National Library of Australia
Kinetica Kinetica
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KINETICA ADVISORY COMMITTEE MEETING

Thursday 25 March 2004 Council Room, 1st Floor National Library of Australia, Canberra

AGENDA

9.30am

  1. Welcome and introduction, apologies
  2. Minutes of the previous meetings and business arising December 2003 meeting teleconference
  3. Director-General's remarks (oral)
  4. 2002-2003 Kinetica Statistics Information (CONFIDENTIAL)
    KAC/2004/1/2
  5. Kinetica Status Report

11.00pm Morning Tea

FOR DISCUSSION

  1. Kinetica Redevelopment Project (CONFIDENTIAL)
    KAC/2004/1/4

    Presenters:
    Dr Warwick Cathro (Project Manager)
    Rob Walls, Leader, Bibliographic System Sub-Project
    Tony Boston, Leader, Search & Products Sub-Project
    James Bullen, Leader, Customer Management Sub-Project
    Mark Corbould Leader, Infrastructure Sub-Project
  2. Kinetica charges (CONFIDENTIAL)
    KAC/2004/1/5
  3. Relationship between Kinetica and OCLC

12.30pm Lunch

FOR INFORMATION

  1. Expert Advisory Group on Kinetica Document Delivery: Progress Report
  2. Kinetica Subject Headings Review Panel
  3. National Bibliographic Database: Quality Issues
  4. Kinetica Annual Users Meeting 2004
    • Survey evaluation of 2003 KAUM
    • Draft program for 2004 KAUM
  5. Electronic and Microform Collections: Progress Report
  6. EUCAT study: public report
  7. Conclusion
    Review of resolutions (if any)

4.15pm Close of Meeting


Kinetica Advisory Committee paper
KAC/2004/1/1

DRAFT MINUTES OF THE KINETICA ADVISORY COMMITTEE MEETING

Thursday 27th November 2003 Teleconference

The Meeting commenced at 2:30 Eastern Summer Time

Present:

Chair Mr John Arfield

University Librarian,
University of Western Australia

Members Dr Warwick Cathro

Assistant Director-General, Innovation
National Library of Australia

Ms Elizabeth Ellis

Mitchell Librarian and Director Collection Management,
State Library of New South Wales

Ms Judy Engall

SCIS Unit, NSW Department of Education and Training

Ms Pam Gatenby

Assistant Director-General,
Collections Management,
National Library of Australia

Ms Linda Luther

University Librarian,
University of Tasmania

Ms May Priddle

Director, Information and Record Services
Department of the Treasury

Ms Sherrey Quinn

Libraries Alive!

Ms Patricia Scott

Bibliographic Services Librarian,
University of Adelaide

Mr Chris Taylor

Executive Manager, Information Access and Delivery,
University of Queensland

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

Ms Cathy Pilgrim

A/g Director, Kinetica Customer Services,
National Library of Australia

Agenda Item 1 Welcome, introductions and apologies

The Chair welcomed members to the Meeting. An apology from Dr Naida Tattersall, Manager, Libraries Social & Cultural Branch, Gold Coast City Council was noted.

Agenda Item 2 Minutes of the previous meeting and business arising
(KAC/2003/3/1)

Minutes of the previous meetings held on the 20th and 22nd August 2003 were accepted without correction.

Agenda Item 3 Kinetica redevelopment

Dr Warwick Cathro introduced this item and noted that approval from the Minister had been received to commence the project, based on adoption of the model previously referred to as the hybrid model. The redevelopment of Kinetica will be based on a Bibliographic System acquired through a tender and a Search and Products System built by the Library using the TeraText software toolkit. A draft public announcement had been prepared and circulated to KAC members.

Ms Linda Luther raised the issue of ensuring ongoing contribution to the National Bibliographic Database, noting that libraries were moving to batch loading. She raised the issue of the choice libraries would have for the contribution of records after the Kinetica redevelopment. She was advised that the acquisition of a Bibliographic system included acquisition of a cataloguing client.

Dr Cathro advised that a Project Board had been established with subproject leaders being Rob Walls for the Bibliographic System, Tony Boston for the Search and Products System and James Bullen for the Customer Management System. He reported that the project involves two stages. Stage 1, in early 2005, will deliver a new search database and interface, with greater functionality than the current service and supported by a new customer management system. Stage 2 will comprise an update database in the bibliographic system, and full implementation of the new customer management system, with significantly greater functionality.

Ms Luther asked about the timing of the implementation of the bibliographic system and was advised that the project planning had revealed that timing would not allow for implementation of the bibliographic system in stage 1.

Mr Chris Taylor questioned the effect of different views of the database on KDD searching, which currently produces different results to searching through Kinetica. Ms Missingham advised that with the redevelopment of Kinetica and developments in VDX is was anticipated that the fundamental problem would be overcome and searching in both interfaces would produce the same results.

Ms Sherry Quinn asked why the Voyager contract was not being extended to use this software for Kinetica. She was advised that because the procurement of the ILMS was solely on the basis of its application as the National Library's internal system and because of the need to select a system for different purposes (cataloguing and database not including acquisitions, serials and circulation) a separate procurement process was required.

Mr John Arfield and other members of the Advisory Committee commented on some of the wording in the document describing the Kinetica redevelopment that will be published on the web, including phraseology such as "logical views" and the need to clarify the reasons for the decision to undertake a redevelopment. It was suggested that a more detailed summary of the Council paper might be publicly released.

Ms Missingham reported on communication activities including communication with the major system supplier and the vendor of the software used for the CJK system. State user group meetings were planned through December and KAC members were encouraged to attend these meetings wherever possible.

Mr Arfield asked how KAC members could assist and was advised that assisting in communicating with Australian libraries, providing feedback to Kinetica staff and assisting in providing advice on the redevelopment as required would be beneficial.

Ms Pat Scott commented that she would be pleased to provide assistance, as did other members of the Committee.

ACTIONS:

Ms Missingham to circulate a list of state user group meetings.

Kinetica Redevelopment Project Plan to be circulated to KAC members in the near future.

The meeting closed at 3.30 pm.

Next meeting: Thursday 25th March 2004.


Kinetica Advisory Committee paper
KAC/2004/1/3

KINETICA STATUS REPORT

July 2003 - January 2004

Databases, Product Development and Quality

Result
July 2003 to January 2004
Target
Kinetica Searches 3,743,471 3,490,000
NBD and CJK holdings 1,382,370 890,000
KDD requests 134,163 145,000
Search and Cataloguing Services delivered within contracted service levels (IBM GSA) 100% 98%
Percentage and number of batch loads added within 5 working days of receipt 100% 98%

Commonwealth Agencies Metadata Pilot

Metadata records from the National Occupational Health and Safety Commission and the Department of Environment and Heritage have been successfully loaded to the NBD. Metadata records from other agencies, including Department of Health and Aging and Department of Agriculture Fisheries and Forestry, will soon be loaded.

A recall morning was held on 11th December with participants to report on the progress of the pilot project and issues. Those present affirmed the importance of the presence of metadata describing Commonwealth government publications on the NBD, to facilitate access to these publications. The use of harvesting protocols was also discussed at the recall meeting.

A seminar to report on the project and discuss the harvesting of metadata for Australian government publications for inclusion in the NBD will be held on 19 March. The seminar is jointly sponsored by the National Library, the National Archives of Australia and the National Office on the Information Economy.

Kinetica Document Delivery (KDD)

The Kinetica Document Delivery system was upgraded in December 2003. The new version of the software (VDX 2.3.3) delivers additional functionality, including the ability to sort potential suppliers by State. Agreements were signed with the Canada Institute for Scientific and Technical Information (CISTI) and Infotrieve Pty Ltd, for use of these services as document supply sources for KDD customers. Use of both these agencies has proven popular with KDD users.

