivery methods and in local system capabilities. The Kinetica Advisory Committee supported the development and dissemination of a more detailed survey to gather more extensive data. The National Library agreed to undertake this survey.

In September 2003 Kinetica staff will conduct the survey to ascertain the extent of and local practices involved in authority control carried out in local systems. The data gathered from this survey will be analysed and should provide detailed data to inform future decision-making on authority record issues.

The National Library also undertook to address recommendations relating to training.

Several Kinetica Training Service Providers have taken up the need for dedicated training sessions on authority work. Currently authority work forms part of the cataloguing courses provided by Training Service Providers, but given the time required, and the fact that many of those attending training may never be involved in authority work, this is no longer appropriate.

A workshop on Kinetica authorities will be held in conjunction with the Kinetica Annual Users’ Meeting in July 2003. This workshop will be facilitated by a Kinetica Training Service Provider, and has already attracted interest from Kinetica users.

Recommendation

That the Kinetica Advisory Committee note the report.

Kinetica Database Services Branch

National Library of Australia

Contact: Ms Margaret Kennedy

10 February 2003


Agenda item 12

Kinetica Advisory Committee paper

KAC/2003/1/11

Electronic Resources: Progress report

Introduction

This paper provides a progress report on the implementation of initiatives to use Kinetica to improve access to, and sharing of, electronic resources in Australian libraries.

Data set products for Electronic Collections

Since the launch of the service in February 2002, 20 libraries have ordered a total of 42 datasets.

Updates for the original E-collection sets were prepared during the period. The first of the quarterly update files were prepared and customer product extractions produced in November 2002.

A brochure was produced to advertise the service in the second half of 2002 and an advertisement was also placed in the October edition of Incite to promote the collection sets.

Priorities for dataset acquisition

In June 2002 Kinetica conducted a survey to identify major electronic collections held in Australian libraries. A full report on the survey was included in the papers of the August 2002 meeting of the KAC. The 20 top ranked collections are listed below. The priority for dataset acquisition is the summation of the rankings assigned to the collection by all survey respondents who indicated they licence the resource.

Collection title No. of libraries that licence the title Priority for dataset acquisition

Blackwell Science

21

45

Wiley Interscience

20

37

ProQuest 5000

17

34

Lexis-Nexis

15

34

IEEE Xplore

13

30

ACM Digital Library

17

28

Expanded Academic ASAP

15

28

Electric Library Australasia

13

28

MCB University Press

14

27

Academic Press Ideal

15

25

Factiva.com

11

24

Academic Research Library (ProQuest)

12

23

ABI/INFORM Global

13

22

Institute of Physics

16

21

Springer

14

20

Legaltrac

10

19

Projecty Muse

11

18

Health Reference Centre

11

16

netLibrary

10

16

Journals@Ovid

8

14

Acquisition of bibliographic data

During the period there has been a considerable amount of specification, testing and data conversion leading to the provision of a number of new datasets. The new datasets include the following:

  • ProQuest (5600 records)
  • Wiley Interscience (683 records)
  • Blackwell Science (406 records)
  • Emerald (MCB) (152 records)

The following table summarises the current status of dataset acquisitions for electronic collections.

DATASET Number of records Target / Status Progress/Issues

Academic ASAP (Gale Group)

 

April 2003

Gale have supplied data.

ACM Digital Library

 

June 2003

 

AGIS

148

Completed

Set available. To be updated quarterly.

APA Full Text

505

Completed

Set available. To be updated quarterly.

AUSSTATS

877

Completed

Set available. To be updated quarterly.

Blackwell Synergy

390 +

Completed

Set available. To be updated quarterly.

eBooks

 

TBA

Deed of agreement re supply of data has been completed. Sample data has been received.

Ebsco

4500

Completed

Sets available. To be updated quarterly.

Emerald Fulltext

152

Completed

Set available. To be updated quarterly.

Expanded Academic ASAP (Gale Group)

 

April 2003

Gale have supplied data.

IEEE Explore

 

June 2003

Contacted vendor and OCLC to compare supply options.