Expert Advisory Group on Document Delivery

The Expert Advisory Group on Document Delivery was established in August 2003, to investigate future development possibilities for the KDD service. Members of the Group represent all library sectors, and have a wealth of experience in document delivery practices in the Australian library context. The Group has met several times via teleconference and a progress report (KAC2004/1/6) is included in the papers for this meeting. The final report of the Group will be presented to the Kinetica Advisory Committee at its next meeting.

Chinese, Japanese and Korean (CJK) Service

In January 2004 the CJK database contained more than 1,424,990 bibliographic records, and almost 470,300 item records. This represents an increase since July 2003 of 12,632 bibliographic records and a decrease of 20,371 item records. The decrease in item records is due to the deletion of item records for non-CJK member libraries from the database.

In February 2004 the Innopac integrated library management software underlying the CJK system was upgraded. New features in Release 2002 Phase 3 included improvements to the Web OPAC and the Millennium cataloguing module. This software upgrade was part of the preparation for the conversion of the CJK database to Unicode.

CJK staff continued to work on mapping issues between EACC encoding and Unicode, in preparation for the conversion of the database to Unicode, and discussions have been held with the system vendor, Innovative Interfaces Inc., to devise a strategy and timeframe for moving CJK to Unicode.

New guidelines for creating multiscript authority records on the CJK database have been released. They will also apply to authority record creation in the NBD once the host system is capable of supporting non-Roman script. In 2003 the Kinetica CJK Team prepared a background paper on CJK multiscript authority records, in which it was recommended that the option mentioned in MARBI Discussion Paper 2001-DP05 (http://lcweb.loc.gov/marc/marbi/2001/2001-dp05.html) be adopted as the standard for multiscript authority records in the Kinetica CJK database. The Library of Congress has indicated that they will adopt the MARBI option in late 2004 or early 2005, as soon as their local system is able to support non-Roman script.

Kinetica Products

Electronic Collection Sets

There are currently 18 sets offered through this service.

Over the last six months Kinetica staff have been undertaking a review of the electronic collection sets service. The tasks associated with maintaining the service are currently labour-intensive, and work has been undertaken to streamline processes and make the service more efficient. Among issues reviewed is the supply of complete refresh files of data instead of update files (records added or changed) for some services, and as a trial the AusStats set has been supplied as a complete refresh.

Feedback has indicated that the supply of the datasets including all URLs for customers as well as those for the journal providers is a significant disincentive for the take-up of the service. Customers would prefer to receive just their own URL in the records or, where they have not specified a library specific URL, just the non-institutional URLs in the records. Customisation of the 856 tag is underway to facilitate both these options. Where a customer has specified their own URL, only this 856 tag will be output with the records; and where a customer prefers to use the non-institution specific URLs, only these will be delivered. It is anticipated that customised sets will be available in April.

Another outcome of the review has been the decision to identify Australian datasets. A specification has been developed to create electronic records for 400 Australian Newspapers online in order to be able to offer this as an e-collection set. Other possible Australian sets have also been identified.

Microform Collection Sets

An online order form has been developed to enable Kinetica customers to easily order data sets for microform collections and add their holding to the appropriate MARC catalogue records on the NBD.

The redeveloped service streamlines the delivery of these collection sets. More than fifty sets are now available and nine orders have been received for these sets.

MARC records

Kinetica continued to provide a range of regular and one-off product files for customer libraries, to attend to maintenance tasks, and to devise and implement special product services.

As one example, in the past six months a series of bibliographic and authority files have been extracted to assist the National Library with its migration to a new library management system, which included the extraction of 12 files of Authority data. Secondly, acquisition and legal deposit files, provided to the State and Territory libraries on a monthly basis, were reviewed at the beginning of 2004 and modifications made to the selection criteria where appropriate. Kinetica staff have also assisted the National Library's Electronic Unit in automating the identification and addition of ANL holdings to Pandora records created by other Pandora partners, a task previously done manually.

A File Loading Utility (FLU) was developed by IBM-GSA and tested by Customer Service staff. This is primarily used for the extraction of files of MARC records based on lists of Amicus numbers, but can also be used for lists of ISBNs or ISSNs, and has enabled significant improvements in turnaround times for these requests.

Serials in Australian Libraries (published on CD ROM by RMIT Publishing)

SIALS continues to be extracted from the NBD three times a year. In the most recent extraction in January 2004 the number of records passed the half million mark, extracting 512,714 serial records.

Catalogues on CD ROM

Following Kinetica's decision not to renegotiate the contract with RMIT Publishing for the provision of library catalogues on CD ROM, RMIT have offered to continue to assist these two customers on an individual basis.

Recent Australian Publications (RAP)

Following the redevelopment of this service, an article was prepared for the October issue of Gateways and a message posted on Kinetica-L promoting the service. Feedback received from customers to date has been very positive regarding the improvements to the service and a number of libraries have expressed interest in contributing to the NBD to ensure their organisation's publications appear in RAP.

Enhancements to KineticaWeb Search and KineticaWeb Update services

The display of library names instead of just NUC symbols was implemented in both KineticaWeb Search and Update services, along with a number of enhancements relating to the display of records.

A further modification to the KineticaWeb search screen to provide a straightforward means of searching for particular formats of material was implemented in early March. The new search screens provide a simpler way of limiting searches to particular material types and/or categories of material. This enhancement improves the functionality of KineticaWeb advanced searching.

In December 2003, the Singapore National Union Catalogue (SILAS) was added to the list of databases that can be searched from KineticaWeb.

Functional Requirements for the Bibliographic record (FRBR)

The inquiry into the applicability of FRBR within Australia's bibliographic network, primarily embodied within the National Bibliographic Database has been completed. In February a seminar on FRBR was held in conjunction with the Australian Committee on Cataloguing. Bemal Rajapatirana presented a paper summarising the Library's investigation.

Revision of Kinetica Web Pages

Presentation of the Kinetica charges web pages have been revised to make the charges easier to understand, update the information, and link services and products to the fuller explanations already available elsewhere on the website. The Kinetica Training Schedule and the Kinetica Maintenance Schedule have been updated for 2004. The State User Groups page has also been made more visible and meeting dates for 2004 have been included. The Frequently Asked Questions page is currently being revised and will be based on the enquiries received through the Kinetica Helpdesk.

Help Desk

A new series of Help Desk training sessions commenced in February this year. Designed primarily for new Kinetica staff, the sessions also serve as a refresher on Kinetica services and have been well attended by both Customer Service and Database Service staff. These staff training sessions enable a high standard of service to be delivered to Kinetica customers when they contact the Help Desk.

The Kinetica Help Desk dealt with 2,986 inquiries from July 2003 to January 2004, compared with 3,700 for the same period last year. 98% of requests were answered within the service level (responding within five days). 57% of requests came via telephone, and 43% by email. 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 2003 - January 2004.

Unlocking of catalogue records: 321
Kinetica Document Delivery request problems: 219
Australian Libraries Gateway 150

The high number of requests to unlock catalogue records resulted from several interruptions to the Kinetica service due to disruptions in the power supply.