Health Reference Centre (Gale Group)

 

May 2003

Gale have supplied data.

LegalTrac (Gale Group)

 

May 2003

Gale have supplied data.

MediText

91

Completed

Set available. To be updated quarterly.

netLibrary

   

Awaiting further discussion with OCLC.

Our Digital Island (State Library of Tasmania)

 

April 2003

There have been some delays in obtaining test data and in the development of the XML conversion program. ODI records supplied in XML format have been successfully converted to MARC. The State Library of Tasmania has resupplied a test sample of upgraded production data.

Ovid

 

July 2003

Letter requesting bibliographic data sent.

PANDORA

3490 +

Completed

Set available. Product to be produced using existing NBD records created by the National Library.

ProQuest

5600 +

Completed

Set available. To be updated quarterly. Set created using Kinetica records pending vendors charging decision for MARC records supply.

ScienceDirect

1446

Completed

A data set containing records for the electronic versions was obtained from OCLC.

Wiley Interscience

683

Completed

Records for 380 of the 430 titles in this collection are already available in Kinetica. We are currently attempting to obtain the remaining 50 records.

 

Recommendation

That the Kinetica Advisory Committee note the report.

Kinetica Database Services Branch

National Library of Australia

Contact: Mr Robert Walls

10 February 2003


Agenda item 13

Kinetica Advisory Committee paper

KAC/2003/1/12

Kinetica Subject Headings Review Panel:

Information Paper

This paper is provided as an update to Kinetica Advisory Committee members on the Subject Headings Review Panel’s progress since the last KAC meeting.

Activities

The Panel held a teleconference on 14 February 2003. This was Ms Kerry’s first teleconference as the AIATSIS library representative. The key proposals reviewed during the teleconference were as follows:

  • a proposal to revise the term ‘Aborigines, Australian’ was discussed. The Panel agreed with the papers key recommendation to submit a headings change proposal to the Library of Congress (LC) who currently use ‘Australian aborigines’. Through surveying and consulting libraries and indigenous groups, Kinetica staff identified five terms that could be adopted: Aboriginal, Australians; Indigenous Australians; Aboriginal peoples of Australia; Original custodians; Australian Aboriginals. ‘Aboriginal Australians’ was the most widely accepted term. Staff will commence a proposal to change the existing LC term to this preferred form and continue to consult with Indigenous specialists on acceptable alternatives in anticipation of any LC modifications to the initial proposal.
  • a proposal to update subject subdivision practice for ‘Aborigines, Australian’ was considered. The panel agreed that subdivisions established for Ethnic Groups (in the Library of Congress Subject Cataloguing Manual) could be adopted but further work would be done to identify additional subdivisions required under the collective term.
  • progress continued on the submission of SLASH Aboriginal and Torres Strait Islander language terms to the Library of Congress. 27 headings have been accepted in the Library of Congress Subject Heading’s list and staff plan to complete a submission of another 64 headings by August 2003.
  • the next SHRP teleconference will be held on the 10th April 2003.

Kinetica staff also completed work on the closure of the period subdivisions that are used for Australia, Australian states, territories and capital cities. The current period subdivision ‘1990-‘ was closed e.g. ‘ -- 1990-2001’ in September and the new subdivision ‘2001-‘ was established. Kinetica users were informed of the changes via Kinetica-L.

 

Recommendation

That the Committee note the report.

Kinetica Database Services Branch

National Library of Australia

Contact: Ms Bemal Rajapatirana

19 February 2003


Agenda item 14

Kinetica Advisory Committee paper

KAC/2003/1/13

National Bibliographic Database: Quality issues

Introduction

This paper reports on current initiatives aimed at improving the quality of the NBD.

Database maintenance

A number of maintenance tasks were performed on the NBD to improve the quality of existing records and indexes.

  • Twenty-seven Australian languages headings have been accepted by Library of Congress and these will be fully established on the NBD. Staff continue to submit additional terms as part of the second phase of the Australian Subject Access project.
  • The Orphan heading removal program is now operating monthly. During the period, over 28,000 orphan headings were removed from the NBD. Orphan headings have no references, authorities, or bibliographic records attached and are a by-product of other database maintenance activity such as duplicate removal and record updating.
  • 6252 records without titles or holdings were removed from the NBD during this period. Generally, these records have been created as a result of incomplete online record input transactions.
  • A further 2493 duplicate reports were resolved during the period. The total number of duplicates processed since the introduction of electronic submission forms stands at 6058.

Significant developments in the NBD during the period include the following:

  • Completion of the load of all records (approximately 595,000) from the University of Western Sydney, undertaken as the disparity between the holdings on the NBD and University catalogue was too great for incremental correction of records.
  • Additional testing was completed on title matching resulting in the clean up of some 4900 title headings containing trailing blanks, which when present prevent records for the same item from matching.

Currency and coverage

Batch*Link: The Automated Batch*Link Gateway is being used by 46 Kinetica libraries to upload records to the NBD. One organisation commenced using the service during the period: Wentworth Area Health Service (supplying data in OPALS format, which is converted to MARC).

One-off uploads were performed for the Southern Cross University’s Coffs Harbour and Lismore campuses, and for the Australian Institute of Aboriginal and Torres Strait Islander Studies.

Batch Loading: Turn around times for the batch loading of both customer and national agency files have been excellent during the period. Files are generally loaded to the database within 24 hours of receipt.

Global Holdings Updates: The Global Holdings Update service was again kept busy. A total of 32,550 NBD holdings were updated through 28 separate tasks.

Growth in the NBD: For the calendar year 2002 there was a significant increase in coverage of the NBD. Key results are as follows:

  • total bibliographic items 13,598,997 as at 31 December 2002, an increase of 7 per cent (945,521 records) over the calendar year;
  • total holdings 35,716,601 as at 31 December 2002, an increase of 4 per cent (1,303,015 holdings) over the calendar year;
  • highest growth areas were printed music (11 per cent growth, number of records now 309,263 records), music sound recordings (16 per cent growth, now 289,320 records), non-music sound recordings (12 per cent growth, now 122,656 records), pictures (87 per cent growth, now 123,819 records), manuscripts (11 per cent growth, 48,119 records) and electronic resources (15 per cent growth, now 44,278 records).

NBD coverage of theses: A survey to determine the coverage of theses on the NBD was distributed to university librarians via the CAUL list. The survey ascertained the level of reporting to the NBD for both electronic and print theses, issues preventing reporting, and alternate options for harvesting theses records. The survey indicated that NBD coverage of theses has improved compared with the last survey in 1998. Kinetica staff have identified some universities to approach for retrospective files. A full report of the survey is included in the papers of the meeting.

Refinement of the Kinetica matching algorithm

Refinement of the Kinetica match/merge program is an ongoing process. During the period a number of improvements have been programmed and tested as follows:

AN and LC number validation: Improved validation of the format and structure of Amicus (AN) and Library of Congress (LC) numbers was implemented in November 2002.

Control number matching: Testing of changes to control number matching was completed in December 2002. These changes included the confirmation of Amicus number (AN) and Library of Congress number (LC) matches using other data elements such as ISBN and fixed field codes. The testing used production data and aimed to ascertain the impact of the changes in terms of duplicate reduction, false merges and the number of records sent to human review. As a result of the changes there has been a two-to three-fold increase in the number of records sent to for review and also a small reduction in the number of records being added to the database. NBD staff have analysed the number and nature of duplicates that could be prevented from loading to the NBD and additional changes to the load program are currently being tested to reduce the number of records sent to review while at the same time increasing the match rate against the NBD.

Amicus 3.4 title matching and stopword indexing: The feasibility of extracting the improved title matching and stopword handling functionality provided in Amicus 3.4 and implementing it as a stand-alone enhancement was investigated. It was found that this approach was not viable. Changes to improve title matching will now be developed locally. Improved stopword handling may be implemented in a future upgrade of the Amicus software.

Title matching. Analysis of how trailing blanks within title fields impact on title matching was completed during October 2002 and 4900 title index headings were subsequently stripped of trailing blanks in order to facilitate improved matching. Specifications for truncated title matching, to remove the statement of responsibility when matching title data, have been drafted and are with IBM for programming.