New registrations and cancellations

During the period, 10 new organisations joined Kinetica. These were mainly public libraries and health related libraries:

  • Diversity Health Institute
  • Dept of Victorian Communities - Research and Learning Hub
  • Port Augusta Public Library
  • Milne AgriGroup Pty Ltd
  • Bowen Shire Council
  • North Western Library
  • Central Gippsland Health Service
  • Whitsunday Shire Libraries
  • Royal Hospital for Women, NSW
  • ICPMR Division of Analytical Laboratories, Scientific Laboratories Library

During the period there were also 10 cancellations, these were primarily due to library mergers or closure:

  • GTS Information Centre
Business in liquidation
  • South Australia Department of Education and Children's Services
Service ceased to exist 30/6/03
  • Dept of Veterans' Affairs Library
Library Closed
  • South Australia Department of Education Training and Employment
Service ceased to exist 30/6/03
  • TAFE NSW - Illawarra Institute
No longer want to access Kinetica
  • Australian Competition and Consumer Commission
Library moved and amalgamated with AACOM
  • Victorian Transcultural Psychiatry Unit Library
Library Closed
  • GHD Library Cairns
Library Closed
  • Department of Innovation Industry & Regional Development
No longer providing Library services
  • National Office of Overseas Skills Recognition
Merged with DEST

Training

Kinetica Training Agents provided 27 training sessions to Kinetica customers from July 2003 to January 2004 with 172 people attending. Courses included KineticaWeb, Kinetica Client, and Kinetica Document Delivery.

The Kinetica Document Delivery Manual, 7th edition, 2004 has been made available for downloading via the Kinetica website. The manual has been revised to reflect enhancements made to KDD in the December 2003 software upgrade. A new document on Searching the Singapore National Union Catalogue has also been made available online. Two new User Guides have been developed - Searching KineticaWeb for Government Publications and Searching on Collections in Advanced Search. The Kinetica Document Delivery at a Glance user guide has also been revised in line with the manual.

Cataloguing Standards

The Kinetica Cataloguing Standards web page has been updated with the latest information on cataloguing conventions and standards applicable within the NBD. This is a very important development as it completely replaces the old ABN Cataloguing manual and provides advice to Australian libraries to assist in the creation of records to support resource discovery, shared cataloguing and interlending. Additional cataloguing guidelines and standards have been added to these pages to enable libraries to contribute consistent, quality data for resource and record sharing, and to assist Australian libraries to provide access to their collections efficiently. There is new information, advice and guidance on:

  • network conventions, including the upgrade and change of bibliographic and authority records;
  • descriptions for holdings for electronic resources to clarify availability for interlibrary lending;
  • required and recommended tools;
  • guidelines for establishing headings for various entities such as local governments, military forces, personal and corporate names; and
  • guidelines for handling multipart items.

The standards page ( http://www.nla.gov.au/librariesaustralia/standards.html) will be progressively updated as new information becomes available.

Public Library Portal/Information Australia

The Public Libraries Portal was successfully launched in October 2003 with 5 participating locations: Thuringowa City Council, Brisbane City Council, Southern Tablelands Regional Library Service, Northern Regional Library and Yarra Plenty Library Service. All locations are successfully using the service and have reported great interest from library patrons and correspondingly increased Inter-Library Loan activity. Comments from users so far have included that the service is 'streamlined and easy to use', of being impressed with the speed of Inter-Library Loan supply and with being able to use the service from home. Since the portal was launched the pilot sites have undertaken a total of over 30,000 searches of the National Bibliographic Database via the Kinetica service and 2,500 Inter-Library Loan requests through the Kinetica Document Delivery system (as at end February 2004).

Each site has been responsible for organising their own promotional and training activities, including an official launch. The launch for the Southern Tablelands Regional Library was held in Crookwell in November 2003 to coincide with the opening of their renovated library premises. Around 50 persons attended the launch, with the Mayor of Crookwell officially presiding. Cheryl Brickell, Margaret Kennedy and Kylie Moloney attended from the NLA. Other activites undertaken by Southern Tablelands included training of library branch staff members and library users, the development of a website, coverage in the local newspaper, a story in the library newsletter and onsite promotion.

The Brisbane City Council launch was held in February, with around 30 people attending and the Mayor presiding and Roxanne Missingham attending. The launch was followed by a seminar on the service and the National Library's collaborative activities for all Brisbane libraries which was attended by around 50 library staff members. Marketing and training activities include the development of an Information Australia postcard and website and weekly library staff training sessions which are currently booked out until the end of May.

The Thuringowa Regional Library Service launch was held in March 2004 hosted by the Mayor with Roxanne Missingham attending from the NLA. Around 40 people attended including the full membership of the Council. Media coverage included newspaper, radio and television stories.

The Yarra Plenty Regional Library Service launch will be held soon. Yarra Plenty has developed remote patron authentication using ExyProxy software. Staff training is ongoing and marketing activities have include coverage in the library newsletter, and the development of a website, poster, help sheet, and bookmark. The Northern Regional Libraries Service launch is to be held at Lightening Ridge in April 2004. Marketing and training strategies have included hands-on training for staff at branch libraries, remote training over the phone, and bookmarks produced in-house.

A paper describing the objectives, development and future issues of the project was given at the VALA conference in February by Roxanne Missingham and Kylie Moloney of the NLA, and Christine Mackenzie of Yarra Plenty Regional Library Service and was well received.

Kinetica staff are continuing regular communication with the pilot sites and supporting organisations, such as RMIT. The trial has now been extended to October 2005, with a number of Western Australian public libraries via the State Library of West Australia to join in November 2004. There remain a number of technical and workflow issues to be ironed out over this period, including the development of a business plan and formal evaluation systems.

Australian Library Gateways (ALG) and Interlibrary Resource Sharing (ILRS) Directory

The currency of ALG hypertext links continues to be routinely checked and broken links fixed. New entries have been entered for five libraries and the New Digital Projects section of the site has been updated.
Routine updating and maintenance was undertaken on the ILRS directory.

PictureAustralia

There have been a number of new participants join PictureAustralia over the past six months. These are:

  • Maroochy Libraries,
  • Redcliffe City Library,
  • National Portrait Gallery,
  • John Curtin Prime Ministerial Library,
  • Gold Coast City Library,
  • Wollongong Public Library, and
  • Swinburne University.

In addition, institutions that already have a presence on PictureAustralia added further images. The Australian War Memorial added over 165,000 images due to the implementation of OAI protocols, which enables its metadata to be harvested more regularly, and the State Library of Queensland provided an additional 2,000 images. The number of images that PictureAustralia now provides access to is over 975,000.

The annual Participants' Meeting was held on 25 November 2003 with 25 attendees from 23 institutions. Participants indicated their appreciation of the information provided at the meeting and of the opportunity to network on digitisation issues with other participants.

Two new picture trails were launched in December 2003. An Indigenous Dance trail and a Multicultural Australia trail. Additional images from the State Library of Queensland have been included on the Freshwater trail.

The PictureAustralia Business Plan 2004-2007 has been finalised in consultation with participants and the Library's Corporate Management Group.

Planning for the loading of the millionth image into PictureAustralia commenced in March 2004. To celebrate and publicise this milestone a media campaign is being developed around an image from the Australian War Memorial's collection - a photograph of Sister Vivian Bullwinkel (Bullwinkel was an Australian Army Nursing Service sister who survived the bombing and subsequent sinking of the SS Vyner Brooke, was the sole survivor of 'The Banka Island Massacre' (Feb 1941) in which 21 AANS sisters, who also survived the sinking, were shot and killed by Japanese troops.) The millionth image campaign will tie in with Anzac Day celebrations.

Business relationships

Measure Result
July 2003 to January 2004
Target
Develop relationships with RLG and OCLC Met with OCLC representatives in January 2004 re extending further access and partnerships.
Develop relationships with consortia Kinetica site licences have been renegotiated with the NSW, Queensland and Victorian public libraries for the 03/04 financial year. December 2003

Relationships with public libraries

See Public Library Portal and PictureAustralia information above.
Public libraries are a particular target in 2004 for increasing coverage on the NBD.

Council of Australian State Libraries (CASL) Consortium

The Consortium has subscribed to two new products (Short Story Index and Columbia Granger's World of Poetry) over the previous period, with two new products and three resubscriptions under negotiation. The Consortium currently subscribes to seventeen electronic products.