Kinetica will undertake high priority improvements to the matching algorithm in the coming months, as follows:

  • refinement of Title matching;
  • implementation of ISBN and ISSN matching;
  • changes to allow the matching program to disregard small variations in date of publication or country of publication codes under certain circumstances, for example if one record contains the country code for the United States and the other contains the code for a specific U.S. state.

Recommendation

That the Kinetica Advisory Committee note the report.

Kinetica Database Services Branch

National Library Australia

Contact: Mr Robert Walls

7 February 2003


Agenda item 15

Kinetica Advisory Committee paper

KAC/2003/1/14

Attachment A

EVALUATION SUMMARY OF THE 2002 KINETICA ANNUAL USERS MEETING

(KAUM)

A total of 222 delegates attended the 2002 KAUM. Of these, 86 completed the Kinetica AUM evaluation form that had been distributed to each delegate. Of the 86 respondents, 43% were from the education sector, 20% from public libraries, 19% from special government libraries, and the remainder from national/state, commercial and other libraries.

Of particular note is the fact that 61% ranked the meeting as a whole to be above average, while just under a quarter deemed it to be excellent. The aspects that received most praise were meals and refreshments, the meeting venue, and the role of Kinetica staff. The table below illustrates user rankings for 2001 and 2002. The comparative data reveals that that all measurable items with the exception of ‘opportunities for discussion’ attracted a higher ranking than the previous KAUM in 2001.

Ranking in

percentages

Excellent

Above

average

Average

Below

average

Poor

 

2001

2002

2001

2002

2001

2002

2001

2002

2001

2002

Overall meeting

16

23

55

61

27

15

2

     

Meeting venue

 

38

33

28

41

30

23

4

2

   

Meals and refreshments

39

51

44

44

13

5

4

     

Meeting content

19

16

37

60

37

17

6

3

1

1

Opportunities for discussion

18

20

49

38

28

33

5

3

 

1

Role of Kinetica staff

33

30

40

56

26

10

1

1

   

Parallel sessions

12

16

35

46

45

30

8

1

 

5

Panel sessions

15

15

34

48

43

26

7

6

1

2

Cocktail reception

22

50

22

38

48

12

5

 

3

 

 

The survey also gave respondents the opportunity to comment on the following aspects:

  • What did you like most about the meeting?
  • Are there any parts of the meeting that you would change?
  • Do you have any comments about the venue?
  • Any further comments?

The replies to the above have been summarised below under the headings:

1. General

2. Format and organisation

3.Content / Presentations /Discussion

4. Venue

Each of the above headings (with the exception of General) has again been subdivided into positive comments and suggestions / criticisms. As the overwhelming tenor of the replies are extremely positive and the same answers tend to be repeated throughout, the list of positive comments are sometimes shorter than the list of suggestions /criticisms. Of particular note are the constructive suggestions made by most respondents who seemed very eager to have some input and by so doing, to get even more out of the KAUM in the future.

Where numerous respondents have made the same comment, a number has been inserted at the end of the line to indicate the number of respondents who replied in a similar manner.

 

1. General

All comments of a general nature were overwhelmingly positive as depicted below.

  • Congratulations to all involved!
  • Couldn't be better!
  • Where would we be without Kinetica – I love it!
  • Meeting generally excellent!
  • Good speakers, good venue, great food, great location!
  • I have learnt a lot and have come away with the feeling that progress is being made and that we are moving forward.

 

2. Format and organisation

While respondents were impressed with the format and efficient organisation of the meetings and expressed the opinion that they had improved over the years, they nevertheless indicated a number of minor as well as major areas where change was desired.

One of the major areas of desired change pertained to parallel sessions. While a few did not like them at all, others thought they could be improved by rearranging the seating to stimulate discussion, or by allowing each category of service (eg cataloguing, ILL) to have separate sessions. Several respondents suggested that these sessions be split according to library sector.

 

Positive comments

  • Format works well!
  • Very pleasing!
  • I thoroughly enjoyed everything: timing, topics, venue and catering.
  • Meeting was exceptionally well planned!
  • Efficient organisation!
  • Enjoyed networking face to face (3).
  • Nice to have tea/coffee on arrival.
  • Lunch overlooking the bay was very nice.
  • Pleased to find the KAUM much friendlier these days.
  • Enjoyed meeting Kinetica staff and putting names to faces.
  • John Shipp did an excellent job as chair with his humour and lighthearted approach. (numerous comments)
  • The meetings have improved – much more positive atmosphere -I enjoyed them. (5)
  • Kinetica staff have done a great job!
  • Great to have Happy Hour included in price.

 

Suggestions / criticisms

  • Sit-down lunch too slow. No adequate time for fresh air wake up (3)
  • Name badges could be colour-coded to indicate various library sectors.
  • Would like to have had a participants' list. (4)
  • Signposting should have been better, especially at street level. (6)
  • Perhaps the information folders could be given to participants when they collect their nametags on the first morning. Leaving the folders on the seats resulted in some not getting a pack.
  • Registration time should be shorter.
  • Would include a short morning tea to break up presentations during the first morning.
  • As a technician, I was very disappointed that there were no small group discussions on specific usage-related issues, especially those pertaining to KDD.
  • Parallel sessions have been done to death. I heard many attendees say: 'Not again!' (sigh)
  • Parallel sessions – allow each category of service (eg cataloguing, ILL) to have separate sessions or split by sector. (5)
  • Parallel sessions – longer sessions to give sufficient opportunity for small-group discussion. The rearrangement of seating, namely in a semi-circle, might help to facilitate more discussion. (4)
  • Not sufficient opportunity to discuss questions on notice or without notice. In previous years these questions could be viewed on the screen and added to.
  • Panel sessions – need to be expanded to take specialisation of libraries into account. Perhaps there could be a split by sector.
  • Consideration should be given to State User Groups to take a larger role in organising the KAUM. (4)
  • It was hard to catch Kinetica staff during the breaks to discuss issues directly with them.
  • KTA meeting should be held before the AGM due to travel restrictions.
  • Session times could have been more evenly split on the first day.
  • An organisation chart of the Kinetica section would be useful.
  • A five-minute break should be given if a session lasts longer than an hour.
  • Minutes of last meeting should be included in the document satchel. (3)

 

3. Content / presentations /discussion

Most respondents were impressed with the calibre of the speakers and the overall standard of the presentations.

Unlike other years, the focus for suggestions centred on issues relating to content and input, especially from smaller libraries such as special and public libraries. There were also requests for workshops (or papers) on specific Kinetica services such as KDD, the ordering of products and realtime downline loading. Some respondents also expressed an interest in the work practices of innovative libraries, especially regarding problem solving.

 

Positive comments

  • Excellent! (numerous respondents)
  • All speakers spoke well and were clear and to the point. (5)
  • Speakers and screens were well placed for visibility.
  • Good balance of speakers – not all academic librarians
  • Enjoyed being able to discuss generic issues and strategic directions. (2)
  • Panel sessions and meetings were very informative. (5)
  • Enjoyed information exchange, parallel sessions and small group discussion (3)
  • Roxanne Missingham was very impressive with her grasp of the issues. She presented an interesting and relevant report regarding developments and achievements during the past year. (Numerous respondents)
  • Preliminary reports were very good – not as much overlap as last year.
  • Nstaff responses were very good.

 

Suggestions / criticisms

  • We need to engender more discussion.
  • After lunch speakers need to be more animated to grab one's attention. Perhaps a 'fun' segment should be introduced.
  • More input is needed from smaller libraries, especially public and special libraries.
  • Within each parallel sessions I would include a question session coordinated by a KAC or library representative for the first half-hour.
  • Limit the number of people on the panel session. Five were too many!
  • More detailed information required (even in summary) of issues that KAC is addressing.
  • I would like to see some workshops on specific Kinetica services such as ILL, ordering records and real-time DLL. Perhaps some of the libraries using these services can present a paper in a parallel session. (3)
  • More Public Library content – perhaps within parallel sessions. (5)
  • More visual content required. Depart from static PowerPoint presentations - include more interactive examples.
  • Live examples of PictureAustralia and MusicAustralia would have been interesting.
  • Perhaps we could have more demonstrations of what innovative libraries are doing, particularly practical solutions to problems.
  • Concentrate more on the practical aspects of various developments eg ILL, electronic datasets.
  • Difficult to address both operational and strategic issues. Perhaps a more concerted effort needs to be made to separate the two.