A paper on the CASL Consortium discussing the strategic drivers of the Consortium, the framework, lessons learnt and future directions was presented at CAVAL's international conference: Consortia in the Next 25 years. A paper was also presented at the ALIA Forum on Purchasing Agreements and Licensing discussing the CASL Consortium's Principles Guiding Licence Negotiation.

The Forward Workplan for 2004 has been finalised with sixteen new products identified for trialling. The Workplan also timetables the resubscription to current products. One of the aims for the Consortium this year is to also investigate the development of Consortium subscriptions to products where a number of Members already subscribe individually.

Market Share

Measure Result
July 2003 to January 2004
Target
Participation by key library sectors (measured annually) 100% of State and university libraries; 82% 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 100% 100%
Libraries using Kinetica Document Delivery 549 n/a

Marketing and customer relations

Kinetica services were showcased at the National Library of Australia trade-stand at the Special Health and Law Librarians Conference in Adelaide in August 2003, the International Interlending and Document Supply Conference in Canberra in October 2003 and at the VALA Conference in February 2004. Kinetica staff were kept busy at the trade-stands answering questions regarding the Kinetica Document Delivery, the process of adding holdings including via Batch*Link, the Recent Australian Publications service and fielding interest from institutions wishing to participate in PictureAustralia.

Following on from the success of the 2003 KAUM in Adelaide, planning for the 2004 KAUM in Canberra has commenced. The 2004 Meeting will provide an opportunity for customers to learn more about the Kinetica Redevelopment Project.

The general Kinetica brochure was updated and reprinted in January to include new information on access to new services such as the Deutsche Bibliothek Database.

Governance and Management

Measure Result
to 31 June 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 in November and December 2003, to announce and present information on the Kinetica Redevelopment Project, as well as to update customers on relevant operational and policy issues. Attendance by Kinetica customers at these meetings was not significantly higher than usual indicating that Kinetica customers do not feel that the Redevelopment Project will adversely affect them.

Recommendation

That the Kinetica Advisory Committee notes the report.

Kinetica Customer Service Branch

Contact: Ms Cathy Pilgrim
(02) 6262 1690

10 March 2004


Kinetica Advisory Committee paper
KAC/2004/1/6

RELATIONSHIP BETWEEN KINETICA AND OCLC

Background

For many years a relationship has been developing between the Online Computer Library Centre (OCLC) and Kinetica. OCLC is the major bibliographic service worldwide, with over 45,000 member libraries and arguable the world's largest union catalogue comprising over 52 million records from over 9000 libraries.

While OCLC provides service to a world market Kinetica provides services which seek to utilise our position as an Australian library network to support libraries. Our relationship with OCLC could be characterised as seeking to connect two complimentary networks to advantage members of both organisations.

Kinetica has traditionally purchased some services from OCLC as a user - such as records sets for microform and other collections to enhance the coverage of the NBD.

A number of Australian university libraries are OCLC members, and for these customers we have supported their activity through an arrangement where records they catalogue on to OCLC are then supplied to the NBD. A payment for reuse of records is levied by OCLC for these records, which is then passed on to the Kinetica customers.

Key to our developing relationship has been work towards providing reciprocal access. Information on issues discussed by OCLC and Kinetica follows.

Access for Kinetica customers to OCLC's WorldCat

In 2002 the National Library of Australia and OCLC agreed to a 12-month trial to access OCLC's WorldCat (the OCLC Online Union Catalogue), through Kinetica, for special, public and school libraries.

2003 saw the extension of this access for a further three years. Use of the service has been steady but at a fairly low level, primarily because the cataloguing need for these libraries is met to a very high degree by the NBD, and access to WorldCat provides supplementary records only.

Searching was as follows:

Year WorldCat searches through Kinetica
2002/03 17,053
2003/04 23,000*

* based on 15,231 searches to 29/02/04

Interest was expressed by other libraries utilising WorldCat through Kinetica. This was discussed with OCLC in January 2003. At the time OCLC announced a new charging arrangement enabling subscriptions (much like Kinetica site licences) that would enable libraries to obtain a fixed annual cost to access WorldCat. The concept of a national site licence was consistent with this model and negotiations have been underway for over twelve months. After a survey was undertaken in mid 2003 an offer was made to OCLC for searching for those state and university libraries interested in participating in a Kinetica deal.

OCLC have indicated that they are interested in further discussion only if a large number of libraries would participate. Major libraries who did not express interest, or who had some special issues, have been approached about the possibility of their participation in such an arrangement.

The libraries have been advised that the objective in discussing an Australian site license with OCLC is to enable Australian libraries (through Kinetica) to have access to OCLC's WorldCat service, and to combine purchase of this service to obtain best price. If the administration of billing is undertaken through Kinetica there are efficiencies for OCLC and therefore savings which could be passed on to Australian libraries. It also offers OCLC the chance to enable access to a wider group of libraries than currently use the service, and a demonstration of the use of their subscription model in a global cooperative scenario. The provision of this access to WorldCat has the potential to increase international resource sharing and also to possibly increase the use of the service by Australian libraries.

The basis for an Australian subscription is:

  1. All users would continue to use OCLC's WorldCat service through their existing workflows, whether they be through the WorldCat Cataloguing service, Z39.50, Firstsearch or through web searching;
  2. The usage by Australian libraries would be combined, resulting in at least the current price offered to large libraries, preferably a lower price based on the fact that coordination would be through Kinetica;
  3. Those libraries which are OCLC members would remain so;
  4. Contribution of records would continue through existing mechanisms, the National Library records would be loaded via a batch loading process for the trial period, to assist in obtaining best price and better access to material for other OCLC members (other libraries may consider whether they would like to offer their records via Kinetica for a trial);
  5. End user access would be available in the pilot at no additional charge (usage would be tracked through accounts to enable separate recording of end user searching wherever possible).

Libraries approached anticipate advising shortly their level of interest and a further approach to OCLC will then be made on the basis of the likely searching level. OCLC are expected to respond to this approach promptly.

Access for OCLC customers to Kinetica

The Library has suggested to OCLC that their customer libraries may be interested in using the Australian NBD to identify resources held in Australian libraries for interlending, in addition to use for cataloguing. This follows general interest expressed over a number of years by US universities with Centers of Australian and New Zealand Studies. These institutions have expressed an interest in accessing Kinetica, but have not considered their usage would be at a high enough level to warrant membership. It was suggested that OCLC could offer Z39.50 access through WorldCat and FirstSearch.

OCLC has advised that such a linkage is "not technically feasible at the current time as far as OCLC system software is concerned". They have also noted that they do not plan to do any further work with Z39.50 for their services.

After further discussion the Library has offered to provide records of the National Library's collection to WorldCat for a trial period.

Recommendation

That the Kinetica Advisory Committee note the report.

Contact: Roxanne Missingham
(02) 6262 1143

3 June 2004


Kinetica Advisory Committee paper
KAC/2004/1/7

EXPERT ADVISORY GROUP ON KINETICA DOCUMENT DELIVERY: PROGRESS REPORT

At its August 2003 meeting the Kinetica Advisory Committee recommended the formation of an Expert Advisory Group to investigate future development possibilities for the Kinetica Document Delivery (KDD) Service. The Expert Advisory Group on Document Delivery was subsequently established. Members of the Group represent all library sectors, and have a wealth of experience in document delivery practices in the Australian library context.

The Group has convened via teleconference three times to date, and has started to look at issues such as the apparent decline in Inter Library Loan activity, as instanced by statistics published by the Council of Australian University Librarians (CAUL), in an attempt to identify how the Inter Library Loan/Document Delivery (ILL/DD) market is changing, and what is driving the changes. The Group has identified current literature to substantiate the trends identified in ILL statistics.