 

4. Venue

While all respondents praised the location and food, a number mentioned some minor irritants that would need to be addressed if the same venue were to be used on another occasion. These included airconditioning problems, uncomfortable chairs, insufficient lighting and external noise.

Positive comments

  • Lovely location! Excellent choice! Convenient and easy to get to!

All rooms in close proximity - great ambience and views (numerous respondents)

  • Liked having a balcony for fresh air.
  • Sound and double screens good.
  • Very comfortable and well set out.
  • Enjoyed being in the rooms set aside for the breaks and social activities

 

Suggestions / criticisms

  • The chairs were uncomfortable and slightly high for good seating posture. (7)
  • Airconditioning and ventilation of main area a problem. (5)
  • Not enough female toilets (6)
  • Speakers hidden by large columns in main auditorium. (3).
  • Main auditorium was sometimes noisy due to kitchen and projector noise (2).
  • Spotlights in main auditorium too harsh on some of the audience. (3)
  • Lights very low in main auditorium – difficult to take notes. (6)

 

5. Comments to consider when planning the next KAUM

The issues listed below are those that can be easily addressed when planning the next KAUM. Suggestions pertaining to content and input will need to be discussed with the various library sectors / user groups at a later stage.

  • Colour-code name badges to indicate various library sectors.
  • Give information folders out with nametags.
  • Incorporate a short break after long sessions.
  • Give adequate opportunity to discuss questions on notice as well as those without notice.
  • Give state user groups the opportunity to be involved in the program design and organisation of the next KAUM.
  • Arrange a special meeting place for delegates to speak to Kinetica staff.
  • Include minutes of meeting in information folder.

 

Recommendation

That the Kinetica Advisory Committee notes the results of the evaluation survey of the 2002 Kinetica Annual Users’ Meeting.

 

 

Kinetica Customer Services Branch

Contact: Cheryl Brickell

7 February 2003

 

 

 

 


Agenda item 15

Kinetica Advisory Committee paper

KAC/2003/1/14

Attachment C

Kinetica Annual Users’ Meeting

Wednesday 20 – Friday 22 August 2003

TIME

ACTIVITY

PEOPLE

VENUE

FOOD

WEDNESDAY

20 August

       

9 am – 5 pm

Secretariat

 

Colley 2

 

9 am – 10:30 am

National Resource Sharing Working Group

20

Colley 1

 

9 am – 10:30 am

CJK Meeting

25 - 30

Moseley 2 & 3

 

9 am – 10:30 am

Kinetica Training Service Providers Meeting

15

Hindmarsh

 

10:30 am – 11 am

Morning Tea

75

Foyer

Morning Tea

11 – 12:30 pm

National Resource Sharing Working Group

20

Colley 1

 

11 am – 12:30 pm

CJK Meeting

25 – 30

Moseley 2 & 3

 

11 am – 12:30 pm

Kinetica Training Service Providers Meeting

15

Hindmarsh

 

12:30 pm – 1:30 pm

Lunch

75

Lunch

Lunch

1:30 pm – 3 pm

National Resource Sharing Working Group

20

Colley 1

 

1:30 pm – 3 pm

CJK Meeting

(Hollow square style seating)

25 - 30

Moseley 2 & 3

 

3 pm – 3:30 pm

Afternoon Tea

75

Foyer

Afternoon Tea

3:30 pm – 5 pm

State User representatives discussion

6

Hindmarsh

 

1:30 pm – 5 pm

Kinetica Advisory Committee Meeting (pm)

(Boardroom style seating)

20

Mt. Lofty House

 