The group will review the current business model of KDD in the context of a changing environment for ILL/DD, with the aim of identifying changes that may be necessary to keep the KDD service relevant into the foreseeable future, including the development of a plan by which to achieve this.

A survey of KDD clients and document suppliers is planned to gather information on customer needs and the capabilities of the current KDD service to meet those needs. It is anticipated the survey will assist assessment of KDD's relevance in the face of expanding ISO ILL compliant systems, and identification of trends in ILL/DD at the library level, including ways the current KDD service could respond to changes in requirements.

The Group will also consider issues relating to end user access in a distributed environment, including user authentication and charging models.

The final report of the Group will be presented to the Kinetica Advisory Committee at its next meeting.

Recommendation

That the Kinetica Advisory Committee notes the report.

Kinetica Database Services

Contact: Adrienne Yeo
(02) 6262 1683

3 June 2004


Kinetica Advisory Committee paper
KAC/2004/1/8

Kinetica Subject Headings Review Panel

The Subject Headings Review Panel (SHRP) has continued to focus on implementation of terms for names of Aboriginal and Torres Strait Islander peoples and their languages on the National Bibliographic Database (NBD). This report updates the Kinetica Advisory Committee (KAC) on the progress of the Panel since the last Committee meeting in August 2003.

The Subject Headings Review Panel consists of five members:

Joan Moncreiff Deakin University
Deirdre Kiorgaard National Library of Australia
Jenny Kerry AIATSIS
Judith Purser University of Melbourne
Ian Dunn NBD Manager (Chair)

Activities

14 new Australian language headings have been proposed to LC:

Barngarla language
Central Paman languages
Ngarinyman language
Oykangand language
Paman languages
Rembarrnga language
South West languages
Yura languages
Dhungutti language
Jaminjung language
Janinjungan languages
Larrakia language
Larrakiyan languages
West Bahnaric Languages

10 Change proposals have been submitted to LC containing the broader term Pama Nyungan languages:

Awngthim language
Awabakal language
Dhuwal language
Djapu dialect
Gubbi Gubbi language
Kurnai language
Mayabic language
Ngawun language
Northern Paman languages
Yuin-Kuric languages
Yolngu languages

Subject heading change proposals approved by LC:

Rembarrnga (Australian people) formerly Rembarunga (Australian people)
Dhungutti (Australian people) formerly Dangadi (Australian people)

New subject heading proposals approved by LC :

Miriwoong (Australian people)
Stumpy tail cattle dog
Dingo attacks
Bali Bombings, Kuta, Bali, Indonesia, 2002

New Proposals to LC

Southern blue fin tuna

Aboriginal headings and subdivisions

58 subdivisions from the ABN approved list of Aboriginal subdivisions have been changed and updated on Kinetica.

A comparative list of the new LC approved subdivisions/headings has been updated on the Australian extension web page. There are still a number of headings under review.

Also ready for submission to LC are six new subject heading proposals that have been brought about by the Aboriginal subdivision project.

Councils, Aboriginal Australian
Aboriginal Australians, Treatment of
Stolen generations (Australia)
Prisoners, Aboriginal Australian
Prisoners, Aboriginal Australian$xDeath
X Aboriginal deaths in custody (Australia)
Families, Aboriginal Australian
Recommendation

That the Committee note the report.

Kinetica Database Services

Contact: Ian Dunn
(02) 6262 1467

2 March 2004


Kinetica Advisory Committee paper
KAC/2004/1/9

NATIONAL BIBLIOGRAPHIC DATABASE: QUALITY ISSUES

Introduction

This paper reports on current initiatives aimed at improving the quality of the National Bibliographic Database (NBD).

See Attachment A for the ongoing Quality Improvement Plan for the NBD.

Database maintenance

A wide variety of maintenance tasks have been performed on the NBD to improve the quality of existing records and indexes. These tasks are listed below.

  • Holdings have been corrected on 336 NLA ephemera records. The coding on a number of subject headings for "Aboriginal Australians" has been corrected.
  • NBD staff have been reviewing and correcting all subdivisions of the subject heading "Aboriginal Australians". The Library of Congress held over approval of current Aboriginal language proposals until an additional broader term reference is supplied for each proposal. The proposal for Miriwoong (Australian people) was approved.
  • Two obsolete MARC tags found in some NBD records were converted to the currently valid tag. Tags 261(Imprint statement for Films (pre-AACR1 Revised)) and 262 (Imprint statement for Sound recordings (Pre-AACR2)) have been converted to tag 260. Approximately 3141 records previously contained tag 261, while 84 contained tag 262.
  • Over 14,000 orphan headings have been removed from the NBD since August.
  • Over 3000 records for Theses were upgraded. Their material type codes were corrected, for example changing an item from a 'computer file' to 'text' or 'manuscript', and the thesis code was also added .
  • A short survey on duplicate reports was conducted. The bulk of report contributors (25 in total for the survey period) were Academic or public libraries (National/State/Local). 3 special libraries also contributed duplicate reports.
  • Routing subject heading proposals for 'Bali bombings, 2002, Kuta, Bali, Indonesia', 'Australian stumpy tail cattle dog' and 'Dingo attacks' were approved by Library of Congress.
  • Work is in train to correct sound recordings incorrectly identified as musical sound recordings. Some 4-5,000 records have been corrected and a further 13,000 records will be corrected.
  • The correction of coding for records not displaying in KineticaWeb (characterised by the display of an "Error 14" message instead) has been completed.
  • Duplicate records resulting from the loading of the Italian books microform collection were deleted.
  • Ongoing duplicate removal and processing of records from error logs continued.
  • More than 1.5 million records were identified in the NBD which had no holdings and a latest transaction date more than 5 years old. Those which are not of Australian Interest and contain no TOC data are in the process of being deleted from the database. Just over 850,000 records have been deleted to date.
  • Ongoing work on duplicate removal, and manual resolution of tentative matches from the batch loading duplicate detection program.
  • Clean up of some errors found after the University of Western Sydney retrospective conversion.
  • Change in linking of subunit records in National Library of Australia's McCrea collection records.
  • Clean up of bad indicator values in 041 fields.
  • Clean up of records loading with no 245 field.
  • Clean up of problematic filing indicators on title fields.
  • A maintenance task was performed to upgrade records for theses by adding a 'nature of contents' code to each theses record that did not carry one.
  • A number of records for spoken word sound recordings were migrated from ABN with Leader/6 = j (musical sound recording) This was changed to Leader/6 = i
  • LC records in Vietnamese language have in the past been put through the incorrect character conversion which affected the "hook o" character. This character was identified and corrected.
  • There were records on the database with "microfilm" in the GMD subfield of the 245 field. These were corrected to "microform".
  • Some records were identified as containing multiple 245 fields. These were sampled and corrected.
  • National Library of Australia Gundagai collection photograph records had titles and holdings statements amended.
  • The monthly Orphan heading removal program is being exercised regularly. During the last 4 months over 34 000 orphan headings were removed from the NBD or about twice as many as over the last 4 months of 2002. 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.
  • Over 5 666 duplicate name headings were merged. This included duplicate headings that had been created due to incorrect MARC coding.
  • A further 2 854 duplicate reports were resolved during the period. This brings the total number of duplicates processed since the introduction of electronic submission forms to 6 803 .

Currency and Coverage

Batch*Link.

The Automated Batch*Link Gateway is being used by 54 Kinetica libraries to upload records to the NBD. Since July 2003 the following 4 organisations commenced using the service:

  • National Library of Australia (NLA) Previously only loaded Jakarta Office records but now loads its ILMS cataloguing weekly.
  • Yarra Plenty Regional Library (VHEI) Previously loaded foreign language titles via Bibliotek but now loads general cataloguing directly.
  • Queen's College, University of Melbourne (VU:Q)
  • Yarra Melbourne Regional Library Corporation (VYML)

A full list of Batch*Link service users is available on the Kinetica web site at: http://www.nla.gov.au/librariesaustralia/batchlinklib.html

Batch Loading.

No enhancements have been made to the service over the period other than routine maintenance. Turn around times for the batch loading of both customer and national agency files remain excellent during the period. Files are generally loaded to the database within 24 hours of receipt.

Batch Update Service.

Specifications have been written for wide ranging amendments to the Batch Loading and Kinetica Match/Merge routines, which will allow participating libraries to overlay database records in the NBD. Currently NBD records are protected and only selected fields are permitted to update database records and overlay is not permitted unless the contributed record is clearly superior (ie has a higher encoding level) than the database record. At the moment customers must use the Kinetica Cataloguing Client to make amendments to many fields (eg title, publishers statement, collation, fixed field codes). The projected new service is designed to allow such changes to be done by batch uploading and record overlay, and is currently undergoing testing. The new service is undergoing pre-implementation testing.

Global Holdings Updates

The Global Holdings Update service was again kept busy. 252,162 NBD holdings were updated through 60 separate tasks since July 2003, including the deletion of 9,270 "on order" holdings which were over 4 years old. Also a significant number of holdings were deleted as the result of libraries bringing their NBD reporting up to date.

Refinement of the Kinetica matching algorithm

Refinement of the Kinetica match/merge program is an ongoing process. The following changes were made to the program:

  • Validation of Amicus number (field 001) checks to for non-numeric characters and leading zero's or blanks.
  • Modify the load program to reject records with long 5xx fields or excessive subfields in 5xx fields to prevent load processing from aborting the file load.

We will continue to investigate these and other options for refinement of the matching process.

Recommendation

That the Kinetica Advisory Committee note the report.

Kinetica Database Services

Contact: Ian Dunn
(02) 6262 1467

5 March 2004


Attachment A

Quality Improvement Plan for the National Bibliographic Database

Created: Bemal Rajapatiran, 1 November 2003
Revised: Bemal Rajapatirana, 13 November 2003 (split into current and pending with additional detail against tasks)
Revised: Ian Dunn, 16 March 2004 (added completed tasks section, added additional details against some tasks)

CURRENT

No. Task Strategy Responsibility Task Priority Start Date Finish Date
1 Duplicate removal
  • Reported dups
  • Serial dups
  • Ecollection sets
  • Mfm collection sets
  • CJK duplicates (min to script record matching)
.
Determine with IBM if it is possible to generate a list of most popular Australian works and resolve duplicates within them.
About 400 duplicate records are manually removed each month including those reported by Kinetica users and those discovered during NBD activities. This manual duplicate removal is nearly equivalent to one person devoting their full time to this activity. Nearly 30,000 duplicate records are detected and removed each month by the automated file loading facility.
In the CJK database nearly 2,000 duplicate records are detected and removed each month by the automated file loading facility. .
NBD






CJK
1 Ongoing
2 Duplicate/Multiple fields: Duplicate, 300, 504 Identify redundant data and remove it from NBD records. Not critical as data elements are repeatable. Strategy may involves changes to Merge algorithm to prevent addition of multiple fields.
Currently under investigation by IBM
NBD/IBM 3 1 Feb 04 1 May 04
3 Improve Match/Merge algorithm Task raised with IBMGSA (12065)
  • AN/LN matching improvements implemented
  • Title matching changes in test
Pending:
  • Immutable number conversion validation (Task 46640 to clean up after conversion tested)
  • Expand list of 010 prefixes to be filtered out on load
  • Form of item matching improvements
  • Review ISBN/ISSN matching
  • Review merging behaviour - duplicated data
  • Review verification level/language - duplicate headings
NBD 1 1 Jan 03 Ongoing
4 Duplicate Name-Title headings removal. Strategy has been agreed with IBMGSA and task raised (46096). Programmer assisted technique has been identified. A list of N/T has been started but need to determine which N/T to prioritise. NBD/IBM 1 1 Sept 03 Ongoing
5 Multiple LN numbers:
Task 1: Same LC numbers appear twice in 010 (NR) field.
Task 2: Different LC numbers appear in 010 (NR) field
Two separate lists for records with and without holdings have been generated for each problem. Task 1 requires analysis to determine which number to delete.
Task 2 is manual (in progress)
NBD 3

2
1 Jan 03

1 Jan 03
Ongoing

Ongoing
6 Fix title filing indicators Task raised with IBMGSA (25695) Activity scheduled for annual basis. NBD/IBM 2 Ongoing
7 Correction of Musical / Non Musical sound recordings 2 Tasks raised with IBMGSA to identify and correct a high percentage automatically. (47408 and 47410) Analysis in progress
So far just over 18,000 records have been reviewed of which 6,000 required correction. Records targeted so far have been those related to the Music Australia database. But the scope is now widening to include a wider range.
NBD 2 15 October 03 31 May 2004
8 Character set mappings for CJK database EACC and CCCII mapping to Unicode. III may be able to convert all characters to Unicode prior to any integration CJK 2 1 October 2003 30 Aug 2004
9 Subject heading maintenance of LC/Australian conflicts Strategy comprises:
  1. Aligning Australian headings with LC authority file
  2. Perpeptual maintenance strategy for terms that can't be aligned
  3. Building in global mapping to next iteration of Kinetica
NBD 2 Ongoing
10 Authority coding problems
  1. Identify and fix incorrectly coded LCCSH authorities
  2. MeSH
Note that initial investigations have commenced for LCCSH. Determined if automated fix is possible and scope of manual fix. NBD 3 Ongoing
11 Authority file maintenance
  1. Reported headings
  2. Australian Name Authorities - approach through subject categories such as music, science, history?
NBD/CJK 3 Ongoing
12 Removal of records surplus to requirements Records which are older than 5 years, which do not contain the Australian Content Indicator and which have not been edited, and which have no holdings attached and which are not TOC records are being deleted as surplus to requirements. To date nearly 1,000,000 records have been deleted with a final target of 1.6 million.
National Diet Library Records over 5 years old and without an ISSN and with no holdings have been deleted from the CJK database. Some 50,000 records have been deleted.
NBD/IBM




CJK
1 March 03 30 March 2004

PENDING

No. Task Strategy Responsibility Task Priority Start Date Finish Date
1 ASCII hex '1D' within the record. Character is used solely as the end of record marker and should never appear inside a record. LK/IBM 1 2 Jan 04 30 April 04
2 Obsolete MARC tags and indicators. Task raised with IBMGSA (7732). Tags and indicators identified. Strategy for clean up to be agreed and implemented. Additional tags such as 886 may need to be added to existing list. LK/BR/IBM 1 1 Dec 03 30 Jun 04
3 Duplicate removal of Australiana Subset Determine with IBM if it is possible to generate a list of most popular Australian works and resolve duplicates within them. NBD 1 1 Dec 03 1 Dec 04
4 WadeGiles and Pinyin on the NBD. Both forms of romanisation exist on the NBD due to earlier policy. WadeGiles romanisation records should be removed. Strategy to be determined with a view to migrating CJK and possible integrating NBD/CJK. Options may include
  1. Manual removal of headings and correction of authorities
  2. Deletion of CJK records and headings from NBD (with date criteria)
BR/CJK/IBM 1 17 Nov 03 30 May 04
5 CJK and NBD consolidation Related to WG/PY task above BR/NBD/CJK 1 17 Nov 03 30 May 04
6 Removal of near duplicate name headings Task raised with IBMGSA (27062) Specification needs refinement. May also involve changes to MatchMerge algorithm to prevent the loading of near duplicate terms.
Problem: what is a near duplucate?
NBD 1 1 Feb o4 30 May 04
8 Multiple Classification No.s Primary aim is to improve display of records. Need to specify clean up query for IBM and investigate changes to merge algorithm NBD 3
9 Vietnamese records containing spacing circumflex instead of combining circumflex in double diacritic. Search out and convert (Circumflex should really be diacritic closest to the letter but has been input in wrong place quite a bit)
Requires further investigation and specification of a fix.(Records need to be viewed in Kinetica Web to be able to see the problem)
LK/BR/IBM 3 3 Feb 04 4 Apr 04