6:00pm – 7:30pm

Launch of the State Library of SA’s membership of PA

Possible "hard hat" tour of the State Library for KAC members

40

State Library of SA

Light refreshments

 

TIME

ACTIVITY

PEOPLE

VENUE

FOOD

THURSDAY

21 August

       

9 am – 5 pm

Secretariat

 

Colley 2

 

8:00 am – 9:15 am

Registration area

150

Foyer

 

9:15 am – 9:30 am

Opening and Welcome – Bronwyn Halliday (chair)

150

Ballrooms 4 & 5

Theatre style

 

9:30 am – 9:40 am

Official Opening – Hon. Mike Rann, Premier of SA

150

Ballrooms 4 & 5

Theatre style

 

9:40 am – 10:00 am

National Library of Australia – Jan Fullerton

150

Ballrooms 4 & 5

Theatre style

 

10:00 am – 10:15 am

National Library of Australia – David Toll

150

Ballrooms 4 & 5

Theatre style

 

10:15 am – 10:45 am

Morning Tea

150

Foyer

Morning Tea

10:45 am – 12:00 am

Roxanne Missingham

Kinetica Report

150

Ballrooms 4 & 5

Theatre style

 

12:00 pm – 1:15 pm

Lunch

150

Horizons

(Stand up buffet with seating for 120)

Lunch

1:15 pm – 2:30 pm

Three break out Parallel sessions

Ideas for parallel sessions include: E-Resources, KDD, Enhancements, Pricing, Government publications, authorities, Resources Kinetica should consider offering…

65 people

Ballroom 4

65 people

Ballroom 5

65 people

Colley 1

2:30 pm – 3:00 pm

Afternoon Tea

150

Foyer

So they can re-arrange the ballroom

3:00 pm – 4:00 pm

Innovative uses of Kinetica

(15 mins) Presentations awarded to different library sectors who use Kinetica in innovative ways.

(45 mins) Award winners present.

150

Ballrooms 4 & 5

Theatre style

 

4:00 pm – 5:00 pm

Showcase of South Australian libraries (Public, uni, special)

- How are SA libraries using Kinetica? Why aren’t some SA libraries using Kinetica? Who picks up the pieces – disappearing library collections from closed libraries, resource sharing amongst small and special libraries in SA.

150

Ballrooms 4 & 5

Theatre style

 

5:00 pm – 6:00 pm

Happy Hour

150

Ballroom 2

Happy Hour

6:30 – 7:00 pm

"Hard hat" tour to State Library of South Australia

 

State Library of South Australia

 

 

 

TIME

ACTIVITY

PEOPLE

VENUE

FOOD

FRIDAY

22 August

       

9 am – 5 pm

Secretariat

 

Colley 2

 

9 am – 10.15 am

End user Access

Selection of speakers on end user access

  1. A "real" end user (15 mins)
  2. End users searching at the high level of specialist searching (15 mins)
  3. Implications on ILL service deliveries allowing end users access to Kinetica (15 mins)
  4. Kinetica staff member "Future plans and directions Kinetica has for end users" (15 mins)
 

Ballrooms 4 & 5

Theatre style

 

10:15 am – 10:45 am

Morning Tea

150

Foyer

Morning Tea

10.45 am - 11.30 am

Report from Thursday Parallel Sessions

150

Ballrooms 4 & 5

Theatre style

 

11:30 am – 11:45 am

Questions with notice, Questions without notice

150

Ballrooms 4 & 5

Theatre style

 

11:45 am – 12.00 pm

Close, including 2004/2005 dates and venues

150

Ballrooms 4 & 5

Theatre style

 

12:00 pm – 1:00 pm

Lunch

150

Horizons

(Stand up buffet with seating for 120)

Lunch

1:00 pm – 4:00pm

Delegates choose from one of the following sessions:

  1. Authority workshop
  2. KDD refresher workshop
  3. E-resource/serial cataloguing
  4. Teaching Kinetica to end users

50 people in each room

Ballroom 4

Theatre style

Outside people can come to these sessions

50 people in each room

Ballroom 5

Theatre style

50 people in each room

Colley 1

Theatre style

50 people in each room

Moseley

Theatre style