COMPLETED

No. Task Strategy Responsibility Task Priority Start Date Finish Date
Multiple ISBN No.s
TASK COMPLETED
Task raised with IBMGSA (38355) to identify ISBNs with 4 or more ISBNs. Primary aim is to improve display of records. Need to specify clean up query for IBM and investigate changes to merge algorithm NBD 3 1 Jul 03 1 Jan 04
Set Australian Content Indicator for Theses records
COMPLETED
Task partially completed. Respecificy and raise new task with IBM to identify Theses from Australian organisations. Identified through string in 502 and possibly also holdings. NBD/IBM 2 14 Nov 03 30 Nov 03
Theses code application
  • associated tasks include correction of LDR codes
  • application of ACI
  • application of mfm codes
COMPLETED
Task raised with IBMGSA (38599) May need to run periodically. NBD/IBM 2 27 Oct 03 30 Nov 03
ASCII hex value 1A: legacy from ABN. Character occurs within the superscript escape sequence and is supposed to indicate the degree sign.
TASK COMPLETED
Only seems to occur in records for maps and rare books and all sighted records were loaded from VSL or ABN:1. Identify these categories and specify substitution LK/IBM 1 2 Jan 04 30 Mar 04
Repetition of the escape sequence characters. Some MARC records out of Kinetica containing an attempt at using the degree symbol do not pass through XML conversion as a result.
COMPLETED
The corruption is additional to the '1A' problem noted above. LK/IBM 1 2 Jan 04 30 Mar 04
ASCII 1F within 008 field. Errors in MARC output from Kinetica include records with scrambled 008 data. Some corruption is present in the Kinetica record and some occurs on output.
1187 records fixed that had ASCII 1E or # in 008
4,927 with ASCII 1F in 008 COMPLETED
Search out all occurrences and convert to blank. Need to try to find the corrupted 008 fields. IBM will want an example to look for LK/IBM 1 2 Jan 04 30 Feb 04
Microform code application. Can be done across subsets of data e.g. theses, newspapers,
COMPLETED
Specify and raise task with IBM NBD 2 1 Nov 03 30 Nov 03
Extraction of AN's with long note fields, 5XX (ERROR 14)
COMPLETED
Raise task with IBM and specify requirements NBD 2

Kinetica Advisory Committee paper
KAC/2004/1/10

KINETICA ANNUAL USERS' MEETING 2004

The Kinetica Annual Users' meeting is an annual event which provides a forum for customers to discuss issues relating to Kinetica.

The Meeting in 2004 will be held at the National Library of Australia, in Canberra on Friday 13 August. The draft program for the 2004 users' meeting is attached.

Also attached is the evaluation summary of the 2003 KAUM, held in Adelaide.

Recommendation

That the Kinetica Advisory Committee note the success of the 2003 Meeting and provide input on the proposed program for the 2004 Annual Users' Meeting.

Kinetica Customer Services

Contact: Ms Cathy Pilgrim
(02) 6262 1690

9 March 2004


Attachment A

EVALUATION SUMMARY OF THE 2003 KINETICA ANNUAL USERS MEETING (KAUM)

A total of 227 delegates attended the 2003 KAUM including 37 people who attended the Friday workshops only. Of the 227 delegates, 98 completed the Kinetica AUM evaluation form that had been distributed to each delegate. Of the 98 respondents, 50% were from the education sector, 20% from special government libraries, 13% from the public library sector with the remainder from national/state, commercial and other libraries.

Of particular note is the fact that 90% ranked the meeting as a whole to be excellent or above average. The aspects that received most praise were meals and refreshments, the meeting venue, the role of Kinetica staff and the tour of the State Library of South Australia. The table overleaf illustrates user rankings for 2002 and 2003. The comparative data reveals that all measurable items with the exception of the Happy Hour achieved a greater percentage of 'Excellent' rankings than for the previous year. In some cases the percentage more than doubled.

In 2003 a local committee of five South Australian librarians assisted Kinetica staff with the organisation of the AUM. Their local knowledge contributed significantly to the efficient planning and execution of the Meeting.

The Meeting this year featured three new areas

  • the Innovation Awards;
  • a tour of the State Library of South Australia;
  • workshops.

The Innovation Awards were presented to the library, information service or organisation which had, in the opinion of the judging panel, made the most innovative use of Kinetica. Our inaugural winner was the State Library of Tasmania for its web based service "Our Digital Island". Four workshops were offered to KAUM participants on the final afternoon of the Meeting. These workshops were also open to local library staff who may not have attended the full AUM. The workshops, which were widely appreciated covered the following topics.

  • Authorities;
  • KDD;
  • E-resources/serial cataloguing;
  • Teaching Kinetica to End-Users.

The evaluation 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?
  • Which workshop did you attend and do you have any comments on the workshop?
Overall meeting Overall meeting
Meeting venue Meeting venue
Meals and refreshments Meals and refreshments
Meeting content Meeting content
Discussion Opportunities Discussion Opportunities
Role of Kinetica staff Role of Kinetica staff
Parallel sessions Parallel sessions
Innovation Awards Innovation Awards
Panel sessions Panel sessions
Cocktail reception Cocktail reception
State Library Tour State Library Tour
Workshops Workshops

The replies have been summarised under the following headings.

  • General
  • Format and organisation
  • Content / Presentations /Discussion
  • Venue

Each of the above headings (with the exception of General) has 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. But as always, what some people see as a positive component, others will see as a negative. For example, the Showcase of South Australian Libraries - the overwhelming response was very positive with most attendees appreciating the opportunity to be given an overview of the library sector in South Australia. However, there were some who thought this type of showcase was inappropriate at an annual users' meeting.

1.General

The most frequent positive comments received from participants were appreciation for the opportunity to network with colleagues and the variety of the topics at the 2003 Meeting. Many people commented favourably on the broader topics that were not directly focussed on Kinetica, but were associated with Kinetica. All comments of a general nature were overwhelmingly positive as depicted below.

  • More informative and better structured than in previous years
  • Excellent Chair
  • Very open and easy to contribute
  • Positive "vibes" about Kinetica
  • Kinetica staff are very gracious, knowledgeable and client-focussed. Thank you!

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. 52% of comments were positive and 48% were suggestions for improvement. The most frequent suggestions for improvement was to have short breaks within sessions and more opportunity for discussion in smaller groups.

Positive comments
  • Excellently organised and streamlined
  • Congratulations to the organising committee
  • Good balance of Kinetica users upfront and NLA staff
  • Very well organised - kept to schedule, well presented and relevant
  • Thanks for the summary notes at the end
Suggestions / criticisms
  • More short breaks would be appreciated
  • More discussion through smaller groups in parallel sessions
  • Colour coded name tags according to sector or state
  • No return transport from tour of State Library was poor management
  • A list of participants would be useful

3.Content / presentations /discussion

Most respondents were impressed with the calibre of the speakers and the overall standard of the presentations. 70% of comments were positive and 30% were suggestions for improvement which covered many issues.

Positive comments
  • The workshops are an excellent idea
  • The KDD workshop was to the point and discussed practical real issues
  • Showcase of SA Libraries - excellent demonstrations of why resource sharing should remain a priority
  • The Authorities workshop was very practical and hands-on
  • The e-resources/serial workshop was very worthwhile with great outcomes
  • Workshops - excellent opportunity to discuss issues/problems, canvas ideas
  • Authorities Workshop - contribution from Kinetica staff member was excellent and informative
  • Authorities Workshop - helped to overcome barriers - very useful!
  • Like the broad range of topics - this trend should continue

Suggestions / criticisms

  • Parallel sessions too formal and don't invite participation
  • Should limit the number of sessions that allow users to talk about their experiences
  • More parallel sessions on specific issues
  • Showcase of SA libraries was too long
  • Focus group sessions with Kinetica staff would be useful
  • Enhancements session should have been scheduled when everyone could attend
  • Demonstrations of Kinetica products, hands-on hints and tips
  • E-resources/serial workshop- focussed on academic libraries only
  • E-resources/serial workshop - title misleading - totally irrelevant
  • Authorities Workshop - tedious! Put me off doing authority work
  • Authorities Workshop - too basic. A shorter session looking at issues/problems would have been more useful
  • Authorities Workshop - Internet connection too slow
  • Authorities workshop - short on structure and purpose
  • Showcase of SA Libraries and the Innovation Awards - 'feel good' sessions that didn't have any new information
  • Teaching Kinetica to End Users workshop - good but too brief - could have incorporated more input from attendees

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 air-conditioning problems, lack of seating at lunch and external noise. 60% of comments were positive and 40% were suggestions for improvement which mainly covered the lack of seating at lunch and the air-conditioning problems.

Positive comments
  • Fantastic location and venue!
  • By the sea was wonderful
  • Staff very professional and helpful
Suggestions / criticisms.
  • Air-conditioning was a problem - either too hot or too cold
  • Lack of seating at lunch
  • Building noise was annoying

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.

  • Need to attract a wider range of managers, reference librarians, document delivery officers and cataloguers
KAUM Sector Breakdowns by Organisation
KAUM Sector Breakdown by User Group

Attachment B

Draft Program for the Kinetica Annual User Meeting 2004

Date: 13 August 2003

Venue: National Library of Australia

Thursday 12 August

Time Activity
1:30 - 4:30 Kinetica Advisory Committee Meeting
9:30 - 2:00 CJK Meeting
9:30 - 2:00 Kinetica Training Agents Meeting

Friday 13 August

Time Activity
8:30 - 9:30 Registration
9:30 - 9:35 Opening and welcome
Tom Elliot (chair) (to be confirmed)
9:35 - 9:45 Welcome by Jan Fullerton
Director General, National Library of Australia
9:45 - 10:30 Strategic activities at the National Library of Australia for electronic services
  • Resource discovery and federated services
  • Initiatives for access to online resources (including Government metadata)
  • Initiatives for public access to resources - Public Library Portal
    including - report and end user experiences Janet Smith - Goulburn Regional Library Service (to be confirmed)
10:30 - 11:00 MORNING TEA
11:10 - 12:30 Kinetica Redevelopment
Presentation from each of the subsystem project teams
12:30 - 1:00 Questions and discussion
1:00 - 2:00 Lunch
2:00 - 2:15 Report from the Kinetica Advisory Committee
John Arfield, Chair of the Committee
2:15 - 2:30 State User Group Report
2:35 - 2:45 CJK Report
2:45 - 3:00 Expert Advisory Group Reports
  • Kinetica Document Delivery
  • Subject Headings
3:30-4:00 Afternoon Tea
4:00 - 4:20 Questions with notice
Questions without notice
4:20 - 4:30 Close

Kinetica Advisory Committee paper
KAC/2004/1/11

ELECTRONIC AND MICROFORM COLLECTIONS: PROGRESS REPORT

Introduction

This paper provides a progress report on the Kinetica service that enables libraries to purchase MARC records for electronic full text collections and the development of the service for microform collection sets.

Kinetica has recently been reviewing the electronic collection sets service. In order to address the current imbalance between revenue received from electronic collection sets and the cost of providing the service, a new charging model has been proposed. Discussions have also been held with Serial Solutions, a US-based e-collection set provider, regarding collaboration. This may include the provision of Australian datasets to Serial Solutions for on-selling to overseas customers and the distribution of overseas sets to Australian customers through Kinetica. Discussions have also been held with the National Library of New Zealand on ways in which we can jointly collaborate with Serial Solutions.

A number of new Australian datasets have been identified and we will be advertising their availability early next month.

Electronic Collections

Current Status

There are currently 18 collection sets offered through this service. Libraries are able to purchase base and quarterly update files of MARC records, following the global addition of the customer library's holdings to each set. We are also offering a complete refresh of some sets.

There are presently 21 libraries receiving quarterly update files for one or more electronic collection sets.

Acquisition of bibliographic data

The following datasets have been added in the last quarter

  • Expanded Academic ASAP
  • Health Reference Center
  • SETIS Literary and Historical Texts

The following sets are currently in process

  • Australian Newspapers Online
  • MacquarieNet

Major work was done on the AusStats records in partnership with the University of Adelaide and the Australian Bureau of Statistics to ensure that the records reflected the separate record policy.

Tailoring electronic location data

Currently when an electronic collection set is output as a product, each record output will contain all the electronic locations which are in the record. Customer libraries have requested that their products be tailored so that only their own electronic locations will be output in their files. Programming work allowing this to be done has been undertaken and is being tested. It is anticipated that customised sets will be available in April.

Microform Collections

Current Status

There are 54 microform collections represented on the National Bibliographic Database (NBD). Health Physical Education and Recreation, German Books before 1601, Italian Books before 1601 have been added recently.

Future plans

The followings sets will be loaded soon. American Fiction 1774-1910, and Early English Books (Units 60-64).

Recommendation

That the Kinetica Advisory Committee notes the report.

Kinetica Database Services

Contact: Ian Dunn
(02) 62621467

1 March 2004


Kinetica Advisory Committee paper
KAC/2004/1/12

EUCAT STUDY: PUBLIC REPORT

Background

OCLC PICA has been investigating the development of an index of major European library catalogues to deliver a new service. The concept has been outlined in a paper by Janifer Gatenby and Rein van Charldorp, which can be found at http://www.nlib.ee. The scope of the service is:

"A single point of access to European library resources would offer end users comprehensive, high quality, verified materials, with access to related materials, online text and delivery services for offline materials."

The project has been discussed by Kinetica and PICA staff on an irregular basis.

EUCAT has consisted of the holdings of the Dutch Union Catalogue (Nederlandse Centrale Catalogus, NCC), the libraries of the North German States (Gemeinsame Bibliotheksverbund GBV) and the Newspaper Index of the Deutsche Bibliothek (Zeitschriftendatenbank ZDB).

The development of this service explores a new model for OCLC, the initial model proposed that:

"EUCAT is also a part of WorldCat. EUCAT in Leiden and WorldCat in Dublin, Ohio will become the first two nodes of an extended WorldCat. Bibliographic and authority data from local nodes will be pooled together with a centralised and replicated international library directory. Holdings are held in the nodes and hence the services are decentralised. A European and a World view will thus become available."

Attached for information is a study undertaken as a part of ongoing research for this project. One of the complex issues for the service is a business model and KAC members may be interested to note that the main decision factors for libraries to subscribe to EUCAT is price (38.4%) and coverage of difficult to find literature (26.7%).

Recommendation

That the Kinetica Advisory Committee note the report.

Contact: Roxanne Missingham
(02) 6262 1143

3 June 2004